Using File Request to get Content from Anyone

Box File Request gives you a fast and secure way to request and obtain files, plus associated metadata, from anyone.  Using an easy, drag-and-drop graphic interface, you create a Web form that enables you to:

• Securely request files from people without adding collaborators on a folder
• Gather additional information with metadata attribute fields, which you can set as required/optional
• Enable extra security and email validation with link settings
• Kick off automated workflows using Box Relay

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Creating your File Request Form

1. Select the folder that you want to contain the uploaded files
2. In the Sharing pane on the right, under File Request, click Create Link.
   • You can also click the ellipsis (…) to display the More Options menu, and then click File Request.
3. Click Edit. The Submit Files window opens, displaying a default title and upload files area.
4. At the top of the form, enter your title.
   • Make the title clear and unique, to help the people submitting content quickly understand what you’re asking them to provide.
   • The default title is “Submit Files,” which you can keep if you like
   • Optionally, add a sentence or two describing the content you are soliciting, and perhaps any instructions you wish to provide.

 

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Content Fields to add

When creating a file request, you can add fields to the form to request additional information including:

• The sender’s email address (if this option is not already enabled by you Admin).
• A description of the file or files being uploaded.
• Additional Simplify and clarify your request by adding one or more file upload.
• Extending the form and enhancing the business value of your request by adding file metadata.

Important Metadata must already be turned on for your enterprise for you to request it.  For more information on creating and working with metadata templates, please see the Related Links section at the bottom of this article. To specify the additional information and file attributes:

1. Edit the file request
2. At the bottom of the File Request window or from the right menu, select from the following fields:
   • Email address.
     • You can only add this field once.
   • File Description.
   • File Upload.
   • File Metadata
3. Click Save.

When adding metadata:

1. In the left half of the window, click the template you want. That template’s fields (that is, file attributes) display in the right half of the window.
2. Check the attributes you want and click Add Fields.
   • By default, all metadata fields are required. To make any field optional:
     • Select the field you want.
     • Click Required. An asterisk appears next the name of the field.
   • (Optional) To add descriptions to your fields:
     1. Select the field you want
     2. Click the ellipsis (…)
     3. Check Add a description
   • If you save this form and wish subsequently to add more fields, click the Add a Field > Metadata again to display metadata attributes you initially left off. This enables you, for example, to clearly describe the information you’re requesting, and why you want it. You can also make the description field optional or required.

Note You can only use one metadata template per file request. To preview your form

1. At the top right of the screen, click Preview. Box displays a preview of your File Request form in a new tab, just as the form will display to the people using it to send their files.
2. If the form looks good, return to the File Request window to copy the link.
3. If you wish to make changes, see below.

To rearrange your form

• Open the File Request form.
• Select a field to move by clicking the vertical icon and dragging the field.
• To add another field:
  • Click Add a Field.
  • Drag and drop the field from the right panel to the desired location.
  • Hover over the horizontal separator and click + to open the options for adding a field.
• To remove a field from the form, click the ellipsis (…) to display the More Options menu, and then click Delete.

Note: Clicking Delete removes the field immediately. You can add the field back again in the form editor. To modify your form after publishing it, go to the file request:

1. Click the ellipsis (…) to display the More Options menu.
2. Select File Request.
3. Click Edit and make the desired changes.
4. Click Save.

Configuring the link settings and capturing the sender’s email address

1. Toward the top right of the screen click Share.  When the File Request window displays, toward the bottom click Settings. The Settings window displays.
2. To require managed users to log into Box before submitting files, click the Require uploaders to log in to Box slider to move it to the right.

• If this box is not available, it means your Box Administrator is requiring that all content uploaders log in to their Box accounts before submitting their files. In this case File Request automatically captures and validates the email of the uploader.  Box displays their identity when you preview the file in the Box Web app, in the More Details section, under Uploader.
• To set an expiration date for the link to you File Request form, click to move the Set a link expiration date slider to the right, and then set the date you want.
• When you’re done, click Save.

Copy the link and send it out as you desire. Important To be notified when content is uploaded, go to the folder settings and check Notify me when file uploads occur in this folder.

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Embedding File Request into an existing Web page

You can embed your File Request form within a larger Web page, rather than creating a new and discrete page. To create an embed widget from your File Request

1. Navigate to the folder that has the File Request link.
2. Click the ellipsis (…) to display the More Options menu.
3. Click File Request.  The File Request window opens, displaying a link.
4. To the right of the link, click the code box (). This copies to your clipboard a snippet of HTML code.

Box creates the iFrame; you can use the copied code wherever you wish. More information on using Box embed widgets. Finally, you can delete a request entirely. To delete a File Request form

1. Navigate to the folder that has the File Request link.
2. Click the ellipsis (…) to display the More Options menu,
3. Click File Request. The File Request window opens.
4. Click Edit.  The File Request form displays.
5. At the top of the form, click the ellipsis (…).
6. From the menu that displays, click Delete.

Note

• You can also disable and then delete the link to your File Request form.
• When you delete a File Request form you cannot recover it. You need to rebuild it again after deleting it.

File Request and Security While there are safeguards in place to reduce the risk of malicious content, your organization may require an additional security layer that forbids “anonymous” uploads.  For these situations, either you or your Box administrator can require a Box account login for anyone submitting files through File Request.  If your administrator implements it organization-wide, then every file request form you create includes a link the file submitter must use to log in to their Box account (or sign up if they don’t already have one).  You cannot turn it off.  If your administrator does not implement this requirement, you can do so manually, each time you create a new file request. In either case, File Request captures the email address associated with the submitter’s Box account and associates it with the content they upload, so you always know the identity of the person sending you files.  In this way, you can:

• Guarantee that uploads came from the right person
• Confirm that the email address entered is correct

To find the email address associated with the submitter’s Box account:

1. In your BoxFiles window, open the file.  Box displays the file in Box Preview.
2. In Box Preview’s right sidebar, click the Details icon.
3. In the Details panel, Box displays the email address under Uploader.

Note If the person uploading files already has an active Box session, they do not need to re-authenticate. Related Links Introducing Box File Request How Content Submitters View and Use File Request Administering Box File Request Box File Request FAQ Introducing Box Relay Understanding Collaborator Permission Levels Using Metadata Customizing Metadata Templates