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If you need to share UTBox folders containing sensitive data it is recom= mended to change some of the default settings on the folders you want to sh= are. Changing some of the default settings will give you more control over = who can access your folder. The recommended changes to the default UT= Box folder settings are below along with an explanation of what the changes= do.
Log into UTBox and navigate to the folder you wa= nt to change the settings on. Click on the folder to open it. Once the fold= er is open click on the "..." menu item just above the fol= ders and files listing. In the menu that appears, click on Properti= es | Folder Settings. |
Depending on your requirements for how = you want to share the folder you may not be able to configure all of the re= commended settings. The recommended changes from the default folder configu= ration are as follows: By default this setting is disabled. This allows people who are sharing yo= ur folder with the "Editor" permission to invite additional people to share= your folder without having to go through you. They could even invite peopl= e not affiliated with the University which could possibly pose a risk to yo= ur sensitive data. If you enable this setting then only people with the Own= er and Co-owner permission can invite additional people to share your folde= r. If you later decide you want to delegate the task of managing who can ac= cess your folder then you can change one of your existing folder Editors to= have the "Co-owner" permission. This will allow just that one additional p= erson to now be able to invite people to share your folder. Shared Links | Restrict shared link= s in this folder to Collaborators Only for Files and Folders - ENABLED By default this setting is di= sabled. This allows for someone with the permission to create web links to = files and folders to do so without setting a password. This would allow any= one to click on the link to get access to your files and folders. If this w= eb link is emailed via unencrypted email this could possibly be a violation= of Confidential data security policies. You should enable this setting and= set it to "Files and Folders". People will still be able to create web lin= ks to files and folders but they will not have the option to create a passw= ordless link. They will only be able to create links that are accessible to= the other Box users you are sharing the folder with. Invitation Link | Enable collaborator invitation= links - DISABLED By defa= ult this setting is enabled and set to a role of Editor. This allows for th= e existence of a web link that anyone could click on and have access to you= r folder. It is more secure to grant access to your folder to specific UT E= ID accounts and email addresses. When you disable this setting the only way= people can access your folder is through being specifically invited by you= or your delegate. |
Recommended UTBox settings highlighted:
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