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This comprehensive guide helps Box administrators rapidly deploy and configure Box across their organization. The article outlines seven key implementation steps.

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Seven Implementation Steps

  1. Log in to Box and access the Admin Console
  2. Design your folder structure
  3. Configure 2-factor authentication and/or single sign-on
  4. Define your organization settings
  5. Integrate Box with the rest of your toolkit
  6. Provision Box to your end users
  7. Enable your end users

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Accessing the Admin Console

The Admin Console is available in Box Business Starter plans and above. Admins and Co-admins can access it via a link in the bottom-left of the navigation bar. Access levels depend on plan type, add-ons, and Co-Admin permissions.

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Folder Structure Design

Organizations should choose between two approaches: Open Folder Taxonomy: Users create their own root-level folders (default setting). Better for organizations needing less administrative oversight. Closed Folder Taxonomy: Admins create and control all root folders, with users restricted from creating top-level folders. Requires enabling “Restrict Content Creation” in Enterprise Settings.

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Best Practices

  • Place restricted content at higher folder levels due to waterfall permissions
  • Use clear, consistent naming conventions
  • Keep structures to approximately six levels maximum
  • Create separate folders for external collaboration
  • Reduce Files page clutter through strategic folder invitations

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Security Configuration

Two-factor authentication (2FA) can be required for all managed users or specific external collaborators. Access Admin Console > Enterprise Settings > Security to configure. Single Sign-On (SSO) enables users to access Box using one password across multiple applications, reducing password fatigue and help desk tickets.

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Enterprise Settings Overview

Key configurable settings include:
  • Shared Links: Define what content types can be shared
  • External Collaboration: Customize who can be invited as external collaborators
  • Content Creation: Restrict folder/file creation to admins only
  • Device Trust: Set minimum device requirements for Box access

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User Provisioning

Managed Users: Accounts directly controlled through the Admin Console. Admins can add individual users manually or bulk-import up to 1,000 users via CSV file. External Users: Business partners and collaborators can be added directly to folders without Admin Console involvement; Box automatically tracks them. Groups: Available in Business Plus and Enterprise plans, enabling permission management for multiple users simultaneously.

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Integration and Launch

Box integrates with major applications including Microsoft Office, Salesforce, and Zoom. A complete integration directory is available at the Box Integrations marketplace. Post-launch communication should direct users to:
  • Box University online courses and videos
  • Getting Started articles for new users
  • Support forum for peer insights