> This is part 1 of 2 of the full documentation (pages 1–100 of 107). > The content is paginated: fetch every part to see all of it. > Next part: https://docs.the-cloud-storage-guide.io/llms-full.txt/1 > Page index: https://docs.the-cloud-storage-guide.io/llms.txt # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation This site has an agentic ask interface you may use to query the documentation dynamically by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.the-cloud-storage-guide.io/index.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. --- # The Cloud Storage Guide Welcome to The Cloud Storage Guide Welcome to The Cloud Storage Guide, your one-stop place for all things cloud storage. There are a lot of cloud storage providers out there, and each of them approach data storage and collaboration in a slightly different way. With different file architectures, collaboration tools, pricing, and limitations, choosing the right platform and optimizing it for your use case might seem impossible. The Cloud Storage Guide brings these differences in one place, so you can quickly compare cloud storage providers and learn how to learn and optimize accounts. ### Using The Cloud Storage Guide The Cloud Storage Guide is broken down into three sections. #### **CLOUD STORAGE PLATFORMS** This section gives an overview of a specific storage platform and provides advice for setting up accounts and how to do basic tasks such as adding users, drives, permissions, and sharing structures. Each platform has a general overview of the platform and what makes it unique, then an in-depth breakdown of how the platform handles Users and Groups, Storage and Sharing, and Reporting and Auditing. #### PLATFORM COMPARISONS Comparisons are objective, direct comparisons between different cloud storage platforms. These comparisons will show the pros and cons of each and what type of work styles are best for different platforms. The final comparison summarizes the two platforms' strengths and weaknesses compared to each other and recommends what type of businesses and use cases each is better suited for. #### **WALKTHROUGHS (COMING SOON)** Walkthroughs are step-by-step guides for advanced or complicated setups and configurations to help optimize accounts. Use these to avoid having to navigate complicated documentation from the provider and for a quick and simple setup guide.

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# Learn about Cloud Storage Learn about the basics of cloud storage, including an explanation of what cloud storage is, the different types of cloud storage, and integrating cloud storage with on-premise file systems. ***
What is cloud storage?What exactly is cloud storage and how does it work?
File storage, block storage, and object storageCloud storage types: File Storage, Block Storage, and Object Storage
Migrating between storage platforms
# What exactly is cloud storage and how does it work? As the saying goes, "the cloud is just somebody else's computer". While this is an oversimplication, in simple terms, cloud storage refers to objects/files that are saved in an off-site location as opposed to a local device. Instead of managing hard drives and network connections to store and share files, with cloud storage, this can be done from any location at any time from any device with appropriate bandwidth and access permissions. An external organization holds the physical hard drives and manages the machines that allow users to connect to them, and access is done through an internet connection to the device(s) storing the data. This allows for easier sharing and collaboration, especially when users are in different locations, but at the cost of less control, since the files "physically" reside off-site. However, while there is reduced control, it comes with minimal risks. While a storage provider does store the files on their owned machines, any reputable company can't simply delete an organization's data on a whim without massive consequences—unless the organization stops paying their bill. Even then, data is often retained for several months (in some cases indefinitely) while the account is suspended, and will only be deleted as a last resort. With cloud storage adoption rising, many organizations find that the benefits outweigh the risks. These benefits include automatic backups and syncing, file sharing, co-editing, versioning, remote access, scalability, and no physical infrastructure to manage. While the primary purpose of cloud storage is to fulfil the above benefits, the specific way each platform achieves this goal is done in a different way. As a result, there are dozens of different cloud storage platforms, each with a specific focus, strengths, and weaknesses depending on which aspects of storage they find to be most useful. # Cloud storage types: File Storage, Block Storage, and Object Storage Not all cloud storage is the same, and choosing the right platform will depend upon the type data to be stored, the use case, and how often it needs to be accessed. One of the most important decisions when choosing a platform is what type of storage to use between file storage, object storage, and block storage. ### File storage File storage is a traditional file system hierarchy similar to the file structure in consumer laptops and the type that most people are already familiar with. This same structure is replicated in the cloud. In file storage, files are stored within directories. Each folder consists of files and folder metadata and can also contain subfolders with the same structure. When a set of naming conventions are followed, this allows for folders to be browsed and searched quickly by humans so they can find the file or folder they need. On a small scale with a limited number of subfolders (under 10-15), file storage is relatively simple to navigate. Users can manage their own files through a familiar interface, and Admins can set permissions on specific files like read-only and password protection. File storage is ideal for replicating home file systems for organizations that have collaborative projects, need to share files with users, or need to back up an existing file system. File storage can be slower and more expensive when handling large amounts of unstructured data compared to block and object storage, and many of the benefits are lost when human users aren't actively storing and retrieving files. Since file storage is the most widely used type of cloud storage, platforms mentioned on The Cloud Storage Guide will be using File Storage unless explicitly stated otherwise. ### Object Storage Object storage is a different method of storing data, where data is stored as objects as opposed to files. With object storage, objects are stored in a specific container, often called a bucket. In these buckets, data is divided into Objects that have a unique identifier and metadata that describes the data. There is no hierarchical structure with object storage. Instead, all storage is "flat" at the same level, similar to if all files on a PC were stored in a single folder. Data is found through the unique identifier instead of navigating a file system, making it a simpler method of storage that uses comparatively less space, and as a result, tends to be less expensive. For big data analytics and media storage with very large files, object storage performs well. It is also suited for cloud-native applications and unstructured data, as it can scale to exabytes and billions of files. However, there are some drawbacks. Objects can't be modified once created and instead need to be recreated and reuploaded, and searching can take more time. This can make it challenging for collaborative use and for other highly transactional uses. ### Block Storage Block storage splits data into distinct blocks of data. These distinct blocks can have portions stored across several different environments, and once a user initiates a retrieval process, the block is resassembled into a single unit. It's important to note that block storage isn't necessarily distinct from file storage; data written on hard drives, for example, is stored in this manner. In the context of cloud storage, block storage systems provide access to data using a unique block identifier without having a traditional hierarchical file system. Because this additional layer is removed, accessing data is significantly faster and more flexible to access across different environments. As a result, block storage is often used for storage area networks, containerized applications, and running cloud software. The benefits come at a tradeoff of being difficult to navigate, particularly for humans, so it's not ideal for typical file access and collaboration. # What is a hybrid-cloud environment? # Migrating between storage platforms Because of the different requirements and restrictions of platforms, migrating between them can be challenging, and many migration tools focus on one destination or a small handful of specific migrations as a result. ### What to look for when migrating There are many differences between the ways that storage platforms handle data that can make them incompatible with simply migrating the files as-is. More refined migration tools will handle many of these issues as part of the migration, but if you wish to do the migration on your own or simply want to be aware of common issues, they generally fall into a few main categories. #### Proprietary Doctypes These doctypes are unique to the platform and can't be opened by other applications as-is. They will need to be converted to a more compatible format first, which isn't always possible while keeping the formatting. #### Sharing and Permissions Content ownership and sharing differs between storage platforms, so a direct migration isn't always possible. While you can migrate these permissions, often the better option is to recreate them in the destination afterwards to make sure there are no issues. #### File size and storage limits Some platforms have stricter limits on storage like a smaller maximum size for a single file. In some cases, the provider may be able to increase these limits, but when this is not possible, the files may have to be migrated elsewhere or adjusted to fit the requirements if possible. #### Characters and Naming Characters and names allowed in files and directories are generally similar, but not exactly the same. Some platforms also allow for duplicate names, while others don't. These file names will need to be altered either before or as part of the migration. *** ### Choosing a data migration tool To migrate between any cloud storage platform, try Movebot, the platform-agnostic data migration tool with the most supported storage platforms, including cloud storage, on-prem file storage, and mailboxes, brought to you by the team behind The Cloud Storage Guide.

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# About The Cloud Storage Guide The Cloud Storage Guide was created to give an overview of the most popular and most widely used cloud storage platforms for businesses, highlight their strengths and weaknesses, and provide comparisons and insights into using each platform to help you decide which is best for your specific use cases. It also gives tips on how to reduce headaches and implementation time when adopting a new storage platform. With many organizations moving data into the cloud, choosing the right platform and making use of all the benefits is a challenge. Evaluating platforms and figuring out how to get them in a usable form is complicated, especially when trying to find drawbacks or complications for a specific platform. Platform websites do a decent job of explaining the benefits; determining the weaknesses and limitations is significantly more difficult. The Cloud Storage Guide aims to be a single resource that collects these issues along with the benefits and provides tips on how to get started quickly and use storage platforms to their maximum potential. ### Created by the team at movebot.io [Movebot](https://movebot.io/) is a data migration tool that businesses use to migrate data between clouds, from on-prem to cloud and vice versa, and between cloud tenancies. Because Movebot is cloud-agnostic and supports the most cloud platforms, the team is uniquely positioned to understand the complexities and nuances of different cloud storage platforms, especially information that's not readily available. The idea for The Cloud Storage Guide was sparked after troubleshooting with thousands of customers about issues with their storage configuration and implementation, and their frustrations of not having anywhere to explain the complexity, quirks, and limitations of the storage platforms they were working with. A single resource that highlighted these concerns in an objective manner would be invaluable, both for migrating clients and users simply wishing to learn about the differences between storage platforms, and so The Cloud Storage Guide was born. *** ### Values, purpose, and data sourcing While created by the team at Movebot, The Cloud Storage Guide is intended as a separate information resource that is platform agnostic and objective, accurate and verifiable, and community-sourced. #### Platform Agnostic and Objective The Cloud Storage Guide is not sponsored by any particular storage platform, so won't try to persuade users by claiming that one platform is always better than another. Instead, we take an objective approach to plainly state the benefits and drawbacks, and from there, suggest what kinds of organizations or use cases we believe are best-suited to a specific platform based on our experiences and interactions with users. #### Accurate and verifiable Information in The Cloud Storage Guide is verified whenever possible, ideally from a primary source such as provider documentation. However, this is not always possible in all situations, such as getting information from company sales reps about timeframes for upgrades when exceeding storage limitations. Because multiple storage platforms are evaluated in this guide--and sprawling documentation can have conflicting information--some content may become outdated as platforms evolve. If you find this to be the case or have more recent insight, please get in touch so we can update the information on the appropriate pages. #### Community-sourced While our goal is be provide the most comprehensive, informative source on cloud storage platforms, there is too much information and too much nuance for us to create the resource on our own, even with our experience. As a result, you may find that some pages have different contributors based on their own personal experiences and/or expertise. Information on these pages require a verifiable source before being added to the guide. These external contributions may be linked back to the author when requested, or provided anonymously. *** ### Contribute to the cloud storage guide To contribute to the cloud storage guide, please see our [Contribute page](/contribute/how-to-contribute-to-the-cloud-storage-guide). If you notice any errors or have suggestions for pages, reach out to us on our [Contact page.](/contribute/contact-us) ***

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# Google Workspace Overview Overview of Google Workspace as a Cloud Storage platform Google Workspace is designed as an all-in-one suite of apps which includes cloud storage, email, calendars, live chat, and more.
### Feature Overview
DescriptionNotes
Shared ContentObjects owned and managed by the organizationKnown as "Shared Drives"'
Individual ContentPersonal user contentKnown as "My Drive"
MailboxEmails, contacts, and calendarsUnique mailbox included for each user
VersionsHistorical snapshot of documents that can be restoredUp to 100 stored per file.
Document CollaborationReal-time simultaneous editingPermissions can be set for individual users.
Account AdministrationManaging users, account, and organization informationCalled "Admin Console" and available to organization admins
Auditing and ReportingUsage and access informationAccessible through the Auditing tool or the Security Center
SFTP , FTP, AS2 transfersSecure file transfer protocol support Not supported natively; Supported via a 3rd-party solution like Couchdrop
Additional FeaturesOther features included with a subscriptionAccess to realtime chat, video meetings, and Gemini AI
### What makes Google Workspace unique A Google Workspace subscription includes access to Docs, Sheets, and Slides, which are applications for word processing, spreadsheets, and presentations, respectively. Multiple users can work on these files simultaneously, with permissions settings for editing, commenting, and viewing that can be set per user or group. Google Workspace uses a flat hierarchy instead of a nested folder structure. Directories are sorted virtually in a traditional structure for organizational purposes. This is important because files and folders are handled differently compared to other storage platforms. Access is comparatively fast with the tradeoff of reduced organization. {% hint style="warning" %} Google allows for multiple files and folders to share the same name. Although allowed technically, it is highly recommended to avoid duplicating file and folder names as it makes searching for and managing files and migrating away from Google more challenging. {% endhint %} Sharing with Google is also handled differently, which can lead to complex scenarios over content ownership and permissions. For example, Google My Drive sharing allows owners of folders located in shared folders to adjust the permissions and hide content from the original user. ### How storage is allocated and handled Each user in Google Drive as a personal My Drive and the organization can add Shared Drives. Google Workspace calculates storage as "pooled storage per user", which is a flexible pool for the organization. Items in Shared and My Drives both count towards the pooled storage limit. For example, Enterprise plans give 5TB per user. With 10 users, that would be 50TB for the organization. If 2 users use 20TB each (40TB total), there would be 10TB left for the remaining 8 users to share. Shared files count towards the quota of the owning user only. Chats, shortcuts, and versions do not count towards storage, unless a version is explicitly saved. ### How user management works A User is an individual in a Workspace organization with a unique email address. A license is required for each User, and each user receives a personal My Drive. Users are managed through the Admin console or the Google Workspace API. They can also be imported in bulk via CSV. Groups are Users that have a shared set of permissions. Users added to a group will inherit the default permissions, but these can be further adjusted on an individual level. ### Proprietary document types Google Docs has three native document types: .gdoc for Docs, .gslide for Slides, and .gsheet for Sheets. These files can be opened within Google Workspace, but will need to be converted to a Microsoft Office equivalent to be opened in many other storage platforms. {% hint style="warning" %} When native Google doctypes are converted, there is a chance for page discrepancies in longer documents and slight formatting changes when complex design elements are involved. {% endhint %} ### How content ownership works In Google Drive, the Owner role has the highest level of control, including the ability to edit, move, share, and delete files or folders. When a user creates or uploads a file or folder, it is owned by that individual user, even when uploading into another user's My Drive. In contrast, items created in a Shared Drive are owned by the organization, not any one user. This ensures that the data remains accessible to the team, even if the person who created it leaves the organization or tries to restrict sharing. {% hint style="info" %} Standard ownership methods can be overridden by Trust Rules on Enterprise and Education plans. Trust Rules provide granular control over access, including access controls that can include or exclude external parties and settings such as whitelisting domains. {% endhint %} ### How sharing and permissions work Files and folders within a user's My Drive are private to them by default. Users can opt to share these items out with individual users or groups. Admins can control which content can be shared and who it can be shared with. The following permissions can be applied at the folder level or to individual files: * **Viewers** can only view objects. * **Commenters** can make comments on a file, but can't make changes directly * **Editors** have full control to directly make changes, including deletions. Access expiration can optionally be added, down to a specific hour. Files and folders within Shared Drives can also be shared with additional users or Groups. All files/folders can have a link generated that can be shared externally. ### How syncing with local storage works The Google Drive for Desktop application allows cloud folders to be mounted virtually on a local drive. Files can be configured to sync locally or to the cloud only. This behaviour can be overridden for individual objects. The application gives two options for syncing, mirroring and streaming. Streaming keeps files stored in the cloud until they need to be accessed offline, or for frequently used files. An active internet connection is required for streaming. Mirroring stores a copy of the file on the local device, so all mirrored files can be accessed offline. An active internet connection is not required, but changes won't be synced back to cloud files until there is an internet connection. {% hint style="danger" %} There is the potential for conflicting edits when multiple users are working on files offline. Conflicts in Google are resolved by the most recent save taking precedence, and others are saved as a version for 30 days. {% endhint %} ### How billing works Google Workspace bills on a per-user basis, with different tiers adding more features across the organization. Business tiers require a 1-year commitment, with higher tiers including more pooled storage per user. Upgraded support is a separate add-on, and additional storage can be added if needed. *** #### Click on an item below for more details about Google Workspace
Users and Groups in Google WorkspaceGoogle Workspace Overview
Storage and Sharing in Google WorkspaceGoogle Workspace Overview
Reporting and Auditing in Google WorkspaceGoogle Workspace Overview
Frequent Admin Issues in Google WorkspaceGoogle Workspace Overview
***

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[^1]: via the "Admin Console" (admin.google.com) # Users and Groups Learn how Google Workspace handles Users and Groups Google Workspace allows adding both individual users and groups of users. Every user is an individual with their own personal drive. By default, users have no access permissions unless granted during user creation. ### Groups Groups are Users that have a shared set of permissions. This is useful to quickly give Users access to specific files and drives, as well as permissions to update and modify specific settings. Users added to a group will inherit the default permissions, but these can be further adjusted on an individual level. # User Roles and Privleges Google Workspace has prebuilt roles for common access usages, as well as the option to create custom users with custom privileges at a granular level. Users can be created with prebuilt roles that have predefined permissions for changing permissions and accessing specific features in the Workspace account. Roles can be assigned to a specific user or to multiple users at once. Prebuilt Administrator Roles are created by Google for common use cases. You can find out details about the different prebuilt administrator roles [here](/cloud-storage-platforms/google-workspace-overview/users-and-groups/user-roles-and-privleges/what-user-roles-exist-in-google). If an organization needs something more specific than the prebuilt roles, custom roles can be created with granular permissions that can then be assigned to users during User creation. # What user roles exist in Google View Google's prebuilt Admin Roles and the differences between them Prebuilt Administrator Roles cover many common use cases and can be assigned immediately with no additional configuration. As these roles are created by Google, the specific privilieges in each cannot be modified. #### Super Admins Super Admins have **full control of the organization**. They can make any change to the organization including user management and creation. #### **Groups Admin** Groups Admins can manage Groups tasks. This includes creating/deleting new Groups and managing group members. They can also add security labels to a group. Groups Admin roles have two sub roles as well. **Groups Readers** can see Groups information but can't change it. **Groups Editors** are identical to Groupds Admins except with no option to add a security label. #### User Management Admin User Management Admins can manage all user accounts except for Admins. This includes managing security settings, renaming users, and updating passwords. #### Help Desk Admin Help Desk Admins can reset passwords for non-admin users and view the organizational structure. #### Services Admin Services Admins can enable/disable services and change service settings for non-admin users. #### Mobile Admin Mobile Admins can provision and approve devices, manage mobile apps, and set device policies. #### Storage Admin Storage admins can view the organization's storage use as well as users and shared drives and set storage limits for non-admin users. #### Google Voice Admin Used exclusively for managing Google Voice settings. #### Directory Sync Admin Can set up and manage Directory Sync #### Reseller Admin & Indirect Reseller Admin These roles are used for Google Workspace authorized resellers for placing orders for Google Workspace Accounts. # Custom roles and privileges Google allows admins to mix and match permissions to create custom roles When the prebuilt administrator roles aren't sufficient for an organization's needs, admins can create custom roles instead. Custom roles can be a mix of both Admin privileges and privileges for Individual services. ### Admin Privileges Google Workspace has 8 Admin privileges that can be assigned to a user: * Admin API - Allows the user to use the Google Workspace API perform actions for account/user management and updating settings. * Domain Settings - Allows the user to update organization settings and time zone and modify/delete the account. * Groups - Gives access to create and manage Groups and Group settings. * Organizational Units - Update and manage the organization and its units * Reports - Gain access to Reports and audit logs * Security - Control security settings for users such as enforcing/disabling 2-step verification and resetting passwords and keys. * Support - Allows the user to contact Google Workspace Support via phone, chat, or email. * Users - Allows the User to create, modify, and delete users in the organization. ### Services Privileges
Expand and click for specifics for each privilege * [Service Settings](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#service_settings) * [Alert Center](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#alertcenter) * [App Maker](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#appmaker) * [AppSheet](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#appsheet) * [Calendar](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#calendar) * [Chrome Management](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#chrome_ent) \* * [Classroom](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#classroom) * [Cloud Search](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#cloudsearch) \* * [Contacts](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#contacts) * [Data loss prevention (DLP)](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#DLP) \* * [Data regions](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#data_regions) * [Data Security](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#context_aware_access) * [Directory settings](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#services_directory_settings) * [Directory Sync](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#directory_sync) * [Drive and Docs](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#drive_and_docs) * [Gmail](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#gmail) * [Google Chat](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#chat) * [Google Cloud Prin](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#cloudprint)[t](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#data_studio) * [Google Meet](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#meet) * [Google Meet hardware](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#Meet_hardware) \* * [Google Vault](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#vault) \* * [Google Workspace Marketplace](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#gw_marketplace) * [Groups for Business](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#groups_for_business) * [Jamboard](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#jamboard_service) * [Jamboard Management](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#jamboard) \* * [Looker Studio](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#data_studio) * [Managed Google Play](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#managedgoogleplay) (also listed as "*Google Managed Play*") * [Mobile Device Management](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#mobiledevice) * [Password Vault](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#passwordvault) \* * [Pinpoint](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#pinpoint) * [Secure LDAP](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#secureldap) \* * [Security Center](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#securitycenter) \* * [Shared device settings](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#shareddevice) * [Sites](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#sites) * [Storage](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#storage) * [Trust rules](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#trust_rules) * [Work Insights](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#workinsights) \* * [YouTube](https://support.google.com/a/answer/1219251?sjid=14916026050797143362-AP#youtube)
# Adding Users/groups Learn the different methods for adding users and groups Google has multiple ways for account Admins to add users and groups. Admins can create users through the Admin console when signed in, and they can also be created via the API. Adding a new user will add an additional license and increase the subscription price. ### Creating individual users in the Admin Console To create a user with the Admin Console, log in to the Workspace's Admin Console as an Administrator and choose to add a new user. New users require a first and last name and email address. Optionally, passwords and profile pictures can be included during the setup. ### Creating users via the Google Workspace API Admins can also create users via the API using the **user.insert** method. The Directory API can be used to programically create and manage users as well as add roles and privileges. ### Adding Groups Groups are created and managed in either the Admin console or in Google Groups by users with an appropriate access level. Only groups made in the Admin console can be used for configuration, such as setting permissions. Groups require a name and a group email. Google Groups can be used for communication and collaboration, such as creating email lists. ### Dynamic Groups Dynamic groups add members when they meet the specified criteria. Members can't be added manually, and will be added based on meeting one or all conditions specified. Other ways to add users Google has several other ways to add users, including using the API to add users, uploading users from a CSV file, or using SSO to add users. Find out more about adding users at [Options for adding users](https://support.google.com/a/answer/179832?hl=en). *** # Bulk Importing Users Users can be imported in bulk by uploading a CSV in the Admin Console ### Creating users in Bulk in the Admin Console Users can be created in bulk in the Admin Console by uploading a CSV. The CSV requires these five fields: * First Name * Last name * User's email address * Password * Org Unit Path Add these five fields for all users then go to Users in the Admin Console and choose to Bulk Update Users and upload the CSV. Each user will add an additional license and increase the subscription price. # SSO Integrations SSO can be enabled through various methods Google Workspace offers SSO integrations that allow users to sign in via a third-party IdP. Google Workspace supports OIDC and SAML-based SSO protocols. ### Configuring SAML SSO Log in to the Admin Console and find **SSO with third party IdP** in the Security section. From there you will be prompted to set up a profile, upload a certificate, and provide SP details. Google allows for multiple SSO profiles to be added to a single Google Workspace account. ### Configuring OIDC SSO Setting up OIDC SSO profiles follows a similar process, with the addition that the Google Workspace admin who assigns the OIDC SSO profiles must match the primary email address of the Azure AD account, and all end users must have a valid Microsoft 365 license. ### Enabling SSO Once an SSO profile has been created, SSO can be enabled for specific organizational units such as groups from within the Admin console. Groups in organizational units can also be excluded from the SSO profile. # Creating email aliases Create organization email addresses without adding a new user Email aliases allow an organization to create an email using the company domain without having to add an additional user. This alias must be tied to an existing email account, and emails sent to the alias will be routed to the primary account's inbox. To create an email alias, log in to the Admin console and select to create an alternate email address in the Users group. Select a user and then input the alias in the Alternative email field and save it. Each user can have up to 30 email aliases. Because email aliases do not create a new user, there is no increase in the subscription cost for adding them. # Storage and Sharing Google Workspace Shared Drives and Personal Drives Google Workspace breaks storage down into Personal drives (My Drive) and Shared Drives. Personal drives belong to an individual user while Shared Drives belong to an organization. Sharing options and default vary depending on which drive type the file or folder resides in. # Shared Drives Shared Drives are owned by the organization instead of a specific user Google Workspace uses Shared Drives for organization and to easily share files within the drives with specific users automatically. Users will only be able to see shared drives that they have access to, and since shared drives belong to the organization, the content within them won't be deleted even if the user that created the drive is deactivated. Shared Drives have a limit of 500,000 items and a folder depth of 100. ### Creating and managing Shared Drives Shared drives can be created by any user with appropriate access in the Google Drive interface. The user who created the drive can then choose which users to share with, giving them access to any files within the drive. Super Admins can see and manage all drives regardless of whether or not the drive has been explicitly shared with them. Shared drives can only be deleted from the Google Drive interface when empty. ### Managing Shared Drives Management of Shared Drives is done in the Admin console in the Storage section. From there, Shared Drives can be deleted, restored, or changed to a different organizational unit. # Personal Drives Every user has a personal drive for individual files Each user in Google Workspace has a personal drive for their individual files. While this drive still belongs to the organization instead of the individual, it is designed for personal storage, so files and folders aren't shared by default. ### Managing Personal Drives Every user has a personal drive called My Drive when logged in. Files in that drive are considered to be owned by the user whose My Drive the file is in, meaning that they have full control over access regardless of who created the file, and can even revoke access from the person who added the file. Organization admins can still access My Drives, but this is primarily for moving files, and they can't be accessed in the Admin console in the same way as Shared drives. Suspending users allows files shared with others to still be visible to other users, while deleting a user will delete the content within their My Drive. # Sharing Google Workspace has several methods for sharing files and folders Sharing can be done on the Drive level, with individual users, or with Groups. Files can also be set to be accessed by anyone with a link. ### Sharing with Groups Groups are simply groups of users. They can be used for quickly sharing files, sending emails, adding to Chat spaces, and more. Using Groups simplifies sharing files, folders, and drives, as Groups can quickly be added instead of choosing each user individually. A file in a shared drive can be shared with a maximum of 100 Groups. ### My Drive file ownership and unreachable content Objects created in a User's My Drive belong to the user, while objects created in a shared Drive belong to the organization. Because of these default Sharing structures, there is a chance of files becoming"orphaned" with no owner. Google My Drive sharing allows owners of folders located in shared folders, to adjust the permissions and hide content from the original user. This can lead to unorganized data in no folder as the data becomes orphaned. ### Trust rules Trust rules are available in Enterprise and Education plans on Standard tier and above. When enabled, Trust rules replace standard drive sharing settings, and any sharing settings will be converted to Trust rules. Trust rules provide granular control over access, including access controls that can include or exclude external parties. Trust rules include settings such as whitelisting domains, excluding external organizations, and more. Multiple Trust Rules can be active at one time for additional control over access. # Reporting and Auditing Google Workspace allows Admin level accounts to view multiple reports. These include reports on Apps usage, users, organizational trends, and more. For Auditing, the Audit and Investigation tool within the Google Admin Console. # Report Types Google Workspace keeps detailed reports on a number of different metrics. ### Reports Overview The Reports Overview section is a section in the Admin Console that contains reports of different types. These include reports on the status of accounts, user activity, and the amount of storage being used, along with details on file sharing and and login metrics. ### Detailed Reports For more detailed reports, the Reporting section has sections for Apps, Costs, Users, Devices, Email logs, and Carbon Footprint. There is also a link to the [audit and investigation tool](/cloud-storage-platforms/google-workspace-overview/reporting-and-auditing/auditing) here. Clicking into any of these reports will bring up a more detailed report on the topic. Many reports allow for filtering and customization, such as setting a date range, as well as the option to download the report. # Auditing The audit and investigation tool allows admins to perform detailed audits The primary method of auditing in Google Workspace is through the audit and investigation tool. This tool allows admins to run searches, download reports, and create reporting rules for audit purposes. Higher-tier plans have a more powerful version of this tool called the security investigation tool in the [Security Center](/cloud-storage-platforms/google-workspace-overview/reporting-and-auditing/security-center) that allows for more detailed queries and reports. # Security Center The Security Center includes the Security health page, dashboard, and investigation tool The Security Center is available in Education and Enterprise plans that are Standard tier or above. It is intended to be a single location to manage all security-related activities. ### Security health page The security health page shows all potential security-related concerns in one place. Information on drive sharing settings, device encryption, and automatic email forwarding can all be found on this page. The page helps users to see potential security risks and plan further actions. ### Security dashboard reports At the security center dashboard, admins can view an overview of collated data from several security center reports. This data is updated every 15 minutes, and more details are available in the individual reports. ### Security Investigation Tool The Security Investigation Tool in the security center provides access reports about devices and content and can be used to identify security issues. The tool has information on devices, Gmail messages, and drive log data related to the Google Workspace account. # Frequent Admin Issues in Google Workspace Common admin issues when managing a Google Workspace organization This list is a work in progress. If you have dealt with any admin issues in Google Workspace, please feel free to add your item in a Change request.
Files become "unreachable" Google My Drive sharing allows owners of folders located in shared folders, to adjust the permissions and hide content from the original user. Because of Google Workspace's default sharing structures, there is a chance of files becoming"orphaned" with no owner.
Duplicate file and folder names Duplicate file and folder names are allowed by design due to the flat hierarchy of Google Workspace. It is recommended to avoid this where possible and use a standard naming convention to avoid duplication.
Unable to add new object to a drive Google has a limit of 500,000 objects in a single Shared Drive, which include files, folders, shortcuts, and trashed items. There is also a hard limit of 100 levels of nested folders in a Shared Drive.
# SharePoint Overview Overview of SharePoint as a Cloud Storage platform "SharePoint" can refer to both SharePoint on-premise, which is deployed and managed on an onsite server, or SharePoint Online, the online application. Throughout The Cloud Storage Guide, SharePoint will refer to SharePoint Online unless otherwise stated.
### Feature Overview
DescriptionNotes
Shared ContentObjects owned and managed by the organizationKnown as "Sites", a collection of shared resources including file storage
Individual ContentPersonal user contentOneDrive storage. Can be managed by organizations if configured properly
MailboxEmails, contacts, and calendarsOutlook mail accounts
VersionsHistorical snapshot of documents that can be restoredConfigurable. Minimum 100 versions and 30 days expiration for named versions
Document CollaborationReal-time simultaneous editingAvailable in shared storage locations for modern Office file formats.
Account AdministrationManaging users, account, and organization informationManaged through SharePoint Admin Center or Microsoft 365 org settings
Auditing and ReportingUsage and access informationUnified auditing for SharePoint and OneDrive for actions and file access
SFTP , FTP, AS2 transfersSecure file transfer protocol support Not supported natively; Supported via a 3rd-party solution like Couchdrop
Additional FeaturesOther features included with a subscriptionRealtime chat and video calling, anytime support, CoPilot AI included
### What makes SharePoint unique SharePoint wasn't originally designed as a storage platform, and was instead intended to be a company's local intranet for communication and collaboration. While SharePoint has expanded to become the primary cloud storage method of Microsoft 365 organizations, it has also retained its intranet functionality. Because of this, SharePoint is structured differently from other cloud storage platforms. Instead of traditional drives/folders, storage is broken down into **Sites** and **Document Libraries** within a site. A Site is a container for organizing information, including files and other resources. Document Libraries are storage centers for files within a SharePoint Site. One Document Library is included by default in every Site, but one Site can have multiple Document Libraries for organizing information. SharePoint sites can function both as a website and as file storage by accessing files in the site's backend. ### How storage is allocated and handled The amount of storage available in SharePoint depends on the base storage plus the number of licenses the organization has. Each user adds 1TB to the pooled storage in the organization (on most plans), which can be used across SharePoint and is separate from each user's personal OneDrive. Each site collection can hold a maximum of 25TB of data, but admins can reduce this threshold for specific sites. Items in recycle bins count towards storage as well as saved versions. Additional storage can be purchased in 1GB increments as a file storage add-on. ### How user management works A user is an individual in a Microsoft 365 organization with a unique email address. Each licensed user receives a personal OneDrive and email account. Unlicensed users with restricted features can be added to the organization at no cost. Users must be added to SharePoint separately after being created. Both licensed and unlicensed users can be added to a SharePoint site, but internal users are required to be licensed according to Microsoft's terms of service. ### How content ownership works SharePoint sites and content within are owned by the organization by default, and can be further restricted through SharePoint Advanced Management. For OneDrive, each user is the primary admin of their own OneDrive account and files within, and SharePoint admins do not have access by default. {% hint style="warning" %} While individuals own their OneDrive content, Microsoft 365 Global Administrators can take ownership of a user's OneDrive in the Admin Center. {% endhint %} ### How sharing and permissions work Files and folders within a user's OneDrive are private to them by default. Users can opt to share these items out with individual users or groups. Admins can control which content can be shared and who it can be shared with. In SharePoint, the following permissions can be applied at the Site level or on individual files or folders: * **Viewers** have read-only access. * **Members** can add and edit content, but can't change Site settings. * **Owners** have full control to directly make changes, including deletions. Files and folders within Sites and Document Libraries can also be shared with additional users or Groups, including external parties. All Sites/folders/files can have a link generated that can be shared both internally or externally, with optional expiration down to a specific day. ### How syncing with local storage works SharePoint content can be synced to local storage using the Files on Demand feature. Syncing can be done with OneDrive shortcuts or by direct syncing with local storage. When synced with local storage, SharePoint files appear as the name of the organization, and each library is a separate subfolder. {% hint style="info" %} Microsoft recommends using OneDrive shortcuts in place of syncing so that the most up-to-date version of the content can be used across multiple devices in the organization. {% endhint %} ### How billing works Microsoft 365 bills on a per-user basis with several tier levels that add more features across the organization. All business tiers have access to SharePoint, while higher tiers add CoPilot and other incentives. Additional storage can be added in 1GB increments. *** #### Click on a box below for more details about SharePoint
Users and Groups in SharePointUsers and Groups
Storage and Sharing in SharePointStorage and Sharing
Reporting and Auditing in SharePointReporting and Auditing
Frequent Admin Issues in SharePointFrequent SharePoint Admin Issues

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# Users and Groups Learn how SharePoint handles Users and Groups SharePoint doesn't have unique users. Instead, users need to first be added to the Microsoft 365 organization. Users who are part of the Microsoft 365 organization can then be given permission to access SharePoint and specific sites by adding them through the Site Options. # User roles and privileges SharePoint has three default user roles There are three default user roles in SharePoint. Owners are administrators with full access to modify the site and its contents. Members can add and edit content but are unable to change site settings. Visitors have read-only access. For more granular permissions, Admins can create Groups with specific permissions, or create and assign Roles to users. Roles and Groups can have a unique set of privileges and permissions to ensure assigned users have the proper level of access and control. # Adding Users/Groups How to add users and groups to Microsoft 365 ### Adding Users Users are added in the [Microsoft 365 admin center](https://go.microsoft.com/fwlink/p/?linkid=2024339) and must be added by an Admin-level account. In the admin account, navigate to the Users section and then to add a new user. Once a user is added to the organization's Microsoft 365 account, they can then be added to SharePoint separately. A user can be added to a specific site or to a group that has permissions already set. Adding a user to a Microsoft 365 organization without a license incurs no additional costs, and these users will be able to access SharePoint Online. However, some other specific features in Microsoft 365 will require additional licenses, which will add to the subscription price. ### Groups Like with users, Groups are made in Microsoft 365 and not within SharePoint. Groups have a shared set of permissions, and adding a user to a group will give the user all associated permissions automatically. Groups can be granted to specific sites and other resources within SharePoint. A single user can have access to multiple sites and groups. When a user is part of multiple groups with conflicting access, the set of permissions with **more** access will prevail. #### Breaking inheritance permission Users within a group inherit the group's permissions by default, but specific users in that group may need more or fewer permissions. In order to change permissions, inheritance permission must be broken first by selecting the user in the Permissions page and choosing to stop inheriting permissions. From there, separate permissions can be given to the specific user. # Bulk Importing Users Add users in bulk to Microsoft 365 Microsoft 365 allows users to be added in bulk through multiple methods. They can be added via CSV file, through PowerShell, Active Directory, or as part of an Exchange migration. ### Adding users via CSV Users can be added in bulk to Microsoft 365 by using a CSV file. A maximum of 249 users can be added in a single CSV file, and each user must have a unique email address. Fill out the CSV using the provided template, then upload it and choose any licenses to assign to the users. Repeat the process for adding more than 249 users. ### Adding users with PowerShell Microsoft 365 PowerShell is an advanced method for adding users in bulk and should only be attempted by users familiar with Windows PowerShell. Individual users as well as multiple users can be added in this method by following [Microsoft's PowerShell guide for adding users](https://learn.microsoft.com/en-us/microsoft-365/enterprise/create-user-accounts-with-microsoft-365-powershell?view=o365-worldwide). ### Adding users using Active Directory If ActiveDirectory is already being used, directory synchronization can replicate Active Directory accounts to Microsoft 365. Note that this method copies users only, and does not assign any licenses. ### Adding users as part of an Exchange migration When migrating email accounts from Microsoft Exchange to Microsoft 365 through the cutover, staged, or hybrid Exchange methods, users are created automatically. This does not assign licenses, and users added through this method will need to be assigned a license within 30 days or their mailbox will be disabled. # Storage and Sharing Microsoft OneDrive and SharePoint Microsoft breaks storage into two main types. OneDrive is used for individual users, who own objects and sharing permissions for their personal OneDrive. SharePoint is for organizations and contains a number of different Sites, which belong to the organization. # OneDrive Explanation of Microsoft OneDrives In Microsoft, OneDrive refers to an individual's personal drive. It is designed to hold files and folder for the individual and be accessible across multiple devices. These files and folders aren't shared by default, but can still be shared with others if needed. ### OneDrive Storage and Management Every Microsoft 365 account includes 5GB of OneDrive storage at no cost. This is in addition to the 15GB available from Outlook mailboxes. OneDrive Business and paid Microsoft 365 accounts increase this storage limit to 1TB or greater. All versions include access from any compatible device, file sharing, and productivity tools. When a user is part of an organization, they can still access a user's OneDrive, but this access isn't enabled by default and involves a few steps. #### Getting access to an individual user's OneDrive Organization administrators can gain access to a user's OneDrive account, but this involves a Global Administrator logging into the Microsoft 365 Admin center, going through the specific user's settings, granting access to files, and giving the user who needs access administrator privileges. This works well for single users but is impractical at scale. For instructions on how to gain access at scale to all user's OneDrive accounts, see this [walkthrough guide](https://docs.movebot.io/platforms-guides/sharepoint/granting-onedrive-access). # SharePoint Storage Overview of SharePoint as a cloud storage platform SharePoint functions both as an organization's intranet and as a storage platform. SharePoint is broken down into Sites, which can be used for various purposes such as widescale communication or collaboration on files. Each site can have access restricted to specific users, including unique document libraries for storing and sharing files. # SharePoint Sites Overview of Team Sites and Communication Sites in SharePoint SharePoint Sites function similarly to websites on the internet, only with access restricted to the creating organization or specific members in that organization. Sites are broken down into two categories: Team sites are private spaces to collaborate with a particular team, while Communication sites are for sharing information with a broader audience. Channel sites are associated with a specific Tems Channel, while Hub Sites connect multiple related sites. Both types of sites have prebuilt templates designed by Microsoft for common use cases or can be built from scratch in SharePoint. A single SharePoint site has a maximum storage capacity of 25TB, with a maximum of 2 million Sites per organization. ### Team Sites Team sites are private spaces for particular teams to store and share resources. These sites integrate with other Microsoft 365 products such as Office for file sharing and collaboration. In Team Sites, all members are content authors who can create and edit content, although access to specific folders can be further restricted. With Team Sites, members can collaborate to create and edit assets and share them with the wider group. ### Communication Sites Communication sites are designed for sharing and broadcasting information to a wide group of people. With communication sites, only a small group of members can create and edit content, while all members can view content. In a communication site, the limited editors create and share content such as updated policies and procedures with the organization or a wider team. ### Channel sites A Channel site is a SharePoint site connected to a specific channel in Microsoft Teams. Channel sites can be connected to both private and shared channels. They are designed to hold resources connected to the Channel and its purpose. ### Hub sites Hub sites can be either a Team Site or a Communication Site. These sites connect multiple sites together through a shared navigation, creating a collection of sites for a shared purpose. Hub sites provide greater flexibility compared to subsites, as different sites can be added or removed by a user with special permissions to create and manage hubs. Hub sites share navigation and can also share content. This allows for streamlined searches and collaboration, as users in Hub sites can find content they need without necessarily knowing which specific site it is a part of. # Document Libraries Document libraries are shared file repositories in a SharePoint site Document libraries are storage centers for files within a SharePoint site. Default site configurations include one document library automatically, and additional ones can be added as needed. ### Adding and deleting from document libraries Files can be uploaded to a document library in several ways. Document libraries support drag and drop as well as direct uploads. File activity including access, deletions, and editing are all tracked. Versions are saved automatically and older versions can be restored from Version history. Users can require certain conditions be met in order to upload to document libraries. For instance, files can require approval from certain users to be uploaded. There is also the option to only allow certain users to view and edit particular files until approval has been given. When editing a file, users can choose to "check out" the file. This means only that particular user can edit the item until checked back in. This stops multiple users from working on the same file at once and creating conflicting changes. ### Document Libraries and Sharing Document libraries are designed to hold related files for a project within a site. As a result, different document libraries can have different sharing permissions to ensure that the correct people have access to relevant files. While files inherit the permissions from the document library, Individual items can be shared with more or fewer restrictions. SharePoint will show a warning when such a condition exists, or if access may be limited in unexpected ways. # Reporting and Auditing Reporting and Auditing with SharePoint SharePoint has one primary report available in the Microsoft 365 Admin Center. This report is the SharePoint site usage report, which gives details on the number of active SharePoint Sites, files stored, storage used, and more. ### SharePoint reports on individual users The SharePoint usage report also contains information on usage from individual users. User names are encoded for privacy purposes by default, but Global Administrators can disable this setting for auditing and other purposes. User reports show user activity including last activity, emails sent, received, and read, and other usage columns that can be customized for specific purposes. ### SharePoint Audit Logs Audit logs are available in SharePoint at the site collection level. These logs contain detailed information on content, usage, access, and more. SharePoint Audit Logs are available within SharePoint settings under Site settings and Audit log reports. Specific audit reports can be run for several actions such as modifications, deletion, policy modifications, content expiration, and more. Custom reports can also be created and run to isolate specific events or date ranges. # Frequent SharePoint Admin Issues Common admin issues when managing a Microsoft 365 organization using SharePoint This list is a work in progress. If you have dealt with any admin issues in SharePoint, please feel free to add your item in a Change request.
Resource Limit is reached Microsoft tracks what they call "Resource Units" which is a daily limit on API usage. When these units are exceeded, it may trigger a Resource Limit is Reached error. The table below from Microsoft shows the Resource Unit cost with the Microsoft Graph API: | Resource units per request | Operations | | -------------------------- | ------------------------------------------------------------------------------------------------------------------------------- | | 1 |
  • Single item query, such as get item
  • Delta with a token
  • Download file from drive item
| | 2 |
  • Multi item query, such as list children, except delta with a token
  • Create, update, delete, and upload
| | 5 |
  • All permission resource operations, including $expand=permissions
| While uncommon in standard operations, custom code, custom web parts, complex list views and queries, and custom apps can consume Resource Units quickly and cause throttling. Syncing data across multiple machines and data migrations can also result in quick usage of Resource Units, so should be considered when planning these operations. Resource limits are based on the number of licensed users and on a per-app basis in a tenant. See [Avoid getting throttled or blocked in SharePoint Online](https://learn.microsoft.com/en-us/sharepoint/dev/general-development/how-to-avoid-getting-throttled-or-blocked-in-sharepoint-online) for a full breakdown.
The nunber of items exceeds the List View Threshold SharePoint Online has generous limits for the amount of files and folders that can be stored in Sites and Document libraries, with 30 million items technically allowed. However, there is a soft limit of 5000 items per list view, which can easily be met in an "All Documents" and other similarly large views. This limit means that although items will still be stored, only 5000 can be viewed in a view, which can generate an error instead of displaying the items in the given view. Best practices are to limit views to well under this 5000 soft limit, but when this is not possible, tactics in [Living Large with Large Lists and Large Libraries](https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint?source=recommendations) is a community-sourced Microsoft resource that can help.
Unable to break or reinherit permissions When a folder, list, or library in SharePoint contains over 100,000 items, permissions inheritance can't be broken or reinherited for the grouped items. However, this does not apply to individual items within that group, which can still be changed at will. If required, best practices recommend restructuring groups to be below the 100,000-item threshold.
# Dropbox Overview Overview of Dropbox Dropbox is a cloud storage platform emphasizing file sharing and collaboration for teams. The Cloud Storage Guide will focus on Dropbox Business Accounts, as they're designed for teams and companies. Dropbox Business allows for multiple users with shared storage among the team, along with the ability to link a personal account that belongs entirely to the individual.
### Features Overview
DescriptionNotes
Shared ContentObjects owned and managed by the organizationKnown as Shared Folders
Individual ContentPersonal user contentCalled Private folders
MailboxEmails, contacts, and calendarsNot included
VersionsHistorical snapshot of documents that can be restoredVersions for 30-365 days depending on the plan. Does not use storage space.
Document CollaborationReal-time simultaneous editingText, video, and audio files (in Dropbox Paper format)
Account AdministrationManaging users, account, and organization informationManaged through Admin Console
Auditing and reportingUsage and access informationAvailable back to 2017 in Admin Console.
SFTP , FTP, AS2 transfersSecure file transfer protocol support Not supported natively; Supported via a 3rd-party solution like Couchdrop
Additional FeaturesOther features included with a subscriptionPDF editor, e-signatures, media recording and editing
### What makes Dropbox unique As one of the original cloud storage platforms, Dropbox's emphasis is on storing and sharing files with people, no matter where they are. As a result, many of their updates have been around collaboration and the ability to work on files within Dropbox. Productivity tools include a document editor, PDF editing, an image editor, and a video/screen recorder with collaborative editing. All of these are contained within the Dropbox ecosystem. For documents, Dropbox Paper is a proprietary document format that can't be opened outside the platform. By default, Dropbox has several recovery features, including automatic backup, account recovery & version history for at least 180 days, and remote device wipe. Admins also have the ability to sign in as another user and have full visibility over activity in the organization. ### How storage is allocated and handled Dropbox Business plans on the Standard tier start at 15TB of pooled storage for the team, and 5TB of pooled storage is added for each team member. For example, Advanced plans give 5TB per user. With 10 users, that would be 50TB for the organization. If 2 users use 20TB each (40TB total), there would be 10TB left for the remaining 8 users to share. Version history and Shared links do not take up any available storage space. Shared folders only count once towards the organization's storage quota, unless the Shared folder originates from outside the organization. {% hint style="warning" %} Dropbox allows for 1000TB total storage in an organization, which includes paid add-on storage. Additional organizations will need to be added if there is over 1PB of data. {% endhint %} ### Proprietary document types Dropbox's collaborative document editor creates files in the **.paper** proprietary document type. This format is similar to Markdown and allows multiple users to work in the same file at the same time. Since Dropbox is the only application that recognizes this document type, they cannot be used outside of Dropbox without converting them first. {% hint style="info" %} Dropbox Paper docs can typically be converted to .docx files and retain functionality, allowing them to be used outside the platform. {% endhint %} ### How content ownership works Content created within an organization is owned by the organization. While individual users can have private folders that only they have access to by default, admins can override this behavior to access the files. They can also choose to log in as any user within the organization at will. {% hint style="warning" %} Because organization admins own and have access to all content, it is not recommended to keep sensitive personal files in a Dropbox organization account. {% endhint %} ### How sharing and permissions work Dropbox has several pre-built roles to quickly assign users to permissions. Without using these roles, users can be assigned permissions individually or by being part of a group. On the folder and file level, Dropbox has three main roles. * **Owner** is the creator of the top-level folder. Any subfolder created within a folder will have the owner of the parent folder set as the Owner, regardless of who created the subfolder. * **Editors** can add, edit, download, share, or delete files. * **Viewers** can view, download, share, and comment. Download permissions cannot be restricted when sharing directly, but can be when using Shared Links to share. Shared links are generatable links with customizable permissions and can be shared with external members. Admins can restrict access to external sharing and shared links. ### How syncing with local storage works Cloud file sync is a setting in Dropbox that allows users to locally sync, upload, and download Dropbox content. Files can be downloaded to local storage at any time, and edits made without internet access will be synced when the device is online once more. The Dropbox desktop and mobile applications allow viewing the contents of cloud folders virtually. Folders and files are shown with their name and minimal metadata, and individual objects can be selected to sync in full when a local copy is needed. Selective syncing in this method lets users only copy what is needed, resulting in less local disk space usage. {% hint style="info" %} Dropbox is widely cited as having the most functional and fastest local syncing agent due to its selective syncing and method of handling discrepancies. {% endhint %} ### How billing works Dropbox charges per user up to the Advanced business tier. Enterprise tiers are customizable to fit the needs of larger organizations or organizations that require large amounts of storage. 1TB add-ons are also available for purchase on any team plan. *** #### Click on a box below for more details about Dropbox
Users and Groups in DropboxDropbox Overview
Storage and Sharing in DropboxDropbox Overview
Reporting and Auditing in DropboxDropbox Overview
Frequent Admin Issues in DropboxDropbox Overview

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# Users and Groups Learn how Dropbox handles Users and Groups Dropbox users are part of the organization by default, and individual users may not necessarily have their own personal storage. Users can, however, link to a private account to have access to both personal and team files while having full control of files in their personal account. Dropbox Business users are not required to have a separate personal account, but Business account admins can set all registrations with their domain to join the organization. ### Groups Dropbox allows for company-managed groups, which allow admins to create groups of users with shared permissions. Users in groups will inherit the default set of permissions but can be further modified on an individual level. # User roles and privleges Dropbox has several built-in user roles to quickly assign permissions Dropbox has eight built in admin roles with pre-defined permissions. Use these to quickly give user's specific admin privleges. #### Team Admins Team admins have full access with all permissions for the organization. #### User Management Admins These types of admins can manage users in the organization. #### Support Admins The Support admin roles can perform limited support tasks, such as resetting passwords. #### Content Admins A Content admin has full permissions over content and can adjust content permissions for indivdiual objects as well as across the organization. #### Compliance Admins Available with the Data Governance add-on, Compliance admins manage retention policies and legal holds. #### Reporting Admins Reporting Admins can create reports on team members and activity. #### Security admins The Security admin role can manage security risks, alerts, and external sharing. ### Tiered admin roles Available in Business Plus and higher, tiered admin roles allow for multiple admin roles with different permission settings. This allows specific users to have control over some settings while restricting them from having full access to the account. # Adding Users/Groups Add a single user in Dropbox Dropbox Business provides each organization with a set number of licenses, which can be shared among a wider team. Adding a user can be done individually through the admin console or the Dropbox mobile app. ### Adding a user through the Admin console Users can be added through the Members section in the Admin console. When inviting a user, they can also be limited to specific directories during user creation. Depending on the organization's settings, team members may be able to invite other members to the organization through this method. When disabled, only admins can invite new members. ### Adding a user in the Dropbox mobile app Adding users via the Dropbox mobile app follows a similar process. Inviting users is done within Settings and the Invite feature. When successful, a message will appear showing that the invite has been sent. # Bulk Importing Users Dropbox allows bulk adding of users via CSV Dropbox lets admins create multiple users at once through a CSV file. This is done in the members section of the Admin Console. There will be an option to import a CSV and download the template. Fill out the template with the required information to add users in bulk. When importing users in bulk, Dropbox will give a message showing how many licenses are available. Additional licenses can be purchased in the Billing section of the admin console if needed. # SSO Integrations Dropbox has preconfigured SSO settings for most major SSO Providers Single Sign On can be enabled by Admins as an Optional or Required setting. ### Enabling SSO with Dropbox Most major SSO providers have preconfigured settings for Dropbox to simplify enabling SSO. If your identity provider does not have these preconfigured settings, you can configure this yourself by following this [configuration guide from Dropbox.](https://help.dropbox.com/security/supported-identity-providers) To enable SSO with a provider with preconfigured settings, you'll need to download a copy of the X.509 certificate and note the sign-in URL. In the Admin console, find SSO in Authentication under Settings, and enable SSO as Optional or Required. Go through the settings and upload the X.509 certificate. ### Custom SSO sign-in URL Team members can sign in with the team's custom SSO sign-in URL. To find this and distribute it to team members, go to Authentication under Settings in the Admin Console and copy the SSO sign-in URL. Team members will be able to log in at this URL once SSO has been successfully enabled. # Storage and Sharing Dropbox separates storage by folder type Instead of using a "drives" structure, Dropbox designates sharing permissions by folder type. There are three main types of folders: Folders, Team Folders, and Shared Folders. # Private Folders Any folder made and owned by an individual user that is not shared ### Folders Folders (sometimes called "Private folders") inherit the permission of the parent folder by default. At the top level, they are shared with the creating user only, who has full control and can specify who to share the contents with. If a private folder is shared with another user, it becomes a Shared folder. # Shared Folders Shared and Team Folders are shared with other users. When a folder is shared with at least one other user, it will be either a Shared Folder or a Team Folder, depending on how it was created and the default permissions that apply. ### Shared Folders A Shared Folder is any private folder that has been shared with somebody else. Folders can be shared both with internal organization members or external parties to become Shared folders. Once a folder becomes a Shared Folder, it will be indicated by an icon of two people on it. ### Team Folders Team folders are created and owned by Team Admins and are shared with specified groups automatically. Objects added to a Team Folder will automatically sync to all group members. Items in team folders can be shared beyond the group as well. When shared with external members, they will only be able to see the item shared with them. Specific items in a Team folder can be restricted to fewer members by selecting the item and updating the access by removing members. # Other Folder Types Less common folder types in Dropbox Beyond the three most common folder types, there are other folder types in Dropbox as well. #### Restricted Folders Restricted Folders are Team Folders with an item within that has additional restrictions. #### **Camera Uploads Folder** The Camera Uploads Folder is the default location where photos from a mobile device are stored in the cloud. #### Encrypted Team Folder An Encrypted Team Folder is a Team Folder that can only be accessed and decrypted by authorized users. #### Traversal Rights Folder Traversal Rights Folders indicate a team folder where the user has partial access to the contents within. # Reporting and Auditing Reporting and Auditing with Dropbox Dropbox keeps records of user activities that Admins can view from within the Admin console. ### Viewing Team Activity Dropbox Admins can view activity about Team members in the admin console in the Activity tab. Log items can be filtered by date, user, content type, and activity type. Activities are typically logged in a few hours, with a 24-hour delay at most. Reports can be retrieved as far back as January 2017. After selecting filters, the results can be exported as an activity report. These reports will be saved in a folder called Dropbox Business Reports viewable only by admins. ### Activities not logged Currently, Dropbox doesn't log the following activities: deleted a recording, trimmed a recording, made a comment, deleted a comment, and deleted a screenshot. # Frequent Admin Issues in Dropbox Common admin issues when managing a Dropbox organization This list is a work in progress. If you have dealt with any admin issues in Dropbox, please feel free to add your item in a Change request.
Files not syncing properly with Dropbox desktop Dropbox has a soft limit of 300,000 files for syncing. While more files can be synced, going over 300k can cause performance issues or, in some cases, stop the desktop app from syncing entirely. Should this happen, Dropbox recommends using selective sync and ensuring that the number of synced files stays below 300k.
Sharing was unsuccessful error This error is related to permissions but might not be clear from the text. The cause of this in most cases is that one of the members is in a different organization and either you or the user you want to share the object with restricts sharing with external organizations.
Can't join a Shared folder Issues with joining folders are often related to storage space issues. Data in folders shared with external parties counts towards the storage space of both parties. If the size of the folder exceeds the available space, the user won't be able to join the folder.
# Egnyte Overview Overview of Egnyte Cloud File Server Egnyte acts as a cloud file server with the goal of providing accessibility across teams with a focus on enterprises in highly controlled industries.
### Feature Overview
DescriptionNotes
Shared ContentObjects owned and managed by the organizationRoot is called "Shared Folder" and sub-folders called "Shared sub-folders"
Individual ContentPersonal user contentKnown as "Private Folder". Available to Power Users and Admins.
MailboxEmails, contacts, and calendarsNot included
VersionsHistorical snapshot of documents that can be restored3 by default. Admins can increase this through data retention policies.
Document CollaborationReal-time simultaneous editingOnly when using the Egnyte for Microsoft Office Desktop integration
Account AdministrationManaging users, account, and organization informationAdministrator settings for Web UI, Mobile App, and Desktop App
Auditing and ReportingUsage and access informationAvailable to Admins and Power Users in Web UI on Business plans
SFTP , FTP, AS2 transfersSecure file transfer protocol support Egnyte SFTP or supported via a 3rd-party solution like Couchdrop
Additional FeaturesOther features included with a subscriptionContent Intelligence AI, hybrid infrastructure option, Snapshot recovery
### What makes Egnyte unique Egnyte is often used as a hybrid cloud, a combination of on-premises and cloud storage. This means an organization can have data stored in the cloud, on-premise file servers, or a combination of the two. A hybrid approach allows an organization to keep tight control over sensitive files for compliance and keep them on-premise, while opening up certain files for sharing and collaboration using a single storage solution. Due to this hybrid infrastructure, a unique feature is that Egnyte claims to be "the first and only cloud storage provider to offer file sync and permission controls down to the sub-folder level. Users can select folders and sub-folders in their Egnyte account to sync locally", though how exactly this differs from syncing capabilities from other platforms is unclear. Egnyte has taken a different approach to permissions and selling the platform, with specialists in industries with large amounts of data or strict sharing requirements like Finance and Life Sciences. These specialists can help with choosing a plan, onboarding, and best practices for setting up the environment for the specific use case. Other features include document and sensitive data type classification, along with AI Copilot, search, and workflows. The Ultimate plan includes a 90-day snapshot and recovery, as well as detection for ransomware and suspicious logins. Deduplication also helps keep storage usage under control, as only one version of a file with identical contents is counted against storage. ### How storage is allocated and handled Egnyte Office and Business plans have a default storage limit of 5TB and 10TB, respectively. Enterprise plans are customized for the needs of the specific organization with custom quotes. Domain-Level Deduplication is a feature in Egnyte that helps reduce the amount of storage used. Egnyte checks the content of files to see if they are identical. If the *exact* same content is in multiple files, Egnyte only stores one copy of the content, and other instances refer to the same copy. If one version is changed, it is then counted as a new file, while other duplicates continue pointing to a single file. Additional storage for the organization can be purchased as needed. ### How user management works Egnyte has three levels of Users. * **Administrators** have full control of the organization and can make changes that apply to single users or across the organization. * **Power Users** can use all of Egnyte's features and receive a Private Folder. This is the default setting for internal organization members. * **Standard Users** are meant for external users and are limited to uploading, downloading, and browsing files on the WebUI. Additional restrictions can be put in place if required. There is a separate allocation for Power Users and Standard Users. When creating a user, administrators need to specify which kind of user they are. Additional users can be purchased at a per-user rate. {% hint style="info" %} Admins can change the default permissions for Power Users and Standard Users in the Organization Settings under User Types. {% endhint %} ### How content ownership works All content on an Egnyte file server is owned by the organization. While Power Users have a Private Folder that is invisible to other Power Users, Admins can still browse the contents of these folders and have full control over the files within. Admins can even remove access to Private Folders or stop Power Users from having one included. {% hint style="warning" %} Because Administrators can get access to Private Folders at any time, it is not recommended to keep sensitive personal files in an Egnyte organization account. {% endhint %} ### How sharing and permissions work Egnyte is unique in that there is no user-to-user sharing; content in a private folder remains private and can't be shared. To share, the object will need to be moved to a shared space. The only way to share at the file level is through generating a Shared Link, which includes options like access permissions, expiry, file name, and notifications when the link is accessed. Because Egnyte only allows co-editing through a Microsoft Office integration, it is possible for different users to work on a file and overwrite changes from each other. To avoid this, Egnyte allows a version to be locked manually, or an automatic lock happens when a document is open in the Web UI and the editing user is online. ### How syncing with local storage works Because a hybrid architecture is a major focus of Engyte, they put more effort into syncing with local files than many other cloud storage platforms. The sync process can be bi-directional or one-way. Using the "Smart Cache", users with the Egnyte Desktop app can install a client to download cloud files locally and work offline. They can be configured to copy over a UNC path from devices like scanners, lab instruments, and drones. The Smart Cache is a single drive letter on the local device, and files saved in that drive will be synced to the cloud automatically when internet access is available. Co-editing is not available for locally synced versions of files. {% hint style="info" %} Admins can remotely check the status of syncs, update access, or initiate software updates for connected devices at any time. {% endhint %} ### How billing works Billing is done on a per-user basis per month for the base features. Add-ons are separate when not explicitly stated in the plan's inclusions. Some add-ons, like the Specialized File Handler add-on, can be trialled for 14 days before committing to purchase. Some additional features can be added directly from the subscription details in the Admin settings. Others require contacting sales for a quote before they can be added. There are some user reports about legacy plans becoming invalid, and organizations are being migrated into new plans. *** #### Click on a box below for more details about Egnyte
Users and Groups in EgnyteUsers and Groups
Storage and Sharing in EgnyteStorage and Sharing
Reporting and Auditing in EgnyteReporting and Auditing
Frequent Admin Issues in EgnyteFrequent Admin Issues in Egnyte
***

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# Users and Groups How users and groups function in Egnyte Egnyte has three different kinds of users, each with different permissions and access controls. These users have a pre-defined access level, but Groups with shared permissions can also be created by admins. In Egnyte, groups are used to quickly assign folder permissions to users. Unlike some other cloud storage platforms, groups don't give control over account settings or access to folders by default. Instead, when sharing a file or folder, the group can be selected instead of individual users. # User roles and privleges Egnyte has three pre-defined user roles There are three different types of users in Egnyte: Administrators, Power Users, and Standard Users. ### Administrators Administrators have full control over the account. The creator of the account is given the role of Administrator by default, but additional Administrators can be created as needed. ### Power Users Power Users are organization members (such as employees) who have access to advanced features in Egnyte. They can also send invites to users as Standard Users. Adding a Power user may increase the subscription cost depending on the plan type. ### Standard Users Standard Users are meant for external parties to give users access to Shared files and folders with access to minimal features. These users can't create sharing links or use features like SFTP, and are unable to invite other users. Adding an additional Standard user may increase the subscription cost depending on the plan type. ### Custom Roles To give granular administrative permissions, administrators can create User Roles in Egnyte. These can apply to Power Users and Standard users, starting with the default permission structure with option to reduce access to features for custom roles. # Adding Users/Groups Add an individual user or group in Egnyte Egnyte allows for adding users through the Web UI, via Active Directory, through certain SSO integrations, or through the User Management API ### Adding a user through the Web UI Admins and Power Users can add new users in the Users & Groups tab of Settings. Simply choose to add a new user and fill out the user fields. [Custom user roles](/cloud-storage-platforms/egnyte-overview/users-and-groups/user-roles-and-privleges) can be assigned here as well. ### Adding a user through Active Directory Egnyte can integrate with Microsoft Active Directory Service via a downloadable ADKit. Before using this method, Active Directory authentication must be enabled through Egnyte. When this is done, follow the [Active Directory Service Guide](https://productreleases.egnyte.com/dl/W37tiahTQx) to complete the integration which will provide functionality for adding new users. ### Adding a user with an SSO Integration Egnyte can import existing users into Egnyte from certain SSO providers. Currently, these are Okta, Azure AD, ADFS, Ping Identity, and Centrify. Follow [SSO Integrations](/cloud-storage-platforms/egnyte-overview/users-and-groups/sso-integrations) to learn how to enable SSO in Egnyte. ### Adding a user through the User Management API The User Management API allows for complete user access including creating, updating, and deleting users. Follow the [guide from Egnyte Developers](https://developers.egnyte.com/docs/User_Management_API_Documentation) to customize user creation via the User Mangement API. ### Adding a Group Admins can add a New group in the Users and Groups section in Settings. Name the group and add users to use the collection of users throughout Egnyte. Groups in Egnyte are simply a collection of users with no inherent permissions of their own, but can be selected in situations such as sharing files and folders. # Bulk Importing Users Egnyte allows for bulk adding users via CSV Multiple users can be added to Egnyte at once in the Web UI. When creating a new user, choose to import users. Fill out the CSV template with the users you wish to add, including the user type and role. When uploading the CSV, check the box to Allow creation of new users. Groups can be added in bulk in a similar manner using the Import Groups option. # SSO Integrations Egnyte can integrate with all major SSO providers Egnyte is able to integrate with any SSO identity provider using SAML 2.0. Support is built-in for all major SSO providers, and other vendors using SAML 2.0 can be added by contacting Egnyte Support. ### Enabling an SSO Integration To enable SSO, the Egnyte Account must have the External Authentication add-on. Enabling SSO is done through the Admin Panel under Security & Authentication in Configuration. Select the type of SSO "Such as SAML 2.0", choose the identity provider, and fill out the required fields. Certain providers such as Azure AD, will require the creation of an application for SSO. See Egnyte's [SSO integration page](https://helpdesk.egnyte.com/hc/en-us/articles/201638954-Single-Sign-On-SSO-Configuration) for links on how to set up SSO for specific providers. ### Google SSO The process for Google SSO differs from other identity providers. Simply change the sign-on authentication to Google Apps within Egnyte, and any Google account with an email that corresponds to an Egnyte user can sign in to Egnyte using Google. # Storage and Sharing Learn how Egnyte handles storage and Sharing Egnyte breaks down storage and sharing into Private folders and Shared folders. There is a default storage limit of 10TB on Egnyte Business plans, with options for unlimited storage for Enterprise customers. On lower-tier plans, additional storage can be purchased directly. # Private Folders Admins and Power Users have a private folder for personal files All Administrators have a private folder to store personal documents and files. Power Users also have a private folder unless disabled during user creation. Although the folders are "private", administrators still have access to all files in the domain, including the private folders of other users. Administrators can also edit the data in other users' private folders. Administrators can define a quote for all Private folders, as well as receive email notifications about users with the largest Private folders. # Shared Folders Shared Folders are folders shared with other members in the domain In Egnyte, the root folder is known as a Shared Folder. This folder is the main directory for all of the organization's files. The name, description, and permissions on this folder can't be changed. Any folders created within this primary shared folder are considered top-level folders, and only users and Power Users with this functionality enabled can create folders at this level. ### Shared sub-folders Folders created under the company's Shared Folder are shared sub-folders. When created, these sub-folders can be shared with specific users and groups. Admins and the creating user can adjust the sharing permissions at any time. # Deduplication Learn about Egnyte's deduplication feature A unique feature of Egnyte is the deduplication feature, something that can greatly reduce the amount of storage used. ### How Egnyte determines if files are duplicates Egnyte determines the duplication of files based on the checksum of each file. Checksums are calculated based on the content of the file. This means that even if a file has a different name but the same content, it would still be flagged as a duplicate. Duplicate files are based only on the most recent version of the file, and the SHA-512 hash function is used to calculate the checksum of the files. ### Storage vs deduplicated storage quota In the Egnyte Admin settings under the Subscription tab is the Current Usage section. Within that is a breakdown of users and storage. Storage is broken down into **Storage (without deduplication)** and **Storage (with deduplication)**. While both of these show a progress bar with a maximum limit, only the **Storage (with deduplication)** counts towards the plan limit. **Storage (without deduplication)** is there simply as a guide to show how much storage space is being saved with this feature. # Reporting and Auditing Reports and audit logs in Egnyte Reports and Audits can be accessed by Admins and Power Users through the Egnyte UI. Admins can restrict Power Users to only see reports on content they have access to, or allow them to see reports on all folders. ### Generating pre-saved Reports Reports are generated in the Reports section of the Egnyte UI. There are 15 available reports saved in Egnyte.
Click to view specific report types * [Dashboard Report](https://helpdesk.egnyte.com/hc/en-us/articles/360020443452) * [Folder Size Report](https://helpdesk.egnyte.com/hc/en-us/articles/360003489332) * [Private Folder Size Report](https://helpdesk.egnyte.com/hc/en-us/articles/360028366531) * [Link Summary Report](https://helpdesk.egnyte.com/hc/en-us/articles/360022487391) * [Sync Status Report](https://helpdesk.egnyte.com/hc/en-us/articles/201637324) * [Lock Summary Report](https://helpdesk.egnyte.com/hc/en-us/articles/360024407072) * [Folder Permission Report](https://helpdesk.egnyte.com/hc/en-us/articles/360006658552) * [User and Group Permission Report](https://helpdesk.egnyte.com/hc/en-us/articles/360024700611) * [File Audit Report](https://helpdesk.egnyte.com/hc/en-us/articles/201637534) * [Permissions Audit Report](https://helpdesk.egnyte.com/hc/en-us/articles/201637514) * [Login Audit Report](https://helpdesk.egnyte.com/hc/en-us/articles/201637284) * [User Provisioning Audit Report](https://helpdesk.egnyte.com/hc/en-us/articles/213435607) * [Group Provisioning Audit Report](https://helpdesk.egnyte.com/hc/en-us/articles/214682807) * [Configuration Settings Audit Report](https://helpdesk.egnyte.com/hc/en-us/articles/360055865092) * [Saved & Scheduled Queries Report](https://helpdesk.egnyte.com/hc/en-us/articles/204426750)
### Saving and scheduling reports Specific criteria can be selected to save custom reports. They can also be automatically generated on a specified schedule. When the reports are scheduled on a recurring basis, reports generated over 30 days ago will be automatically saved to the Archive folder. Reports and audit activity over 90 days old are automatically purged. # Frequent Admin Issues in Egnyte Common admin issues when managing an Egnyte organization This list is a work in progress. If you have dealt with any admin issues in Egnyte, please feel free to add your item in a Change request.
Unexpected billing costs Egnyte plans include access to base features, with additional features as separate add-ons. These add-ons are priced per month and have been reported as points of confusion for some admins. Discounted billing also applies only to licenses above the threshold; for instance, if there is a discount after 500 users and the organization has 600, that discounted rate will only be for the last 100.
Apps or Integrations not working for some users Egnyte has dozens of third-party apps and integrations such as Google Workspace and Microsoft Office Desktop and Mobile integrations. When adding an integration, the admin has the option to add all users by default, let users add the integration themselves, or only allow it for specific groups. Users who haven't added the integration or who are not part of the allowed group may run into issues or have reduced functionality compared to others in the organization, which adding or updating integration access may solve.
Can't share files or folders Egnyte is unique in that there is no direct user-to-user sharing. Instead of sharing via directly adding users, users share content by moving objects to a shared space. Another option is to generate a Shared Link that includes appropriate access permissions.
# Box Overview Overview of Box Box is a cloud storage platform designed to provide secure storage for enterprises. Individuals can still sign up for a box on a free plan with 10GB of storage. The Enterprise Plus and Enterprise Advanced account tiers have access to all features and functionality of Box, and as a result, The Cloud Storage Guide will focus on these tiers.
### Feature Overview
DescriptionNotes
Shared ContentObjects owned and managed by the organizationHas a User icon and color change to denote that multiple users have access
Individual ContentPersonal user contentFolders shown as basic manilla file folders with no extra icon
MailboxEmails, contacts, and calendarsNot included
VersionsHistorical snapshot of documents that can be restored50 - Unlimited, depending on tier
Document CollaborationReal-time simultaneous editingPermissions can be set for individual users or groups.
Account AdministrationManaging users, account, and organization informationCalled "Admin Console" and available to Primary Admin and selected Co-Admins
Auditing and ReportingUsage and access informationAccessible through the Reports tool in the Admin Console
SFTP , FTP, AS2 transfersSecure file transfer protocol support Not supported natively; Supported via a 3rd-party solution like Couchdrop
Additional FeaturesOther features included with a subscriptionUnlimited storage, Data governance, enhanced AI, Box Drive, workflows
### What makes Box unique All Box business accounts include unlimited storage throughout the organization, and use other features to attract organizations to higher tiers like higher single file limits, enhanced AI, and faster support. Instead of a storage limit, Box uses a default bandwidth limit for download/upload Ingress/Egress Bandwidth. This is a soft limit of 1TB per month per user, subject to a fair use policy. With an emphasis on security, Box has several features to help organizations stay secure and compliant, including Box Governance and Box Shield. These help safeguard data and limit actions such as preventing users from trashing data and ransomware protection. Box claims that in the event of a ransomware attack, only files synced via Box Sync or Box Drive will be affected. Box calls itself the "Intelligent Content Management platform" in that it combines cloud-based file sharing with automation, data governance, and enhanced metadata. It can also meet several compliance standards such as PCI DSS and HIPAA, and is ITAR registered. The AI-powered insights with the customizable AI agents can help identify content that should be labeled and subject to compliance guidelines and suggest solutions to remedy issues. ### How storage is allocated and handled Because Box has unlimited storage, there aren't storage limitations to worry about. However, bandwidth can be a concern, especially for organizations that move data frequently. The 1TB per user limit includes both uploads and downloads. For example, a user who downloads 800GB could only upload 200GB in the same month before hitting the cap. Once the cap is hit, uploads/downloads are restricted, or in some cases, disabled entirely. Caps cannot be updated directly. Instead, the request must be made through a Box representative. An increased cap can also be negotiated as part of an Enterprise quote. ### How user management works Every member of the organization with access to Box is counted as a user and is called a Managed User. Each Managed User added increases the monthly cost by the per-user amount. An Unmanaged User is any user who is separate from the primary organization but still needs to have access to collaborate with content within the organization's storage. These users are unlicensed and unpaid and not bound by the organization's security policies. Admins can add Managed and Unmanaged Users individually or in bulk, as well as convert Unmanaged Users into Managed users. {% hint style="danger" %} Because Unmanaged Users are independent of security policies, they can be a security risk and break compliance, so Box recommends using them minimally with tight controls. {% endhint %} ### Proprietary document types The only proprietary document type in Box is Box Notes, which are two unique file formats generated from the document generation tool. Box Notes allows co-editing and collaboration in real time from multiple users in the organization. Files generated have the **.boxnote** or .**boxcanvas** extension. Because these files are unique to Box, they can't be opened outside of Box while keeping all features and formatting intact. {% hint style="warning" %} Box Notes are difficult to convert, and many conversion tools struggle to convert them beyond JSON format. If needed outside Box with the original formatting and content, it's recommended to copy and paste on a document basis or use a tool like boxnotes2html. {% endhint %} ### How content ownership works Content created by Box is owned by the organization, regardless of where it's created. While Managed Users can create folders private to themselves by default, Admins can still gain access at any time by updating settings or using the Content Manager. The Content Manager allows admins to view managed users and service accounts, browse any user's content (including trashed content), and completely manage a user's files, including restoring, deleting, sharing, and managing collaborators. {% hint style="warning" %} Because Admins own and have access to all content, it is not recommended to keep sensitive personal files in a Box business account. {% endhint %} ### How sharing and permissions work Box has seven different default collaborator levels, discussed in detail on the [User roles and privileges page](/cloud-storage-platforms/box-overview/users-and-groups/user-roles-and-privleges). Roles can be refined further through Enterprise Settings. Shared Links can be created to give access to users both within and outside the organization. These links can be customized with security controls like password protection and auto-expiration, and the URL can be customized to be more user-friendly. Users can also send a Shared Link to request files from anyone with the link, with customizable form fields that show as file metadata. Admins can restrict sharing to within the organization or by adding an Allow List. ### How syncing with local storage works Box Drive is an application that allows users to access files in the Box account from their desktop. It also provides enhanced security for content by integrating with Box Shield and the ability to update access through the application. Files marked for offline use are downloaded and can be updated from the local device. Once the user is back online, the file will be automatically synced and updated on the cloud version. Locking the file stops other users from being able to edit it until the lock is removed. Objects that are synced to Box Drive will appear in the "Synced" tab of Box settings in the web interface. {% hint style="success" %} Box Sync, the deprecated syncing agent, still exists, but is uninstalled automatically as part of installing Box Drive. {% endhint %} ### How billing works Billing is done annually or monthly on a per-user basis. The Enterprise Plus and Enterprise Advanced plans are available annually only. On the Enterprise Advanced Plan, it is possible to negotiate a higher download/upload limit per user as part of the custom quote. Add-ons are also available to purchase on an annual basis. Core API calls, AI Units, Document Generation APIs, and Sign API credits are refreshed monthly with an annual commitment. *** #### Click on a box below for more details about Egnyte
Users and Groups in BoxUsers and Groups
Storage and Sharing in BoxStorage and Sharing
Reporting and Auditing in BoxStorage and Sharing
Frequent Admin Issues in BoxFrequent Admin Issues in Box
[^1]: via the "Admin Console" (admin.google.com) # Users and Groups Overview of the three user types in Box There are three types of users in Box, Managed Users, Unmanaged Users, and External Users. ### Managed Users Managed users are user accounts that are managed by the primary organization, and the content in these accounts belongs to the organization. Admins or Co-admins can update these users, including deleting or editing user details. If a managed user is suspended or has access revoked, their content will still be accessible and available as it belongs to the organization. ### Unmanaged Users Unmanaged users are independent of the primary organization but still collaborate on the organization's content. They must have an email address with the same domain as the organization or belong to a verified domain. If an unmanaged user is deleted, their content is deleted with them. Box recommends converting these users to managed users before deletion to ensure important content is retained. ### External Users External users are independent of the organization and interact with a subset of content within the account. ### Groups Groups are a collection of users with a shared set of permissions and access levels. When added to a group, users inherit the group's permissions immediately. External users cannot be added to a group. ### Choosing between Managed Users and External Users To help Admins choose the ideal user type between Managed and External users, Box put together a table of what many organizations have found to work well. | Managed Users | External Users | | -------------------------------------------------------------- | --------------------- | | Team members | Vendors | | Long-term contractors | Customers and clients | | Coworkers | SMEs or consultants | | Users that need to abide by your Box account's security policy | Short-term partners | | Long-term partners | Bidders | # User roles and privleges Box has four prebuilt user roles There are four prebuilt of user roles in Box: Admins, Co-admins, Group admins, and Members. These roles can be further restricted with custom permissions as needed. ### Admin The organization admin has full control of the Box account. They can manage users, log in to any user's accounts, and update settings for the entire organization. There can only be one admin role in an organization. ### Co-admin Co-admins have a similar level of control as the primary admin but have some restrictions. They are unable to change settings for the Admin user, update billing, or invite collaborators (when Restrict Invites is enabled). Multiple Co-admins can be added to the organization. ### Group admin A group admin has control of the settings for a specific group. They can add managed users to a group and manage group members, as well as change folder permissions in that group. ### Members Members have no admin permissions by default. Instead, they inherit the permissions granted in the account-wide settings. Unless changed, members can invite collaborators to files and folders, but this can be disabled if needed. # Adding Users/Groups Learn how to add Individual Users and Groups in Box Box has two different ways of adding individual users, which depend on the user type. ### Adding Managed Users The Admin and Co-Admins can add users through the Admin Console in the Users & Groups panel. When creating a user, you can select Groups and Folders to give them access immediately. Adding a managed user requires an additional license and will increase the subscription cost. ### Adding External Users Since external users are outside of the organization, they aren't added through the Admin console. Instead, simply share an item with an email address outside of the organization. Adding an External User does not require a license. ### Adding Unmanaged Users Unmanaged users can't be added manually. Instead, an unmanaged user will be added if an unlicensed account begins using the managed domain. ### Adding Groups Groups are added in the same place as Users in the Admin Console. As part of creating the Group, admins or co-admins will need to set the permission level and who can invite other users. Groups can be restricted so that only Admins can add members, so that only members can add members, or set to allow anyone to add a member to the group. When creating a new group, managed users can be added to the group during configuration. # Bulk Importing Users Add multiple Managed users at once to Box Box allows the Admin and Co-Admins to add multiple Managed users via CSV through Users and Groups tab in the Admin Console. Download and complete the CSV Template to add users in bulk. Using the template, users can include certain permissions such as restricting collaboration and adding the user to a Group. Upload the completed template. Box allows bulk editing before adding users in case any changes are required before allocating licenses. # Storage and Sharing Storage and Sharing in Box Box takes an unusual approach to storage, with no storage limit for organizations on higher-tier plans. Admins can limit storage for specific managed users, as well as sharing options. The Box Admin has access to all content in the organization, including personal folders. Sharing can be further customized at an object level or through account-wide sharing settings. # Personal Folders Personal Folders are folders that haven't been shared When a managed user creates a folder, it will be personal to the user by default unless this behavior is changed in the account-wide settings by the Admin. The owning user can share then choose to share their content with other users and apply sharing settings. Personal folders that haven't been shared won't be vieweable in the main account hierachy. However, they can still be seen by users with access to the Admin Console under the Content tab. In the Content tab, content can be viewed and the sharing permissions can also be updated, including generating shared links. # Shared Folders Any folder shared with another user becomes a shared folder Once the owning user shares a folder with at least one other user, it becomes a shared folder, designated by the icon of two people and a color change. The owner of the folder has full control and can set other co-owners with equal control. Admins can override any sharing settings in the Admin Console and modify settings for specific folders in the Content tab. ### Sharing roles When uploading a folder, there are several different roles that can be given to users depending on the permission they need.
RolePreviewDownloadUploadGet LinkEditDelete
Co-ownertruetruetruetruetruetrue
Editortruetruetruetruetruetrue
Viewer Uploadertruetruetruetruetruefalse
Previewer Uploadertruefalsetruefalsefalsefalse
Viewertruetruefalsetruefalsefalse
Previewertruefalsefalsefalsefalsefalse
Uploaderfalsefalsetruefalsefalsefalse
### Shared Links One method of sharing folders is to generate a shared link. When generating a shared link, the user will be prompted to set link settings for permissions. The shared link can be restricted to invited people only, people in the company, or anyone with the link, with options for viewing, viewing and downloading, or editing. # Account-wide Sharing Settings The Admin can change some default sharing settings for the organization Box allows the Admin to set settings across the entire account. These settings take precedence over settings taken elsewhere. ### Shared links Shared links are links to content in the organization. The Admin can change the default shared link behavior, from allowing any user to create a link to share any content down to completely disabling shared links. Part of account-wide shared links settings include actions link recipients can take. Users who receive shared links can either be set to be able to download and edit the content (depending on folder and file sharing settings) or be set to preview only. ### Collaboration invitations Another setting that the Admin can modify is how users can accept invitations to collaborate. By default, invitations will be set to be accepted automatically, but this can be changed so that they must be reviewed first and can be rejected. # Unlimited Storage and Bandwidth Limits Explanation of Unlimited Storage and limitations in Box accounts Box advertises as having unlimited storage, but it's not as straightforward as having no limits. ### Unlimited storage While it is technically true that an account can add unlimited files, users are subject to bandwidth restrictions for uploading and downloading files that refresh each month. So although there are no limits to the amount of data in an account, adding, downloading, or removing data are subject to a bandwidth limit, which does have limitations. ### Bandwidth Limit The terms and conditions of Box have a [Fair Use Policy](https://www.box.com/legal/fairusepolicy) outlining what they consider fair use. As of this writing, the current bandwidth unit is 1TB per paid user. This means that in order to truly take advantage of unlimited storage, such as having an Exabyte of storage uploaded, it would take an organization of 10,000 users over 8 years of **uploads only** to have all the data stored in Box. As this is not a hard limit but rather subject to a fair-use policy, it may be possible to increase the 1TB limit by talking with an account representative. # Reporting and Auditing Overview of auditing and reporting features in Box Box includes several different methods of reporting. There are pre-made reports and custom reports that can be generated from within the Admin Console, as well as the Box Shield and Governance tabs. # Report Types Overview of report types in Box Box includes several different report types that can be generated from within the Admin console. There are over 15 different kinds of reports focusing on different metrics such as User Details and Shared Links, with options to customize data columns and regular scheduling for most types. ### Configuring Reports Reports are generated from the Reports tab in the Admin Console. Choose a report time and then set filters such as a specific date range or groups to include.
Report Types - click to expand * [Bandwidth Usage by Files and Folders](https://support.box.com/hc/en-us/articles/24860766394771) * [Bandwidth Usage by User](https://support.box.com/hc/en-us/articles/24828115644819) * [Box Sign Report](https://support.box.com/hc/en-us/articles/4415106948115) * [Classification Report](https://support.box.com/hc/en-us/articles/9612230979603) * [Collaborations Report](https://support.box.com/hc/en-us/articles/4415091266963) * [Disposition Report](https://support.box.com/hc/en-us/articles/17803768110739) * [Folders and Files Report](https://support.box.com/hc/en-us/articles/4415104536339) * [Geographic Activity Report](https://support.box.com/hc/en-us/articles/7632888163347) * [Legal Holds Report](https://support.box.com/hc/en-us/articles/4415099128083) * [Outbound Collaboration Report](https://support.box.com/hc/en-us/articles/4415098709011) * [Platform Activity Report](https://support.box.com/hc/en-us/articles/4415109521171) * [Retention Report](https://support.box.com/hc/en-us/articles/4415106824979) * [Security Logs Report](https://support.box.com/hc/en-us/articles/4415103894803) * [Shared Links Report](https://support.box.com/hc/en-us/articles/4415098138899) * [User Activity Report](https://support.box.com/hc/en-us/articles/4415012490387) * [User Details Report](https://support.box.com/hc/en-us/articles/4415011447443) * [User Statistics Report](https://support.box.com/hc/en-us/articles/4415088508051)
# Box Shield Overview of Box Shield Functionality Box Shield is an advanced security feature available to enterprises to help protect content and enforce security protocols. Along with advanced content classification and access controls, Box Shield also has threat detection and notifications for suspicious behavior like access to certain files. Box Shield is available as an add-on and on the Enterprise Plus plan. # Frequent Admin Issues in Box This list is a work in progress. If you have dealt with any admin issues in Box, please feel free to add your item in a Change request.
Can't upload or download files Because Box quotas are based on both upload and download transfers in a month, it's possible for users to use their quota without realizing it. In these cases, affected users could get a warning or have their bandwidth cut. If this happens often, speak to a Box representative about increasing the limitation.
Unauthorized users have access to files Since Unmanaged Users are unlicensed and not controlled or monitored by organizational security policies, it's possible for them to have access to files they shouldn't have. Box recommends deleting these users or converting them to Managed Users if they will need to collaborate with your organization to avoid compliance and access issues. For more information on how to update Unmanaged Users, see [About Unmanaged Users](https://support.box.com/hc/en-us/articles/32138574148499-About-Unmanaged-Users).
Unexepected access costs Box offers unlimited storage, but costs can fall outside of standard platform fees depending on how files are accessed, such as through the Core APIs, which cost per month for 1000 API calls and are billed annually. Some customers also note receiving unexpected charges during the trial period on the credit card used during the trial when using large amounts of storage.
# Sharefile # Users and Groups # User roles and privleges # Adding Users/Groups # Bulk Importing Users # Storage and Sharing # Personal Drives # Shared Drives # Reporting and Auditing # Azure Files # Users and Groups # User roles and privleges # Adding Users/Groups # Bulk Importing Users # Storage and Sharing # Personal Drives # Shared Drives # Reporting and Auditing # Windows File Server # Users and Groups # User roles and privleges # Adding Users/Groups # Bulk Importing Users # Storage and Sharing # Personal Drives --- [Next Page](https://docs.the-cloud-storage-guide.io/llms-full.txt/1)