Box with AEM

New folders automatically inherit the settings from the parent folder above it. You can individually modify folder share settings to restrict them further. Best practice is to create a folder tree specifically for AEM.

1. Click to open either root folder: internal or external.
   
2. From the upper-right, click New, then select Folder.
   
3. Enter a name for the folder and click Create. The new folder will appear at the top of the list.
   Note: At this time it is not necessary to invite people to the folder.
   
4. Click the row for the new folder to select it. Then from the far-right, click Share.
   
5. Under Share Link, click Enable shared link to reveal share settings.
   
6. Two menus appear. The first menu configures who can see the content, the second configures what actions they can perform (view or view + download). Set the options based on your needs.
   Note: For internal folders, the only option is to share with invited people.
   
   1. For content you want public, select People with the link.
   2. For content you want authenticated protection (i.e. SUNet), select People in your company.
      
   
7. Close the window and note the new link icon next to the folder. This indicates a shareable permalink has been created.
   

Inviting others is known as collaboration and permits varying degrees of editing ability. Best practice is to invite another team member(s) as co-owner(s) to manage your new Box AEM content folders.

1. Select any folder and click Share.
   
2. Under Invite People, enter the name(s) of the person(s) you wish to designate.
   
3. From the menu below, select Co-Owner.
   Note: There are several permission levels, but only co-owners can inherit ownership if you were to leave the organization. Only co-owners may invite other people.
   
4. Click Send. An invitation will be sent, when they accept that folder appears on their homepage.
   
5. To view and edit existing co-owners and other collaborators, select a folder and view on the far-right column.
   

To share links with the outside world, they must be created. These are known as permalinks and will not break if they are moved or renamed within Box. DO NOT copy the file URL from the address bar as this is not permanent.

1. Open your newly configured folder. To upload, either drag and drop files, or from the upper-right, use the Upload menu.
   
2. After files are uploaded, click the row for the new file to select it. Then from the far-right, click Share.
   
3. Similar to the folder share, under Share Link, click Enable shared link to reveal share settings. Share settings should be inherited from the parent folder’s settings, but always verify (next step) as this is where SUNet ID only access is set.
   
4. Similar to the folder share, set who can see the content and their permitted actions, then click Copy.
   Note: If you have multiple files to link, save time and paste these links into a temporary document.
   1. For content you want public, select People with the link.
   2. For content you want authenticated protection (i.e. SUNet), select People in your company.
   
5. The copied link is permanent, it will not break unless deleted. Permalinks are indicated by the blue link icon. Repeat steps 2-4 for every file you need links for.
   Note: When you need to update an existing file linked to AEM, simply overwrite the Box file to keep the permalink and avoid the need to create new links.
   

To quickly find where existing documents are linked within your site, use the DAM References tool, then update the pages with your new Box permalinks.

1. Go to AEM author and open the DAM.
2. To find the pages where specific documents are referenced, select the desired document, then from the Mode menu select References. References are listed under Site References. Click the arrow to see the specific pages.
   
3. Go to the referenced pages and update the links with your new Box permalinks.
   
4. Once updated to Box, return to the DAM and deactivate, then delete the referenced documents.

Embedding files allows visitors to see the contents directly on the page without the need to download or open in a new browser window. With your files uploaded and set to public ("People with the link"), access the Box Embed code, copy the URL portion and finally add it to an external component on an AEM page. This process is shown below. 

Note: All major files types are supported, though spreadsheets are best served using our Google Sheets component.

1. Hover over the file and click the elipses menu "More Options".
   
2. Navigate to More Actions > Embed Widget.
   
3. From the dialogue, click Copy
   
4. You only need the URL of this code, so paste it into a simple text editor (e.g. Notepad) and copy the address portion between the src quotes, up to the first "?". Do not copy any of the other code.
   e.g. <iframe src="https://stanfordmedicine.app.box.com/embed/s/p740zicxxk64m1eovb9gr5zj5e9gkfw5?sortColumn=date&view=list" width="800" height="550" frameborder="0" allowfullscreen webkitallowfullscreen msallowfullscreen></iframe> 
   
5. Edit an AEM page and insert an External component. For maximum readability it's recommended to place the External component within a 75% or wider column. 
6. Edit the External component and paste the URL portion copied from step 4 into the Target Application field.  
7. Set the height to an effective value, usually 500px or higher. Leave the width blank and the file will span the entire column.