Anonymous

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  1. 95 votes

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    not planned  ·  12 comments  ·  Help shape the future of Box » Admin Console  ·  Flag idea as inappropriate…  ·  Admin →

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    Anonymous commented  · 

    In the current state of Box this is already possible but with extra steps involved. Here is what I’ve learned about external users and what I can and cannot see about them. Hopefully this helps others who see this.

    1. I can run a report on ALL external users and see what folders they have access to (using the Outbound Collaboration report) but I cannot run a report on a specific external user just to see what they have access to. I can look in the Users and Groups section and it will show what they are specifically collaborating on but there’s the possibility that their access may have been taken from a folder and I wouldn’t see it from there. Same goes for the report itself but that’s not as important because I would see all the folders they have had access to based on the invites in the report.

    2. I can run a report on a folder a user has access to (using the Folders and Files report) but that only shows what files were uploaded and last modified to the folder. This does not show who uploaded them or who last modified them. If a file is deleted it will still show in this report. Its helpful but still does not show the full activity.

    3. Using the User Activity report, I can figure out the activities of an external user as long as I pick all of the folders and sub folders they are collaborating in (which leaves the possibility of items missed). It will also give me any other user collaborating on that folder managed or not which is easy to filter out.

    4. If you look at the Access Stats property on a file it will display both managed and external user actions on a file. Which that is great, but the User Activity report can grab the information on that file and any others in the folder. And the access data is still intact even if the external user is removed.

    So the main question I want to ask is why I can’t pull a report on a specific external user in our environment with the same ease as a managed user?

    My findings show from stitching together reports that it should be possible however to do this but in its current state, it would need 2 reports (Outbound Collaboration & User Activity for the specific folders and subfolders they had access to) to sort it out and put a report together before removing their access (99.9% of the time because they no longer work with the company). This would take about two hours (most of it waiting for the reports to complete) for me to filter, sort, and assemble in a best case scenario ( assuming the folders they have access to do not have multiple sub-levels of folders and the folders they are collaborating on are not owned by someone else in our company [which could be owned by another individual managed user]). When we offboard a managed user, we run the activity report for historical purposes in the event Legal or Cybersecurity needs to know for a case they are working on and we would like to have the same process in place for external users. Once a user is removed, so is their user activity (unless you look at the access stats on each individual file).

    TLDR If you want to report on an external user with the same format as a managed user, run the Outbound Collaboration report, filter it by the external user you're looking for, find the folders they have access to, run the User Activity report on the folders and all subfolders of the parent, then filter for the external user again.

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  2. 134 votes

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    under consideration  ·  40 comments  ·  Help shape the future of Box » Web App  ·  Flag idea as inappropriate…  ·  Admin →

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  3. 5 votes

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    0 comments  ·  Help shape the future of Box » Admin Console  ·  Flag idea as inappropriate…  ·  Admin →

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  4. 4 votes

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    2 comments  ·  Help shape the future of Box » Admin Console  ·  Flag idea as inappropriate…  ·  Admin →

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  5. 6 votes

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    3 comments  ·  Help shape the future of Box » Admin Console  ·  Flag idea as inappropriate…  ·  Admin →

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  6. 68 votes

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    on roadmap  ·  1 comment  ·  Help shape the future of Box » Admin Console  ·  Flag idea as inappropriate…  ·  Admin →

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    Anonymous supported this idea  · 
  7. 80 votes

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  8. 2 votes

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  9. 5 votes

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    1 comment  ·  Help shape the future of Box » Users and Groups  ·  Flag idea as inappropriate…  ·  Admin →

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  10. 2 votes

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  11. 2 votes

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  12. 6 votes

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    2 comments  ·  Help shape the future of Box » Other  ·  Flag idea as inappropriate…  ·  Admin →

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  13. 16 votes

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    not planned  ·  0 comments  ·  Help shape the future of Box » Mobile  ·  Flag idea as inappropriate…  ·  Admin →

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