Dropbox Apps
Sync Icons
Online Only = Grey cloud. This means that they are stored in the cloud, so they don't take up any space on your local drive.
Local Content = Green circle with a white check mark, a file or folder is stored on your local hard drive.
Mixed State = Green check mark with white background, it contains both local and online-only files.
Issue Syncing = Red circle with the x means that something is wrong and Dropbox isn't syncing this file or folder. One example could be storage is already full.
Currently syncing = Blue circle with rotation arrows means individual files and folders are in the process of syncing to Dropbox
File Locking
File locking - Allows teams and collaborators to coordinate who is editing a file and avoid conflicted copies. If a file is locked, those who have access to the file will still be able to view, comment on, and share a link to the file.
Microsoft & Google Integration
Dropbox is integrated with thousands of applications. Few of the apps that are integrated were Microsoft excel, files, etc... It will allow you to seamlessly use those applications without changing or opening the app outside Dropbox.
Dashboard
Allows you to gather key insights on your team's activities, access shortcuts to important admin actions,and quickly find members to manage their accounts.
Activity Reports & Audit Logs
The Activity page shows a summary of the team's most recent activity within the Dropbox account.Users who are Team Admins or User Management Admins can track how data is shared inside and outside their organization. Dropbox records all internal and external sharing actions, including sharedfolder creation, shared link creation, sharing of Paper docs, and changes made to a shared folder and shared link permissions.
Dropbox Passwords
Dropbox Passwords - let's you seamlessly sign in to websites and apps by storing your passwords. The Passwords app remembers your usernames and passwords on all your devices—so you don’t have to.
Dropbox Passwords is available on all paid plans.
File Recovery
Version History
Rewind
File recovery - If you accidentally delete a file or folder you are able to recover this from 30 days - 1 year depending on your plan. (10 years with EVH)
Version History - Accidental file changes happen. With Dropbox, they’re easy to fix—just pull up your version history to undo changes and restore old versions of any file.
Dropbox Rewind - Undo accidental overwrites and edits, recover deleted files, or restore your files from virus attacks or ransomware threats.
With Dropbox Rewind, you can take a whole folder or even your entire account back to any time in the last:
1 year-Advanced plan
180 days-Standard and Professional plans
30 days- Basic Plus and Family plans
Dropbox Sign
eSignature solution that allows businesses to effortlessly prepare, send, sign, and tracke Signatures.
-3 free signatures per month
-You can self-sign a document on dropbox.com, then send the signed document to anyone who needs a copy.
- You can purchase more signatures via Dropbox Sign!
Groups
Groups makes sharing folders and organizing access a breeze. Instead of sharing files or folders to each individual, you can share to a group to grant access to content automatically.
Team Profile
(settings tab)
In here, you can update your team name and upload your brand logo so it will be included in Shared Links. If your business needs to be HIPPA compliant, you can begin the set-up here.
Dropbox Send & Track (DocSend)
DocSend is a tool to securely share your documents with real-time control and insights.
Our customers use DocSend to know who opened their files, how long they spend viewing each page, and to receive notifications each time someone views their shared link. The idea is to understand how people are engaging with your data after you send it out.
You can use document tracking to track the links that have been forwarded to someone that you haven't engaged with yet. Track page-by-page analytics (or tab-by-tab for spreadsheets) for each viewer of a document to learn their unique interests.
File Requests
You can use file requests to collect files from other people, even if they don’t have a Dropbox account.The files will appear in a folder you choose in your Dropbox account.
Customers on Dropbox Professional, Standard, Advanced, and Enterprise can accept files up to50 GB in size.
Dropbox Paper
It is a real-time collaboration tool that allows people to work together. It has many uses. It can be used as a project management tool, taking meeting notes, brainstorming, a creative brief, and a product spec to name a few.
One benefit of Dropbox paper is keep everyone organized–With Paper’s task management tools, you can assign to-do tasks to team members, add due dates on tasks, and mention people.
Encourage customers to use Dropbox Paper as a project management tool. Many small businesses can't afford popular industry-standard project management tools. This will help create value in Dropbox for your customer.
Dropbox Paper is available on all Dropbox plans!
Members Tab
"Sign in as user" is a feature that is only available on Dropbox Advanced. It lets you get access to a Team Member's Dropbox account. The admin will be able to access all the files & folders in the account. Keep in mind that member will be notified.
“Reset Passwords” If a team member forgets their password, the admin can reset it for them. This is useful for when a team member might have been on extended leave and came back forgetting their Dropbox password.
“Change role” When you want to make someone an admin on a Standard or Advanced account, this where you will do so. Take note that on the Standard plan, there is only one type of Admin-Team Admin Tiered.
“Suspend Member” The admin can suspend a team member. They will not be able to sign in to their account and they will not be able to access any files or folders. The admin can also decide if they want to perform a remote wipe, which will sign them out of their desktop app and wipe any files or folders on their computer.
“Delete Member” When a member of the team is leaving, the admin will delete them from the Dropbox account. The team member will no longer be able to sign in to their account and all content will be remotely wiped from their desktop app. The user license can be recycled and be issued to the new team member who is joining.
Help Tab & Support Options
Is where you can learn more about the Dropbox, or the Dropbox guide. You can also visit the help center to get answers for your common issues. Aside from that, you also can see below the Contact Us tab, where you can see where to reach Dropbox Chat, Email, and Phone.
Breakdown for help section
-Basic - help center , community , chatbot
-Plus - priority email support , chat support
-Family - priority email support , chat support
-Professional - priority email support , chat support
-Standard - priority email support , chat support , phone support during business hours
-Advanced - priority email support , chat support , phone support during business hours
Dropbox Capture
With Dropbox Capture, you can record your screen, camera, and microphone to create video messages, audio recordings, screenshots, and GIFs to share with others.
Sharing folders & Shared Links
A shared folder in Dropbox is any folder that you've invited other people to view or edit. Anyone with shared folder access can see all the files in that folder, but nothing else outside of that folder.
You can create a link to a file or folder in your Dropbox account to share it with others who do not have accounts. When you share a file or folder via link, you can choose to give people with that link edit or view-only access.
Team Space & Member Space
Folder Types
Member Space - This is private and only the team member has access to it. This is where they can store their private files & folders. Keep in mind they are still able to share folders from their Member Space.
Team Space - functions as a shared drive. You will use it to store, share & collaborate on business projects. You can create folders by department, project, or team, and make sure the right people have access to the right folders.
Folder Types:
Private folder
Restricted folder
Shared folder
Team folder
Classification Tab
Data classification helps teams stay compliant with corporate and government regulations by allowing admins to automatically track and report on personal information stored in team folders, team member folders, and shared folders, such as credit card, passport, bank account, and social security numbers.
HIPAA
HIPAA The Health Insurance Portability and Accountability Act, is a federal law in the United States that required the creation of national standards to protect sensitive patient health information from being disclosed without the patient's consent or knowledge.
Dropbox is not HIPAA certified but we can operate in a HIPAA compliant manner by signing our BAA, Business Associates Agreement.
Dropbox Replay
Dropbox Replay is a rich media review and approval tool that allows collaborators to mark up, comment, and finalize video, image, and audio projects.
Dropbox Transfer
You can use Dropbox Transfer to send files you don’t need to collaborate on. For example, you might use Dropbox Transfer to email a link to a finalized contract or deliver a finished product.
When you send a transfer, the recipient receives a share able link they can click to download the files. A Dropbox account isn’t required to access or download a transfer.
Customers on Dropbox Professional, Advanced, Enterprise, or Education can also customize transfers with custom expiration dates, passwords, logos and backgrounds.
The size limit of your transfer depends on the plan you have:
-Dropbox Basic (free): 100 MB
-Dropbox Plus, Family,and Standard: 2 GB
-Dropbox Professional, Advanced, Enterprise, Education, and Transfer: 100 GB
Note: Customers who have purchased the Dropbox Replay Add-On (formerly the Creative Tools Add-On)can send transfers of up to 250 GB.
Folder Info
Here, you can see information about your folder, add tags to make searching for content easy, write details and lists, and assign tasks to colleagues.
Security Tab
Alerts and alert policies is where you can control the notification or alert that you have with regards to your files if there’s some suspicious activity.
External sharing is where you see files shared externally and who outside your team viewed links without an expiration or password. Similar to the Activity tab, external sharing will allow you to check the files that has been sent directly or through a link.
Passwords is where you can view which of your team have set up "Dropbox Passwords" and see their Password score. This allows you to monitor your teams security outside of Dropbox!
Domain Verification & Invite Enforcement
Domain Verification allows certain types of admins to verify ownership of an email domain with Dropbox. This stops future users from using that domain to create Dropbox accounts.
Invite Enforcement can be enabled after domain verification is completed. Invite enforcement will require all users with a personal Dropbox account created using an email on the verified domain to select from one of two options:
- Join the team with their existing account.
- If their account has mostly personal content, they can change the email address associated with this account to a new personal email address. This will keep their existing content separate from the business account.