Skip to Content

About Us

Box Use and Collaboration Guidelines

Box is a powerful collaboration tool, especially when you need to work with multiple parties across different organizations.

However, those who use MD Anderson's enterprise Box account must keep the following statutes and policies in mind. 

User roles and abilities

The table below summarizes Box user roles and the abilities associated with each. Users should be assigned the minimum necessary abilities to carry out their functions.

Please note that all activity in MD Anderson's enterprise Box account, whether by an MD Anderson employee or by an invited collaborator, is logged.

RoleUploadDownloadPreviewEditDeleteOwner
rights
UploaderYesNoNoNoNoNo
PreviewerYesNoYesNoNoNo
Previewer-UploaderYesNoYesNoNoNo
ViewerNoYesYesNoNoNo
Viewer-UploaderYesYesYesNoNoNo
EditorYesYesYesYesYesNo
Co-OwnerYesYesYesYesYesYes

User roles definitions and examples

Please note that all activity in MD Anderson's enterprise Box account, whether by an MD Anderson employee or by an invited collaborator, is logged.

RoleThis role can ...This role cannot ...Assign this role when ...
Uploader

View files in a folder

Add files to a folder

Download and print files from a folder

Preview the contents of files in a folder

Edit files in a folder

Add comments to a file in a folder

Delete files from a folder

Invite collaborators

Manage existing collaborators, including folder owner

Share a link to a file

You want a collaborator to upload one or more files, but don't want them to see the contents of any files once they're uploaded.

  • Your research assistant or other support person needs to upload files to a folder but doesn't need ongoing access to the files
Previewer

View files in a folder

Preview the contents of files in a folder using Box's integrated content viewer

Add files to a folder

Download and print files from a folder

Edit files in a folder

Add comments to a file in a folder

Delete files from a folder

Invite collaborators

Manage existing collaborators, including folder owner

Share a link to a file

You want to circulate one or more files that confidential or restricted confidential information, but don't want other collaborators to edit or share the data. 

  • You need feedback on a memo that contains legal advice, unpublished research findings or sensitive financial information
  • You need to share sensitive information but don't want anyone to print it
Previewer-Uploader

View files in a folder

Add files to a folder

Preview the contents of files in a folder using Box's integrated content viewer

Download and print files from a folder

Edit files in a folder

Add comments to a file in a folder

Delete files from a folder

Invite collaborators

Manage existing collaborators, including folder owner

Share a link to a file

You want a collaborator to add one or more files that may contain confidential or restricted confidential information, but don't want them to edit files shared by others.

  • You're working with other investigators who are sharing files as part of a multi-site research protocol
Viewer

View files in a folder

Preview the contents of files in a folder using Box's integrated content viewer

Add comments to a file in a folder

Download and print files from a folder

Share a link to a file

Add files to a folder

Edit files in a folder

Delete files from a folder

Invite collaborators

Manage existing collaborators, including folder owner

You want to share one or more files with other collaborators, want them to download and print the information if needed, but don't want them to edit it.

  • You're sharing documents with a committee or other group for review prior to a meeting or discussion
  • You're the lead principal investigator of a multi-site research protocol, and you need to share procedures, news, updates or adverse event data – and you need to keep hard copies of all information
Viewer-Uploader

View files in a folder

Add files to a folder

Preview the contents of files in a folder using Box's integrated content viewer

Add comments to a file in a folder

Download and print files from a folder

Share a link to a file

Edit files in a folder

Delete files from a folder

Invite collaborators

Manage existing collaborators, including folder owner

You want to share one or more files with other collaborators, want them to provide comments on the information, but don't want them to edit it.

  • You're sharing a draft policy and want collaborators to provide comments on it, but not edit it
  • You're working on an article to submit to a peer-reviewed journal and want co-authors to provide feedback, but not change the text of the article
Editor
This role should be used sparingly

View files in a folder

Add files to a folder

Preview the contents of files in a folder using Box's integrated content viewer

Add comments to a file in a folder

Edit files in a folder

Delete files from a folder

Download and print files from a folder

Share a link to a file

Invite collaborators

Manage existing collaborators, including folder owner

You want to share one or more files with other collaborators, and you want them to have full access to the files.

  • You're sharing a draft policy and want collaborators to have full editing rights to the policy
  • You're working on an article to submit to a peer-reviewed journal and want co-authors to have full editing rights to the article
Co-Owner
This role should be used sparingly

Full read and write access

Manage all collaborators except folder owner

Manage folder owner

You want help managing a collaboration folder, both the contents and the collaboration group.

  • You're heading out of the office for a conference and your project manager needs to add new collaborators and edit files while you're away

Get into Box

Log on

  • Visit mdacc.app.box.com to get started.
  • MD Anderson employees, enter your myID user name and password to log in to your Box account.
  • Non-MD Anderson employees will need to receive a collaboration invitation to access MD Anderson enterprise Box accounts.

Get help

Learn more


© 2014 The University of Texas MD Anderson Cancer Center