Creating a myCSUNbox File Request

How to Create a Box File Request | Step-by-Step Guide

A myCSUNbox File Request provides a secure way to request and obtain files. myCSUNbox uses an easy drag and group graphic interface. You create a web form that enables you to:

  • Securely request files
  • Gather information with听Metadata听which can be set as required/optional听
  • Enables extra security and email validation with link settings听
  • Kickoff work flows听

The first step is to create a folder. If you have a set preferred folder, you can move on to the next section.

  • Select the听New听button on the top right and choose听Folder. New button, choose Folder
  • A window displays in the middle of your screen. Complete the听Folder Name,听Invite Additional People, and听Permission听fields. Form fields (IT)
  • Select听Create.听

Once you have located the folder you wish to use:

  • Click on the听ellipsis听to the right of the folder, and then select听File Request. Ellipsis and file request options
  • A window displays in the middle of your screen. Select听Edit听to customize your request form. Edit button
  • You will be taken to a new window and will have the option of adding fields:听Metadata,听Upload Zone,听Email Address, and听File Description.听 Additional fields

Upload Zone听- If you would like people to upload their files in discrete groups, select听Upload Zone. People can then drag and drop their files to this zone. You are able to create as many upload zones as needed.

Email Address听- To solicit an email address. Select听Email Address. myCSUNbox will display an email address field on the form.听You can only add this field once.听

File Description听- If you would like people to describe the file they are sending you, select听File Description. People can enter descriptions up to 255 characters in length.听

Metadata听- If you would like to organize and process the content you receive, or to be able to use the content you receive to kick off a range of automated workflows, select听metadata. Once you select metadata a window opens, displaying a list of your organizations existing metadata templates.听

In the left hand of the window, select the template you want. The templates fields will be displayed on the right half of the window.

Check听attributes听you want and select听Add fields.

**Note that all metadata fields are required by default. To make any field optional, click to highlight the desired field, then click the ellipsis to display the听More options听menu, and then clear听Make a required field.

If you would like to add descriptions to your fields click to highlight the field you want. Then click the ellipsis to display the听More options听menu, and check听Add a description.

If you save this form and subsequently want to add more fields, select听Add a Field >听 Metadata听to display metadata attributes you left out.

When you are done with the form, select听Save听at the top right of the screen.

At the top right of the screen, select听preview. myCSUNbox will display a preview of your form in a new tab.

If the form looks good, return to the听File Request听window to copy the link.

The final thing to do before sending out the form is to verify the link security settings. To do this:

  1. Toward the top right of the screen select听Share. When the听File Request听window displays, toward the bottom select听Settings. The听Settings听window displays.
  2. To require the sender to log in to myCSUNbox before submitting their files, select听Require uploaders to log in to Box听slider to move it to the right.
    • If this box is not available, it means your Box Administrator is requiring that all content uploaders log in to their Box accounts before submitting their files. In this case File Request automatically captures and validates the email of the uploader. Box displays their identity when you preview the file in the Box Web app, in the听More Details听section, under听Uploader.
  3. To set an expiration date for the link to you File Request form, click the听Set a link expiration date听slider to the right, and then set the date you want.
  4. When you鈥檙e done, select听Save.

Re-display the File request form.听

To change the order of the form, click and hold the up/down icon, and drag the field to the position you want.听

To add another field, select听Add a Field听at听the bottom of the screen.

To remove a field, click on the ellipsis to display the听More options听menu, and then select听Remove.听

If you would like to modify your form while it is live and in use, Click on the ellipsis to display the听More Options听menu, and then select听File Request. When the file request opens, select听Edit, make changes as you'd like, and then select听Save.听From now on when people click your link they will see the revised form.听

If you would like a file request to be available periodically, or for a finite amount of time, you can turn it off and on.听

  1. Navigate to the folder that's has the听File Request link.
  2. Click on the ellipsis to display the听More Options听menu.听
  3. Select听File Request.
  4. Click the听Link is Enabled听slider to the left.听
  5. Close the window.

For the link to be seen externally, the following must be done:

  1. Open a support or email听support@csun.edu
  2. Provide the following:
    1. Confidential Box URL
    2. Provide an overview of the information you will be collecting from users. (For example, Is this data Level 1? PII or PHI?)
    3. Provide the external URL that you would like to use. (example https://{department}.csun.edu/{projectName} (https//it.csun.edu/fileupload))
  3. If all is well with the ticket, networking will work with the user to make sure the URL works.