SAFER Forms for Stewards and Directors

SAFER Stewards and Directors use SAFER forms to make changes to SAFER-protected folders.

All Forms

Getting Started

Create a Top-Level Folder

This form is used to create an empty top-level folder in your SAFER Share and assign Stewards to it. This form is available to anyone with a Northwestern NetID who has access to the SAFER share where the new folder will be created.
  1. Log in to the Create a Top Level Folder form with your NetID and password.
    • Note that by submitting this form, you will become the first Steward of this folder.
  2. Using the Organization drop-down, choose the Organization that the folder will belong to.
  3. Using the Share drop-down, choose the SAFER share that the folder will be created in.
  4. Enter the name of the new folder in the New Folder Name field. This will be the name of the folder as it appears in Box, and can be changed later.
    • Do not include sensitive data in the folder name, as top-level folder names can be visible in other areas of the SAFER application.
  5. Enter a New Folder Purpose, which will be saved for future reference. This will not appear in Box.
  6. Enter the name of the person who will become the second Steward in the Search by Name field and select their name from the drop-down menu.
  7. Optionally, add collaborators and their access levels.
  8. Click Submit to complete the form.
The form will be sent to the second Steward for approval. Upon approval, SAFER creates and registers this top-level folder with the two Stewards and adds any collaborators outlined in the form.

Register a Folder Tree

This form is used to register a folder tree in your SAFER share. Stewards can only make permission changes on folders that are registered. The folders that are registered in SAFER with this form are: the top-level and all the folders in that tree with permissions that differ from their parent. Existing subfolders that have only inherited permissions from folders above are not registered by this form, but they are still protected by SAFER. However, if you need to add collaborators to one of these un-registered folders, you can use the Register a Subfolder form.

This form is available to anyone with a Northwestern NetID who has access to the folder they are registering.

  1. Log in to Box and navigate to the top level (not a subfolder) of the folder that you are interesting in registering.
  2. While you are inside that folder, copy the URL at the top of your browser. This is the Folder URL.
  3. Log in to the Register a Folder Tree form with your NetID and password.
    • Note that by submitting this form, you will become the first Steward of this folder.
  4. Paste the URL into the Folder URL box, and click Lookup.
    • If you receive an error when looking up the folder, verify that you are at the top level of the folder tree.
  5. Enter the name of the second Steward in the Search by Name field and select their name from the drop-down menu.
  6. Click Submit to complete the form.
SAFER will send you a notification that the form was submitted. The form will be processed in the background. You will receive a second email from SAFER after the background processing, with a link to finalize the form. Once you receive this email, take the following steps:
  1. In the email, click the link at the bottom, which is preceded by "To sign and approve this form, please visit:"
  2. Enter the second Steward's information.
  3. In the page that opens, scroll to the bottom and click Submit
The form will be sent to the second Steward for approval. Upon approval, SAFER registers this top-level folder with the two Stewards and adds the collaborators outlined in the Form.

Modifying collaborators on a Folder

Register a Subfolder

This form is used to register subfolders that were not initially registered. This may include:
  • Subfolders that are moved into a SAFER folder from outside
  • Subfolders that are created inside a SAFER share after it is already registered
  • Subfolders that are part of a tree that was registered, but the subfolder is inheriting all permissions from above (no added collaborators).
  • Any other subfolders which don't have the SAFER tag on them
This form is only available to Stewards.

  1. Log in to Box and navigate to the subfolder that you are interested in registering.
  2. While you are inside that folder, copy the URL at the top of your browser. This is the Folder URL.
  3. Log in to the Register a Subfolder form with your NetID and password.
  4. Paste the URL into the Folder URL box, and click Lookup.
    • If you receive an error when looking up the folder, verify that the subfolder is inside a registered SAFER folder.
  5. The information of the second Steward is displayed.
  6. Optionally, add collaborators and their access levels.
  7. Click Submit to complete the form.
The form will be submitted to the second Steward for approval. Upon approval, the subfolder will be registered.

Change Collaborator Access

This form is used to add or remove collaborators on a single folder that has already been registered in SAFER. Note that this form will not work on a subfolder unless it has already been registered using the Register a Subfolder form. SAFER-registered folders have a "SAFER" tag on them. This form is only available to Stewards.

  1. Log in to the Change Collaborator Access form with your NetID and password.
  2. From the Folder drop-down menu, choose the folder you want to add collaborators to.
  3. The existing collaborator information, if any, will be displayed.
    • To change the collaboration level of an existing collaborator, use the Will Change To... drop-down menu to the far right of the collaborator's name.
    • To remove their access entirely, choose the "Remove Access" option in the drop-down.
  4. To add new collaborators, enter the collaborator's name in the Search by Name field and select their name from the drop-down menu. Repeat for as many collaborators as necessary.
    • To remove a collaborator you accidentally added, use the Remove button to the right of their name.
  5. Click Submit.
The form will be submitted to the second Steward for approval. Upon approval, the collaborator changes will be made.

Bulk Changes to Folders and Collaborators

Remove Collaborator Access

This form is used to remove a collaborator's access to one, multiple, or all SAFER folders in a share. This form is available to anyone with a Northwestern NetID who has access to the top level SAFER folder(s).

  1. Log in to the Remove Collaborator Access form with your NetID and password.
  2. Your information will be displayed at the top of the page.
  3. Using the radio buttons, indicate Your Relation to the Collaborator
  4. Using the drop-down menu, select the Collaborator's Organization
  5. Select the Share for Access Removal
  6. Choose the Collaborator Position Type
  7. Fill out the Supervisor section with the information on the departing collaborator's supervisor
  8. In the Time of Action section, enter a Date on which the collaborator's access will be removed
    • Note that the collaborator's access will be removed at 5:00 PM on the date specified. If the date is today and you submit the form after 5:00 PM, it will take effect immediately.
  9. Enter any Notes to the Business Officer that may be relevant to the completion of the request, such as folders the person should keep access to. The default is that the person will lose access to every folder.
  10. Click Submit
The form will be submitted to the Business Officer for approval. Upon approval, the collaborator will be removed.

Duplicate Collaborator Access

This form is used to grant a collaborator the same folder permissions and permission levels (Permission Set) within a SAFER share that another collaborator has. This form is only available to the Share Directors.

  1. Log in to the Duplicate Collaborator Access form with your NetID and password.
  2. From the Share drop-down, choose the share in which the recipient should be granted the permissions.
  3. In the Recipient of New Permissions section, enter the information of the person who will receive the duplicated permissions.
  4. In the Model Collaborator with Permissions to Duplicate section, enter the information of the person whose permissions will be duplicated.
  5. Click Look-up Permission Sets.
  6. In the Permission Set to Duplicate drop-down, choose Current.
    • Optionally, choose a snapshot, which is a record of all of a person's permissions at a given time.
  7. In the Supervisor of Recipient section, enter the information of the supervisor of the person who is receiving the duplicated permissions.
  8. In the Time of Action section, enter a Date on which the duplicate access will be granted.
    • Note that the access will be granted at 5:00 PM on the date specified. If the date is today and you submit the form after 5:00 PM, it will take effect immediately.
  9. Click Submit.
The form will be submitted to the second Director for approval. Upon approval, the recipient will be granted the same permissions as the specified collaborator.

Import Bulk Changes

With this form, you can submit a template to make multiple changes within a SAFER share at the same time. This can include:
  • Creating multiple new folders or folder tree
  • Modifying many collaborators on a single folder
  • Adding a single collaborator to many folders
This form is available to Stewards only.

  1. Download and complete the Excel template with the information about the changes you want to make. The template contains information and detailed instructions on how to complete it.
  2. Once the template is complete, copy all of the cells from the template below row 13, the header row.
  3. Log in to the Import Bulk Changes form with your NetID and password.
  4. Choose the Top Level Folder where the changes should be implemented.
    • If you are using the form to create a new folder tree, choose the Top-Level Folder where the new folder tree should be created.
  5. In the Import Changes section, paste the cells you copied from the Excel template into the box.
  6. Click Validate Requested Changes.
  7. Click Submit.
The form will be submitted to the second Steward for approval. Upon approval, the changes will be made.

Replace a Steward Form

This form is used to replace the Steward of a top-level SAFER folder or folder tree with a new Steward. This form is only available to Stewards. Either of the existing Stewards can submit the form to replace themselves or the other Steward.

  1. Log in to the Replace a Steward form with your NetID and password.
  2. From the Top-Level Folder drop-down menu, choose the top-level folder for which you are replacing the Steward.
  3. In the Steward to Replace drop-down menu, choose the Steward to change.
  4. Optionally, check the box to remove the former Steward from the folder.
  5. Enter the information of the new steward in the New Steward section.
  6. Enter an Explanation for Steward Replacement. This will be sent to the Director and saved for future reference.
  7. Click Submit.
The new Steward will receive a request to approve the form, which will officially make them the new Steward.

See Also:




Keywords:collaborator, bulk, change, share, sensitive, files, box, "safer forms", "weinberg forms"   Doc ID:83048
Owner:TSS Support Services .Group:Northwestern
Created:2018-06-18 17:01 CDTUpdated:2019-02-04 11:59 CDT
Sites:Northwestern
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