Users & Groups Settings

Users & Groups settings let you define who has access to your Box enterprise and when and how they access your Box content. It is available via Admin Console > Users & Groups. This topic contains the following sections:

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Managed Users tab

The Managed Users tab lists all the managed user accounts in your organization. The columns in the list include the following user data:

• Name
• Email (default sort)
• User ID
• Role
• Last Activity
• Collaborations
• Status
• Storage Used

On this tab you can:

• Click on the Name or Email column header to sort the list of managed users by that attribute.
• Click Filter Applied to filter the managed user list by:
  • All Users (default) - Lists the admin, all co-admins, and all managed users in your organization.
  • Admins - Lists the admin and all co-admins in your organization.
  • Co-admins - Lists users who have been assigned a co-admin role.
  • App Users - Lists app users who are only accessible via the API, meaning they do not have login credentials.
  • Internal Platform Users - Lists internal platform users created by Box apps to manage their processes.
  • Exempt From Device Limits - Lists users who are exempted from your organization’s maximum allowed devices value, that is, who have the Exempt user from device pinning limits setting in the Role and Access Permission section enabled.
• Click Bulk Edit to edit multiple managed user accounts at once. See Configuring and Editing Users for details.
• Hover over a row and select the … button. This gives the option to:
  • Download User Engagement Report - Provides an overview of your user’s storage consumption, file and folder count, and collaborations. Visit User Engagement Report for more information.
  • Log in to this Account - Log in to and view the user’s account.
  • Add Users to Groups - Select a group to add the user to, then adjust the access level as needed.
  • Make User Inactive - The user will no longer be able to sign in, and any content they own will become unavailable for collaboration until the account is reactivated.
  • Delete User - Make a user inactive, transfer content and workflows to another user, or delete the user and their content. More information is available in Deleting Managed Users.

Click a user name or double-click a row to view details about a managed user. At the top of the managed user details page is a summary that includes the managed users’ avatar, name, email, and user ID. A managed user details page has the following sections:

• User Details
• Role and Access Permissions
• Folder Collaborations
• Groups
• Managed Devices

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User Details

This section lists the settings in the the User Details section of a managed user and describes each setting. (This section is named User Account Details in the legacy design.) Note Co-admins must have the View settings and integrations for your company permission enabled to view tracking codes for other managed users.

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Role and Access Permissions

• Note For security purposes, a user cannot be given the co-admin role if their primary email address in their user account uses a public (for example Gmail, Outlook, or Yahoo) or an unverified domain. See Verifying an Unverified Domain for information about how to verify a domain that you manage.

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Co-Admin Permissions

This section lists the co-admin administrative permissions by functional area available for Business Plus and all Enterprise-level customers that you can assign users with the co-admin role.  If your Box account is a Business plan or lower, co-admins do not have access to some Box features.  Additionally, the following restriction applies:

• Cannot view or edit admin details

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Folder Collaborations

Lists the folders that the user has been invited to collaborate. You can adjust the widths of the columns in this section to view any truncated content. An admin can also click Edit and:

• Click Select New Folder to add folders to the user’s folder collaboration list.
• Select one or more folders and then click Remove Access to remove the folders from the user’s folder collaboration list.

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Groups

Lists the user groups that the user is a member of. You can adjust the widths of the columns in this section to view any truncated content. An admin can also click Edit and:

• Click Select Groups and then either add the user to additional groups or remove the user from any groups that they are a member of.
• Hover over the group name and click Remove to remove the user from that group.
• Change the Access Level of the user in the group. You can select from:
  • Member - User is allowed access to the group and its functions.
  • Group admin - User has group admin-level access to the group, which means they can edit group membership, content access, and settings. See Designating Group Admins for more information on configuring group admins.

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Managed Devices

List which Box applications available within your company can be used by the user. This section was titled Installed Applications in the legacy design.

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External Users tab

The External Users tab lists all unmanaged and external user accounts. Unmanaged users are collaborators that have accounts that use a managed domain but are not managed users. External users are collaborators that are not in your Box organization. They may not share your company domain(s) and are not subject to enterprise policies. The columns in the list include the following external user data:

• Name
• Email (default sort)
• Organization
• Date Added
• Last Active
• Collaborations
• Invite Status (if any have been invited to become managed users)

The drop-down list in the External Users tab allows to you view either all of your unmanaged users or all of your external users. In either list, you can:

• Click on the Name or Email column header to sort the list of external users by that attribute.
• View details of an unmanaged or external user.
• Delete an unmanaged or external user.

Double-click a row to view details about an unmanaged or external user. At the top of the unmanaged or external user details page is a summary that includes the unmanaged or external users avatar, name, email, and user ID. An unmanaged or external user details page has the following sections:

• User Details
• Folder Collaboration

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User Details

The information in the User Details section of an unmanaged or external user is not editable and contains the following information:

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Folder Collaborations

Lists the folders that the unmanaged or external user has been invited to collaborate. You can adjust the widths of the columns in this section to view any truncated content.

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Groups tab

The Groups tab lists all user groups defined in your organization. Groups are listed in alphabetical order by name. Click a group name or double-click a row to view details about a group. A group details page has the following sections:

• Group Details
• Members
• Shared Folders

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Group Details

This section lists the settings in the Group Details section of a group and describes each setting.

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Members

Lists the members of the group in alphabetical order by name. An admin can also click Edit and:

• Filter the list by name or email address.
• Add managed users as members to the group.
• Change the permission of a group member. For members who are not co-admins, you can select from:
  • Member - User is allowed access to the group and its functions.
  • Group Admin - User has group admin-level access to the group, which means they can edit group membership, content access, and settings. See Designating Group Admins for more information on configuring group admins.

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Shared Folders

Lists the folders that the users in the group share. An admin can also click Edit and:

• Filter the folder list.
• Click Share Folders and add folders to the group.
• Change the permissions of the folder. See Understanding Collaborator Permission Levels for details about each choice.