Skip to end of metadata
Go to start of metadata

Open Issues

  • (tick) Validate mailto: box-support@lists.berkeley.edu
  • (tick) Pilot mailing with no ePPN alias: box-users@lists.berkeley.edu
  • (tick) Beta mailing with no match: box-nomatch@lists.berkeley.edu
  • (tick) Dedra's sign off
  • (tick) Leon's sign off
  • (tick) Berni's sign off
  • (minus) Jeff's sign off
    • Jeff has asked that we postpone beta until the option to pick primary email address or ePPN (see next bullet point)
    • Box (corporate) is also researching on how to handle e-mail aliases with discussions with UCB Identity Management & Box team. ETA for delivery from Box engineering is not known and Box will provide an update. 
  • (tick)Partial text extract (below) from Dedra Chamberlin (June 20, 2012) - IAM Steering Committee on using {yourcalnetID}@berkeley.edu. This decision was made for the Google Apps rollout & for future cloud services on campus such as Box. With this decision, UCB Box team has decided to move forward and deploy Box campus wide on July 5, 2012

    • In the last meeting the CalNet and Google Apps teams presented a plan for using single sign-on for accessing Google Apps via the web and a token application that would generate and sync a token for individuals to use and store on their clients and mobile devices. This general strategy has not changed, but the migration plan is being modified to assert a different identifier to Google for web-based authentication which will not require that an individual’s CalNet ID match their CalMail @berkeley.edu username as originally proposed.

      Synchronizing primary bMail username with the CalNet ID continues to be the long-term strategy, but the ID synchronization effort was deemed too resource intensive to tackle as part of the initial migration effort.  The revised strategy separates the CalNet ID/Berkeley.edu username syncing requirement from the Google Apps rollout.

      The new authentication strategy is to create a new attribute in campus LDAP and use this attribute as the account identifier when asserting identity to Google via SSO over the web, instead of using a user’s CalNet ID. The CalNet team is working on updating our campus identity provider to assert this new attribute to Google when a user authenticates with their CalNet ID and passphrase.

      This new attribute still needs to be matched to an account name in Google and will default to being populated with a user’s @berkeley.edu email address. The effort to synchronize username for Google Apps and other cloud services with the CalNet ID will be tackled over a longer time period of time.

      Desktop clients and devices still will require a password stored in Google. The token application will still be the means by which users will generate a password to use on their clients and devices.

      Until the ID synchronization project is complete, this new attribute is likely to be used for other cloud service providers as well.  To support that capability, IST will need to establish a process for changing or updating this attribute. We will keep you apprised as plans develop for this capability, and/or we complete the ID synchronization project.

  • (tick) On July 4, 2012, Bill Allison has given the approval to move forward to Patrick McGrath with a quiet release for Box services, working with the Communications team on the e-mail repatriation notice, and having the Box KnowledgeBase (FAQs) in place. With this final decision, UCB Box team has deployed Box campus wide on July 5, 2012 with the e-mail repatriation notice (see below).

Email to Current Pilot Users - Rich's Rewrite

Audience: current pilot users who do not have a routeable ePPN

Pilot Users of Box at UC Berkeley,

The Box team at Berkeley wants to thank you for your willingness to serve as early adopters of Box; this has enabled our team to assess the Box product, identify use cases and support structures, and design policies and guidelines to make Box work more effectively and securely.

Notice of Account Name Changes
At UC Berkeley, Box will soon be moving from a pilot release to a beta release. As we move to the beta release, we will be standardizing how we provision accounts; and your account has been identified as one that will be impacted by this change because you do not have an email address associated with your CalNetID. Your current Box account name is {yourlogin}@berkeley.edu; as of April 24, your Box account name will be changed to {yourcalnetID}@berkeley.edu. All your Box settings- and collaborations-to-date will be re-associated with this new email address. Upon release of the beta, we will ask you to agree to a set of Terms and Conditions and the Data Use Agreement.

Notice of Email Changes
For this to happen, a new email alias will be created in your CalMail account by April 24 with the following structure: {yourcalnetID}@berkeley.edu. The email address will be used for your Box account name; it will be the email address with which you collaborate in Box; and it will be visible to other UC Berkeley Box users – EVEN IF you selected the option to hide your contact information in CalNet directory. Any mail sent to this address will be redirected as usual to your primary email address.

Alignment with Google Mail and Calendar
Later this year, when the campus migrates to Google Mail, your primary CalMail address will need to be the same as your calnetID@berkeley.edu. Before that migration, you will be given the option to change either your primary CalMail address or your CalNet ID.

How to Opt Out
If you do not wish to use this new email address, please contact the CalMail Team and request that the email alias associated with your CalNetID be removed. However, this will preclude you from using Berkeley's Enterprise Box instance. If you still wish to use Box, you may create a free Box account at Box.com, but will need to do so with an email address that does not contain "berkeley.edu." This account will not be managed by UC Berkeley, nor will it comply with the Internet2-Box contract.

We will email you again the day before we change all the current account names. After these changes are made, future collaboration and sharing will take place using this new email address.

Thank you again for your support and help preparing Box for release at Cal. If you have any questions, please contact the Box Support Team.
The Berkeley Box Team

Email to Beta Users

Audience: New beta users (IST and ETS) who do not have a routeable ePPN, some overlap with current pilot users --some of which may have a Lite Box account

ETS and IS&T Staff,

The OE Productivity Suite has been piloting a cloud-hosted platform that allows users to store, preview, edit, share and collaborate around documents and other files. The platform is called Box. The Berkeley Box team would like to soft launch this product to CTS and IS&T as a beta release on April 24. Upon release of the beta, we will ask you to agree to a set of Terms and Conditions and and the Data Use Agreement.

Notice of New Box Enterprise Account
To initiate the beta release, the Berkeley Box team will need to provision you an account.  Given how Box operates, your account name will be an email address. Your Enterprise Box account name will be {yourcalnetID}@berkeley.edu.  On April 24, the Berkeley Box team will create an Enterprise Box account for you.

Notice of Email Changes
You are being notified because currently you do not have an email address in this format; thus, a new email alias will be created in your CalMail account with the following structure: {yourcalnetID}@berkeley.edu. This new email address will be used for your Enterprise Box account name; it will be the email address with which you collaborate in Box; and it will be visible to other UC Berkeley Box users – EVEN IF you selected the option to hide your contact information in CalNet directory. Any mail sent to this address will be redirected as usual to your primary email address.

Alignment with Google Mail and Google Calendar
Later this year, when the campus migrates to Google Mail, your primary CalMail address will need to be the same as your calnetID@berkeley.edu. Before that migration, you will be given the option to change either your primary CalMail address or your CalNet ID.

How to Opt Out
If you do not wish to use this new email address, please contact the CalMail Team and request that the email alias associated with your CalNetID be removed. However, this will preclude you from using Berkeley's Enterprise Box instance. If you still wish to use Box, you may create a free Box account at Box.com, but will need to do so with an email address that does not contain "berkeley.edu." This account will not be managed by UC Berkeley, nor will it comply with the Internet 2-Box contract.

Notice of Migration of Box Lite accounts
Some of you already have a free Box account associated with a berkeley.edu email address. As of April 24, these accounts will be transferred and managed within the UC Berkeley's Enterprise Box application. All accounts and content will be managed by UC Berkeley. If you wish to keep a free, personal Box account, you will need to create a new account and use an email address that does not contain "berkeley.edu." Once created, you will need to migrate your personal content to the new account. Regardless of whether you migrate your content, as of April 24, all free accounts associated with berkeley.edu will become managed and administrated by the UC Berkeley Box team.

For security reasons, Berkeley's Enterprise account has not enabled many of the Application plug-ins. To find out whether your plug-ins are enabled, send an email to boxsupport.

What do I get with an Enterprise Account

  • Enterprise accounts are managed by UC Berkeley
  • Application support and documentation
  • 10GB of storage
  • File/folder synchronization with your computer, tablet or smart phone
  • Encrypted data stored in US data centers, subject to US laws

Alignment with Google Mail and Calendar
When the campus migrates to Google mail later this year, your primary CalMail address will need to be the same as your calnetID@berkeley.edu.

We will email you again the day before we change all the current account names. Thank you again for your support and help preparing Box for release at Cal. If you have any questions, please contact the Box Support Team.

The Berkeley Box Team

We can save this part of the message for pre-Go-Live

Choosing an ID
Before you set up your new enterprise Box account, you may wish to decide what identifier you wish to use as your CalNet ID and primary CalMail address in the future. If you do not wish to use your current CalNet ID as your primary email address in the future, you will need to change CalNet ID so that it matches the CalMail address you wish to use. This will impact your username for Box, Google Mail, Google Calendar, and future services that will use this identifier.

The CalNet team strongly recommends that users do not change their CalNet ID. However, if you anticipate wishing to change your CalNet ID as part of the Google migration, please send email to CalMail Team no later than ???? We will contact you regarding the set up of your Box account.

E-Mail Repatriation Notice to Users for Box Service - Campus Release on July 5, 2012

  • Link on UC Berkeley KnowledgeBase

Full text is below:

You are receiving this message because according to Box.com’s records, you already have an account associated with an @berkeley.edu email address.  UC Berkeley has entered an agreement with Box to provide enterprise accounts for the campus. Under this agreement, your current terms and conditions for using Box will change as described in the “Decision Points” section.

By September 1, 2012 UC Berkeley would like to have all accounts using an @berkeley.edu address managed under the Berkeley Box agreement.

You have two options for your account and should take the following actions depending on whether you want to join the berkeley.box.com enterprise instance or to keep your existing account with Box.com.

Option One –  If you wish to take advantage of the Berkeley Box agreement,  please convert to a Berkeley.Box.com account

 

  • On a weekly basis, Box will convert all requested accounts into the Berkeley enterprise and send out a confirmation to you.  Once the confirmation message has been received, you should then access your account by logging into the Berkeley.Box.com page. 

Option Two – Keep your existing Box.com account

  • If you do NOT want your Box.com account to be merged into the Berkeley Box agreement, you will need to change your Box email to a non-berkeley.edu email (@gmail.com, @yahoo.com, etc.). You should take action on your account before September 1, 2012.  Click here for instructions to change your Box.com login email.
  • Personal account users will continue to go to Box.com to login into their accounts.
  • You can keep your personal account and create a new berkeley.box.com enterprise account with your @berkeley.edu email address by signing up on the Berkeley.Box.com page.

Decision Points

By joining the berkeley.box.com instance your account is governed by the terms and conditions of the Box-Internet2 Enterprise agreement and the Data Use agreement. Neither version of Box is an appropriate platform for storing sensitive data, such as HIPAA or notice triggering data. For more details, please see the Data Use Agreement. 

To help guide you with this decision, we have developed the following matrix that illustrates the benefits of joining the Berkeley.Box.com community.

Decision points for users

Features

Personal (Lite) account

Berkeley.Box.com Enterprise account

Personal files

-

Enhanced security and privacy for UC Berkeley data

-

Online storage capacity per user

5GB

25GB

Desktop sync

-

Granular collaboration and shared link access levels

-

Support for popular apps

Not yet

Version History

-

Faster uploads

-

Full text search

-

 

Major benefits of UC Berkeley Box Service

✔ 25 GB of free, secured, and encrypted content storage files with a generous maximum upload size of 5GB using the web and 200MB when using smart phones.

✔ Higher level of security, encryption, and data privacy levels than Drop Box and other cloud-based services

✔ Protection of intellectual property for campus research

✔ Securely access to content on mobile devices running iOS and Android

 

About UC Berkeley Box Service

University of California, Berkeley is proud to release the UC Berkeley Box service, which is part of the Productivity Suite initiative. Box provides our students, staff and faculty with 25 GB of online file-sharing. This service will be launched on July 5, 2012. UC Berkeley Box Service is a cloud-based platform that will allow the UC Berkeley community of users to effortlessly store and share documents and to facilitate collaboration across campus and beyond.

 Stay tuned as we release tips and tricks to enhance your experience with Box as well as the Productivity Suite of collaboration tools and check out the Productivity Suite website for links to our vast knowledge base including short videos about Box features and functionality.

 

More Information

 IT Productivity Suite (PS), an Operational Excellence initiative, is a group of productivity and collaboration tools provided to the entire campus community via campus-wide site license agreements. By consolidating the procurement, vendor management, and distribution of a comprehensive suite of solutions, the University is now positioned to save money, increase efficiencies, and promote connectivity among faculty, students, and staff. For more information visit the Productivity Suite website.

For information about security, privacy, and data protection visit the Data Use Agreement.

For questions about your Box account, contact box-support@lists.berkeley.edu.

 

  • No labels

2 Comments

  1. We need a much stronger/clearer statement about repatriation.   Something like "If you currently have a user@berkeley.edu box account, it will be migrated to conform to the conditions of our enterprise agreement.  This means, our local Box administrators will have access to the account, and content must conform to UC Berkeley's Electronic Communications Policy.   If you have any concerns about the implications of this, we would strongly recommend you establish a new Box lite account, with a non-berkeley.edu address, and move your files there"

    We also need a message for the folks who already have their calnetid and email address the same.\

  2. PATRICK:This email is only to inform the subset of pilot users that their specific account name is changing. I can make the statement stronger, but it is ONLY going to the subset of impacted people.

    LEON: I'm not sure this is the place to note the data policy agreement. This is a message re: changing account names of a subset of user (118). We need another overarching email that addresses the T&Cs and other agreements. I posit that too many topics in one email makes it unreadable.

    CALNET: How detailed do we need to get re: the identifier. Many of these folks don't know much about these things. Can we utilize Patrick's suggestion in his comment above; i.e. if you currently use user@berkeley.edu you will need to create an alias and now use calnetID@berkeley.edu. Maek it very action/fact based as opposed to all the details. Again, the longer it is, the less likely to be read.