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Image Modified is a cloud storage and collaboration environment available to the University of South Florida Departments at no additional cost.

The USF Health Box is a cloud platform you use to securely store and manage your filesService provides a simple, secure way to share and store files and folders online. Box consolidates your content in a single location, easily accessible from anywhere, on any device. You can create files and folders, share them using a direct link, invite others to collaborate, and continue to revise and review your content. Using your USF Health accountemail account, you can create a Box account so that you may use the Box cloud to securely share quickly access your files with others. Box lets you share through shared links or by inviting others to be collaborators.The appeal of the Box is that it is accessible from anywhere - work, home, airport and even on your cell phone or tablet. Another benefit is that Box will allow you to share files with others whether or not they have a Box account set up. This Job Aid will take you through the steps of setting up your box account,  help you create and organize your folders as well as showing you how you can share files with others.IMPORTANT - USFHealth

Main Features of the USF Box Service

  • View files of many types in your browser or mobile device, including images and audio/video; for a full list, see Box support's What file types and fonts are supported by Box's Content Preview?
  • Access content through all major current web browsers (i.e., Internet Explorer, Firefox, Chrome, Safari) and through mobile devices running iOS, Android, and BlackBerry
  • Access files without the need for a VPN
  • Share files and folders while controlling the level of access others have, with a range of permissions from view-only to full editing and collaboration rights
  • Comment on files
  • Create simple workflows using assigned tasks
  • Sync files between your desktop and other devices, and access them even when offline

 

Info
IMPORTANT - USF Box accounts are only available to those currently affiliated with the University.  Only current students, staff, and faculty members are eligible for a

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USF Box account.

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Your USF Box account will expire 30 days after you are no longer eligible.

Table of Contents

Introduction

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Create a 
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your Image Added Account

The first step in using your Box account is to create one. Follow the steps below to create and access your Box account.

 

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titleI have a @usf.edu email
  1. Open your browser and access http://

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  1. usf.box.com.

  2. Click the Continue button to be directed to the secured Sign In page.

  3. Log in with your

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  1. USF Health email credentials. 

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The New Box Experience

When you log into Box, you’ll be prompted to test drive the all new Box user interface.

  • The new Box experience features:a cleaner look
  • faster uploads
  • keywordless search
  • copy-paste of files and folders
  • the ability to reset your home page to display just your favorite files and folders

 

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 Figure 1: Log in page. Click image to enlarge.

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Your Box account is tied into your USF domain credentials.  If you are setting up the account from home, you must enter the domain prior to your username; ex. hscnet\jsmith.

Once you have Logged into Box you will have the opportunity to install the Box Sync shortcut to your desktop.
There are also instructions to Get Box for Mobile.

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titleI have a @health.usf.edu email
  1. Open your browser and access http://usfhealth.box.com.

  2. Click the Continue button to be directed to the secured Sign In page.

  3. Log in with your USF Health email credentials. 

     

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The New Box Notes

Box Notes makes it easy to create meeting notes, share ideas, track status updates and plan projects together — there's no limit to your productivity. And, every Box Note is instantly available on web, mobile or your desktop, so you can access your ideas from anywhere. 

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Video Tutorials

 

Please visit the video tutorials provided by Box from the Box User Video Tutorial Library are highly recommended 

Box + Office Online

When building Box for Office Online we prioritized ease of use and comprehensive capabilities, so people can be more efficient and productive at work. With that in mind, we included these key features:

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Inviting Collaborators

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Upload Files and Folders to Box

 

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Box Downloads

Box Sync for Windows

  • Keep files in sync with all your devices with automatic updates
  • Automatic version control
  • Backup files to Box right from your desktop
  • Download

Box Sync for Mac

  • Keep files in sync with all your devices with automatic updates
  • Automatic version control
  • Backup files to Box right from your desktop
  • Download

Box for iOS

  • The Box for iOS mobile applications give you the power and simplicity of Box on your iPhone or iPad.
  • Create, view, edit, and share content on the go, all from your mobile device.
  • Download

Box for Android

  • The Box for Android mobile application gives you the power and simplicity of Box on any Android device.
  • Create, view, edit, and share content, all on the go.
  • Download

Box Notes for Windows

  • Easily create new notes, access recently edited notes and bookmark favorite notes
  • Work concurrently in the same note and make revisions in real-time, together
  • Track changes and reference past drafts with version history
  • Download

Box Notes for Mac

  • Easily create new notes, access recently edited notes and bookmark favorite notes
  • Work concurrently in the same note and make revisions in real-time, together
  • Track changes and reference past drafts with version history
  • Download
  

Box Edit for Windows

  • Create and edit any file, including Office, CAD and Photoshop, directly from your web browser
  • Use the default application installed on your computer
  • Files are automatically saved to Box
  • Download

Box Edit for Mac

  • Create and edit any file, including Office, CAD and Photoshop, directly from your web browser
  • Use the default application installed on your computer
  • Files are automatically saved to Box
  • Download
  


 

How to Use BoxSync

Box Sync is a productivity tool that allows you to mirror data stored on Box to your desktop. You can then navigate and modify content stored on the Box website through your computer’s native file browsing interface, without using a web browser. Content that syncs down to your computer are available for offline access. If you make changes to the synced files locally, these changes automatically sync back up to your Box account.

System Requirements

Box Sync 4.0 currently requires the following:

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* Microsoft ended support for .NET framework 4.0, 4.5 and 4.5.1 on Jan 12 2016. We encourage customers to upgrade to the latest version of .NET in order to continue receiving technical support

Choose Content to Sync

Once Box Sync is installed, you can start syncing content from Box.com to your computer by doing the following:

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  1. Right click on the folder you’d like to sync to your computer.
  2. Select "Sync to Computer".
  3. Click the Sync Folder button to begin syncing to your computer.
  4. You should see a blue icon with white arrows appear beside the folder to designate it as a folder that’s syncing back and forth to your Box Sync folder.

 

Utilizing Box Sync

Once you’ve chosen the files that you want to sync back and forth between Box.com and your local computer, you can edit files either in your Box Sync folder, or on Box.com. When you make a change to a file that’s located in your Box Sync folder, that change will also be reflected on Box.

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USF Box FAQ

QuestionAnswer
Who is eligible for an account?Active USFHealth USF staff, faculty and students are eligible to use Box. Affiliate accounts are not eligible at this time.
How do I set up my Box account?Your USFHealth USF Box account will be set up when you first login with your Health ID and password from https://usfhealthusf.box.com
Why should I use Box?Box allows you to easily collaborate and exchange information with other USFHealth other USF users in a secure and encrypted environment. Other cloud providers such as OneDrive, DropBox or Google Drive cannot provide this level of security.
How much space do I get?Active USFHealth Active USF staff, faculty and students are allocated 100 GB of storage.
I signed up for Box prior to joining USFHealthjoining USF. How can I keep this space reserved for my personal stuff?

You will need to modify the account to use a non-USFHealth USF address. You can do this by following these directions:

  1. Login to Box and click the Gear icon in the top right corner.
  2. Select "Account settings."
  3. In the section, "Login information," click "Add more emails."
  4. Enter the non-USFHealth USF email address and save changes.
  5. Follow the steps in the confirmation messages sent to the address you provided, which will validate the email address is operational.
  6. Go back into "Account settings" and hover over the address selecting the option to make this address primary. Authenticate to save changes.
What is the largest file I can upload?The file size limit for uploading is 15 GB.
Can I get more space?Depending on the business need, you may be eligible for more than your allocated storage space. For Campus contact the USFHealth the USF Service Desk at (813) 974-6288 option 2 or visit https://livechat.health.usf.edu
What happens to my Box storage when I leave the University?The Box Service is primarily for University purposes and as such will follow the same de-provisioning rules as other systems when an individual is no longer affiliated with the University
Can I download my Box data?Yes, you can download content you have uploaded. For data that has been shared with you, the ability to download is dependent on the permission level granted to you.  See the Box Security & Usage Matrix.
Can I transfer ownership to others?Yes. This process will also transfer the size of the content against the new owner's quota and free up storage space for you. See the article Box.com: Managing Collaborators for details.
How can I share my data?Shared links allow you to grant read-only access to content for both internal users (i.e., USFHealth USF users) and external users. For more active collaboration, you can share files and folders with both internal and external users by adding them as collaborators to your folder(s) and set a variety of permission levels ranging from viewer to editor to co-owner. See the article Box.com: Different access levels on Box collaboration for more details. 
Where can I get training and support?
What type of data can I store in my Box account?Box is approved for storing and exchanging sensitive data such as HIPAA and FERPA content, subject to the guidelines for handling sensitive information. See the Box Security & Usage Matrix.
How does Box protect my content?Your files and folders are encrypted both during upload and download and while on Box.com, they remain encrypted. Access to this content is controlled through authentication and permission controls as set by you. You can also set password protection on files and folder and set expiration dates for content sharing
Does Box back up my data?Box.com does back up your data to protect against a system failure. However, there are some actions you can take against content that cannot be undone. You can use options such as versioning to protect the integrity of documents. Content you delete is also placed in the Trash. These items can be restored up to 30 days after the item was deleted. See the article Box.com: Deleting and Restoring Files for details.
In my settings, storage used is displaying an incorrect amount. How can I fix that?

Due to storage caches, this may happen. Box can manually fix this for you. 

If this happens, you will need to open a case with Box directly. 

To submit a case to Box:

  • In your Box account, select Help from the drop-down menu under your name. 
  • Select Submit a Case from the right-hand side under Need Help?. 
  • Follow the prompts to submit a case.
What is “file versioning” and how does it work?"Versioning" is a process that tracks changes to a document and records who made the modification. This enables a user to reverse to a previous version of the file without having to save multiple copies. Box provides versioning for files and will keep up to 100 versions which are accessible through the web interface to Box. See the article Support.Box.com: Creating files and folders: Tracking your file versions for details.
How can I set up my personal notification preferences?You can customize the types of email notifications you receive by modifying the email notification settings in your account. See the article Support.Box.com: Email Notifications from Box for details.
Can I store PHI on Box?Yes.
Can I collaborate with people outside the University?Yes.
While we do not allow sharing via unauthenticated links; you can share with people outside USFHealthUSF. They need to be added as collaborators to the folder you are sharing. They will be required to set up a free box account if they do not already have one. This provides user authentication, which meets FERPA and HIPAA security requirements.
How do I collaborate with external/non-university users?

You are able to collaborate with people outside of USFHealthUSF. By default, we dsiable external collaboration.  If you would like to collaborate externally, please submit a request to support@healthsupport@.usf.edu  External users MUST have a personal Box account or managed Box account through a different organization to be added as collaborators. 

External collaborators can follow these steps to create an account:

  • Go to box.com
  • Select Sign Up
  • Sign up with your preferred email for collaborating

To add an external collaborator: 

  • Go to a folder
  • Type in the email of the external collaborator 
  • Set the permission, and select Send

Watch the video tutorial "Inviting Collaborators."

How can I set up my personal notification preferences?

Did you know you can not only choose the types of email notifications you receive, but can also personalize these notifications on a folder by folder basis?

 

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Anchor
Security
Security

Security

StoragePublicSensitive DataFERPA/Student DataPII / Social SecurityHIPAA / PHI
Personal Mapped Network Drive
Departmental Mapped Network Drive
Encrypted Flash Drive
USFHealth USF Box
DropBoxnononono
Google Apps (Google Docs & Drive)nononono
Microsoft OneDrivenononono
Adobe Creative Cloudnononono

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