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Box as the File Storage
Box as the file storage for MangoApps
Box provides cloud file storage enabling applications to store data directly to its cloud content management platform and allowing users to access the data from anywhere through multiple platforms making their work productive while keeping data secure and compliant.
MangoApps can integrate with Box in a similar way where it can be configured to utilize Box cloud storage as the primary storage location for all its data. All data uploaded/shared/attached to MangoApps platform will directly be saved on Box.
Implementing Box as a file storage requires some configuration both at the Admin Portal as well as from the User end. Let's take a look at the configuration steps before we discuss more on the features we can take advantage of as a part of this integration.
In this step, we will talk about the settings that needs to be enabled/configured from the Admin Portal of MangoApps and should be carried out by an individual who has Network Admin rights.
MangoApps Network Admin should login and then access the Admin Portal by clicking on the gear icon beside the Admin's name on the top right-hand corner of the console and then click on 'Manage Domain'. This will bring you to the Admin Portal.
- 1.Once you are at the Admin Portal, click on 'Modules' on the left hand pane.
- 2.Click on 'Files'
- 3.Select the 'File Storage' tab.
- 4.Select the radio button for 'Box' and then click on 'Configure Box Account'. At this stage you need to enter the credentials of your Enterprise Box account that will be the storage used by MangoApps, accept the permissions to grant access to Box.
- 5.With Box account configured, it will show you the Box account username. Optionally, you can enable the option for 'Cache image and video thumbnails'. Using the 'Change Box Account' option, you can also change the configured Box account but, please do not, changing the account here will not migrate the data from your current Box account to the new one.
This concludes configuring 'Box' as a file storage in MangoApps. As a best practice, we suggest selecting the right storage option during the deployment phase which will enable users to store and manage their data from Box right from the beginning.
User configuration refers to the steps performed by network users once they log in to the MangoApps portal to setup their Box account for file storage. In such a configuration, all users will have a Box account assigned to them within the same enterprise plan.
Let's quickly look at the few steps to be performed once logged in.
- 1.Click on the universal Compose button to compose a Post/Team Update or any other functionality that allows to attach files. Then click on 'Attach'.
- 2.This will now display a message stating that Box is configured for file storage in this domain and will prompt you to 'Login to Box'. Users can now login to their respective Box account provided by their organization.
That is all that needs to be done from user perspective once they login. Once their Box account is connected, all files/data attached to MangoApps will be automatically stored to Box. Any data uploaded to Box directly by the user will also be synced to MangoApps and will be displayed in the 'Files' section.
Let's now discuss some different functionalities of this integration as the configuration/implementation have now been completed.
- 1.File and Data management
The first noticeable thing now will be the files section in MangoApps. Navigate to the 'User Portal' >> Click on the 'Files' option which will open the file management section of your MangoApps portal.
Notice that it now says -- 'Powered by Box'.
Enabling Box as file storage will also create two default folders inside your Box account by the name of your MangoApps Domain for users to identify that they contain data for MangoApps. Any data outside those folders will not be synced with MangoApps from Box. Below is some description on the folders.
a. "MangoApps- <MangoApps Domain Name> - MyDrive" -- This folder will contain all data contained within the 'My Drive' folder inside the 'Files' section. Please refer to the above image with 'My Drive' highlighted and marked as number 1.
b. "MangoApps-<MangoApps Domain Name>" -- This folder will contain the complete folder structure from the above image(reference marking as number 2) and maintain the data as per the folders shown in the 'Files' section.
The above mentioned folders will look like this in your Box account. Please take note that the name of my MangoApps domain here is 'Mangointegrations'.
When composing updates to your work within MangoApps using its various functionalities, users may need to attach files stored locally on their computer or a different storage location. All such files attach to communications within MangoApps will get automatically uploaded to the Box account.
Let's quickly look at how this works.
- 1.Compose any update such as Post/Messages/Team Updates and then click on 'Attach'
- 2.With 'My Computer' selected, click on 'Add Files'. This opens a pop-up window from where you can select the correct file.
- 3.Click on 'Done' and then send the message.
Once the message is sent with the attached file, this will automatically be saved to Box. Here is a screenshot from Box account showing the file.
In order to enable users to attach files already residing within Box to their conversations, the Box app for Windows or Mac or other specific devices can be downloaded and installed from https://www.box.com/en-in/resources/downloads after which the user can login using their existing Box account which will then populate Box as a drive/folder within which all your Box contents will be synced.
Once that is done, when you attach data following the above steps discussed, you can simply select the 'Box' folder when adding files to select the appropriate file to be attached.
Below is a screenshot how Box folder appears in Windows Explorer when we click on 'Add Files'. For a Mac computer, this maybe available on the desktop or from Mac Finder.
Users can upload files at any time to their MangoApps folder on Box. Such uploaded files will get synced automatically to MangoApps and can be viewed from the 'Files' section.
Similarly, any data uploaded to the 'Files' section will be synced to the Box account as well.
Let's upload a file to the Box account and see it sync to MangoApps. Here I am uploading a file called 'Wallpaper1' to Box which then automatically syncs to MangoApps file display under Network Drive which is the same folder I uploaded on Box.
In the same way, any file uploaded to any of the folders within MangoApps will be automatically synced/stored in Box. Let me upload another file called 'Wallpaper2' to MangoApps now.
Thus, with Box as a primary file storage for MangoApps provides a seamless two-way integration.
4. File versioning with Box as file storage
File versioning is also maintained when using Box as a file storage. When a new version of a file is uploaded to MangoApps, the same is synced with Box where it also displays the version number giving the user option to view each version of the file from both Box and MangoApps.
Here is a screenshot where we upload a new version of a file in MangoApps.
- 1.For the file which you want to upload a newer version, click on the three dots which will open a new pop-up menu.
- 2.Select the option 'Upload New Version' and then select the new version of the same file for upload.
To see the file versions of the file on Box, simply click to open the file which will open the file in the Box viewer at its latest version and then you can see the version history on the right side as seen in the screenshot below.
Let's upload a file to Box along with multiple versions and see how the versions sync with MangoApps.
- 1.In Box, highlight the file for which a new version is to be added.
- 2.Click on the three dots which will open a pop-up menu.
- 3.Select 'Upload New Version' and upload the newer version of the file.
Once the newer version is uploaded to Box, the file gets automatically updated in MangoApps and when opened will display the latest version of the file.
Open the file in MangoApps. Then click on Advanced>> View older versions which will open a new window showing the version history.
MangoApps for box brings modern portal features to help box customers create a central information, communication and collaboration hub for employees.
Configuring a Box account with MangoApps enables documents and files to be automatically uploaded and synced across both programs. This two-way integration makes sharing and storing files convenient, accessible to everyone and lets users work with files however they prefer.
Two-way integration between MangoApps and Box available across all MangoApps platforms provides users with easy access, edit, sync, and update information from a PC, Mac, tablet, mobile device and more, giving them the freedom to work wherever and whenever they need.
Syncing documents and files within MangoApps makes working with information easier by putting it into the context of the team, department or project where it belongs and taking advantage of the Box viewer for a great viewing experience.