Box is one of the most popular document sharing platforms, trusted by over two-thirds of Fortune 500 companies. Let's take a closer look at what Box offers for secure document sharing and how it stacks up against newer alternatives in the market.
Box document sharing explained
Box provides a secure and user-friendly platform for sharing documents both internally and externally. With enterprise-grade security, granular permissions, and advanced collaboration features, Box helps teams work together efficiently while maintaining control over sensitive information. The platform is accessible via web browsers, desktop applications (Mac and Windows), and mobile apps (iOS and Android).
Key features of Box document sharing
Secure sharing options
Box offers multiple ways to share documents securely: custom access levels (viewer, editor, co-owner), password-protected shared links, link expiration dates, download restrictions, external collaboration controls, dynamic watermarking for sensitive documents, two-factor authentication, IP-based access restrictions, and AES 256-bit encryption.
Collaboration capabilities
The platform provides robust collaboration features that enable teams to work together effectively: real-time document preview and collaboration, comments and annotations, version control and history tracking, task assignment and management, integration with more than 1,500 apps (including Microsoft 365, Google Workspace, and Salesforce), mobile access and editing, Box Sign for e-signatures, and Box Canvas for visual collaboration.
Advanced tracking and analytics
Box provides detailed insights into document engagement: access logs and audit trails, user activity tracking, download statistics, device access information, compliance reporting, usage analytics, early threat detection, and data leak prevention monitoring.
How to use Box document sharing
- Setting up sharing permissions
- Select your document in Box
- Choose sharing settings
- Set appropriate access levels
- Configure additional security options
- Creating shared links
- Generate a shared link
- Customize access settings
- Set expiration dates if needed
- Add password protection
- Managing shared content
- Monitor access and activity
- Revoke or modify permissions
- Track document versions
- Handle external collaborations
- Utilizing collaboration tools
- Add comments and feedback
- Track changes and versions
- Assign tasks and deadlines
- Integrate with productivity tools
Box document sharing pricing and availability
Box offers a 14-day free trial for new business customers, allowing teams to test the platform's core features before subscribing.
Business plans
- Business: $54 (€18 per user/month with min 3 users). Unlimited storage, 5 GB file-upload limit, one enterprise app integration, unlimited e-signatures with Box Sign, workflow automation with Box Relay, and basic data-loss protection.
- Business Plus: $90 (€30 per user/month). Unlimited storage, 15 GB file-upload limit, unlimited external collaboration, ten enterprise app integrations, advanced search filters, and enhanced security features.
- Enterprise: $126 (€42 per user/month). Unlimited storage, 50 GB file-upload limit, unlimited enterprise app integrations, 100,000 API calls per month, HIPAA / FedRAMP compliance, document watermarking, and advanced security controls.
- Enterprise Plus: Custom pricing (€45+ per user/month). Unlimited storage, 150 GB file-upload limit, Box Shield for threat detection, Box Governance, 20 TB of content migration with Box Shuttle, Box Zones for data residency, and enhanced support services.
Note: Prices are shown for the Euro zone and may vary by region. Visit the official Box pricing page for the most current information and regional pricing.
Security and Compliance
Box maintains robust security certifications including:
- SOC 1 and 2
- ISO 27001, 27017, and 27018
- HIPAA
- GDPR
- FedRAMP
- GxP Validation
- PCI DSS
Want to learn more about document security? Check out our guide on secure document sharing.
Limitations of Box document sharing
While Box offers comprehensive document sharing features, it has some limitations:
- Advanced features limited to higher-tier plans
- Complex permission system can be overwhelming
- Some security features only available in Enterprise plans
- Limited customization options in lower tiers
- No dynamic watermarking on basic plans
Why consider Papermark as an alternative?
Papermark offers a modern document sharing solution with powerful features designed for today's business needs. The platform includes dynamic watermarking that automatically adds viewer information to documents, comprehensive analytics tracking viewer behavior, and detailed engagement metrics.
As an open-source platform, it supports self-hosting options and can be customized to meet specific organizational requirements.
Papermark is purpose-built for teams that need deeper insight and tighter control over every document they share. Every link you create comes with page-level analytics—time-on-page, heat maps, drop-off points, and real-time view notifications—so you instantly know which stakeholders are engaged and which slides need refinement.
Powerful security comes baked in. Papermark's dynamic watermarking engine automatically overlays each viewer's email, IP address, and timestamp on the document they see, discouraging leaks without impacting readability. You can further lock down access with password-protected links, view-once restrictions, and automatic expiry dates.
Because the core platform is open-source (AGPL-v3), you get full code transparency and the flexibility to self-host in your own cloud or on-prem infrastructure to meet strict compliance or data-residency mandates. For SaaS deployments, Papermark adds single sign-on (SSO), custom domains, white-label branding, role-based permissions, and a robust REST API with webhooks so it fits seamlessly into existing workflows.
In short, Papermark combines the granular analytics of a modern sales-enablement tool with the security of an enterprise data room—at a price that scales from individual founders to global enterprises.
Feature comparison: Box vs Papermark document sharing
| Feature | Box | Papermark |
|---|---|---|
| Analytics granularity | File-level (Basic); Page-level (Enterprise+) | Page-level (all plans) |
| Real-time view notifications | ❌ | ✔️ |
| Engagement heatmaps | ❌ | ✔️ |
| Dynamic watermarking | Enterprise Plus only | ✔️ (all plans) |
| Custom domains & branding | Enterprise Plus only | Starter plan + |
| White-label UI | Enterprise Plus only | Growth plan + |
| Self-hosting / on-prem | ❌ | Docker (free) |
| Open-source core | ❌ | AGPL-v3 |
| Unlimited external guests | Business Plus + | ✔️ |
| API access | Business (limited) / Enterprise (full) | ✔️ (all plans) |
| Storage | Unlimited (Business +) | Unlimited |
| Max file upload | 5–150 GB (tier-based) | 1 GB SaaS / unlimited self-host |
| SSO & SAML | Business Plus + | ✔️ |
| Entry price | €18 user/month | Free viewer tier |
Conclusion
Box provides a comprehensive document sharing solution with robust security features and collaboration tools. However, for organizations seeking more advanced analytics, customization options, and modern features like dynamic watermarking, Papermark offers an open-source alternative that prioritizes document security and detailed engagement tracking.
Learn more about document sharing:
- Open Source & Free Document Sharing Tools
- How to Encrypt a PDF File for Email
- How to Send Documents Securely via Gmail