New expectations for digital evolution are transforming and challenging organizations in every industry. Expectations from workers about mobile capability, collaborative potential, and security are growing higher and higher, while businesses are encouraged to handle content in new and more complex ways. New technologies are emerging to fight multiplying and adapting cyber-threats, and new standards are being enacted to hold organizations accountable to using these technologies transparently and responsibly. Furthermore, as user expectations grow, IT teams experience more pressure to enact costly maintenance on legacy technology and server systems, in order to keep pace with the demands of new data capabilities.
Staying abreast of these changing technologies and evolving expectations is the heart of the innovations being rolled out by Box. As organizations are moving away from legacy technology, IT must now monitor new types of user behavior, new collaboration trends, and an increasingly mobile workforce. Because of these myriad demands, Box continues to roll out new updates and functionalities, striving to enable collaboration across ever-growing enterprises, secure user data, and to design a platform that privileges the compliance and integration needs of developers, IT professionals, and users above all else.
We’re now seeing some of the results of Box’s acquisition of data analytics startup Wagon Analytics. Box has begun to introduce new features focused specifically on helping IT keep track of users and how they access and collaborate on content. With the new reporting features now integrated into the Box Admin Dashboard, the security, collaboration, and compliance capabilities of the platform are greater than ever before. In addition to a new home dashboard titled “Insights” which includes interesting graphs around geographic activity and time of day, the Box “Reports” section has been drastically improved.
To examine these impressive additions, we wanted to share our Top 6 New Reporting Capabilities in the Box Admin Dashboard!
1) File-by-File and Folder-by-Folder View of Events and Actions:
Any administrator who works as part of a large organization can attest to the sheer bulk of files and folders being shared, collaborated on, and deleted on a daily basis. Keeping track of these files-who is working on them, who can see them, what is happening with them broadly-can be an integral part of organizational collaboration and security. Box has provided admins with new ways to track events and actions on individual files with ease:
Who has access to a file? Who is granting access? Who is downloading and sharing that file and how are they doing it? Is there anyone who has access who shouldn’t? If so, who granted access to that user? Each and every one of these questions is now easily answerable directly from the Box reporting dashboard, providing organizations with a whole new set of tools to track the activity on and, thus, security of their files. With this new feature, Box ensures that tracking the state of files isn’t a chore, nor is keeping an eye on the security of business-critical documents.
2) Isolate Activity for Specific Users and Groups
While one might think the duties of a Box admin focus around files (they do), it’s more about users. Enabling users in an organization to efficiently collaborate and access their content is more about the people than it is about the files. That being said, admins are routinely asked to report on or assist specific users and groups.
With Box’s new reporting, admins can quickly input a user or group as the first filter, then the rest of Box’s powerful reporting options can be applied:
3) Roll Out Box More Effectively
We’ve migrated hundreds of thousands of users into Box. While Cloud FastPath’s Analytics capabilities offer great insight to the status of a large-scale migration, there are some specific reporting capabilities now available in the Box Admin Dashboard which will help you keep track of a Box rollout or changeover. Ensuring that your Box users are able to successfully login and access their content when Box is first introduced is imperative to migration success. Here are some reporting aspects which will help you see if your migration communications were effective:
Show all users who accepted or rejected Box’s terms of service.
Show all users who have successfully or unsuccessfully logged in.
Show all users who have added a device association.
4) Track Violations of Sharing Policies
Sharing policies and restrictions can be essential to the security of business-critical files. Certain documents are simply not to be shared via certain apps, on certain sites, or with certain users. Violations of these policies can seriously jeopardize the confidentiality of certain company information, and, thus, jeopardize the organization as a whole.
Now that Box’s Governance feature is integrated with Box’s reporting capabilites, admins can not only immediately discover these violations, but also immediately discover their perpetrators. Even in cases where the violation was unsuccessful—or even accidental—admins now have the ability to be proactive regarding the sharing and security standards they have in place, so that they can effectively safeguard the integrity of their organization and its data. Considered in terms of upcoming GDPR regulations, this capability will also help organizations maintain compliance, by giving them the tools to provide the necessary breach reports within the necessary time-frame that the GDPR requires when it comes to the improper sharing, viewing, or use of user data.
5) Be Aware of Unusual Downloading
As an extension of tracking sharing violations, the new Box dashboard also empowers admins to keep an eye on unusual downloading, a key capability when it comes to remaining aware of the state and security of your organization’s files. With large enterprises increasingly threatened by cyber-threats such as ransomware, being able to track the location and ownership of business-critical files can make all the difference between safety and catastrophe. Box is dedicated to providing organizations with all the tools they need to protect their sensitive data and that of those they serve.
6) Know When Access is Granted to Disallowed Devices
As users increasingly demand mobile functionality and flexible device usage from organizations, organizations must be increasingly aware of both the benefits and the risks these privileges and powers provide. On the one hand, mobile functionality provides the opportunity for enhanced productivity and collaboration, as users are no longer shackled to a single location or device to work. On the other hand, it poses added dangers for file security, as business-critical files are now being used on a growing number of devices, and organizations now face the prospect of a growing number of opportunities for a breach.
Knowing where and when and how files are accessed is crucial to keeping those files secure, and understanding when the set standards are violated is essential to remedying any breaches that might occur. By empowering admins to control what devices can access what files, and understanding what devices are currently connected to a Box environment, Box provides organizations with a viable and secure route to access all the benefits of mobile collaboration, while avoiding many of the pitfalls that many other cloud platforms have yet to meaningfully address.
Individually each of these new capabilities provides Box users with enhanced flexibility and security in the world of cloud collaboration, guaranteeing that their cloud solutions are working in a way that effectively serves the needs of extended enterprises and individual users alike. The potential of the cloud is boundless, and—understanding this—Box continues to prove its dedication to providing users with the most secure, powerful cloud experience possible.