A myCSUNbox File Request provides a secure way to request and obtain files. myCSUNbox uses an easy drag and group graphic interface. You create a web form that enables you to:
- Securely request files
- Gather information with Metadata which can be set as required/optional
- Enables extra security and email validation with link settings
- Kickoff work flows
Create your folder
The first step is to create a folder. If you have a set preferred folder, you can move on to the next section.
- Select the New button on the top right and choose Folder.
- A window displays in the middle of your screen. Complete the Folder Name, Invite Additional People, and Permission fields.
- Select Create.
File Request
Once you have located the folder you wish to use:
- Click on the ellipsis to the right of the folder, and then select File Request.
- A window displays in the middle of your screen. Select Edit to customize your request form.
- You will be taken to a new window and will have the option of adding fields: Metadata, Upload Zone, Email Address, and File Description.
Upload Zone- If you would like people to upload their files in discrete groups, select Upload Zone. People can then drag and drop their files to this zone. You are able to create as many upload zones as needed.
Email Address - To solicit an email address. Select Email Address. myCSUNbox will display an email address field on the form. You can only add this field once.
File Description - If you would like people to describe the file they are sending you, select File Description. People can enter descriptions up to 255 characters in length.
Metadata - If you would like to organize and process the content you receive, or to be able to use the content you receive to kick off a range of automated workflows, select metadata. Once you select metadata a window opens, displaying a list of your organizations existing metadata templates.
In the left hand of the window, select the template you want. The templates fields will be displayed on the right half of the window.
Check attributes you want and select Add fields.
*Note that all metadata fields are required by default. To make any field optional, click to highlight the desired field, then click the ellipsis to display the More options menu, and then clear Make a required field.
If you would like to add descriptions to your fields click to highlight the field you want. Then click the ellipsis to display the More options menu, and check Add a description.
If you save this form and subsequently want to add more fields, select Add a Field > Metadata to display metadata attributes you left out.
When you are done with the form, select Save at the top right of the screen.
Preview your form
At the top right of the screen, select preview. myCSUNbox will display a preview of your form in a new tab.
If the form looks good, return to the File Request window to copy the link.
Configuring the link settings and capturing the sender’s email address
The final thing to do before sending out the form is to verify the link security settings. To do this:
- Toward the top right of the screen select Share. When the File Request window displays, toward the bottom select Settings. The Settings window displays.
- To require the sender to log in to myCSUNbox before submitting their files, select Require uploaders to log in to Box slider to move it to the right.
- If this box is not available, it means your Box Administrator is requiring that all content uploaders log in to their Box accounts before submitting their files. In this case File Request automatically captures and validates the email of the uploader. Box displays their identity when you preview the file in the Box Web app, in the More Details section, under Uploader.
- To set an expiration date for the link to you File Request form, click the Set a link expiration date slider to the right, and then set the date you want.
- When you’re done, select Save.
Rearrange your form
Re-display the File request form.
To change the order of the form, click and hold the up/down icon, and drag the field to the position you want.
To add another field, select Add a Field at the bottom of the screen.
To remove a field, click on the ellipsis to display the More options menu, and then select Remove.
Modify your form while Live and in use
If you would like to modify your form while it is live and in use, Click on the ellipsis to display the More Options menu, and then select File Request. When the file request opens, select Edit, make changes as you'd like, and then select Save. From now on when people click your link they will see the revised form.
Enabling and disabling a File Request link
If you would like a file request to be available periodically, or for a finite amount of time, you can turn it off and on.
- Navigate to the folder that's has the File Request link.
- Click on the ellipsis to display the More Options menu.
- Select File Request.
- Click the Link is Enabled slider to the left.
- Close the window.
Confidential Box
For the link to be seen externally, the following must be done:
- Open a support ticket at https://csun.topdesk.net/ or email support@csun.edu
- Provide the following:
- Confidential Box URL
- Provide an overview of the information you will be collecting from users. (For example, Is this data Level 1? PII or PHI?)
- Provide the external URL that you would like to use. (example https://{department}.csun.edu/{projectName} (https//it.csun.edu/fileupload))
- State if this form will need to be available off campus?
- If all is well with the ticket, networking will work with the user to make sure the URL works.
