When granting access to existing Boxes please keep in mind that all already existing Box members and everyone else who receives the share link can view the Box contents. Depending on the specific application, idgard will display corresponding warnings to inform you of the particular situation and the resulting consequences and will provide recommendations on how to proceed.
The following scenarios may occur:
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Recommendation |
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Type 1: The selected Box is empty but already has Box members. |
The Box you selected is empty at this point, but all already existing Box members have access to it and will also have access to any future files uploaded into the Box by you. Check whether only the recipients of your share link or all Box members should have access to the contents you are uploading into the Box. Create a new Box if needed. |
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Type 2: The selected Box is not empty and the only Box member is the Box owner. |
The Box you selected already contains files. All share link recipients will also have access to these files. If you do not want this, create a new Box. |
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Type 3: The selected Box is not empty and all recipients are Box members. |
The Box you selected already contains files and other Box members who have access to these files. Please note that Box members who did not receive your share link will also have access to any future files you add. Check whether only the recipients of your share link or all Box members should have access to any future files you add. Create a new Box if needed. |
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Type 4: The selected Box is not empty and has Box members. Individuals who are not Box members receive the share link. |
The Box you selected already contains files that can be accessed by Box members. Upon receipt of your share link, all share link recipients and already existing Box members have access to all existing as well as newly added files. If you do not want this, create a new Box. |
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Type 5: The selected Box is a Data Room. |
The Box you selected is a Data Room. All share link recipients must be members of this Data Room and must have read permission in order to be able to access the folder containing the data transferred by you. If the recipients do not fulfill the required conditions, a warning with a list of the respective recipients is displayed in idgard. |
Disable warnings
You can disable the display of warnings if you are familiar with the content of the warning and find it disruptive. To do so, enable the Don’t show this message again checkbox in the warning dialog. The display is then disabled until the next update of the idgard add-in for Microsoft Outlook.
Warnings that are displayed when recipients of a share link for a Data Room are not members of this Data Room or do not have read permission for it cannot be disabled and will continue to be shown. These requirements must be fulfilled in order to create a share link for the Data Room.