Dropbox: Folder Settings and Permissions

Overview

This document explains how folder settings and permissions function in U-M Dropbox.

Folder Types

You should familiarize yourself with the different types of folders in U-M Dropbox.

Folder Image Description
Dropbox private, unshared folder icon Type: Private folder
Owned by: You
Icon: None
Dropbox shared folder icon Type: Shared folder
Owned by: You or someone at U-M
Icon: People
Dropbox shared, external folder icon Type: External folder
Owned by: Someone outside U-M
Icon: People
Dropbox Team Folder icon Type: Team Folder
Owned by: MCommunity group
Icon: Buildings
Dropbox Team Folder with read-only access icon Type: Team Folder (with read-only access)
Owned by: MCommunity group
Icon: Buildings with a lock

Folder Sharing

Shared links

Shared links provide a useful way to quickly share a file or folder with the appropriate individuals without inviting them directly to the content. You have the option to create separate links for edit and view access. The link settings for each appear slightly different from one another, but overall, the experiences are similar.

Caution: There are several caveats to using shared links that you should be aware of:

  • If you remove someone’s access and they still have the folder link, they could regain access (depending on the access level set). To prevent them from regaining access, delete the link. Learn how to remove a link to a folder.
  • If someone you’ve shared a folder link with has joined that folder with their Dropbox account, the link permissions you set will no longer apply. Learn about joining shared folders.
  • 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.
  • If the link recipient is a member of an external Dropbox Team account (i.e., not U-M), their ability to edit content depends on their Team’s permissions.

Link for editing

By default, when you click "Create and copy link" in the sharing dialog box, it will create a link with edit access and set that access to "Only people invited."

Note: If you share with someone without a Dropbox account, they’ll only be able to preview the folder (as if they had view-only access).

Access levels

There are three access levels you can assign to an edit access shared link (depending on your access to the folder):

  • Anyone with link

The link is editable by anyone who has access to it. Use caution when choosing this option.

  • Team members

The link is editable by anyone at the University of Michigan with a U-M Dropbox account. This option will require users to sign in to their U-M Dropbox account.

  • Only people invited

The link is editable 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.

Link for viewing

To create a view access link, open the sharing settings for your folder, click the Link for viewing tab, and click Create link.

Access levels

There are four access levels you can assign to a view access shared link (depending on your access to the folder):

  • Anyone with link

The link is viewable by anyone who has access to it. Use caution when choosing this option.

  • Team members

The link is viewable by anyone at the University of Michigan with a U-M Dropbox account. This option will require users to sign in to their U-M Dropbox account.

  • People with password

The link is viewable by anyone who has the password. When someone opens the link, they'll need the password to view its contents.

  • Only people invited

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 settings

There are three additional settings you can apply to shared links:

Note: Disabling downloads for a shared link prevents people from downloading the contents of a link through Dropbox. This doesn’t prevent people from saving the content using other methods.

For more information on shared links and how to use them, refer to U-M's Share Files/Folders Using Shared Links and Dropbox's How to share a link to a Dropbox file or folder.

Subfolders

Shared folders and Team Folders have similar sharing structures for subfolders within the parent-level folder.

Shared folder subfolders

Team Folder subfolders

Subfolders in a Dropbox Team Folder can be shared with MCommunity groups, external (non-UM) users, and users who are not members of the Team Folder.

There are two options available when creating subfolders in a Team Folder. These options are only available during creation.

  • Everyone with access to [Team Folder Name]

All Team Folder members (i.e., the members of the MCommunity group used at the parent level) will have access to the subfolder.

  • Specific people

Only the individuals you invite to the subfolder will have access to it.

Important: If you do not invite the Team Folder members to the subfolder, they will not have access to it. Choosing Specific people does not automatically give access to the whole group. If you would like to add the Team Folder members to the subfolder:

  1. Click Share on the subfolder.
  2. Click Share with everyone in the gray box.
  3. Click Share to confirm.

Team Folder subfolder sharing dialog with red box around Share with everyone

Team Folders

An MCommunity group manages all Team Folder access and membership at the parent level. This means that individuals cannot be the sole parent-level managers.

For more information on Dropbox Team Folders, refer to Team Folders in U-M Dropbox.

Permissions

There 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 (and files).

Note: You cannot assign the Can edit permission at the file level in U-M Dropbox unless they are web-based files like Microsoft Word documents. All files are Can view unless Can edit access is given at the folder level in which the file resides.

  Owner Can edit (Editor) Can view (Viewer)
View folder contents Yes Yes Yes
View folder members and their roles Yes Yes Yes
Comment on files in the folder Yes Yes Yes
Email members Yes Yes Yes
Leave the folder Yes Yes Yes
Edit folder contents Yes Yes No
Invite and remove members Yes Yes No
Change the roles of other members Yes Yes No
Cancel invites and re-invite members Yes Yes No
Make another member the owner Yes No No
Determine who can be invited to the folder Yes No No
Determine who can manage membership of the folder Yes No No
Move shared folders into Team Folders Yes No No
Unshare the folder Yes No No

Additional Resources

Tags: 
Last Updated: 
Monday, January 8, 2024