Top 10 Cons & Disadvantages of Using Box

by Peter Kanai · March 19, 2025

Box has established itself as a leading intelligent cloud content management platform, offering businesses a secure and collaborative space for their digital assets. Its purpose is to centralize content, streamline workflows, and enhance collaboration across teams, regardless of location. People choose Box for its robust security features, seamless integration with other business applications, and its focus on enterprise-level content management. It provides a scalable solution for managing and sharing files, fostering organizational productivity and compliance. Box aims to be the central hub for all company content, facilitating efficient teamwork and information governance.

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However, despite its widespread adoption and numerous benefits, Box has several notable drawbacks. While it provides a powerful platform for content management, several limitations can make it a less suitable option for specific users or organizations. Understanding these potential issues is crucial before committing to Box as your primary content management system. This article will explore the top 10 cons and disadvantages of using Box, providing a balanced perspective to help you determine if it aligns with your needs and requirements.

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10 Disadvantages & Drawbacks of Using Box

Before fully integrating Box into your organization’s workflow, it is important to understand its potential downsides to help you make an informed decision and avoid future challenges. These drawbacks can range from cost considerations to limitations in user experience and integration capabilities. Let’s explore ten significant disadvantages of Box that businesses should carefully consider.

Disadvantage #1: Higher Pricing Compared to Competitors

Box’s subscription plans, especially for enterprise-level features and larger storage capacities, can be more expensive than comparable offerings from other cloud storage and content management providers. This higher cost can be a significant factor for small to medium-sized businesses or organizations with budget constraints. The pricing structure might not be the most competitive in the market.

Premium Pricing Model: Box positions itself as a premium service, which is reflected in its pricing.
Costly for Large Storage Needs: Organizations requiring substantial storage space may find Box expensive.
Feature-Locked Plans: Certain advanced features are often restricted to higher-tier, more costly plans.

Real-Life Example: A growing startup with a limited budget needs a secure cloud storage solution for its expanding team but finds Box’s enterprise plan significantly more expensive than similar plans offered by Google Drive or Dropbox for Business.

Solution: Carefully evaluate your organization’s storage needs and feature requirements. Compare Box’s pricing tiers with those of competitors to determine the most cost-effective solution that meets your specific needs.

Disadvantage #2: Inefficient Notification System

Some users have reported that the notification system in Box is less efficient or reliable than other collaboration platforms. Users might not always receive timely notifications about file changes, shares, or comments within the Box platform itself, sometimes leading to missed updates. This can hinder real-time collaboration and workflow efficiency.

Email-Dependent Notifications: Users often rely on email notifications rather than in-platform alerts.
Notifications Can Be Delayed: Some users experience delays in receiving notifications for file activities.
Lack of Granular Control: Customizing notification preferences for specific folders or files can be limited.

Real-Life Example: A marketing team collaborating on a document in Box doesn’t receive immediate in-platform notifications when a colleague makes critical edits, causing delays in their review process and potentially missing critical changes.

Solution: Encourage team members to regularly check the “All Files” and “Recent” sections in Box for updates. Consider using third-party integration tools that offer more robust and customizable notification systems if timely alerts are crucial for your workflow.

Disadvantage #3: Transition from Local to Network Storage (Box Drive)

Box’s shift from Box Sync (local storage) to Box Drive (pure network storage) as the default can be inconvenient for some users, particularly individuals or small organizations accustomed to having files readily available offline. While Box Drive allows marking individual directories for offline access, this requires manual selection and might not be as seamless as previous local syncing options.

Network Dependency: Box Drive primarily functions as a mapped network drive, requiring an internet connection for access.
Manual Offline Access Selection: Users need to explicitly designate folders for offline availability.
Potential for Confusion: The transition from local syncing to network drive can be confusing for some users.

Real-Life Example: A sales representative who frequently works remotely and needs consistent offline access to their client presentations finds manually selecting folders for offline use in Box Drive less convenient than the automatic syncing provided by Box Sync.

Solution: Educate users on effectively utilizing the “Make Available Offline” feature in Box Drive for essential files and folders. Ensure users understand the difference between network storage and local syncing to avoid confusion and data access issues.

Disadvantage #4: Poor Customer Service Experiences

Some users have reported experiencing challenges with Box’s customer service, citing slow response times or difficulties in resolving complex issues. Getting timely and effective support can be crucial, especially when encountering technical problems or needing assistance with account management. Inconsistent support can lead to frustration and delays.

Slow Response Times: Users sometimes report delays in receiving replies to support inquiries.
Difficulty Resolving Complex Issues: Some complex technical problems might take longer to resolve.
Limited Phone Support: Direct phone support options might not be readily available for all users.

Real-Life Example: An administrator encounters an issue with user permissions that is preventing a team from accessing critical project files in Box and experiences significant delays in getting a helpful response from Box’s customer support team.

Solution: Utilize Box’s extensive online help documentation and community forums for self-service support. If you have a business or enterprise plan, explore the dedicated support channels that offer faster response times or more direct assistance.

Disadvantage #5: Difficulties with Integration and File Sharing

While Box boasts numerous integrations, some users have found the process of integrating Box with other platforms, such as GitHub, or setting up file sharing with external parties to be complex and time-consuming. Navigating the various settings and permissions can be confusing and might require further clarification or technical expertise.

Complex Permission Settings: Managing granular access permissions for different users and groups can be intricate.
Challenges with External Sharing: Setting up secure and seamless file sharing with individuals outside the organization can be cumbersome.
Integration Setup Can Be Lengthy: Integrating Box with certain third-party applications might require multiple steps and configurations.

Real-Life Example: A software development team wants to integrate their Box repository with their GitHub account for streamlined collaboration but finds the configuration process involving numerous settings and authorizations to be unclear and time-consuming.

Solution: Carefully review Box’s integration guides and tutorials for the specific platforms you want to connect. Consider assigning a dedicated administrator to manage integration settings and permissions or seek assistance from Box’s support or a third-party consultant.

Disadvantage #6: Limitations on File Size

Box imposes limitations on the size of individual files that can be uploaded and stored, which can be a significant drawback for users working with very large media files, such as high-resolution videos or extensive datasets. These limitations might restrict Box’s suitability for certain industries or workflows.

Upload Size Limits Vary by Plan: The maximum file size allowed depends on the specific Box subscription plan.
Restrictions for Large Media Files: Users working with multi-gigabyte files might encounter upload failures.
Potential Need for File Compression or Splitting: Large files might need to be compressed or split into smaller parts for storage.

Real-Life Example: A video production company using Box to store and share raw footage finds that the platform’s file size limits prevent them from uploading uncompressed video files, forcing them to spend extra time on compression.

Solution: Check the file size limits associated with your Box plan and consider upgrading if necessary. For very large files, explore alternative methods like using dedicated file transfer services or splitting the files into smaller segments if feasible for your workflow.

Disadvantage #7: Search Functionality Can Be Improved

Some users have reported that Box’s search functionality can be less intuitive or accurate compared to other content management systems. Finding specific files or information within a large volume of stored content can sometimes be challenging, with search results not always being as relevant or comprehensive as expected.

Inconsistent Search Results: Users might experience instances where relevant files are not returned in search results.
Limited Advanced Search Options: The availability of advanced search filters or criteria might be less extensive.
Difficulty Finding Older Files: Locating older or less frequently accessed files through search can sometimes be cumbersome.

Real-Life Example: An employee needs to quickly find a specific version of a document that was last edited several months ago but struggles to locate it using Box’s search function, wasting valuable time trying different search terms.

Solution: Utilize clear and consistent file naming conventions and tagging to improve search accuracy. Familiarize yourself with any available advanced search filters in Box and consider organizing files into well-structured folders for easier navigation.

Disadvantage #8: Costly Enterprise Version

While Box offers various plans, the enterprise-level versions with advanced security features, compliance certifications, and unlimited storage can be quite costly, making it a significant investment for large organizations. The pricing might be prohibitive for some enterprises, especially those exploring multiple content management solutions.

High Cost for Advanced Features: Enterprise-grade security and compliance often come with a premium price tag.
Unlimited Storage Can Be Expensive: While appealing, unlimited storage in enterprise plans can contribute to the overall high cost.
Potential for Vendor Lock-in: Committing to a costly enterprise solution like Box can make switching platforms challenging in the future.

Real-Life Example: A large corporation evaluating different content management systems finds that Box’s enterprise plan while offering the necessary security and compliance features, is significantly more expensive than comparable solutions from competitors like Microsoft SharePoint or Citrix Content Collaboration.

Solution: Carefully assess your organization’s specific security, compliance, and storage requirements to determine if the features offered in Box’s enterprise plan justify the higher cost. Compare the total cost of ownership with alternative enterprise content management solutions.

Disadvantage #9: User Interface Can Feel Dated

Some users have expressed that Box’s user interface, particularly the web interface, can feel somewhat outdated compared to the more modern and intuitive interfaces offered by some of its competitors. This can impact user experience and potentially lead to a steeper learning curve for new users accustomed to more contemporary designs.

Less Visually Appealing Design: The interface might lack the polished look and feel of newer platforms.
Navigation Can Be Less Intuitive: Some users find navigating through the various menus and settings less straightforward.
Potential for Reduced User Adoption: A less appealing interface might hinder user adoption and engagement.

Real-Life Example: New employees joining a company that uses Box for content management find the interface less intuitive and visually appealing compared to the cloud storage services they have used in the past, requiring more time for training and familiarization.

Solution: Explore any available options for customizing the Box interface or utilizing third-party applications that integrate with Box and offer a more modern user experience. Provide adequate training and resources to help users navigate the platform effectively.

Disadvantage #10: Syncing Issues Can Occur

While Box aims to provide seamless file syncing across devices, some users have reported experiencing occasional issues with synchronization, such as delays in syncing changes or conflicts between different versions of the same file. These syncing problems can lead to confusion, data inconsistencies, and potential loss of work.

Sync Delays: Changes made to files on one device might not immediately reflect on other devices.
Version Conflicts: Multiple users editing the same file simultaneously can lead to conflicting versions.
Potential for Data Loss: In rare cases, syncing errors might result in data loss or corruption.

Real-Life Example: Two team members are simultaneously editing a presentation stored in Box. One member makes critical updates but doesn’t realize their changes haven’t synced properly, leading to confusion and the risk of using an outdated version during a client meeting.

Solution: Ensure all users have a stable internet connection and are using the latest version of Box Drive or the Box web application. Educate users on best practices for collaborative editing, such as locking files while working on them, to minimize version conflicts.

How Could These Disadvantages Be Overcome Globally?

Addressing the shortcomings of Box on a global scale necessitates a collaborative effort involving its development team, user community, and broader technology industry. By focusing on key areas of improvement, Box can enhance its platform and better cater to the evolving needs of its diverse user base. These advancements would provide a more seamless, efficient, cost-effective content management experience. Collective feedback and proactive development are crucial for Box’s continued success. Here are five specific strategies to overcome these disadvantages:

Invest in User Interface and Experience Enhancements: Box could prioritize a redesign of its user interface to provide a more modern, intuitive, and visually appealing experience across all platforms, potentially improving user adoption and satisfaction.
Improve the Notification System with Granular Controls: Enhancing the notification system to provide real-time alerts within the platform and offering users more granular control over notification preferences for specific content and activities would improve collaboration and workflow efficiency.
Offer More Flexible and Competitive Pricing Options: Box could introduce more varied pricing tiers and potentially lower the cost of entry for small to medium-sized businesses and large enterprises, making its services more accessible to a wider range of organizations.
Streamline Integration Processes and Enhance External Sharing: Simplifying the integration process with other popular business applications and making external file sharing more intuitive and secure would improve collaboration and interoperability.
Enhance Search Functionality with Advanced Features: Investing in improving the search functionality’s accuracy and intuitiveness, including adding more advanced search filters and options, would help users quickly and efficiently locate the content they need.

What is Box?

Box, Inc., headquartered in Redwood City, California, is a cloud-based platform specializing in content management, collaboration, and file sharing solutions for businesses. Founded in 2005 by Aaron Levie and Dylan Smith, the company provides tools to streamline secure storage and teamwork. Its primary purpose is to provide businesses with a secure, centralized location to store, manage, and collaborate on their digital content. Box emphasizes user experience while ensuring enterprise-grade security and compliance. It operates on a cloud-native, integrated, and open platform, making it accessible from various devices and allowing seamless integration with other business applications. Here are five key aspects of Box:

Cloud-Based Storage: Box provides secure cloud storage for files and folders, eliminating the need for traditional on-premises servers.
Collaboration Features: It enables real-time collaboration through shared folders, document editing, and commenting features.
Security and Compliance: Box offers robust security measures, including encryption and access controls, and supports various compliance standards.
Integration Ecosystem: It integrates with a wide range of third-party applications, such as Microsoft Office 365, Google Workspace, and Salesforce.
Workflow Automation: Box allows businesses to automate content-centric workflows to improve efficiency.

Real-Life Example: A marketing team uses Box to store all their campaign materials, collaborate on presentations, and share final assets with clients securely, all while adhering to the company’s data security policies.

Videos About Box

For those looking to learn more about Box and how to use its features effectively, there are numerous helpful video resources available online. The official Box YouTube channel, “Box – YouTube,” offers a wide range of tutorial videos, including training for beginners on navigating the interface, managing files, and using collaboration features. Additionally, they provide training for administrators on deploying and managing Box within an organization. Here are more resources:

Conclusion

While Box provides a robust and widely used platform for intelligent content management, secure collaboration, and automated workflows, potential users should carefully consider its drawbacks. Despite this, it remains a powerful tool for many businesses, offering strong security, extensive integration capabilities, and features designed to enhance collaboration and streamline content management. The key is to weigh these pros and cons against your organization’s specific needs, budget, and technical requirements.

By understanding the potential pitfalls, businesses can decide whether Box is the right content management solution for them or if exploring alternatives might be more beneficial. Considering user feedback and staying informed about Box’s latest updates and improvements, like their AI integrations, will also be crucial for maximizing the platform’s value if you adopt it.