Using Box with Google Suites

Bushburg has been working diligently to establish a cloud-based filing and data management system that works for our mobile and connected workforce. We need to be able to promote and support an asynchronous work culture where our team members can share formal information in an organized way while working at different times of day.

We have selected Box as our online data management tool, and every office-based employee at Bushburg now has a Box online account. The official rules of department level document filing will be shared in the coming weeks!

Today, we want to share a critical collaborative component of Box - file sharing using Google Suites with Box Drive. Going forward, whenever a document is shared for comment or edits (ideally via Slack) we ask it be through Box’s Google enabled features e.g. Google Doc and Google Sheets.

Why use Google Suites in Box?

• Ease of Sharing Documents and Team Collaboration - We have an increased need to collaborate on shared documents, and using Google Suites is necessary to avoid the task of uploading a file, then downloading it, revising the document, uploading it again and having the person do the edits, and so on and so forth creating various versions and headaches. With Google Suites via Box we are able to work together in one file and do comments and changes without the need to upload and download a file repetitively.

• Having all documents in one place - As we clean up and formally organize Box, Box will be THE place to have all the Bushburg files, and it is important we are able to keep and maintain all important files in one location as a central source of truth.

• Consistency - Enough said.

General Rules on Using the Google Suites Integration.

For step by step instructions on how to set up and use the Google Suites integration with Box please refer to the Standard Work in Notion - see link

Some notable tips:

• You must use Google Suites from the online Box Login - It is important for consistency that we start using this instead of simply going to our email and creating the file in there. Bookmark Box online for quick easy access - see link

• Save your Draft Documents in a Personal Folder outside the Shared Real Estate Folder. Creating Folders in the Real Estate Folder that have not been approved or that are not following the template guides, is not allowed - see link

• Name your documents clearly - When collaborating with others it is important that the name of the file is self explanatory. Naming Documents that will be permanently in the Box, should follow the Box Naming rules that will be given in the next few weeks.

• Share Correctly - It is important that when sharing a file with someone, that you specify the people that should have access to the file and what level of permissions they should have. (Viewer, Commenter, Editor). This is very important in order to make sure that time is not wasted by having to ask the creator of the document for access.- See link

You can watch a Descriptive Video here in this link