Institutional folders are a key feature of Box. If a folder has been made into an institutional folder, the contents will not be lost even if all of the co-owners leave and their accounts are removed. (This has been an issue in the past with Google Drive and Office 365 OneDrive.)
To make a folder an institutional folder, the owner can follow these steps. We need to be prepared to help walk our users through this process.
- Log into Box and Create a folder that you would like to make an institutional/organizational folder.
- After creating the folder click on the box with the three dots (the ellipsis) to the right of the folder name.
- In the menu go to Sharing and then Invite or Manage Collaborators.
- Invite the OSU Folder Admin to be a co-owner. This account will auto accept the invite.
- Next make sure you have at least one other co-owner on this folder. Note: Once you transfer ownership to the OSU Folder Admin, you will become an Editor and only another co-owner can reinstate you as a co-owner.
- Go back to Manage Collaborators.
- Select OSU Folder Admin and change its permissions to Owner.
- Click Okay on the “Change Item owner” dialog that pops up. This is just a warning telling you that your account will be changed to Editor permissions.
- If you wish to be a co-owner have the other co-owner change your permissions from editor to co-owner.
Ways this process could go wrong:
- All collaborators on the folder who were not co-owners will lose access to the folder. Permissions for Editors, Viewers, etc. will need to be re-instated by one of the co-owners.
- The owner following the steps above will be changed to an Editor and will need another co-owner to restore their co-owner access level. We will not have rights to make that change on their behalf.
- The person following the steps above might forget to add another co-owner. Once ownership is changed to OSU Folder Admin, they will be stuck, and we will need to escalate to Box tier 2 for resolution.