Manage groups and collaborations

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Script structure

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Create or update groups

1. The script uses the .csv file you specify for the UserGroupAdditionPath parameter. The file lists group names and user emails. When creating the file, you can use the same group name for several users, and assign one user to several groups. For example:

   GroupName	UserEmail
   Group1	ManagedUser1@test.com
   Group1	ManagedUser2@test.com
   Group2	ManagedUser3@test.com
   Group3	ManagedUser1@test.com

2. If the group doesn’t exist, the script creates it. If it does exist, the script can update the entries based on the provided data.

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Create or update collaborations

1. The script uses the .csv file you specify for the CollaborationsCreationPath parameter. The file lists group names, folder IDs, and collaboration roles.
2. For each row, the script checks if a group exists and if it’s not already added as a collaborator to the corresponding folder. For example:

   GroupName	FolderId	CollaborationRole
   Group1	1111111	editor
   Group2	1111111	viewer_uploader
   Group2	2222222	viewer
   Group3	1111111	viewer_uploader

3. If both of these conditions are met, the script assigns the group to a folder using the role defined in the CollaborationRole column. Also, if a group already exists, but the CollaborationRole changed, the script will update it if you pass the -UpdateExistingCollabs flag when running the script.

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Prerequisites

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Windows

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MacOS & Linux

pwsh

PowerShell 7.2.5
Copyright (c) Microsoft Corporation.

https://aka.ms/powershell
Type 'help' to get help.

PS /Users/user/repos/boxcli/examples>

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Box CLI

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Configure the script

1. Clone the boxcli GitHub repository and cd into this example’s folder or download the files from the examples directory.
   git clone https://github.com/box/boxcli.git boxcli
   cd boxcli/examples/Mass\ Groups\ \&\ Collaborations\ Update/
   
2. Set the path to the .csv file with the list of groups and user emails.
   $UserGroupAdditionPath = "./User_Group_Addition.csv"
   
   • UserEmail is the primary email address for the user in Box.
   • GroupName is the name of the group.
3. Set your own path to the .csv file with the list groups and user emails.
   $CollaborationsCreationPath = "./Collaborations_Creation.csv"
   
   • GroupName is name of the group the script will add as a collaborator to the folder.
   • FolderId is the folder ID the collaborator will be added to.
   • CollaborationRole is the name of the role used when creating a collaboration.
   You can configure the available roles by setting the AvailableCollaborationRoles parameter:
   $AvailableCollaborationRoles = @("editor", "viewer", "previewer", "uploader", "previewer_uploader", "viewer_uploader", "co-owner")
   

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Run the script

1. Run the Powershell command.
   pwsh
   
2. Run the script.
   ./Mass_Groups_Collabs_Update.ps1
   

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Optional flags

• If a group is already set as a collaborator for a specific folder but with a role other than defined in the .csv file, the script informs you about it. It does not make any changes to an existing collaboration. If you want to update an existing collaboration with a role defined in the .csv file, set an additional -UpdateExistingCollabs flag when running the script.
  Mass_Groups_Collabs_Update.ps1 -UpdateExistingCollabs
  
• To update groups without creating collaborations, add the -SkipCollabsCreation boolean flag when running the script:
  Mass_Groups_Collabs_Update.ps1 -SkipCollabsCreation
  
• To create collaborations without any group updates, add the -SkipGroupsUpdate boolean flag when running the script:
  Mass_Groups_Collabs_Update.ps1 -SkipGroupsUpdate
  

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Logs

• Mass_Groups_Collabs_Update_all.txt that contains all log entries.
• Mass_Groups_Collabs_Update_errors.txt that contains only errors.