Domain insights and account capture

This article discusses a feature that is only available to Dropbox Business teams on an Enterprise plan.

Learn more about the new Dropbox Business plans.

Domain insights and account capture are two new features available exclusively to Dropbox Business teams on an Enterprise plan. Together, they can help admins:

  • Gain greater insights into organic Dropbox usage on a company domain
  • Prevent unauthorized Dropbox usage from taking place on a company domain
  • Easily migrate an entire company onto a single Enterprise team
  • Get greater security with company data, and better ownership of company files and assets

These two features are meant to complement a third feature, one that's open to Dropbox Business teams on both Advanced and Enterprise plans: domain verification.

Once an Enterprise team admin has verified domain ownership, they can use domain insights to see an aggregated view of how many individual users have created personal Dropbox accounts using a work email address on that domain. Admins can then use account capture to force these users to migrate that personal account to the Enterprise team, or to change the email address of the corporate email domain. Finally, admins can use domain insights to track this unauthorized usage of the company domain over time.

See below for instructions to get started.

See domain insights and account capture in action on the Dropbox blog.

Step one: Establish domain ownership

  1. Sign in to dropbox.com with your admin account.
  2. Open the Admin Console.
  3. Click Settings.
  4. Under Members, click Domains.
  5. Click Add domain.
  6. Enter the company domain you'd like to verify ownership of.
  7. Select one of the three verification methods.
  8. Follow the instructions on screen—once you've completed the verification, you'll receive an email notifying you that your domain ownership was successful.

What if I have more than one domain to verify, or I want to verify a subdomain?

Team admins can choose to verify a primary domain, which is the top-level domain of their website (for example, “dropbox.com”.) Team admins can also verify subdomains, which are secondary domains of their website (for example, “sales.dropbox.com” and “dropbox.com/sales”).

When a team admin verifies a primary domain, they will see a checkbox next to Include all subdomains. Leave this checked to verify all the subdomains of the primary domain. Verifying a subdomain won’t show this option.

Which verification method is right for me?

There are three different ways you can verify your domain:

  • Add a meta tag
  • Upload an HTML file
  • Create a TXT record

For either of the first two options (adding a meta tag or uploading an HTML file), you'll likely need access to modify the code on your website. This is a secure and relatively fast option, since Dropbox will be able to see the changes as soon as they are live on your website.

If you don't have access to modify your website directly, or you don't have a website hosted at the domain you'd like to verify, you can create a TXT record on your domain host's website.

Most domain hosting services should have this functionality, however the specific steps on each service will vary. If you are unable to locate the steps for modifying your DNS configuration, please contact your domain host's support team or documentation for help. Dropbox cannot provide domain host support.

  • Note: Once you've made the changes on your domain host, it may take as long as a day for your changes to propagate across your website's domain servers. Dropbox will continue checking until the process is complete, and email you once the changes are live.

Step two: Use domain insights to track Dropbox usage on your domain

  1. Sign in to dropbox.com with your admin account.
  2. Open the Admin Console.
  3. Click Settings.
  4. Under Members, click Domains.

Each of your owned domains will show the amount of personal Dropbox account activity under the Personal accounts column.

Step three: Enable account capture

  1. Sign in to dropbox.com with your admin account.
  2. Open the Admin Console.
  3. Click Settings.
  4. Under Members, click Domains.
  5. Locate the verified domain on which you'd like to enforce Dropbox usage.
  6. Click Off from the Account Capture column.
  7. Select if you'd like all users or only invited users to join your team.
  8. Click Confirm.

What if I wasn't able to complete domain verification?

If you were unable to complete the domain verification process, you can do so later using the Fix verification option.

  • Note: Dropbox will not provide any user information or enable invite enforcement until you successfully verify domain ownership.

Can I use account capture for users on other Dropbox Business teams?

The account capture feature will only allow you to capture users who are not yet members of a Dropbox Business team. If you'd like to merge other, existing teams, contact us for help. You can find contact info in the Admin Console.

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