OverviewThis document explains how folder settings and permissions function in U-M Dropbox. Show Folder TypesYou should familiarize yourself with the different types of folders in U-M Dropbox.
Folder SharingShared linksShared links provide a useful way to quickly share a file or folder with the appropriate individuals without inviting them directly to the content. Note: You can't create a shared link to a restricted subfolder in a Team Folder. "Restricted" means that the subfolder has been shared using the Specific people option so that only individuals invited to the subfolder will have access to it. Access levelsThere are four access levels you can assign to a shared link (depending on your access to the file/folder):
The link is viewable by anyone who has access to it. Use caution when choosing this option.
The link is viewable by anyone at the University of Michigan with a U-M Dropbox account. This option will require a user to sign in to a U-M Dropbox account. Note: When sharing a subfolder in a Team Folder, the shared link permissions will default to "Team members." This default means anyone with the link at the University of Michigan with a U-M Dropbox account can view the file. It does not mean only Team Folder members. If you would like the shared link to apply only for the Team Folder members, select "Only people invited."
The link is viewable by anyone who has the password. When someone opens the link, they'll need the password to see its contents.
The link is viewable by only the individuals shared on the folder. Caution: Do not choose this option if the user you intend to invite does not have a Dropbox account. Additional settingsThere are three additional settings you can apply to shared links:
For more information on shared links and how to use them, refer to U-M's Share Dropbox Files Using Shared Links and Dropbox's Create and share Dropbox links with view-only access. SubfoldersShared folders and Team Folders have very different sharing structures for subfolders within the root-level folder. Shared folder subfolders
Tip: Do not move shared folders into non-shared folders, as this will create issues if you ever intend to share the root/parent folder. Team Folder subfoldersSubfolders in a Dropbox Team Folder can be shared with users who are not members of the Team Folder, MCommunity groups, and external (non-UM) users.
All Team Folder members (i.e., the members of the MCommunity group used at the root level) will have access to the subfolder.
Only the individuals you invite to the subfolder will have access to it. Important: If you do not invite the Team Folder MCommunity group members to the subfolder, they will not have access to it. Choosing Specific people does not automatically give access to the whole team. If you would like to add the team to the subfolder:
Team FoldersAn MCommunity group manages all Team Folder access and membership at the root/parent level. This means that individuals cannot be the sole root-level managers. You must be an Owner of the MCommunity group to request to create a Team Folder. Members of an MCommunity group should reach out to their MCommunity group owner to request a Team Folder be created for that group. Sharing files and subfolders within the Team Folder can be managed using MCommunity groups or individual invitations. Users in the MCommunity group must be listed as members and not just owners of the group to access the content shared with that group in U-M Dropbox. Important: External users and subgroups within an MCommunity group do not sync with U-M Dropbox. You will need to invite them individually at the file and subfolder level. When creating and managing a Dropbox Team Folder, there are restrictions on sharing with external users. Since membership of the Team Folder is managed via an MCommunity group, anyone in that MCommunity should have access to all folders/files in the Team Folder (unless there are special restrictions put in place by the owner on specific content). However, any external users you include in the MCommunity group will not have access to the Team Folder in its entirety like U-M users do. External (non-UM) users cannot be a "member" of the Team Folder at the root/parent level. You can only share files and subfolders within a Team Folder with external users. Note: By default, syncing Team Folders to your desktop is deactivated in the U-M domain. This helps to protect any sensitive university data from being synced to personal devices. Refer to Team Folders in U-M Dropbox for steps to adjust these settings. For more information on Dropbox Team Folders, refer to Team Folders in U-M Dropbox. PermissionsThere are two levels of access you as an owner can grant a collaborator in U-M Dropbox: Can view (viewer) and Can edit (editor). The chart below includes what each role can and can't do with shared folders. Note: You cannot assign the Can edit permission at the file level in U-M Dropbox. All files are Can view unless Can edit access is given at the folder level in which the file resides. Only Microsoft Word, PowerPoint, and Excel files and Google Docs, Slides, and Sheets files can be assigned Can edit permissions at the file level.
Can you access a shared Dropbox without an account?You don't need a Dropbox account to view the files in a shared link, and you can download those files to your computer. Files that you download from a shared link won't sync with Dropbox if you edit them.
Can you make a Dropbox folder public?Can I make Dropbox files or folders public? Yes, you can make Dropbox files and folders public by creating a shared link to your file or folder. Then, set permissions to “Anyone with the link”. Anyone with this shared link can view your content without being able to edit the original file.
Why can't I share a Dropbox folder?If you're having trouble sharing a folder, it's possible that the people you're sharing with don't have enough space to accept the invite. If you're having trouble joining a shared folder that someone invited you to, it's possible the folder is larger than the remaining available space on your account.
How do I give someone access to my Dropbox folder?On dropbox.com. Sign in to dropbox.com.. Hover over the folder you'd like to change permissions for and click the “…” (ellipsis).. Click Share.. Click Share with Dropbox.. Click Who can access.. Click the dropdown next to the member you'd like to change.. Select Can edit or Can view.. |