During and After a Workgroup Folder Migration
A guide to help you during and after your workgroup folder transitions out of Box
During migration
If you have files in your Box workgroup folder at the time of your scheduled migration, UIT will migrate that content for you. No action will be required of you during the migration unless we need your help to resolve any errors (uncommon for most users). Note that your content will be copied, not moved, from Box to Google Shared drive. Migration is an automated process; there’s no need for you to leave your computer turned on.
You can continue to access your content during the migration, but keep these points in mind.
Limit editing Box files
Continue accessing your workgroup files in Box as needed but do try to limit editing or adding or uploading new content as much as possible.
Refrain from moving or deleting files
Refrain from manually moving, renaming, deleting workgroup files and folders, changing permissions, and removing collaborators until the migration is complete.
Do not edit files in Shared drive
Do not edit the files being copied over in the Google Shared drive until you get an email confirming that your content has migrated.
Post-migration
After your migration is complete, you'll want to check that your workgroup content appears as expected and take a few steps to ensure uninterrupted collaboration. To learn more about how to access your content in Google Shared drive after the migration, visit the Post-Migration Quick Guide for Google Drive Users.
Access files and folders via the web
Locate the files in your workgroup's Google Shared drive and confirm your data looks as expected.
- Log into Google Drive: View content in the Shared drives tab
- Locate your workgroup's new Google Shared drive with the prefix “BOX_” followed by the same name as your workgroup.
- Check the contents of that drive to ensure it is complete and migrated properly.
Notify Stanford collaborators
It's recommended that you let your collaborators (both within and outside Stanford) know the workgroup content has migrated and where it is located.
Reshare files with external collaborators
Permissions for files and folders shared with people (via their email address) outside of Stanford will not be copied over to the new location. Post-migration, you will need to re-share your files and folders with external collaborators.
Update Box links
Update sharing links that point to Box content. Links will continue to work after migration but will stop working when the service goes away in February 2023.
Review permission structure
Add users or groups to the Shared drive, or to specific folders, if needed. Ensure that sensitive content is shared appropriately. Refer to the permissions mapping table below for more information.
Delete Shared drives (if needed)
You can delete files or folders in a Shared drive after you confirm with all collaborators that the content is no longer needed. If you are a manager, you can also delete a Shared drive after it is empty.
Permissions after migration
Some Box permissions — such as Editor and Viewer — have equivalents in Google Shared drive, so these permissions are matched when files and folder are migrated from Box to the new platform. However, some Box permissions do not have an exact match in Google Shared drive . These permissions will map per the table below.
Note that some Box permissions — such as Viewer Uploader — will map to less-restrictive permissions in Google Shared drive. You may wish to change permission levels once your content has been migrated.
| Box | Google Drive | Google Shared drives |
|---|---|---|
| Owner | Owner | Manager |
| Co-owner | Editor | Manager |
| Editor | Editor | Content Manager |
| Viewer | Viewer | Viewer |
| Viewer Uploader | Editor | Contributor |
| Uploader | Editor | Contributor |
| Previewer | Viewer | Viewer |
| Previewer Uploader | Editor | Contributor |
For more information about permissions in the various platforms, including how to change permissions see:
- Box: Understanding Collaboration Permission Levels
- Google Drive: Share files from Google Drive
- Google Drive: Share Google Files Securely at Stanford
- Microsoft OneDrive: Share files and folders in OneDrive
Frequently Asked Questions
To learn more about why we're transitioning away from Stanford University Box, and what you can expect before, during, and after the process, review our FAQs. Check back often as we'll continue to add information.
Additional information can be found on Before Your Workgroup Folder Migrates.
Get help
If you have questions, please submit a Help request. If you have questions about your migration schedule or should you not be able to access your content as expected, please contact your local IT support team.
