Box.com Features

Box.com is a cloud-based repository that allows users to store, access, share and transfer electronic files. It also has features that allow for collaboration on the drafting of documents. We will touch on some of the key features here and more detailed information about each feature will be provided in future blog posts. Users can easily access files from different devices (such as computers, tablets and smartphones) anywhere they can connect to the internet. This allows federal defender offices and CJA panel attorneys to share discovery and work product easily and efficiently in a secure environment. With the national contract the National Litigation Support Team (NLST) has with Box.com, the security features emulates those of USAfX, the DOJ’s re-branded version of Box.com they use to disseminate discovery in many districts. If you are interested in using Box.com for one of your cases or have questions about its utility, please contact Kalei Achiu with the NLST at kalei_achiu@fd.org or 510-250-6310.

Box Drive, otherwise known as “Desktop, meets cloud”, allows users to access Box content from their desktop. Unlike Box Sync, Drive brings the entire universe of Box.com files to the desktop without taking up too much space on a hard drive since files are stored in the cloud instead of locally on a computer. However, it does not support offline access to content. Users will need an internet connection to access files. Box Drive can be easily accessed on a user’s desktop from Windows Explorer (Finder on a Mac) or the Windows System Tray (System Notification on a Mac). Documents can be created and/or edited from the desktop and changes will automatically be saved back to Box.com. Drive also gives users the option to “lock” shared files to keep other collaborators from overwriting edits.  Learn more about Box Drive and download it here:  https://www.box.com/resources/downloads/drive.

Box Sync allows users to mirror data stored on Box.com on their desktop or laptops. Unlike, Box Drive, users do not need an internet connection to access files once they are downloaded. Box Sync allows users to choose which files to sync so you don’t have to sync an entire folder. If any changes or edits are made, they will be synced back to Box.com the next time you connect to the internet. Box Sync allows the user syncing documents to choose the location where the synced folder resides. By default, synced folders live on the user’s local C: drive. However during the initial setup, the location can be changed to a shared network drive so that all those with access to that shared network drive can then access the synced folder.  Learn more about Box Sync and download it here:  https://community.box.com/t5/Using-Box-Sync/Installing-Box-Sync/ta-p/85.

Box Edit is a feature that makes collaboration even easier by allowing users to edit files directly from Box.com. Users no longer must download a file, make their changes and then upload it back to Box with a different name. Box Edit works with many programs including Word, Excel, PowerPoint and Adobe Acrobat. Once Box Edit is installed on a computer that also has the program in which the file was originally created, users can access the file in Box, which will then launch the document in the original program. Revisions are made in the original program, the updated file is automatically saved directly back to Box because of the integration. Box Edit will track the version history of the documents so users don’t have to worry about saving files as different versions. Older versions of the documents can be accessed in the version history on Box. Box Edit also allows users to create new documents directly on Box. Users must “Select” New and choose the type of document they want to create. Once created, it is available to any collaborator with access to that folder for editing.  Learn more about Box Edit and download it here:  https://app.box.com/services/box_edit.

Box Notes is an easy to use tool that works on Box.com or as a separate “add-on” for your desktop. Box Notes allows users to quickly take notes, share ideas and collaborate with others. The live editing and collaboration feature allows everyone to see the same note and make changes or suggestions in real time. Users can see a list of all existing notes on Box and their associated folders as well as the last collaborator to update the note. The Box Notes desktop application is a separate add-on feature, but works the same way as Box Notes in your web browser. Once Notes is installed on the computer, a shortcut icon is created on the desktop. It can also be accessed from the list of programs installed on the computer. Users can edit and collaborate on notes as they would on Box.com. Any edits or changes made on the desktop application are available to collaborators in real time on Box.com.  Learn more about Box Notes and download it here:  https://www.box.com/notes.