Box Certification Exam

Training Plan (Self-Paced)

A self-paced learning course, developed to suit your organization's Box setup, which can be hosted on your LMS platform of choice.

Training Plan (Video Series)

A series of short videos presenting key Box features of your choice, developed to suit your organization's Box setup.

Identify the opportunity (Use Case)

A set of Box features that work together to execute a process achieve a goal, or overcome a challenge. People + process + content = use case

Building you Value Proposition

A value proposition is essentially establishing the "what's in it for me?" in order to motivate and encourage people to make a change. Questions to Ask: 1. What are we trying to achieve with Box? 2. Why are we doing this? 3. What is the cost of not changing? 4. What are the benefits of adopting Box? 5. Who will be impacted and how?

Communication Plan (Targeted Campaigns)

1. Action oriented email communications providing details about Box 2. Critical to achieve understanding Box Value Proposition and individual responsibilities 3. Can help address issues identified Post Go Live 4. Celebrate completed milestones

Managed Users

1. Admins create them via SSO/AD or through the Admin Console. SSO = Single Sign-On; AD = Active Directory 2. They typically share the company's email domain (i.e., @thesociablehome.com). 3. Admins have full insight into their activity. 4. Admins are able to reset passwords, remote login as the user, and more.

3 Types of Change

1. Adoption 2. Content migration 3. Sophistication

Communication Plan Best Practices

1. Articulates the Box value proposition 2. Answers what, when, and why 3. Highlights why Box is better than the status-quo 4. Is clear (minimize technical jargon!) and professional (no typos!)

Six Components of a Business Case

1. Background 2. Desired Outcome 3. Benefits 4. Cost and Resources 5. Timelines 6. Recommendations All six should be included in the executive summary, the first paragraph of the business case.

Key Considerations for Box Edit

1. Because of the way Box Edit runs, large media files are not good candidates for Edit. (Box Drive with Mark for Offline is often a better option in this case.) 2. Box Edit uses the computer's own system preferences to determine which program to open the file with. 3. Users who don't have Edit installed are high adoption risks. 4. If you're going to mass deploy Box Tools, here are some recommended best practices: a. You cannot have both an .exe and an MSI (package installer) on the same computer. b. Before deploying, you must run a simple script (provided by Box) to strip all existing user computers of any .exe version. c. It can be installed via Casper for Mac or a package installer for MSI.

4 Pillars to Effective Change

1. Build a value proposition 2. Build a change network 3. Communication and educate 4. Support and measure progress

Classification (Box Shield) Considerations

1. Classification labels cannot be deleted when there is an active policy. 2. Both the classification banner (e.g. "Confidential") and description appear in the Box web app. Only the classification banner appears in Box Mobile. No labels appear in Box drive.

Review

1. Did we achieve our goal? 2. What works well? 3. What doesn't work so well?

Deprovisioning in 3 steps in Box

1. Investigate folder ownership and active sessions 2. Disconnect and block access 3. Transition owned folders and account status

Questions to consider as you're deciding how to categorize the processes you'd like to tackle.

1. Is there a process related to a unique team or business unit that could yield the largest impact? 2. Are there processes with a limited number of personnel resources (think about if your company uses project management models like DACI, RACI, RASCI), which may require less approval/review cycle time? Processes with less personnel may require a lower level of effort but still have a high impact. 3. Which processes can you tackle in parallel that might be faster to solve (i.e. quick wins)? 4. Are some processes broken? Why? What's the impact?

Mapping a process to Box (Three Questions)

1. Who is involved? 2. What needs to happen? 3. When does it need to happen?

Mapping a process to Box (What needs to happen?)

Approvals? Internal collaboration? External collaboration? Review tasks? Signatures?

Adoption

Are your users using Box? Understand why or why not. Increase usage

Box Drive

Box Drive is a cloud drive built for the enterprise. You can access nearly all of your files from the comfort of your desktop without needing to take up much of your actual hard drive space. You can work with these files from the cloud just as if they were on your desktop via Mac Finder or Windows Explorer.

Box Edit

Box Edit is a feature that allows you to open and edit files stored in Box. After saving, edits save back to Box and a new version of the file is created. Box Edit is designed for all file types, browsers, and platforms and uses the default application installed on your computer to open and edit files. For example, a user is able to edit a Word document using Box Edit if Microsoft Word is installed on a their device. Box Edit is located in the Apps tab under Desktop apps. It is enabled by default in the Admin Console; however, it does not automatically install on users' computers. To install Box Edit, you need to download and install the Box Tools package. It is the installer package for both the Box Edit and Device Trust functionalities. You can mass deploy the Box Tools installer package or allow users to install it on an individual basis.

Box Relay

Box Relay is a workflow automation application that enables users to easily automate and accelerate content-centric business processes. You can use Relay's interface to create your own workflow or choose from a large number of pre-built workflow templates.

Box Shield

Box Shield offers the latest enhanced security features on smart access and threat detection. It helps you reduce risk of accidental data leakage and protect your business from internal and external threats. With Shield, you can use classifications to enforce robust security policies (e.g. download restrictions, external collaboration restrictions, and more). Classifications can be applied to a file or folder in the Box Web app or via the Box Metadata API, if it's enabled within your Box environment . With Box security classifications, you are able to enforce how content can be shared.

Box Mobile Apps

Box mobile and box capture allow users to get work done from all mobile devices. Box mobile allows users to share, view content, leave comments, and more. Box capture allows users to upload videos, images, audio and more directly to Box.

Session Duration

Box recommends a longer session duration, on average 8 hours, so users are not required to re-authenticate on a frequent basis. This interrupts workflow and decreases efficiency. From a change management perspective, a short session duration may lead to frustration and negatively impact user adoption.

Self-Signup

Box recommends provisioning users via an Identity Provider (IdP) or through a bulk add using a .csv file. When users sign up on their own, especially when a company has SSO, potential limitations include the following: 1. Users may log into a blank account. 2. If your organization later enables SSO, users will not be added to your active directory (AD) or provisioned folders automatically. 3. They will be able to select the email address they use, which can cause problems in the future. However, this option may be useful for you and your organization if: 1. your organization has no bandwidth to add users. If you don't have SSO, make a plan to have an admin manually provision any shared top level folders after users have signed up.

Content Migration (Simplification)

Consolidate tools and centralize content in one location.

Uncovering Opportunities (Top Down)

Describes optimization projects that are prescribed by those in higher levels of management.

Device Pinning

Device pinning allows you to track which devices have logged into the Box Mobile Drive, Sync, and Tablet applications. Additionally, you're able to limit the number of active sessions allowed for different device types, and these settings apply to all managed users in your enterprise. Considerations for Device Pinning: 1. Not retroactive. Turn on device pinning before users log into mobile devices or Sync. 2. Exemptions are all or nothing. This does not control web app log-in sessions. 3. Unpinning Box Sync does not automatically wipe all previously synced content.

Box Drive Hard Drive Space Requirements

Drive requires 1GB of cached space; however, the max cache depends on the amount of free space on the machine. If less than 50GB is available, Box Drive will try to limit the cache to half the remaining amount. If more than 50GB is available, Box Drive will try to limit the cache to 25GB.

Box Champions

End users who are advocates and avid users of Box. They will be called upon to adopt Box earlier, know the product better, and able to help end-users with basic Box questions.

File Naming Conventions

Ensure naming conventions are clear and logical; users will not see folder names at higher levels. Naming impacts search-ability; make it easy for users to find the content they need.

Other notes on Box Drive's Mark for Offline

G-Suite files and BoxNotes are not available to work on offline. These files are available in online-only formats. While working offline and collaborating with others, version conflicts can occur. If another person is editing a file when the offline version uploads back to Box, their version, when saved, saves as a separate file and changes have to be merged manually. Locking files before marking them for offline use helps prevent version conflicts and copies.

Training Plan (Train the Trainer)

Customized training engagement that teaches an organization's internal training team to teach the custom Box training.

Sophistication

Have you been on Box for a while now? Move from EFSS to CCM Prepare and educate your end users for these changes

Content Migration

Have you had to move content from one system to another? Understand this process Prepare for a seamless transition

Training Plan (Live Training)

Interactive classroom-style delivery in a virtual environment, customized to your organization's Box instance.

Mapping a process to Box (Who is Involved?)

Internal or external users? Do they have a Box account? Do they have the right permissions? How do they currently work?

Uncovering Opportunities (Bottom Up)

Involves those issues that consistently percolate up from users via various channels, such as support tickets submitted to a virtual help desk.

Reports

In addition to gaining a snapshot of user activity, you can also run various reports to gain a more comprehensive overview about how your end users are interacting with the content stored in Box or further explore areas of interest or concern.

Content Leaders

Represent impacted business units (LOB, location, etc) and are informed of project objectives. They are equipped with training and resources to assist with a transition for their business units such as a content migration.

Stakeholder Roles (Administrator)

Responsibility: 1. Manages users and groups 2. View and edit all files and folders, log in to any user's account 3. Edit settings for org, run/access reports 4. Co-Admin; same duties as Admin, but cannot make changes to Admin's permissions Candidate: IT member/admin

Stakeholder Roles (Content or Department Lead)

Responsibility: 1. Owns specific business or folder structure within pre-defined root folder structure 2. Edits access levels within their folders 3. No global administrator privileges Candidate: Team or department lead

Stakeholder Roles (Accountable Sponsor)

Responsibility: 1. Holds ultimate decision-making authority 2. Responsible for setting direction for leaders 3. Ensures alignment with strategic priorities, communicates context for org 4. Sets expectations, closes gaps, mitigates risks and removes roadblocks Candidate: Leader sponsoring the Box project

Stakeholder Roles (Executive Sponsor)

Responsibility: 1. Leads at the top of each org group/business 2. Sets vision and expectations and communicates benefits 3. Commits to driving enablement and models desired behaviors 4. Commits the right people with enough time to sustain results Candidate: Leader within org group/business unit

Stakeholder Roles (Champion)

Responsibility: 1. Represents impacted end-user team 2. Early adopters who highlight risk and helps with mitigation 3. Provides credible experience to bring teams through change 4. Continuous engagement post Go-Live in learning and teaching evolving functionality. Candidate: Qualifying end user

Retention Policies (Box Governance)

Retention policies are available through Box Governance and can be set-up within the Admin Console. Retention policies can be applied at the enterprise level, folder level, or file level (via metadata). There are some key concepts to understand about retention policies before applying them: 1. Moving a file with a retention period to a folder, with a different retention period, will result in the longer retention period superseding the shorter one. This is based on the upload date, not the move date. 2. When a file has an indefinite policy applied and it moves to a folder with a different retention policy, the retention policy is then based move date and not the upload date. 3. In the same way, when applying new metadata-driven retention policies, the longer policy will win. 4. Once you apply a retention policy to a file, it cannot be removed. You can only edit the following: the name of the policy, what happens when the retention period expires, and who is notified when a policy is about to expire. You cannot delete a policy. 5. When a file is subject to a retention period, it cannot be permanently deleted/purged from the trash; although, it can be deleted from a folder. 6. When setting up any retention policy, Box recommends you work with your compliance teams, line of business owners, and Box Consulting.

Enterprise Value

Rationalize Infrastructure: Retire legacy storage and content management infrastructure. Reduce Risk: Ensure security and data protection consistently across all content. Improve productivity: Improve everyday employee productivity across tasks.

Content Migration

Migrating content to Box is a great way to increase adoption. Who doesn't prefer to have a one stop location for all of their day-to-day content? By consolidating content to Box you're making it easier for your employees to upload, share, and collaborate on their daily work from any device. Box also gives you more sophisticated tools to govern content and ensure security.

Job Shadowing

Select users who are key to running implementing the opportunity Set up time with them to observe their current workflow and find out: 1. How are users currently managing their content (with Box or other content platforms)? 2. Which processes could be translated to Box? 3. What are their current pain points? This requires a high level of effort but will yield information at the most granular level of the 3 options and provide opportunities to observe what otherwise might not be conveyed through a survey or interview. It's recommended to record the session or bring a scribe.

Admin Console (Apps)

The Admin Console has a tab just for apps. Here you have control of your own managed users' access to all of the apps in the Box Developer ecosystem.

Insights

You can make your organizations more productive with the Admin Insights dashboard. To access this from the Admin Console, go to the left-hand navigation and click Insights. The charts and graphs display automatically and include: Users Total storage Groups User activity Most used third-party applications Geographic activity Hourly activity The Insights dashboard offers admins a quick snapshot of users' activity based on a specified point in time.

Unmanaged Users

There are 2 types: 1. External a. They are tracked upon invitation to collaborate on folders. b. Admins have full control only over their access to the company's content. c. Admins are able to enable 2-factor authentication. 2. Unmanaged Employees a. Employees working on personal accounts (paid on free). b. Employees working on personal account using work email.

Official Box Apps

These are Box apps like Drive, Edit, and Mobile. Box recommends keeping these enabled.

Accountable and Executive Sponsors

These are executive leaders who are supporting the project and staying informed on the progress. While not typically involved in the day-to-day, they approve any changes within the project scope and are the most effective to send communications to the organization around launch dates, changes, etc.

Disconnect (Deprovision step)

To log them out of Drive, you will need to: 1. Log-in as the user from the User and Groups tab. 2. Select more options and select Log-in as user. 3. Go to Account Settings and click on the Security tab. 4. Click the 'x' next to the Box Drive or Box Sync app or Forget All. This will force a log-out for the user but does not delete the cache for Box Drive. To remove their pinned devices: 1. Go to the Device Trust tab in the Admin Console. 2. Scroll down to Application Usage 3. Select the device(s) the user has pinned. 4. Click Remove If you have not enabled device pinning, you can also remove their access by logging into their account and forgetting the app.

Mapping a process to Box (When does it need to happen?)

Which activities or tasks are dependent on one another? What service level agreements (SLAs) are involved? What potential blockers are there in the process?

Box Drive's Mark for Offline

With mark for offline, users can continue to work on content even when disconnected from the internet. Their changes save back to Box once a connection is re-established. In order to optimize device functionality, Box recommends only marking necessary content for offline access. However, if the content users are attempting to mark for offline exceeds the storage capacity available on the machine, Drive will surface a notification indicating this, which allows users to take appropriate action. Once a user logs out of Box Drive on their machine, Box Drive will clear the cache and reset all of the marked for offline content.

Training Plan (Onsite)

Your custom training course delivered onsite.

Provisioned Managed Users (Collaboration Invites)

•If a managed user invites another employee (with registered email domain) to collaborate on company content and they do not have a Box account, upon account creation, they will be added as managed user. •They can be controlled with SSO and AD Security Groups.

Automatic Space Allocation

Allotment is managed automatically and based on the space needed. It will delete the oldest files first to make room for the new files.

Content Migration (Flexibility)

Allow employees to access content anytime, anywhere, any device

Admin Cache Configuration

Admins can configure the cache with reg keys or through terminal. Admins can modify the maximum cache space but should never set the cache to 0GB.

Provisioned Managed Users (Add Users via Admin Console)

Admins can manually add individual users or bulk add users via the Admin Console using an Excel template to pre-populate user information.

Retrospective

The retrospective provides an opportunity after launch to reflect on what you've accomplished, how to maintain those changes, and possibly even improve on the process. It's important to keep reviewing and iterating your processes based on the results and feedback you receive. Here are some key questions to ask yourself.

3rd Party Apps

Users can access Box through APIs and 3rd party applications with integrations like Salesforce, Netsuite, Slack and more. Box also offers an open development platform for building custom applications.

User Email/Login

"Prevent users from changing their primary address" is a default setting. If you want to allow your users to change their primary email address, you will need to uncheck this setting. However, Box recommends leaving this setting checked. If your organization doesn't currently have SSO but enables it in the future, it may break the login process for users who have changed their primary address. If your users would like to use an alternative email address (i.e. an alias or notifications email), enable this setting in the Notifications tab of the Admin Console and then advise them to add a notification email in the Sharing tab of their Account Settings.

Communication Plan (Self-Service Options)

1. Colorful communications that explains Box in a nutshell 2. Communication should include roles per the new tools, benefits and a synopsis of the Strategy 3. Newsletters, posters, handbooks, job aids

Steps to Business Process Optimization

1. Identify the opportunity 2. Assess the opportunity 3. Identify the value 4.Create a business case

Communication Plan (Company Events)

1. Leverage large gatherings of employees for general message dissemination 2. Demonstrate executive support of themes/messages 3. Contain messages by target audience (HR, managers, etc.)

Areas of Retrospection

1. Review 2. Sustain 3. Iterate

Business Process Steps

1. Review Current Processes 2. Map selected processes to Box 3. Create the folder structure in Box 4. Review and iterate

Investigate (Deprovision step)

1. Run a report to find out what content they own. 2. Work with the user's team to identify next of kin. Often times this is the user's manager or someone who worked closely with them and who may be taking over responsibilities until their role is filled. This could also be their backfill. 3. Check to see if they are logged into Box Drive, Box Sync, and/or the mobile app via tablets or phones. You can do this by logging in as the customer via the Users & Groups tab. You can check just their mobile app usage via the Device Trust tab in the Admin Console.

Assess the Opportunity (Gather Information)

1. Surveys 2. Stakeholder Interviews 3. Job Shadowing

Ways to Deprovision Users in Box

1. Through the Admin Console 2. Through your SSO provider 3. Through the Box API

Tool Matrix Best Practices

1. Visually digestible 2. Clear uses for Box 3. Minimal overlap of use cases 4. Doesn't overwhelm or terrify users 5. Positions Box as the dedicated tool

Business Case Questions

1. What is the Problem? 2. What is the cost of not solving it? 3. What is the benefit of changing? 4. When will the benefits be realized?

Training Plan (Custom Video)

A customized video, including your organization's branding, up to 5 minutes in length that can cover your choice of topics or marketing Box to end users.

Waterfall Permissions

Access flows down; users will only see content of the folder and subfolders they are invited to. Sensitive content should be kept at a higher level in the folder structure to restrict collaboration.

Survey

Assess the following: 1. File types, apps, and currently used tools 2. Level of experience with cloud apps 3. Who they work with 4. Current pain points 5. Training preferences Follow up and develop rapport Keep it succinct Use a variety of question formats Avoid Technical language for non-technical audiences Require a low to medium level of effort

Root Level

Content in Box is owned by one account Each user's root level (All Files page) will look different.

Box Desktop Apps

Desktop apps like Box Drive, Box Notes, and Box Edit give users a flexible way to work and keep their content securely stored in the cloud.

Content Migration (Collaboration)

Easily collaborate on internal and external content with Box's functionality (e.g., comments, tasks, external sharing, access stats, etc.)

Content Migration (Governance)

Effectively audit and monitor content and sharing on company data

User Drive Change

Historically, content migration has seemed like a very IT-driven activity. At Box, we like to take a different approach, which is a user-driven approach to change. This is where our second pillar comes into play - building a change network, which is a network of supporters and influencers across the business who get involved and invested in order to drive and see change. A change network contains multiple groups of employees within an organization who are able work together to roll out Box or navigate changes within Box. They are able to hear and implement feedback from leadership and end users as well as provide clear and timely communications and trainings about the changes taking place. By enabling a change network of Box supporters, it will actually alleviate some of the burden off of IT, which is extremely important when it comes to a migration. Your goal is most likely, "How do I make this transition to Box as easy on my end users as possible?" A people first approach and building a change network helps to accomplish that goal.

Sustain

How do we maintain these changes? How do we ensure users follow the new process?

Iterate

How do we make it better? How would we do differently next time?

Uncovering Opportunities (Lateral)

Occurs when you and your colleagues recognize new opportunities for streamlining workflows, meeting compliance requirements more efficiently, saving costs, etc.

Business Process Outcomes Value

Reduce Cycle Times: Speed up collaboration and business processes. Increase efficiency: Reduce manual steps and make it easier to find and access content. Improve employee satisfaction: Provide a modern best-in class workplace for employees by reducing admin tasks.

Stakeholder Interviews

Set up time to speak with users who are key to implementing the opportunity to find out: 1. How are users currently managing their content (with Box or other content platforms)? 2. Which processes could be translated to Box? 3. What are their current pain points? This requires a high level of effort.

Box Team

The Box experts within an organization composed of Admins, Co-Admins and other team members who ensure that Box is configured, deployed, and running seamlessly.

Identify the opportunity (Business Outcome)

The quantifiable impact on business goals or business challenges when a use case is implemented.

End Users

They are the rest of an organization's work force who will be directly impacted by the changes taking place. This is the group that needs to be convinced to buy-in to new ways of working.

Box web app

This allows users to access Box with full functionality. Users access it from a web browser by going to Box.com.

Prioritization Matrix

This chart helps you prioritize which processes to tackle first. Processes that fall into Quadrant 1 and Quadrant 2 are the best places to start since those in Quadrant 1 yield the biggest impact with the smallest effort. Next you'd want to tackle the Quadrant 2 quadrant - high impact, high effort- since they yield a high impact on the company. Finally, consider any processes that are really broken. If fixing those will have a high impact, you may want to consider tackling them first. Categorizing processes will also help you create a backlog of additional opportunities that are nice to haves to add to Box, but may not be an immediate need or priority.

Box Drive Cache

When you open a file in your Box folder, Box Drive downloads the file to the cache folder so it can open the file for you.

Transition (Deprovision step)

You can delete a user manually via the Users & Groups tab. 1. Select more options. 2. Select delete account. After you have selected to delete the account you'll be prompted to transfer their owned content to another user account. You cannot skip this step.

Considerations for Unmanaged Users

• Admins can't force migrate content after they leave • Admins can't log in as the user and there's limited visibility in reporting. • Admins can't bar them from collaborating with specific individuals on an enterprise or folder level. • Admins can't add them to groups to create organized permission models. • They can't be made a co-admin.

Considerations for Managed Users

• If SSO is in place, the user will need to be a part of the active directory to authenticate. • Different users may require unique settings based on their roles. • Proper training on Box decreases likelihood of using unsanctioned tools.

Provisioned Managed Users (SSO Auto-Provisioning)

• This feature requires SSO. Configure SSO in the User Settings tab in the Admin Console. • Accounts can be provisioned automatically the first time a user logs in to Box. • Provisioning can be controlled with AD Security Groups.

Provisioned Managed Users (Users Self-Sign Up)

• This option can be enabled in the Security tab of Box. It allows users to sign up for their own account • This is not a recommended way for most organizations to have users sign up. If SSO is available, auto-provisioning is recommended.