Collaborate and Share with eBox

This tutorial will define and demonstrate your various options to collaborate and share data via eBox. 
 

If you are an eBox user with your own account, you have access to multiple options for sharing and collaboration, both externally and internally. To make these options more accessible and clear, we have defined in detail the four different kinds of data access you can grant to other eBox users and/or anyone else outside of eBox you need to share data with. We have also provided step-by-step demonstrations of each option for your reference.


Screenshots are for reference only and may use demo information. Please read the instructions for each step carefully.


Know Your Options - Four Unique Ways to Share


1. Team Folders: eBox administrators can set up Team Folders and choose which of their organization’s users will have access to the folders by assigning them as “collaborators.” This is for internal use only, and thus only available between members of the same organization. For day-to-day sharing, teamwork, and providing ongoing access to shared data for multiple users, this is the best way to collaborate as a team.
 

2. Invite-to-Share: All eBox users can invite other eBox users to temporarily share access (read or write) to a file or folder on their own account. This is only available between eBox users, internally; you cannot invite outside entities/persons to share access to the data on your eBox account. Invite-to-share is best utilized for temporary collaboration on a file or folder. The user you invite to share your data will only have ongoing access for 30 days by default. If you are sharing data with an outside organization who also uses eBox, this is an excellent way to collaborate between distinct companies with their own eBox accounts.
 

3. Request-a-File: All eBox users can request a file from anyone with an email address, whether or not they are an eBox user themselves (internal and external). When you request-a-file, you allow the recipient of your request to temporarily upload data to one of your eBox folders. This is an way excellent to request and procure sensitive data from anyone and have it stored directly in your eBox account. 
 

4. Public Link: All eBox users can share "public links" to files or folders on their account. Our support team recommends using public links any time you simply need to send someone a folder or file, but do not need to collaborate with them on the data in an ongoing way. These public links can be sent to anyone - externally or internally and are "one-way" sharing, meaning that recipients would not be given access to collaborate alter the data on your account directly. They can view or download the data you share via pubic link. All anyone needs to access a public link you send them is an internet connection. With this feature, eBox will generate a link to the file or folder that you wish to share. You can then copy and send this link to anyone via email, chat, or even text.

 


Team Folders

The ideal way to share and collaborate between multiple, select eBox users under one organization.


If you are an eBox administrator, you can create and manage Team Folders from the management console of your own eBox account.
eBox admins should reference this tutorial to learn about Team Folder creation and management: Managing Team Folders

If you are a regular eBox user, your administrator can assign you as a collaborator on any Team Folder they create. All collaborators on a Team Folder will see that folder on their own eBox account, though a user's permissions may vary based on how the administrator chose to set up their access. You can tell if a folder is a Team folder from the web interface, in the File Browser, very easily. The folder icon will differ from the regular folders belonging to your account, and Team Folders will be labeled as such in parentheses following the folder name:
 

Regular Folder Icons in the File Browser:

Team Folder Icons in the File Browser:

 

Administrators can also customize each user-collaborator's permissions for a Team Folder - assigning each any user either full read and write permissions, read-only access, or download-only access. Refer to the Managing Team Folders tutorial for more instruction.

 

 


Invite-to-Share

The best way to temporarily collaborate/share data between any eBox users and across organizations.


Every eBox user can use this internal sharing option to temporarily collaborate with other eBox users in any organization.

With Invite-to-Share...

  • You are allowing someone temporary access (30 days by default) to a selected file or folder on your account. The person or entity you share with will see the selected data on their eBox own account, exactly as you see it on yours. After 30 days, they will no longer see the shared data on their account. 
  • You can customize the permissions granted to the recipient of your invitation: full read and write, download-only, or view-only access. 
  • You need to know the eBox associated email address of the person or entity you wish to Invite-to-Share data with.
  • You cannot invite non-eBox associated email addresses to access your data using this option (see Request-a-File or Share-Link options instead), but it is a very useful way to collaborate with eBox users both within your company and across other eBox accounts. If you enter an email address that does not have its own eBox account, you will temporarily see the message "Creation of Guest is Not Allowed" and the "Share" button will be grayed out and unusable. 

 

Here's how to use Invite-to-Share:

Step 1: On the file in the eBox web interface, click the share icon.

 

 

 

Step 2: Choose the recipient of your invitation.

A) Enter the the email address of the eBox user you would like to share the file with. It must be the email address associated with their eBox account.
B) You can write a brief description of the data you are sharing, why you are sharing it, etc. This is optional.

Click Continue.

 

 

 

 

Step 3: Prepare the Invitation to Share *

A) Select whether you will give the other eBox user view/read only, download only, or edit/full control access permissions. **
B) You can provide a different file or folder name to the invitee if you like. This is optional.
C) Select whether you want to receive notifications for various actions related to them accessing the shared data. By default, none are selected.

Click Share

 

* All invitations expire in 30 days by default - you cannot adjust this.
**In this example, we have chosen to grant the invitee Edit/Full-Control Access.

 

 

 

 

Step 4: The invitee will receive an email prompting them to log into eBox and view the shared data.

  • They will see who the invitation is from.
  • They will see your message if you added one when preparing the invitation.
  • They are provided with a link to prompt them to login and access the file from their own eBox account
  • There is an expiration noted in the bottom right of the message, so they are notified of the temporary nature of the invitation.

 

That's it! After 30 days their Invite-to-Share access will automatically expire. You can share the data again if necessary.

 

 

 

Here's how to manage the invitations to share that you have already sent:


Step 1: On the file in the eBox web interface, click the share icon. 

 

 

Step 2: Click the "Shared With People" icon in the sharing window to see and edit the list of people you are "sharing" access to this folder with. You have a few options from here, depending on the nature of the file/folder and your own permissions to access  it:

 

Delete Access: You can delete access for any user at any time. Also, if you are sharing a file or folder with someone, you will need to delete their access to the data before you are able to delete the data itself. Here's how to delete shared access from a file or folder:

 

 

View Public Link: You can also view a public link for the file/folder, if applicable.

 

 

Re-send Email: You can send another email to remind them to access the link and upload the requested data

 

 

Edit Sharing: You can adjust their permissions from Read Only to Edit/Full Control or vice versa.

 

 

Edit Notifications: You can edit the notification settings on this shared data.

 

 

 

If you need more permanent/ongoing collaboration ability and this is another user on your organization's eBox account, ask your administrator about setting up a Team Folder for you and the others who need to collaborate on this data. 

 


Request-a-File
The best way to securely receive data from external entities and store directly to your eBox account.


Every eBox user can use this internal and external sharing option to request data from anyone with an email address.

With Request-a-File...

  • You are allowing someone temporary access to upload data to a selected folder on your eBox account. The person or entity you request data from with will receive an email that lets them know of your request and provides them with a link to the upload location. After 30 days, the link will expire and they will no longer have access to upload. You can also expire it manually. 
  • You will only be granting them permission to upload data - the recipient of your request cannot see or access the data on your eBox folder or account. 
  • You have the option of setting a password to protect this link in the process of sending the request. If you do set a password (which is optional) you will need to call, text, or send a separate secure email to the recipient to notify them of the password. Or, you can hint to the password in the notes area of the request-a-file window.

 

Here's how to use Request-a-File:

  1. on the file in the eBox web interface, click the share icon. I prefer to view files in list view so it's easier to see that option. It looks like three circles/dots connected by lines.
  2. click the "request a file" icon on the bottom of the window - if you hover your mouse you can read the names of the options. 
  3. enter the email address of the person who you are requesting a file from (can be a non-eBox user)
  4. enter a strong password for the link (optional, the 30 day expiration technically covers the HIPAA security requirement without a password). If you do this, you will have to call, text, or send a separate email to the request-recipient to notify them of the password. 
  5. the recipient fo the request will be emailed a link to allow them online access to upload files to the folder you selected on your eBox account. They will not have direct access to any data in the folder itself and are not viewing the folder on your eBox account.
  6. You can request files of any size

 

Here's how to manage File Requests you have already sent:

  1. on the file in the eBox web interface, click the share icon. 
  2. click the "Shared With People" icon in the sharing window to see and edit the list of people you are "sharing" access to this folder with for Request-a-File
  3. You can delete Request-a-File access for any user at any time.
  4. You can also view the public link (the link that was sent to them via email)
  5. You can send another email to remind them to access the link and upload the requested data

 

That's it! After 30 days their Request-a-File access will automatically expire. You can request that they send the file again if necessary.

If you need more permanent/ongoing collaboration ability and this is another user on your organization's eBox account, ask your administrator about setting up a Team Folder, instead, for you and the other users in your organization who need to collaborate on this data. 


Public Link

Every eBox user can use this internal and external sharing option to send data to anyone with an internet connection. Public Links are for one-way sharing and allow your recipient to click a link and download the shared folder or file, directly to their own device. Whether the recipient of the link has their own eBox account or not, the public link is great option for sharing. You can send public links with or without an expiration date, depending on your recipient and how much security is appropriate for the transmission. We recommend always setting an expiration date for HIPAA compliance.

With Public Links...

  • You can use additional security (expiration dates) or not - based on what is appropriate for your recipient and the data.
  • You can send a link to an entire folder, allowing you to send collections of organized data in one link
  • You can send data to absolutely anyone with an internet connection - if they have a sufficient internet connection and you can communicate the link to them, they will be able to access the data you shared with with.
  • You can send files up to any size in a single link.

 

Here's how to use Public Links:

  1. on the file in the eBox web interface, click the share icon. I prefer to view files in list view so it's easier to see that option. It looks like three circles/dots connected by lines.
  2. click the "public link" icon on the bottom of the window - if you hover your mouse you can read the names of the options. 
  3. on the next window, your share link will be at the top. Before you copy it, make sure to set an expiration time if this file needs to be sent securely for HIPAA compliance. You can choose whether the link will provide View Only access by checking that box.
  4. After setting the expiration and checking "view only" if applicable, copy the link. I recommend clicking the copy link icon. You will see a confirmation window pop up after you copy the link.
  5. Now that you have copied the link, you can send it to any recipient by pasting it into an email, text message, chat window, or any other means of internet-connected text-based communication. 
  6. Your recipient who clicks the link can view and download the file you shared or the contents of the folder you shared. They cannot edit files or upload files to a folder via public links. 

 

That's it! If you set an expiration on the link, it will "break" and no longer enable public access to the data after the expiration date.

 

Here's how to manage Public Links you have already created:

  1. on the file in the eBox web interface, click the share icon. 
  2. click the "Public Link" icon in the sharing window
  3. You can disable public link access for any file or folder at any time.

 

A Note on Security:

A "public link" is not "public" in the sense that everyone and anyone can find and access it. You are not launching your data into the internet for anyone just by using this feature, don't worry! You can protect any public link with an expiration date to make it HIPAA compliant, and you can also cancel it yourself at any time. You should only send data to appropriate recipients, of course, and only the people you send it to will know about it and thus have access to it.

 

 


Need more help choosing the best option for your current sharing/collaboration needs? 


Email our support team for advice, instruction, and general assistance.

Be sure to use this tutorial first, as we will advise that you consult it and follow the prescribed steps herein before offering additional assistance. We will ask you which steps you are stuck on and which sharing/collaboration method you are using if applicable. We strongly recommend tutorials and email to be the primary support options for eBox in particular, as our phone support is primarily utilized for email hosting support. Emailing our support team is the best and fastest way to make sure you are connected with an eBox technician.
 

Please provide all of the following details in your email to the support team:

  • In the subject line, reference "eBox" so we know which product you need support for.
  • Provide your full email address associated with your eBox account.
  • Let us know the person or entity you need to share/collaborate with (their email address).
  • Are you an eBox administrator or regular user?
  • Describe the sharing/collaboration setup you are trying to achieve.