U-M Google Team Drives, My Drive, and U-M Box are great for maintaining a shared document repository. However, there are important differences in how they work. See below for tables that outline how the three compare. Tip: If you’re unsure of what account type(s) are best for you or your team, you can contact the Service Center for guidance.
Overview U-M Box is provided to current students, faculty, staff, and sponsored affiliates. Employees whose U-M employment ends lose access. If you are to lose access, you will receive an email notice 30 days before your access will end. This document explains what steps to take before someone leaves the university and loses access to their U-M Box account. @umich.edu email addresses can not be used to create new personal Box accounts . They can only be used for U-M Box accounts.
Use shared account folders for files that need be accessed/owned by a unit, team, group or department. Shared accounts provide unlimited collaborative storage. The data is owned by the shared account and remains in the shared folder, eliminating the need to transfer ownership between individuals when group members change. Offboarding is also made simpler as collaborators can be reassigned easily.
Overview Collaborate in U-M Box using MCommunity groups. Collaborations done using MCommunity groups will automatically update in U-M Box when the MCommunity group is updated. The Members list is viewable to setting in MCommunity is synced to U-M Box. MCommunity groups created for shared accounts cannot be used. MCommunity groups that can be used have Sent to Google UMICH set to Yes in the Rules Summary.
Overview U-M welcomes external collaborators! One of the best features about having a U-M Box account is the ability to invite anyone to collaborate. They don't have to be on campus or even have an existing Box account of their own. Use the following practices to get the best experience for collaborating with those outside of U-M. For the External Collaborator Get a Box account and share your account information with your U-M organizer.
All U-M Box accounts are required to use Single Sign On (SSO) with uniqname and UMICH password to login (as long as the app’s login allows it). If you previously set up an external password with your account, it will no longer work where SSO is supported. External passwords continue to be used for FTPS, WebDAV and third party (non-core) apps not able to use SSO. Enabling SSO does not end active Box sessions, but you will need to use your UMICH password the next time you log in. If you see a link to use SSO, do so.
Overview Review Box: Security Leadership in the Cloud to learn about the steps Box takes to ensure the security of our data. Check the Sensitive Data Guide to confirm that your files can be safely stored in Box.
What can I do with U-M Box? Collaboration With Box, you can:
The tables in this document map common CTools features and functions to their equivalent in U-M Box.
This document provides information about managing the MCommunity Directory group profile associated with a shared account. Shared accounts allow a group to have a U-M Google or U-M Box account that is owned by that group rather than by an individual. This document includes information on changing the UMICH password used for that account.