1 Box Use Case Abstract Use Box to help you track and manage the submission and evaluation process for deals both large and small. This is an ideal use case for anyone who needs to gather and track confidential information from competing sources while ensuring due diligence. Table of Contents: Table of Contents:... 1 Executive Summary... 2 Your New Work Process... 3 Define your deal room structure... 3 Invite your deal room participants... 4 The bidder perspective... 5 The internal perspective... 6 Monitor deal room activity... 7 Manage versions of documents... 11 Have secure, trackable conversations... 12 Brand your deal room... 13 Configuring Firewalls... 14 Apply watermarks with our partner application PDFWatermark... 15 Execute contracts using e-signature application integrations... 16 Empowering Your Team & Common Roadblocks... 17 FAQ... 18 Which collaborator roles will I use?... 18 How do I track versions of files?... 18 How should I introduce a deal room to my participants?... 18 Can I access this content when I am travelling?... 18 Setup Checklist:... 19 Additional Information... 20 Contact Information... 20
2 Box Use Case Executive Summary Virtual Deal Rooms (VDRs) are a necessity for organisations to securely share confidential information between employees and people outside their company. Whether you are looking for a secure space to bid on different construction plans or you are looking to set up a virtual repository to house company financials during mergers and acquisitions, you can leverage Box functionality to help you close deals quickly and securely. This use case is ideal for organisations that: Work with sensitive content Want to upload and edit content easily Want to monitor the activity of participants in the deal room Need to control access to content Need to add and remove users easily and securely Maintain confidentiality of participants in the deal/bid process Benefits: Use social workflow to assign and track tasks, and view outstanding to-dos Customise notifications on deal room activity Select from seven levels of secure access to content File access statistics let you identify key buyers and assess level of interest Custom brand the portal to reflect your look and feel Full text search to find what you need quickly Respond to tasks and view content on your smart phone or tablet Access to the complete version history of every file Preview almost every file type in browser eliminating the need for downloads
3 Box Use Case Your New Work Process Define your deal room structure 1. Create the deal room workspace by going to New and choosing New Folder. You can then name the folder to reflect the deal and make it easy to search for later. 2. Upload your deal files (see Migrate your existing content). 3. Go to Folder Options and choose Folder Properties. Adjust your settings to reflect the following: Security allows you to restrict the sharing and collaboration activities to keep content locked down. This set-up also keeps the deal room participants confidential. Email Options let you restrict the information in any emails pushed from Box.
4 Box Use Case Invite your deal room participants Box allows you to choose from seven different collaborator roles. All deal content will be in one easy-to-find place, while still maintaining the different security privileges you may require. 1. Open your deal folder and click Invite Collaborators. Invite your internal team first by choosing Editor access. This will allow them to make changes to content in the folder. You can include a custom message in your collaborator invitation as well. 2. Next, invite your bidders with Uploader access. This will allow them to submit their bids, but make no changes to other content. 3. You may have some participants that need to have a different access level. You can use this chart to help you assign the proper roles for everyone involved in the deal-making process.
5 Box Use Case The bidder perspective Even though all deal participants are coming to the same centralised location, the Folder Properties and collaborator access levels allow you to maintain confidentiality. Here is how the deal room will look to bidders: The bidder perspective includes the following: 1. Collaborator information is private Bidders only see their name and the folder owner in the collaborator list Box will not send notifications about deal room participants keeping all activity confidential All content owned by others is listed as uploaded by Someone 2. Bidders cannot invite new participants The Uploader permission you give them will set this up 3. Bidders can upload new versions of their bids (see Manage versions of documents)
6 Box Use Case The internal perspective You have seen how the bidder perspective limits the visibility into deal room activity, but as a deal room owner you will need a different level of access. The same deal room will look like this to you and anyone you invite as an Owner or Co-Owner: The key differences in your perspective are: 1. All collaborator information is visible You can see all deal room participants in the collaborator list You can see which of your participants submitted the content 2. You can always invite new participants to the deal room 3. You can adjust Folder Properties and security settings as deal conditions change
7 Box Use Case Monitor deal room activity Knowing what is happening in your deal room is key, and Box has built-in features to help you maintain complete visibility and due diligence. 1. Reporting Capabilities Your account administrator has the ability to run reports on activity across the Box account. You can get a customised report for your deal room by requesting a Usage Log report from your admin Your admin can filter the report for just the deal room by clicking on the deal room name Your admin can add multiple filters to a usage log report to get a customised look at activity. 2. Monitoring File Activity To see how often participants access files, click File Properties and choose Access Stats
8 Box Use Case You will be able to see when your deal team previews and downloads content. This will help you gauge interest. 3. Monitoring Participant Activity To see a feed of a participant2019s activity, click on their name in the collaborator list
9 Box Use Case By clicking on a collaborator, you can see all of their basic statistics and monitor how they work with content in spaces you share. 4. Finding Content Use the Box full text search to find the content you need quickly and easily. Use AND, OR, or quotation marks for more accurate results.
10 Box Use Case 5. Transferring content/ownership Box is a flexible environment and you can always change access levels or content by hovering over the collaborator name and choosing their new level. 6. Set an expiration If you have content that is time sensitive or requires an expiration date for compliance, you can apply this attribute under File Properties 7. Set a password If you are sending a file via a shared link in place of a traditional email attachment, you can always apply a password under the Access menu. This will ensure that content stays secure even while in transit.
11 Box Use Case Manage age versions of documents 1. Have you ever saved 15 versions of the same file while you worked on revisions? Before Box your versions may have looked like 07022012 Customer Spec (Dan v3 in process).ai, and each designer would save as to try and track changes around shared files. In Box, you will save all versions and work with integrated version control system that tracks changes and updates directly. Revert to a previous version by selecting the make current button. 2. If you make a mistake, do not worry. You can easily roll back to a previous version of a file and make it the current one. In Box, select a document, click on the version tab, and make the previous version your current one. This is helpful if you made a bad edit and need to revert to a previous copy. 3. Lock content so work is not overwritten. If you need to work on content and do not want anything being changed, you can lock a file to prevent any modifications while you are editing it. In Box select file options, and choose lock file. The duration of the lock is configurable.
12 Box Use Case Have secure, trackable conversations There are various conversations that happen during the deal process, and with Box, you can track and manage these directly with your content all while maintaining anonymity. Rather than cluttering up the inboxes of your participants, you can use the Discussions tab to share information and answer their questions. You can have as many active discussions as you like, and since you chose to hide collaborators under Folder Properties, the commenters identity is protected. If you want to allow for these conversations, be sure to uncheck the Disable Commenting under. Folder Properties. Any collaborators with at least Viewer permission will be able to contribute. The Folder Owner will see the full details of all discussions. Deal room participants will see the comments as anonymous.
13 Box Use Case Brand your deal room If you have a Box Enterprise account, you can choose to customise the look and feel of your deal room. Your deal room will then put your brand at the forefront. 1. Have your admin go to Account Settings > Enterprise Settings > Company & Branding 2. Choose a custom colour scheme and upload your logo 3. Your deal room will take on the branding you choose
14 Box Use Case Configuring Firewalls Firewalls generally do not affect Box, but occasionally some organisations will experience a block. If you are working with very restrictive organisations, have them put the following in place: Use our site's domain name instead of a particular site IP address as IP addresses can change frequently and without notice. Please configure host names to recognise any sub-domain of: *.box.com *.boxcloud.com *.box.net *.boxcdn.net More information here: https://support.box.com/entries/21633376 Desktop Sync specific servers include sync.box.com, sync.box.net, syncul.boxcloud.com, sync-dl.boxcloud.com, sync-api.box.com, sync-api.box.net, syncul.box.net, sync-dl.box.net, and *.realtime.services.box.net. Ports 80 and 443 should be opened for these domains.
15 Box Use Case Apply watermarks with our partner application PDFWatermark PDFWatermark allows you to bring three actions into your deal room workflow. Once you add this application, you can access its functionality under the file dropdown menus More Actions option. With this application you can: 1. Share Watermarked PDF This option sends an email with a download link to a PDF of the shared document, watermarked with the recipient's email address. 2. Download Watermarked PDF This option converts the selected document to PDF and applies a watermark of the downloading user's name or email address and prompts for download. 3. Watermark this File This option converts the selected document to PDF and applies a watermark of the downloading user's name or email address and saves the document back into the Box deal room folder. 4. Watermark this Folder This option watermarks the entre folder with your information and provides a download link. Please note that this application is currently in beta and available for limited use.
16 Box Use Case Execute contracts using e-signature application integrations You can bring the functionality of the best of breed e-signature apps directly into Box. The applications allow you to request signatures on documents to keep your deal process paperless and seams. Some of your e-signature options include: 1. DocuSign 2. Adobe EchoSign 3. RightSignature 4. SignEasy 5. HelloSign You can access all of these in the file dropdown menu under More Options. Some of these applications do require an account with the partner in order to access them. Sign in with your DocuSign account directly in Box to start using the application.
17 Box Use Case Empowering Your Team & Common Roadblocks What is the easiest way to have participants change their deal process workflow to Box? The critical success factor for using Box with deal participants is focusing on the benefits that come from a centralised ed location, ease of submission and identity/content protection. As you launch and communicate this with your team, test this with a pilot group to deal with any of you organisation ation specific issues before rolling this out to everyone. When you get ready to launch a new VDR process, make sure you communicate what the new expectations are. Share how the process will work in submission guidelines and share how internal teams will work with the content. If you or your users need support, visit the Box support portal and open a new ticket with your request. Additional resources are available at success.box.com.
18 Box Use Case FAQ Which collaborator roles will I use? For internal personnel, you will most likely use Editor, Viewer, or Viewer-Uploader Roles. For external participants, you will most likely use Uploader, Previewer, or Previewer-Uploader. How do I track versions of files? You can track the versions of documents in Box natively, so there is no need to save as and create tons of different versions of the same file. As you create new versions, Box will append a version number to the file, and you can roll back to a previous version if you make any mistakes. This also enables you to make sure you are working on the latest version of a file. How should I introduce a deal room to my participants? Use your submission or RFP guidelines to describe and require the new process for external bidders. For internal folks, use your cycle kick-off meeting as an opportunity to walk through the basics of set up, the new workflow, and benefits. It is best to map the new process to the equivalent in the old process. Can I access this content when I am travelling? Absolutely. Install Box Mobile for your preferred device, or navigate to m.box.com. If you anticipate working offline for an extended period of time you can favourite a folder for offline access in the Box Mobile application that allows you to store a local copy of the content on your mobile device. You will have the same access from your mobile device as you do in the web application
19 Box Use Case Setup Checklist: Component Notes Check Project Sponsor Migrate Create content in Box Communicate Invite participants Integrate Assign a sponsor or power user to make sure the new work process is followed Determine if the VDR needs to be preloaded with content. If so, start migrating the content to the respective folder Create a submission folder for each deal Make sure all deal room participants know what to expect. A quick email or one page doc will help keep everyone informed and on track Remember you have 7 access levels to choose from Add any apps you wish to leverage Refine Determine what worked, what did not and iterate on improvements
20 Box Use Case Additional Information Apps mentioned in this document: 1. PDFWatermark- box.com/services/browse/search/pdfwatermark 2. Adobe EchoSign- box.com/services/browse/search/adobe_echosign 3. DocuSign - box.com/services/browse/51/docusign 4. HelloSign - box.com/services/hellosign 5. RightSignature box.com/services/ rightsignature_e-signature 6. SignEasy box.com/services/signeasy Contact Information Comtact is one of a select few Premier Box Partners in Europe. By bringing together our combined expertise in collaboration, cloud and mobility technologies, along with our long standing security and networking acumen, Comtact ensures Box integrates es seamlessly into our customer s environments with maximum productivity gains, the highest performance and the minimum of risk. Comtact Limited Tel: +44(0)8452 75 75 75 www.comtact.co.uk Find out more about Box at: www.comtact.co.uk/solutions/technology-integration integration-solutions/box/ 2013 Comtact Limited