Allow admins to report on activity of external collaborators.
We want to report on external collaborator usage of our specific content for a number of reasons:
1) to be able to access if their external collaborators are no longer using our data and should be removed
2) to help us understand how their internal users are working with people outside of the enterprise.
Right now, the reporting is limited to showing when people have accepted folders, or users can go to access stats - neither of these options is sufficient.
Ability to see activity of external Collaborators.
a. Downloads, uploads, previews, edits, etc.
b. We can see my managed users but can't seem to find any activity for external collaborators other than they were invited and accepted the invite.
We have received a lot of feedback around a better need to audit external user activity in the enterprise. We are currently speaking to customers to see what information they’d like available in a report and how we might automate removal of inactive collaborators. Please continue to provide use cases in the comments and stay tuned for updates.
We are periodically required to create a report that details external user interactions with shared content. This helps us gauge the engagement of the external collaborator, and potentially what specific content is of most interest.
It appears that [Reports > User activity > File management > All > Export > Filter] is the only way to report on external user activity. This apparently covers all external user actions apart from login activity.
Running this User activity report on a folder is fine, but clunky as you can’t filter by an external user directly via the UI (you have to export the results and then filter on User's name/email columns in Excel).
The [Reports > User activity > Filters > Users or groups (optional)] field needs to incorporate external users.
Jim Isaacs commented
We would love to see when an external users does any activity to a directory or file, just as an internal user. We have locked all file sharing to force external users to create an account. No 'open' links.
This important for firms sharing documents with opposing counsel, etc.
Box Administrator commented
It is unthinkable that a company like box that supposedly prides themselves on security that you cant repot on external users and what they have access to in your org. borderline criminal? how are you supposed to audit these external users? crazy
Sandy Halim commented
I second this idea. We had an external user removed folders that were owned by several internal users and until we exported whole activities within a date range and did some filtering we had no idea of the cause and impact.
This is critical if Box take security into account seriously.
Nada O'Neal commented
It's especially problematic when we think that an external collaborator may have been deleting, renaming, or moving files. It can really hard to track down what happened without the ability to report on their activity.
This came up once when we knew someone had deleted one file, and we were like, "they deleted one... did they delete others?" Even though it's theoretically possible for us to retrieve from the "items I own" Trash, it was hard to figure out if there was a big problem or not.
AdminRaymond Chan (Admin, Box) commented
In the reporting UI for User Activity report. Admin is able to apply a prefilter by managed users/ group. Since the report also includes event performed by external users, it would make admin's life easier if they can also search by external users.
Sara Hannigan commented
We would like to export external user data in a format similar to the managed user export so he can create a csv file.
Brad Monroe commented
Currently, admins can sort the External Users page by Login, Name, and Date Added. Customers would like the ability to also sort by 'Last Activity Date' so they can easily identify the External Users that haven't 'touched' (been active) in a company-owned folder in the longest time and can then take the appropriate action (removing from all folders via the right-click menu).
This would be especially helpful as reporting on External Users is currently very limited in the Admin Console (e.g., they do not show up on the 'Export Users' report).