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Box News

GUShare - Box Migration - We will conduct a bulk migration of files for all remaining GUShare users. This migration will automatically move your files/folders from GUShare to Box, streamlining the migration for you. Please note that after the 13th of December, you will not have access to GUShare.

New Preview Experience - We have rolled out the new preview experience to all users. As a reminder, when users get the new preview, the file ‘liking’ feature will be removed. Currently, printing from the file preview page is not available, but we will be adding that support in the coming weeks.

Box Sync 4.0 - This upgrade is now available to all users as the default download version on the website. We plan to start auto-updating existing Sync 3 users to Sync 4 in January.

Frequently Asked Questions

Basics/Getting Started


Box and GUShare


Using Box

Box Sync


Security


Accessing Box





Basics/Getting Started

Who gets Box?
All active Georgetown credit students, as well as the faculty and staff of the main campus and med center, qualify for Box accounts for as long as they maintain at least one of those affiliations with the university.

What is Box?
Box is a file sharing and storage service that enables you to securely store your documents “in the cloud” and to access those documents anywhere you can connect to the Internet. You can also share your documents with any of your classmates or colleagues. 

How do I get a Box account?
If you qualify for a Georgetown Box account, simply Activate your account!

How long do I keep my Box account?
You get to keep your Box account as long as you have at least one of the following active affiliations: 
1) Credit student
2) Staff 
3) Main campus or med center faculty 

Please note, accounts are suspended for users without an active affiliation and deleted 30 days after suspension.

Is there a cost for Box accounts?
No, Box is free for all qualified users. 

How do I log in to Box?
Just go to the Georgetown Box login page, Select the “Click Here to Login” graphic, and then enter your NetID and password on the secure "Sign In" page.

How can I log in to my Georgetown Box account if I'm already logged in to my personal Box personal account?
If you’re currently logged in to your personal Box account, first log out of that account and then log in to your Georgetown Box account.

Why are we switching to Box?
Box provides larger quotas, increased data security (with complete data encryption) and has an easier-to-use interface than GUShare.  You can also view, upload, and share documents from your mobile device. 

How much storage space do I get? 
Box users get 50GB of storage.



Box and GUShare

When will GUShare go away?

GUShare is being decommissioned on 13-December-2013. 

How do I migrate my files from GUShare to Georgetown Box?
Starting at 5pm on December 13th, UIS will conduct a bulk migration of files for all remaining GUShare users into the BOX service. After the 13th, you will not be able to access GUShare.

The migration will be complete and data moved by 9 am Monday, December 16th. Please check your new Box account on the 16th. All of your folders and data from GUShare will be there for you. You will need to re-create sharing and permissions for your files.

Departments that have GUShare folders should work with their Account Managers to determine how best to migrate their files out of GUShare.

Will the GUShare permissions I've assigned/created in GUShare be saved in Box? 
No, unfortunately, the permissions won’t be saved in Box.

I own/manage a departmental space in GUShare. What will happen to that space?

Departmental GUShare accounts will require special attention because of the additional steps that are required to establish the space and because of the complex sharing arrangements that already exist. Some of these may not be replicable within Box. Account managers will reach out to departments with larger departmental shares to discuss the transfer of files. After Box accounts are activated, departments with specific concerns may contact the Help Desk at 202-687-4949 or help@georgetown.edu

 


Using Box

Any restrictions on what I can/should keep in Box? 
You can use box to store all of your data. For more information about data classifications please see link below:

http://security.georgetown.edu/technology-policies/revised-data-classifications

I have over 50GB of files, can I get a larger quota?
Although Box can technically support larger quotas, its primary purpose is to support smaller collections of "active" files.  In most cases, users with over 50GB of files are actually looking to archive files, or they have a few very large files that won't perform well in Box.  Please contact your Account Manger to arrange a discussion of your needs - often we find other solutions are more appropriate than a larger Box quota.  

What types of files can I store in Box? You can store any file in Box. However, you can edit and view only selected document types that are stored in Box. 

I have files in Google Drive; can I store them in Box? 

Yes, but you will first need to download those documents to your computer, and then upload them to Box. 

What if I don't want to share any of my Box documents? 

You're not required to share any documents. You only need to share the documents on which you want others to collaborate with you.

Can I share my files with people outside Georgetown?
Yes. You can share documents with people outside Georgetown, but those people must have a Box account, even if it’s a personal Box account. 

How long will files stay in my trash?
Deleted files are kept in the Trash folder for 30 days. Upon expiration, files are auto-deleted and can no longer be recovered.

 

Box Sync

How does Sync manage conflicts?
If two users both change a file concurrently, Box will first try to merge the changes if both are not edits (e.g. one user edits the file, another user renames the file). However, if both users edit the file, the first save will get uploaded, and the second file will be uploaded as a “-copy of”.

What goes into the Sync Recycle Bin?
When files are deleted by Sync, they are placed in the Trash on the Mac and in the Sync Recycle Bin on Windows. Regardless of how a file is deleted, it will be available from Georgetown Box’s trash available on the Box web interface.

What are the differences between Mac and Windows Sync?
Mac Sync does not offer lock/unlock and shared link context menu options.

What happens when you delete a folder in "My Box Files"?
If it is a folder directly in “My Box Files”, it will be unsynced, deleted locally, but not deleted on Box. If it is a subfolder, it will be deleted locally and from Box.

Why were my files moved to the "Box Sync Issues" folder on the Desktop?
When you install the latest version of Box Sync, and if there was a problem with the older version finishing successfully. Sync will replicate the web folder structure on your local drive and will move all the files/folders which are not on the cloud to your desktop inside the "Box Sync Issues" folder. If you wish to upload them, just drag and drop these files back to Box documents and they will be uploaded to the Box cloud.

Files added to "Box Documents" were moved to the "Default Sync Folder"?
Individual files added to the "Box Documents" Folder will be automatically organized in a "Default Sync Folder". You can move these files to another folder. To sync new files into into specific folders, just place them in the folder you want to upload to.

What is the difference between blue and orange Sync icons?
A blue, check-marked icon indicates that a file or folder has been successfully synced. An orange icon indicates that the file is in the process of being synced.

Whats file types are blocked by Sync?
The following file types are blocked by Sync:

  • Box WebDocs
  • Outlook PST files
  • QuickBook files
  • Google Docs/Spreadsheets
  • Temporary files and folders (.tmp and files/folders starting with ~ character)
  • System and hidden files
  • Windows shortcuts
Please Note: Many files on the Mac are stored as "bundles", which is a folder that OS X is able to interpret as a file. This includes many iWork files, Mac Apps, NIBs, and more. Box Sync will not upload these files to your account.

Will my links & aliases remain when using Sync?
Links and aliases are not officially supported by Sync. For example, Cross referencing links in Excel documents would be broken upon syncing to a different computer

Does Sync support special characters?
Sync does not support files or folders that contain any of the following characters:
   \/*?":<>|

If you attempt to sync files or folders containing these characters, Box Sync will prompt you to rename the file or folder using the underscore character. In most cases, we recommend pushing the “Rename” button and accepting the renamed file or folder that Sync suggests.

What Permissions are required using Sync?
Sync requires the "Editor" access type.  Folders that only have "Viewer" permission cannot be synced. Mac files need to be set to both Read & Write privilege. Read-only files will not sync. Read-only files will occur when copying from a CD. Change them to Read & Write to allow them to sync.

Can I use Sync as a bulk migration tool
Sync is not optimized for migrating a large amount of data into Box. If you need to migrate from an existing file system with a lot of files,  we recommend contacting the Help Desk at 202-687-4949 or help@georgetown.edu with our with specific concerns.

I have an external Hard Drive. Can I use that to sync?
We recommend only syncing to a local hard drive. Do not use Sync with flash drives, external hard drives, network drives, or any external media. Although this will work in some cases, there are known issues, and we do not recommend this configuration.


Security

Can I store restricted (e.g., HIPAA, FERPA) data in Box? 
Yes! HIPAA/PHI data is allowed in Georgetown Box.

How safe are my files in Box? 
Your files are very safe in Box. They are completely encrypted---Box encrypts your data while it’s sitting in your Box account. This is called encryption at rest

Are the documents in my Box account backed up? 
Yes.  All content stored in Box is kept in multiple data centers to ensure high-availability to your data.  Please note, though, that if you delete an item from your account those files cannot be recovered one the trash has been emptied. 


Accessing Box

What Browsers does Box officially support?
Google Chrome is the recommended browser for Georgetown Box.

While Box is compatible with some older web browsers, most interface issues encountered are easily resolved by simply updating your browser to a current version.

Please ensure that your utilizing one of the latest versions of the web browser below:

  • Google Chrome (Latest version) 
  • Internet Explorer 
    - IE6 and previous versions are NOT supported
    - IE7 is functionally supported but you may experience interface issues
    - IE8 & IE9 are fully supported
  • Safari (Latest version)
  • Firefox (Latest version)

Can I use Box over a wireless connection? 
Yes, you can use Box anywhere you can access the Internet and have access to a compatible device.

 Can I use Box on my mobile device? 
Absolutely! You can use Box on the iPhone, iPad, Android devices and Windows Phone. Click here for details on using Box on your mobile device

I already have a personal Box account; what will happen to that account? 
Your personal Box account will stay the same as always unless you used your NetID when you created your personal account.

I’m a Georgetown Sponsored Associate (SUA) employee; can I get a Box account?
Associates must make their request through their department.

What apps are available to Georgetown Box Users?
Apps connect your Georgetown Box data with external applications and services. To help keep your content safe and secure, we have enabled Georgetown Box core applications. We're currently constructing a list of apps requested by the community and will be holding a quarterly open forum to review and discuss. Upon request, application authorization will be taken into consideration for Georgetown Box. 


Georgetown University Information Services Collaboration 3300 Whitehaven Street, N.W., Suite 2000, Washington D.C. 20007 Phone: (202) 687.4949 Fax: (202) 687.1505 help@georgetown.edu