Transitioning Website Box Links: Live Help Session
If your website links to files in Box, you have four weeks after your files have migrated to SharePoint/OneDrive before the Box links will no longer work. Learn strategies for finding Box links on your UNLcms website, options for fixing them and what that means for your Google Analytics reports.
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[00:00:02.663]So first off, I wanna thank everyone for joining us today.
[00:00:06.350]This presentation will cover how to handle Box links
[00:00:10.100]on your website after your files have already migrated
[00:00:14.690]to OneDrive or SharePoint.
[00:00:17.170]So as you've been seeing in all the emails going out,
[00:00:20.440]after they migrate, you have four weeks
[00:00:24.210]before those Box links are gonna break on your website
[00:00:27.070]because those files are no longer gonna be available
[00:00:29.930]in Box to access them.
[00:00:33.600]So I won't be covering all things today.
[00:00:36.130]However, if you're wanting to learn more about the tools
[00:00:39.930]the ITS website has help videos and an FAQ on their website
[00:00:46.170]that they're continually updating.
[00:00:48.550]And they're also doing these live online trainings
[00:00:53.860]So if you look in the Zoom chat, I've put a link
[00:00:58.780]to the ITS website where you can find the information
[00:01:01.450]about their training.
[00:01:06.730]Okay, so one way that you can find Box links
[00:01:10.700]is using web audit.
[00:01:14.300]So I also went ahead and put a link
[00:01:16.190]to the web audit site in chat
[00:01:18.890]and I'm just gonna go ahead and go there.
[00:01:21.640]So if you go to the web audit site and you click on my sites
[00:01:25.470]you'll see a list of all the sites that you're the admin on.
[00:01:29.557]And my list is gonna be pretty long
[00:01:31.410]'cause I have everybody's site
[00:01:32.890]but you'll probably see one,
[00:01:33.990]or anywhere from one to five sites on there.
[00:01:37.730]I'm just gonna go down to the IANR media site
[00:01:41.490]and clicking on this is gonna take me
[00:01:42.970]to the web audit homepage for the site.
[00:01:48.350]Okay, so if your files have already been migrated
[00:01:52.080]and four weeks has passed,
[00:01:54.950]your Box links you can find by looking under link checker.
[00:02:00.760]Link checker is gonna display any pages on your site
[00:02:03.740]that have broken links.
[00:02:04.940]So obviously if your Box links are broken,
[00:02:07.010]they're gonna show up here.
[00:02:09.160]Now it's not a good idea, really
[00:02:12.960]to wait until they break before you go to fix them.
[00:02:17.640]And the reason for that is that you're no longer
[00:02:19.640]gonna have those files in Box as a reference.
[00:02:23.470]Plus, if you've ever looked at the Box URL,
[00:02:25.810]it's just a bunch of random numbers and letters.
[00:02:30.280]Unlike when you go and you upload a file
[00:02:32.140]to your website and you see the path
[00:02:34.290]to that file and you see the file name in the URL,
[00:02:37.640]the Box link is not gonna give you that information.
[00:02:40.360]So it could be that someone linked to that file
[00:02:44.440]other than you on the site and maybe the link
[00:02:47.010]doesn't have a very good descriptive name.
[00:02:50.090]And so you're gonna have a hard time figuring out
[00:02:51.690]what that file is that it's supposed to be linking to.
[00:02:57.880]Okay, so the other way to find these in web audit
[00:03:04.000]is before the links break, by going to the individual pages.
[00:03:12.810]Now, obviously if you've got a large site
[00:03:16.300]you're gonna see a ton of pages here
[00:03:18.060]and it's not gonna be very efficient to go
[00:03:20.010]and click on every single page
[00:03:22.810]and try and see if it has any Box links on it.
[00:03:25.740]But for this example, I'm gonna actually go
[00:03:30.330]to a page that I know has Box links on it.
[00:03:37.330]And when that's the case, it's gonna show up here,
[00:03:42.410]underneath the UNLedu framework, checker header.
[00:03:49.010]If I click that, I can get the Box link from there.
[00:03:56.150]And I can also view the page by clicking view page.
[00:03:59.450]I can see the page that this was on.
[00:04:03.130]So as you can see,
[00:04:04.520]that's probably not the most efficient way
[00:04:06.960]and a better way to find these would actually
[00:04:11.050]be to search for them on your website.
[00:04:15.150]And to do that, you're either gonna click on content,
[00:04:18.150]or you can click on find content
[00:04:19.880]if that's an option on your site
[00:04:23.040]and then click on and I'm gonna see more tabs here,
[00:04:25.580]because have a lot more things turned on
[00:04:27.918]than probably you do on your site
[00:04:29.640]but you should have a search and replace scanner tab
[00:04:33.520]and you'll click on that.
[00:04:35.980]Now, if you're not seeing that tab,
[00:04:37.930]either the module needs to be turned on on your site,
[00:04:41.440]or you don't have high enough permission levels to see that.
[00:04:45.740]And that's gonna be the case
[00:04:47.440]in say if your site is a part
[00:04:49.670]of the County extension website system.
[00:04:53.860]And so in that case, you can contact either me or Keith
[00:04:59.540]and we can help you out
[00:05:00.550]with getting a list of those pages that have the Box links.
[00:05:05.310]So now that I'm here,
[00:05:06.760]I'm gonna go ahead and I'm gonna search for unl.Box.com
[00:05:12.319]because that shows up in the Box links.
[00:05:17.670]And as you can see, it's gonna show me every page
[00:05:20.040]on my site that has unl.box.com in it.
[00:05:25.710]And I'm gonna go ahead and click
[00:05:27.410]on this HTML, CSS style guideline
[00:05:33.070]and I'm gonna edit that page and you could search,
[00:05:37.160]I'm on a Mac, so I'm gonna go command F
[00:05:39.900]and I'm gonna search for Box,
[00:05:42.720]just to find where it is in my code.
[00:05:46.090]Now, some pages may have this link in multiple places,
[00:05:49.750]so make sure you search through all the content on the page
[00:05:53.210]and not just for the very first link that you find.
[00:05:59.490]Okay, so now I'm gonna open up a new tab here
[00:06:09.090]and I'm gonna go to this file in Box
[00:06:12.910]and I'm gonna grab and copy the file name.
[00:06:18.950]And, let's see, if you are tracking these files
[00:06:26.470]in your Google analytics,
[00:06:28.930]maybe for activity insight or impact reports
[00:06:33.560]or something else.
[00:06:34.393]Sometimes people like to get a total number
[00:06:38.210]of downloads or hits for like award submissions,
[00:06:45.150]then I recommend that you keep a spreadsheet.
[00:06:48.718]I'm gonna show you an example here.
[00:06:49.551]So example spreadsheet here
[00:06:51.900]where I've pasted the file name,
[00:06:54.870]the page that links to that file
[00:06:59.020]and the old Box file URL.
[00:07:02.330]I'm gonna add the new link in here as soon as I get it
[00:07:06.490]and we'll get that a little bit later on
[00:07:09.030]but it's a good idea to keep this spreadsheet
[00:07:11.460]if you're tracking these,
[00:07:12.640]because depending on your date range of your report,
[00:07:18.248]you might need to add the hits together
[00:07:21.320]from the old Box link
[00:07:23.650]and the ones that show up in Google Analytics
[00:07:25.550]under your new OneDrive SharePoint link.
[00:07:30.570]Also, if you, like, in my case, I had three pages
[00:07:34.950]that had Box links on them,
[00:07:36.920]your site may have a lot more
[00:07:39.530]and maybe you don't think you're gonna get to all of them
[00:07:42.660]before your four weeks is up.
[00:07:45.550]So at least this way, you still have a record
[00:07:47.760]of what that file name was and what the old link was.
[00:07:53.570]Okay, so let's see here.
[00:08:00.730]Now that I have the copy of this file name,
[00:08:05.347]I need to go find where it moved.
[00:08:08.510]So I'm gonna go to My Office 365.
[00:08:15.030]So actually, I just, in order to get here,
[00:08:19.800]you can go to portal.office365.com.
[00:08:25.130]That's just gonna take you to the same page
[00:08:28.330]and then you'll wanna click on your OneDrive
[00:08:30.860]which is gonna be a little cloud icon
[00:08:34.830]and I'm gonna search for that file.
[00:08:40.820]So when I search on my OneDrive,
[00:08:43.590]it's gonna bring up everything that has that in the title
[00:08:48.530]but it also searches through the contents.
[00:08:51.190]And in my case, I only got two results.
[00:08:53.080]That's pretty obvious which one it is
[00:08:54.710]but if you get like a whole page of results
[00:08:58.390]and it's too much to look through,
[00:08:59.410]you can also filter your search by file type.
[00:09:06.450]Okay, so then I wanna go ahead and select this.
[00:09:08.810]Now, when I select it,
[00:09:09.780]I don't wanna click on the actual link.
[00:09:13.150]If I do that, then it's gonna take me
[00:09:16.908]it's gonna open up the file and I don't want that.
[00:09:19.220]I just wanna select my result here.
[00:09:21.440]So you can click off to the side or up to side here,
[00:09:24.000]anywhere but on that link and that selects it.
[00:09:27.130]If you notice, when I did that, let me take this off.
[00:09:30.030]If you notice at the top up here, when I select it,
[00:09:33.170]these new links pop up here.
[00:09:36.920]So this share, and this copy link,
[00:09:41.870]both of them can give you the new link to the file.
[00:09:46.010]So it doesn't matter which one you click on.
[00:09:48.360]They take you through the same steps,
[00:09:50.080]just in a little different order.
[00:09:52.490]I'm gonna click on share
[00:09:56.010]and then where people you specify can edit,
[00:09:59.160]I'm gonna click that.
[00:10:01.940]And then because this is gonna be a public file on the web,
[00:10:05.530]I'm gonna click anyone with the link.
[00:10:10.720]And most web files,
[00:10:14.300]you probably don't want people to be able to edit.
[00:10:16.990]So I'm gonna uncheck allow editing
[00:10:20.080]and then I'm gonna check apply.
[00:10:23.250]And then I'm gonna click copy link
[00:10:29.010]And then click the copy button.
[00:10:31.970]And now this is the new link for that file.
[00:10:35.380]So I'm gonna go ahead and go back to my spreadsheet
[00:10:38.380]and that's what you wanna paste
[00:10:42.560]as your new link in your spreadsheet
[00:10:44.870]and it's also, if I go back to that web page,
[00:10:52.210]I'm gonna go ahead and edit this and change to my new link.
[00:11:05.880]There we go.
[00:11:06.713]One more thing I wanna mention here.
[00:11:09.520]Now I just went and linked
[00:11:10.950]to the file where it migrated over.
[00:11:16.507]And it happens to be on my OneDrive.
[00:11:25.390]And let's see here,
[00:11:27.660]the migration files are gonna be in this Box, MigrationUNL.
[00:11:32.490]And this one was in my IANR Media Web Team
[00:11:36.160]and here's my actual file on my OneDrive.
[00:11:39.920]But for the future, you might wanna consider
[00:11:46.300]putting your web files somewhere else,
[00:11:48.470]instead of on your personal OneDrive.
[00:11:51.910]So if you notice over to the left here,
[00:11:53.520]I've got these shared libraries.
[00:11:56.100]One of these is IANR media,
[00:11:58.030]that's our department's document folder
[00:12:02.070]and then I have the UNL IANR media dash Office.
[00:12:05.250]That's also our department's document folder
[00:12:07.710]but that one can only be accessed by our office staff
[00:12:14.680]in our department.
[00:12:17.210]and the UNL IANR Media ones can be accessed
[00:12:20.790]by anyone in IANR.
[00:12:23.250]So even though I could link to a file on the web
[00:12:26.680]in either of the shared directories,
[00:12:29.030]by going through that steps where I shared the link,
[00:12:34.380]it would probably be best
[00:12:35.470]to put it in the main department one.
[00:12:38.700]And where you put it in here kind of depends
[00:12:41.610]on how your department wants to set that up,
[00:12:45.400]'cause I'm sure they'll want some kind of folders
[00:12:47.500]so everyone's just not dropping everything right
[00:12:49.860]in the root document directory here
[00:12:52.770]but they're getting them nice and organized.
[00:12:55.440]So let's say I did wanna move that file.
[00:13:02.200]Then I can click on these three little dots there
[00:13:09.550]and then go move to, select my shared drive
[00:13:16.070]and I'm just gonna put it in here
[00:13:19.796]and I can move that file there.
[00:13:22.560]Now, if we go back to my web page,
[00:13:26.210]let me refresh it here,
[00:13:29.970]Because I moved that file to a shared file,
[00:13:34.320]now it is broken.
[00:13:35.840]I would have to go into that shared directory,
[00:13:38.840]that documents folder and grab the new link.
[00:13:44.340]If I were to move that file just somewhere else
[00:13:46.810]within my personal OneDrive,
[00:13:48.490]since it's already in my OneDrive,
[00:13:51.010]the old links would still have worked
[00:13:52.660]but because I've actually moved it to the shared one,
[00:13:55.380]now that link breaks.
[00:13:57.120]So that's something to keep in mind
[00:13:58.590]if you do decide to move files,
[00:14:01.620]that you'll also have to change
[00:14:02.840]that link again on the website.
[00:14:06.140]Okay, so I was talking about the Google analytics report
[00:14:10.440]and let's take a look at there.
[00:14:12.370]So in Google Analytics, if you are tracking these,
[00:14:17.550]they're gonna be under behavior events.
[00:14:23.147]And if I click on overview,
[00:14:26.250]even though they're like files
[00:14:28.410]that you want them to download,
[00:14:30.050]because they're not on your website,
[00:14:31.730]they're not gonna show up under file download.
[00:14:34.350]They're going to different websites,
[00:14:36.700]so they'll be under the outgoing links.
[00:14:40.020]And then you click on event action
[00:14:42.150]and these are all the outgoing links.
[00:14:45.840]And this right here happens to be that Box link
[00:14:50.420]to that file that we were working with.
[00:14:54.460]So when you run these reports, you have to keep in mind
[00:14:59.330]that because you're changing that link
[00:15:00.820]you're gonna have to total up
[00:15:02.840]whatever the total events and unique events are
[00:15:05.540]for both the old link and the new link
[00:15:07.870]and that's why we keep that spreadsheet file.
[00:15:12.970]Okay, I think that is pretty much, stop sharing here.
[00:15:19.300]That's pretty much everything I had to go over today.
[00:15:23.420]So does anybody have any questions?
[00:15:27.800]I have a question.
[00:15:31.380]Is it better to just upload a document
[00:15:35.580]to like the file browser part of the web,
[00:15:38.720]where it stores the root directory and all that,
[00:15:41.780]rather than linking to OneDrive or someplace else?
[00:15:48.440]Does that make sense?
[00:15:49.940]Yes, that's a good question.
[00:15:53.070]I personally will usually upload my files
[00:15:55.850]to the actual website because I like having
[00:15:58.440]that path in there that makes more sense
[00:16:03.630]than all the random numbers
[00:16:05.310]and, you know, I know where that file is.
[00:16:08.210]I don't have to search through Box or wherever to find it
[00:16:13.870]but I mean, technically, it works both ways.
[00:16:17.240]Your ports are gonna look different.
[00:16:21.200]Like I said, you're gonna have to look
[00:16:22.160]in a different spot for those files,
[00:16:23.960]compared to ones that are on your website.
[00:16:25.340]So it's kinda up to you.
[00:16:27.570]My preference would be to put them on the website,
[00:16:30.160]unless a case where like,
[00:16:34.320]maybe it's an image gallery or something.
[00:16:36.350]The website doesn't handle image galleries very well.
[00:16:39.930]So you've got like 30 photos
[00:16:43.010]from a graduation event or something.
[00:16:46.810]That might make more sense to just drop those
[00:16:49.430]into, in this case, your SharePoint folder or something
[00:16:54.890]and link to it in there,
[00:16:56.110]so that they can paginate through 'em better.
[00:16:58.950]Does that help?
[00:17:05.670]Could you show 'em how to do the search
[00:17:08.980]for the UNL Box files on the search and replace scanner tab?
[00:17:13.130]I tried that on my website
[00:17:14.630]and I'm not coming up with anything.
[00:17:16.110]I'm not sure if I did it wrong
[00:17:17.370]or if I just have no Box files on this website.
[00:17:20.160]Let me take a look at your website,
[00:17:21.220]'cause it could be you just don't have any.
[00:17:25.110]Oh, one other note.
[00:17:27.520]I noticed that some people were using Go URLs,
[00:17:32.890]they'd have a Box URL and they change it
[00:17:34.860]to a Go URL, or some other short URL.
[00:17:38.810]In that case, you're gonna have to look for the Go URL
[00:17:41.850]and then check and see if that links to Box.
[00:17:46.610]But yeah, let me bring yours up.
[00:17:49.830]So is this the community environment one?
[00:17:57.390]while you're looking for it,
[00:17:58.370]I did a search just for Box on the search and replace tab
[00:18:03.470]about a week or so ago
[00:18:05.270]and it was finding too much,
[00:18:07.190]anything that said Box, anything.
[00:18:10.000]I searched for Box.app and that seemed to work
[00:18:13.110]and I missed the first,
[00:18:14.040]like five minutes of your presentation.
[00:18:16.740]Did you go into that?
[00:18:18.290]Yeah, I was like recommending unl.box.com
[00:18:22.217]that actually does a pretty good job of catching it.
[00:18:35.576]Yeah, you know what?
[00:18:36.409]I don't think you have any on there
[00:18:37.460]unless you used short URLs for them.
[00:18:41.163]I think they're clear. You're good.
[00:18:46.920]You might double check
[00:18:47.760]with the web audit report that comes in
[00:18:49.850]but if the search replace scanners
[00:18:51.700]didn't find anything, it's probably good.
[00:18:55.720]So if the web audit report comes in
[00:18:57.430]with a broken Box link,
[00:18:58.770]what's it gonna look like on the web audit report?
[00:19:02.200]I mean, will it have you unl.box.com in the URL,
[00:19:07.120]So I'll know that that's the issue?
[00:19:11.310]If it's already broken,
[00:19:14.150]it's gonna just show pages that have broken links.
[00:19:17.200]So you're not, as far as I know,
[00:19:19.400]'cause I don't have any that are broken yet
[00:19:23.005]but the way I understand, it's just gonna show pages
[00:19:25.310]with broken links.
[00:19:26.143]You're still not gonna know without clicking on each page,
[00:19:28.970]which one actually has the Box links.
[00:19:31.610]Is that how you understood what they're doing, Keith? Okay.
[00:19:36.070]You'd just have to go look
[00:19:37.270]at each broken link
[00:19:38.240]and see if it's a Box link and then fix it?
[00:19:43.330]Yeah, or when you get that web audit report,
[00:19:45.360]just go through each page, it's under that framework metric
[00:19:49.980]it'll say that there's a Box link found.
[00:19:54.525]Ann, I think you showed that earlier?
[00:19:56.890]Yeah and that's why the web audit, it's kinda helpful
[00:20:03.130]but it's just easier if you just search.
[00:20:06.380]Do a search on your website for them.
[00:20:09.660]It's a little cumbersome, but it's a good double check.
[00:20:11.670]Yeah, it's a good double check.
[00:20:12.810]That's a good way of putting it.
[00:20:14.540]If you missed any, it'll catch 'em.
[00:20:17.070]All right, great. Thank you.
[00:20:20.007]Ann, you showed how to link individual files.
[00:20:21.873]Can you link folders as well?
[00:20:25.250]You can, same way you do the files.
[00:20:29.180]You select that folder, same exact way.
[00:20:34.090]Does anyone else have any questions?
[00:20:38.120]Where would we find a link to the recording?
[00:20:40.160]Like I said, I missed the first five, 10 minutes.
[00:20:43.580]I'll go ahead and put that up on that help session page
[00:20:48.110]that's on the IANR media website.
[00:20:57.510]All right, well thank you all for joining us today
[00:21:01.680]and feel free to reach out to either Keith or I
[00:21:04.530]if you have any follow up questions,
[00:21:09.490]or if you're in there trying to do stuff
[00:21:11.530]and it doesn't work.
[00:21:14.010]One thing I noticed is I have to go to OneDrive
[00:21:17.590]before I do a search,
[00:21:19.240]if I wanna be able to select it and get the link.
[00:21:23.910]If I do a search from just that portal.microsoft365,
[00:21:30.500]just that homepage, I don't have the option to select it
[00:21:35.060]and then go and get that link to the file.
[00:21:37.890]So you do have to go
[00:21:38.820]to your OneDrive first to do the search.
[00:21:45.571]All right, so I'm gonna stop my recording here, Ann.
[00:21:53.350]Well, enjoy the rest of your week, everyone.
[00:21:56.733]Thanks, everybody. Thanks, Ann.
[00:21:58.570]Thank you, Ann.
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