Dropbox

Understanding the Dropbox Client

Latest Release Notes can be found at dropbox.com/release_notes

Commonly Asked Questions

Dropbox Support Help What do these icons mean?

The following can stop a network connection to Dropbox by any of the following:

1. Firewalls
2. Proxies
3. ISP or IT Policies
4. Antivirus Applications

Installing the client

Windows

1. Meta Installer pulls another executable to auto start installation
2. Enterprise Installer
   1. Manual Installation (Requires local admin permissions)
   2. Remote Deployment (SCCM/GPO) Maybe PSTools?

Windows Enterprise CLI Installer

/s:
Silent Installation.
Dropbox login prompt will launch upon successful installation.

/nolaunch:
Silent Installation.
No Dropbox login prompt.
Dropbox icon added to Start Menu.

More information about deploying with CLI can be found here The enterprise installer: deploy Dropbox Business for your entire team

macOS

1. Contents are extracted from DMG and manually copied to the Applications folder
2. Manual Installation (Requires local admin permissions)
3. Remote Deployment (Casper Suite, Apple Remote Desktop)

macOS Installer Options

1. Dropbox does not have a .pkg installer for macOS
2. There are several options for creating .pkg files
   1. AutoPkgr (Familiarity of commandline)
   2. Composer (Included with jamf's Casper Suite)
   3. Packages or Iceberg (s.sudre/free/fr)
3. Using .pkg files requires admin rights for installation

macOS Installation Option

1. End User Full Install - Users admins their own Mac
   1. Downloads Dropbox installer to machine
   2. Use Remote Management software to copy to end user machines
   3. User starts setup and enters admin credentials

1. End User Partial Install - No Remote Management Software installed, and users are not admins of the machine
   1. User downloads Dropbox from web or Network Share
   2. IT enters in admin credentials

Linux

1. Manual installation (Requires local admin permissions)
2. Standard Installer Package
3. Download and install from Source Code

Client Download

The latest stable build can be downloaded from:

dropbox.com/download
dropbox.com/downloading
dropbox.com/install

Things to note:

• Beta builds are odd-numbered
• The Dropbox website auto-detects the OS and downloads the correct installer

Client Update

Windows - dropboxupdate
Two Windows scheduled tasks make calls to DropboxUpdate.exe.
 DropboxUpdateTaskMachineCore - Picks up core engine (Latest client)
 DropboxUpdateTaskMachineUA - Picks up remaining changes (Any changes to files/folders)
macOS - DropboxMacUpdate

• Checks for new versions every hour
• Requires an internet connection and will prompt for a manual upgrade if there hasn't been an update within 7 days

Managing Sharing

Folders

1. Each team member has their own private work space in Dropbox
2. Everything stored in Dropbox is private by default
3. When work is ready, members can invite collaborators to shared files/folders, or send links to their work

Shared Permissions

1. Anyone can create a share file/folder
   1. These are created by sending invitations
   2. Once a user accepts the invitation, the shared file/folder appears inside their Dropbox folder and it's contents automatically sync.
2. Admins (Any member of a Dropbox Business Team), can only access files/folders to which they've been invited to.

1. Owner: Can change view/edit permissions, Invite additional people, Transfer ownership to someone else. This is the default role for whoever initially shares a folder.
2. Editor: Add/Edit/Delete files in the folder just like an owner. If the owner allows it, editors can also invite people to the folder, remove other members from the folder, and change the roles of other members. Editor is the default setting for the people you invite.
3. Viewer (Lock Icon): Can’t Add/Edit/Delete files in the folder.

More information can be found here: Shared folders: Give people edit access to your files

Shared Links

1. Shared links let you send files to others even though they don't have a Dropbox account
2. You can share files/folders of any size with shared links
3. You can limit who can access a shared link by setting a password/expiration date
4. Admins can set team-wide default access settings for newly shared links
5. Admins can remove links shared by team members

In a nutshell:

1. Dynamic links - Always points to the most current version. No need for re-linking an edited file.
2. No file-size limit
3. Password/Expiration Dates
4. Access Control - Can be limited to only team members

File Requests

1. Get files from anyone with a Dropbox account or not
   1. Submitters can send files up to 2GB (Basic account) or 10GB (on Pro or Business accounts)
   2. Uploads via web browser are limited to 20GB
   3. Uploaded files must fit within the size of your Dropbox account's storage quota
2. Organize everything in one place
3. Keeps files private - Dedicate an upload folder for uploads

Dropbox Admins (Manage File Requests):

1. View team's file request activity in Activity section of the Admin Console
2. Turn off file requests for the team in the Settings section of the Admin Console
   1. File Requests are on by default for the team. If turned off, any preexisting file requests will be deactivated.

Configuring Security

1. Dropbox manages keys to remove complexity, support advanced product features and enable "strong" cryptographic control
2. Files stored are encrypted using 256-bit AES
3. Files in transit are encrypted using SSL/TLS (128-Bit or Higher tunnel)
4. Pinning - Security check each time you use the Mobile/Desktop Client
5. Endpoints use private SSL keys
6. HSTS

What happens when my file is uploaded?

Storage locations: Magic Pocket - Dropbox Datacenter or AWS (Depending on location)

1. A file is divied into 4MB chunks, each with it's own unique identifier
2. Allows Dropbox to upload only the parts of the file that's been changed (Delta Sync)
3. File chucks are encrypted before they're stored
4. Dropbox manages access to Amazon and their own Datacenter separately
   1. Employees only have access to locations they manage

2FA

1. Adds extra layer of security
2. In addition to a Username/Pass, team members have an extra authentication step when signing in or linking new devices. (6-Digit security code available only on their mobile phone via Authentication App or SMS)
3. Team admins can require that team members use 2FA. (All members or select members)
   1. New members will be prompted to setup upon the account creation process
   2. Existing members will be prompted to setup upon the next time they sign-in

Remote Wipe

1. Lost Devices or removing a team member
2. Once un-linked, you can select remote wipe to immediately stop sync
3. Dropbox will attempt to delete the entire work once the device is online and Dropbox app is running
4. Dropbox is always remotely wiped when you un-link a device

Remote Wipe Statues

1. Pending: The device has not come back online/the Dropbox application is not running
2. In Progress: Dropbox has connected with the device and the Dropbox Business folder is currently in the process of being deleted.
3. Succeeded: The entire Dropbox Business folder was deleted from the device.
4. Failed: If Dropbox was unable to delete any file withing the Dropbox Business folder, we'll provide a report that includes the name of each file that couldn't be deleted and the error for why.

Permanent File Deletions

1. The user who uploads a file, or the owner of a shared folder, has the ability to permanently delete files.
   1. The team admin of a Dropbox Business account can limit the ability to permanently delete files to team admins only.

Device Approvals

Limited to Advanced, Education, and Enterprise Plans

1. Manage the devices that team members use to access their Dropbox Business accounts
2. Limit the number of connected mobile/desktop devices
3. Decide what should happen to connected devices

Disconnect Approved Devices

1. Remove the Device - When a team member disconnects their own device, it counts as a device removal and allows to connect a new device.
2. Keep the device approved - A team member can disconnect their own device, but the device counts towards their device limit unless an admin removes the device.

Exceeding the approved device limit

1. Remove all devices - When a team member is over the limit when you enable device approvals, all their devices are disconnected.
2. Remove oldest devices - The most recently used devices remain connected. Older devices are removed, leaving the team member with the approved number of devices.
3. Add team members to the exceptions list - Members on the exception list can continue using as many devices as they need.

Visibility and Control

Tracking Team Activity: A bird's eye view of team activity such as Login Activity, Password Changes, Recent Sharing Activity, and Newly Linked Devices.

1. Generate a full report of activity for a specific period
   1. Shows name of user taking the action
   2. IP Address of the device where the action originated
   3. General time when the action occurred
2. Use the drop-down menu to filter the list by a specific type of activity

Activity Log

Records the following:

1. Sharing: Someone participates in a sharing event
2. Passwords: User changes their password or 2FA settings
3. Logins: A team member signs in or fails to sign into the Dropbox website
4. Admin actions: You or another admin changes settings in the Admin Console
5. Apps: A user links a 3rd Party App to their account
6. Devices: A user links a Computer/Mobile Device to their account
7. Membership: Someone joins the team or is removed from the team

Advanced/Enterprise Plans: Show shared file events, such as file/folder deletions

Domain Insights - (Enterprise Plan)

1. View how many users have created a personal Dropbox account using a work email on a verified domain
2. Admins can use the Account Capture to force users to migrate their personal account to the Dropbox Enterprise Team
3. Track unauthorized use of the organization's domain over time

Account Transfer

1. Team admins can immediately transfer their account to another team member, or wait to transfer at a later date
2. All Files/Folders for the deleted member can go onto the recipient of your choise
3. Dropbox will attempt to preserve sharing relationships (Such as changing the owner of a shared folder)

Sign-in As

1. Admins are able to sign-in to Dropbox accounts of members of their team
   1. Allows full access to files/folders, and are able to make changes or share on behalf of the member
   2. Ability to organize a new employee's Dropbox before they start, troubleshoot issues, or keep a project moving forward when they are away from the office

Sign-in As Feature List

• View Folder Structure
• View, Open, and Download files
• Share Files/Folders
• Share Docs/Folders with others
• View Paper Docs/Folders
• Move Paper Docs/Folders
• Restore archived Paper Docs
• Archive & Permanently Delete Paper Docs
• Delete Files/Restore Deleted Files

Enterprise Mobility Management (Enterprise Plan)

1. Allows companies to manage mobile device usage on company apps, networks, and devices
2. Dropbox EMM allows Dropbox Enterprise teams to work with 3rd Party EMM providers to gain more control over how members use the Dropbox mobile app

EMM Feature List

1. Restrict mobile app usage to just managed devices
2. Insight into app usage

More info can be found here Manage your team with enterprise mobility management

Network Control (Enterprise Control)

1. IT Admins can manage which Dropbox accounts can be used on the corporate network
2. Using a Proxy (Network Address Segmentation)/CASB (Cloud Access Security Broker) Vendor, you can specify which Enterprise accounts can sign in and sync via dropbox.com or the Dropbox Desktop App
3. Exclusive to Dropbox Enterprise Teams

More info can be found here Network Control

Understanding Dropbox Paper Introduction

1. Paper Overview
2. Creating and Editing Paper Docs
3. Paper Folders
4. Paper Favorites and Notifications
5. Sharing and Presenting Paper Docs
6. Using Paper with Dropbox Business
7. Troubleshooting, Submitting, and Reporting Bugs

Paper Overview

1. Create: Start any idea quickly with fast document creation and rich content embeds.
2. Share: Pull others into your progress in a single step with one-click sharing, default edit access, and team folders.
3. Collaborate: Communicate about content with your team with comments, stickers, tasks, attribution, and version history.
4. Retrieve: Put your entire company's ideas at your fingertips with company-wide folders, search, and activity steam.

Who can access Paper?:

• Dropbox Paper is free with a Dropbox account.
• For existing Dropbox Business teams, admins can enable Paper in the Admin Console, or contact their partner sales rep.

Creating and Editing Paper Docs/Paper Folders

1. As simple as logging into Dropbox Paper and creating a new document
2. Easy as using the interface and doing what you need to do
3. Copied content from external sources, or pasted without formatting is attributed to the person who pastes it

Supported file types

• Dropbox files
• Facebook
• Framer
• Github issues
• Google Docs
• Google Drive
• Google Maps
• Google Sheets
• Google Slides
• Instagram
• Marvel
• Pinterest
• Slideshare
• Soundcloud
• Spotify
• Twitter
• Vimeo
• XKCD
• YouTube

More information can be found here: Add images, video, and other media to Dropbox Paper

Paper Favorites and Notifications

Comment Notifications

• You receive notifications for comments on a doc if:

1. You created the doc
2. You're @mentioned in a doc
3. You're following a doc

• If you're not the document creator, you begin receiving comment notifications after the first time you're @mentioned
• You also receive a notification when there's a reply to a comment you left on a doc
• If it's an email notification, you can reply to this comment directly in the email or you can open the doc and reply in the comment thread

Sharing and Presenting Paper Docs

1. Private: Only you can access the doc
2. Can Comment: A person with this permission can view and add comments to your doc, but can't edit. They can't see the doc version history or change the folder the doc is in
3. Can Edit: A person with this permission can view, comment, and edit a doc. They can see the doc version history, change the folder the doc is in, or archive the doc

You can change the sharing settings by any of the following:

• When you share it out with specific people (Can Comment/Can Edit)
• You can restrict a link to a doc to only people invited (Email addresses that were explicitly added)

Dropbox Paper Docs can be exported to both Word and Markdown. They are only also shared via the Paper app.

Presentation Mode/Shortcuts

The following link from Dropbox will show you how to present your doc and use shortcuts Dropbox Presentation Mode

Using Paper with Dropbox Business

• A newly created doc is private by default
• If you share a link to a doc (Email or IM), the default setting for people will get the Edit Access
• Any member of your team can edit the doc if they have a link to it, or is filed in a company visible folder
• Team Admins can set the default share permissions such as:
  • Decide if members can share outside of the team
  • Decide if links to Paper docs can be shared outside of the team

Permanent Deletion Controls

• By Default: The creator can permanently delete a doc/folder after it's archived
• Team admins can limit permanent deletions of Paper docs to team admins only
• To prevent permanent deletions, team admins can turn the team deletion setting to Off
• This setting applies to Dropbox Files & Paper Docs
  • If deletions are set to Off, team admins can permanently delete files by signing in as a user

Troubleshooting, Submitting, and Reporting Bugs

• Use the Help Center
• Verify the settings are correct for the user
  • Inquire what they are trying to accomplish
  • Ask for Screenshots/Error Messages
• Report Bug to Dropbox

How do I send in a Bug?: Use the ? icon in the bottom right corner and select Feedback. Screenshots or other media can be sent using a Dropbox shared link.

Troubleshooting Dropbox

1. Installer Issues
2. Startup Issues
3. Syncing Issues
4. Connection Issues
5. GUI Issues
6. File, Folder, and Feature Issues

Installer Issues

• Antivirus
• Corrupted Installers
• Limited Access to Pathways (Permissions to directories)
• Limited Access to Registry (User account does not have access to modify the registry)
• System Requirements

Startup Issues

• System Files are inaccessible (Permission issue, files locked or damaged)
• 3rd Party Application are blocking Dropbox system files access (Antivirus/Firewall)
• Registry Issues (Corruption or registry is not accessible)

What to do:

1. Reinstall: Just re-installs the Dropbox executables. Does not modify any other files
2. Advanced Reinstall: Re-installes the Dropbox executables and AppData Folder. Removes local Dropbox database and settings. User has to save their Selective Sync settings, and be aware of their Dropbox folder location if they were previously changed. They need to re-apply these settings after the reinstall. Takes some time as it requires a re-index of the files to recreate the local database admin.

More information can be found here: Dropbox - Run an Advanced Reinstall

Syncing Issues

Please see the below for common syncing issues.

• Dropbox: Files are Different or No Longer Updating - Troubleshoot Sync Issues
• Dropbox - Why aren't certain files on one computer syncing to another?
• Dropbox - Dropbox is stuck syncing, won't launch, or reports an error

Connection Issues

1. Problem: ISP Limitations, IT Network Policies, Firewall/Proxy, Antivirus/Security Software Restrictions/User's Misconceptions
   1. Errors like: Connecting, Not Connected, or Can't establish a secure connection

GUI Issues

1. Problem: Missing Icons/Contextual menus not displaying correctly. A E S T H E T I C glitches inside the Dropbox application, macOS Finder or Windows Explorer. Content of folder not updating even through it reports that content is "Up to Date".

File, Folder, and Feature Issues

• Selective Sync Issues
• Reappearing Files/Folders after deletions or old files uploaded
• Can't Open/Play/View/Edit Files
• Conflicted Copies
• Dropbox Freezing/Crashing
• Dropbox Running on Server
• Extended Attributes
• Camera Uploads/Screenshots
• Dropbox Badge/Open Button

Escalating to Dropbox Support

• Reseller Support
• Additional Support Options

Reseller Support

• Partners are expected to cover all Level 1 issues
  • Customers can temporarily grant Partners access to the admin console via the Reseller Support Feature
    • Allows the Partner to configure/troubleshoot on the customer's behalf. The customer can remove access at any time
• Via Reseller Support, Partners can:
• Add/Remove Members from the team
• Sign-in as users
• Use the Admin Dashboard
• Change Admin Permissions
• Create Team Folders
• Change Sharing Permissions/Controls
• Change Authentication/Security Settings
• Monitor Sharing Activity on the Team
• Contact Dropbox Support

Additional Support Options

1. Sign into dropbox.com with your Admin account
   1. Click Admin Console
   2. Click the Help tab to view contact information
2. Alternatively, you can go to dropbox.com/support and complete the online form