CTools to U-M Box Feature/Function Map

The tables in this document map common CTools features and functions to their equivalent in U-M Box.

File and Document Storage

CTools feature/function Box equivalent Box advantage Action Item
CTools Project Site Box folder owned by a Shared Account 

Folders and files are owned by the Shared Account, reducing the risk of data loss if an individual leaves.

Request a Shared Account
Document, photo, video and media storage Box folders unlimited storage  
Sensitive data Approved for most, refer to the Sensitive Data Guide (HIPAA, but not ITAR)   Review the Sensitive Data Guide
Store weblinks Bookmarks   Create a bookmark

File and Document Collaboration

CTools feature/function Box equivalent Box advantage Action Item
Private group of internal U-M users MCommunity Group synched to Box use same MCommunity groups as you use for email lists Review Box: Collaborate Using MCommunity Groups
Private group internal UM and external users External users are added separately in Box (not synced in MCommunity)    
Can be accessed by course roster Course Groups are not synced to Box    
Can be accessed by Michigan Medicine Can be accessed by Michigan Medicine   Review who can use it

Can be accessed by U-M Friend Accounts

Can be accessed by non-UM accounts

All non-UM people can be invited to collaborate or have documents shared with them, unless folder is restricted    
Publicly joinable sites Publicly viewable folders and files

Box Embed provides code to use in websites to directly embed files/folders on web pages

View files and folders without being a collaborator

Generate a Shared Link
Site members can be managed (add/delete/modify permissions) by owners and organizers Collaborators can be managed (add/delete/modify permissions) directly in Box by Co-Owners and Editors Inviting MCommunity Groups as collaborators streamlines this process  
Sites can be self-joinable by UMICH affiliates Folders can be self-joinable publicly     
Maintain list of users in single location Membership of MCommunity Groups can be managed centrally and those groups used for multiple collaborations MCommunity Groups  

Collaborative Functions & Permissions

CTools feature/function Box equivalent Box advantage Action Item

Basic view, comment, edit permissions

Variety of fine-grained access/permissions

7 levels of permissions

  Review Collaborator Access Levels
Edit HTML and Text files within application Box Edit - edit any file type   Learn more about Editing Files with Box Edit
Upload and share any file type Upload and share any file type Lock files while editing  
CTools DropBox (automatic private resources sharing with members) Box sub-folders permitted to individuals   Understand Folder Permissions

Communications

CTools feature/function Box equivalent Action Item
Send and archive email to site members   Consider Google Discussion Groups
Send announcements to group use same MCommunity Group to invite collaborators and send announcements  
Threaded discussions Comments on files and Box Notes Learn more about Comments, Tasks, and Updates

Other Box Features and Advantages

Name Description
Versions keep up to 100 versions of any file with the ability to download previous versions or make a previous version current
Access Stats view who has viewed or downloaded files
Upload via email create email address to folder in Box; attachments sent via email to that address uploaded to folder
Upload via web create web widget to upload files directly to Box
Notifications control how much or how little you are notified
Favorites can mark and make these home page

 

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Last Updated: 
Friday, September 1, 2017