Dropbox for Salesforce: Admin setup and advanced settings

Dropbox for Salesforce allows teams to access and share their Dropbox files within Salesforce. This integration is available to Dropbox customers who also use Salesforce.

Keep scrolling for admin setup instructions or skip ahead to more advanced settings

Salesforce Lightning

Salesforce Lightning users sometimes have different instructions than non-Lightning users. Lightning instructions will be called out explicitly in this article.

Set up Dropbox for Salesforce

These steps must be completed in order. Click each step to see full instructions.

1. Install Dropbox for Salesforce.

  1. Sign in to the Salesforce AppExchange.
  2. Go to the Dropbox for Salesforce listing.
  3. On Dropbox for Salesforce, click Get It Now.
  4. Choose where you’d like to install Dropbox for Salesforce.
    • Installing in your production environment gives access to all your end users
    • Installing in a sandbox creates a copy of production, which you can use to test new apps
  5. Check the box to agree to the terms and conditions, and then click Confirm and Install.
  6. Click Continue.
  7. On the page “Step 1. Approve Package API Access," click Next.
  8. On the page “Step 2. Choose security level," select a security level, and click Next.
  9. On the page “Step 3. Install Package," click Install.

2. Add Dropbox to Salesforce standard objects.

Before you can connect Salesforce with Dropbox, you'll need to add Dropbox for Salesforce as a standard object.

Note: If you’re working with a custom object instead of a standard object, you'll need to create a Visualforce page first. You'll then be able to complete the steps below.

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Under the Build section in the left column, click Customize.
  4. Choose the object you wish to edit under the Customize section and click Page Layouts.
  5. Next to the layout you wish to work with, click Edit.
  6. From the top settings box, drag-and-drop a Section onto the page.
  7. Fill in the Section Name and set the layout as one column.
  8. Click OK.
  9. Go to the Visualforce Pages item and drag-and-drop either Dropbox for Account or All of Dropbox for Accounts into the Dropbox section.
    • Dropbox for Account provides access only to the records associated with the specific Salesforce object
    • All of Dropbox for Accounts provides access to a user's entire Dropbox folder
    • Learn the difference between the two
  10. Click Save.
  11. When the Visualforce Pages are added, click the wrench icon.
  12. On the option page, set the Visualforce page properties to 100% width and 400 pixels height and check the box for Show scrollbars.
Dropbox for Salesforce Visualforce page properties
Dropbox for Salesforce Visualforce page properties

Using Salesforce Lightning? Follow these instructions instead.

  1. Sign in to the Salesforce website.
  2. Open the gear icon and click Setup.
  3. Under the Platform Tools section, click Objects and Fields.
  4. Click Object Manager.
  5. Choose the object you wish to edit.
  6. Click Page Layouts.
  7. Choose the layout you want to edit.
  8. From the top settings box, drag-and-drop a Section onto the page.
  9. Fill in the Section Name and set the layout as one column.
  10. Click OK.
  11. Go to the Visualforce Pages item and drag-and-drop either Dropbox for Object or All of Dropbox for Objects into the Dropbox section.
    • Dropbox for Object provides access only to the records associated with the specific Salesforce object
    • All of Dropbox for Objects provides access to a user's entire Dropbox folder
    • Learn the difference between the two
  12. Click Save.
  13. When the Visualforce Pages are added, click the wrench icon.
  14. On the option page, set the Visualforce page properties to 100% width and 400 pixels height and check the box for Show scrollbars.

3. Connect Salesforce to Dropbox.

  1. If you haven't already, add Dropbox for Salesforce to standard objects.
  2. Once you've added Dropbox for Salesforce to standard objects, sign in to the Salesforce website.
  3. Select the Dropbox Options tab in Salesforce.
  4. Click Connect to Dropbox.
  5. You should be redirected to dropbox.com; click Continue.
  6. If you're using Dropbox Business, you can choose to connect the rest of your team. This works by matching the email address in the Salesforce user table with the user email address in Dropbox.
    • If you decided not to link your team, members will be prompted to connect their Dropbox account when visiting a page in Salesforce. This prompt will only appear once.

Note: Once connected, the Dropbox Connection Settings will show the username and team name (Dropbox Business only).

4. Share the Salesforce Documents folder.

To share the Salesforce Documents folder with your team, you’ll first need to generate this folder in your Dropbox account.

  1. Go to a record that has Dropbox for Salesforce enabled.
  2. Drag a file from your computer into the Dropbox for Salesforce widget.
  3. This file will upload to Dropbox, and the Salesforce Documents folder will be created in your Dropbox account.

After creating the Salesforce Documents folder, you can share it with the rest of your team:

  1. Sign in to dropbox.com with the same account you used to set up Dropbox for Salesforce.
    • If you’re unsure which account is connected, click Dropbox Options. At the top of the page, under Dropbox Connection Settings, you can see who you are Connected As.
  2. Click Share.
  3. Enter the email addresses of the colleagues you wish to share the folder with, and then click Share.

The users must accept your invitation before Dropbox for Salesforce will work.

5. Grant access to Salesforce users.

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Go to the Administer section, and click Manage Users.
  4. Click Profiles.
  5. Click the name of the profile you want to edit.
  6. Scroll down to Enabled Visualforce Page Access, and click Edit.
  7. Select all the pages that start with "Dropbox_for_SF".
  8. Click the Add arrow.
  9. Click Save.
  10. In the profile page you’ve been working in, scroll down to the Enabled Apex Class Access section, and click Edit.
  11. Select all the classes that start with wbdbox.
  12. Click the Add arrow.
  13. Click Save.
Using Salesforce Lightning? Follow these instructions instead.
  1. Sign in to the Salesforce website.
  2. Open the gear icon, and click Setup.
  3. Under the Administration section, click Users.
  4. Click Profiles.
  5. Click the name of the profile you want to edit.
  6. Scroll down to Enabled Visualforce Page Access, and click Edit.
  7. Select all the pages that start with "Dropbox_for_SF".
  8. Click the Add arrow.
  9. Click Save.
  10. In the profile page you’ve been working in, scroll down to the Enabled Apex Class Access section, and click Edit.
  11. Select all the classes that start with Dropbox_for_SF.
  12. Click the Add arrow.
  13. Click Save.

Advanced settings

The following steps are optional. Click one of the links below to be taken directly to that section.

Use custom objects

In order to work with custom objects, you’ll first need to create a custom Visualforce page:

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Under Build, click Develop.
  4. Click Visualforce Pages.
  5. In the list of pages, click New.
  6. Add a Label and Name for your Visualforce page.
  7. Replace the Visualforce markup with the code following these instructions. The value for standardController will need to be replaced with the custom object API name.
  8. Click Save.

Finally you'll need to add this Visualforce page to the custom object layout following the same steps as adding Dropbox for Salesforce to a standard object.

<apex:page standardController="INSERT—API—NAME—HERE" docType="html-5.0" showHeader="false" sidebar="false" applyHtmlTag="false" applyBodyTag="false">
<Dropbox_for_SF:Dropbox />
</apex:page>
Using Salesforce Lightning? Follow these instructions instead.
  1.  Sign in to the Salesforce website.
  2. Open the gear icon, and click Setup.
  3. Under the Platform Tools section, click Custom Code.
  4. Click Visualforce Pages.
  5. In the list of pages, click New.
  6. Add a Label and Name for your Visualforce page.
  7. Replace the Visualforce markup with the code preceding these instructions. The value for standardController will need to be replaced with the custom object API name.
  8. Click Save.

Finally you'll need to add this Visualforce page to the custom object layout following the same steps as adding Dropbox for Salesforce to a standard object.

Back to menu


Enable Dropbox for Salesforce on Salesforce1 Mobile

To use Dropbox for Salesforce on Salesforce1 mobile, you'll first need to add a mobile card to the page layout.

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Under Build, click Customize.
  4. Choose the object you wish to edit under the Customize section, and click Page Layouts.
  5. Next to the layout you wish to work with, click Edit.
  6. Scroll down to Mobile Cards (Salesforce1 only) section.
  7. From the settings box at the top of your screen, click Visualforce Pages.
  8. Drag-and-drop Mobile Dropbox for Object into the Mobile Cards (Salesforce1 only) section.
  9. Click Save.

Next, you can make custom objects available for Salesforce1 Mobile. To make custom objects compatible with Salesforce1 mobile, you'll first need to enable this feature when setting up the Visualforce page. Follow these steps to make your custom objects viewable:

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Under Build, click Develop.
  4. Click Visualforce Pages.
  5. In the list of pages, click New.
  6. Add a Label and Name for your Visualforce page.
  7. Give your page a Label and a Name.
  8. Check the Available for Salesforce mobile apps and Lightning Pages box.
  9. Copy and paste the code below, replacing the insert API name text with your object API name
  10. Click Save.
"<apex:page standardController=“INSERT—API—NAME—HERE” docType =“html-5.0” showHeader=“false” sidebar=“false” applyHtmlTag=“false” applyBodyTag="false">
<Dropbox_for_SF:DropboxMobile / >"
</apex:page>
Using Salesforce Lightning? Follow these instructions instead.

To use Dropbox for Salesforce on Salesforce1 mobile, you'll first need to add a mobile card to the page layout.

  1. Sign in to the Salesforce website.
  2. Open the gear icon, and click Setup.
  3. Under the Platform Tools section, click Objects and Fields.
  4. Click Object Manager.
  5. Choose the object you wish to edit.
  6. Click Page Layouts.
  7. Choose the layout you want to edit.
  8. Scroll down to Mobile Cards (Salesforce1 only) section.
  9. From the settings box at the top of your screen, click Visualforce Pages.
  10. Drag-and-drop Mobile Dropbox for Object into the Mobile Cards (Salesforce1 only) section.
  11. Click Save.

Next, you can make custom objects available for Salesforce1 Mobile. To make custom objects compatible with Salesforce1 mobile, you'll first need to enable this feature when setting up the Visualforce page. Follow these steps to make your custom objects viewable:

  1. Sign in to the Salesforce website.
  2. Open the gear icon, and click Setup.
  3. Under the Platform Tools section, click Custom Code.
  4. Click Visualforce Pages.
  5. Click New.
  6. Give your page a Label and a Name.
  7. Check the Available for Salesforce mobile apps and Lightning Pages box.
  8. Copy and paste the code preceding these instructions, replacing the insert API name text with your object API name
  9. Click Save.

Back to menu


Find the Salesforce Object API name

Every object in Salesforce has an API name. If you’re working with custom objects, you can find the API name by following these instructions.

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Under the build section in the left column, click Create.
  4. Click Objects from the drop-down options.
  5. Click the object's name.
  6. Clicking the object's label—you'll see the API name.

Back to menu


Create object record templates

Dropbox for Salesforce can build a folder structure for you using template folders. These folders link your Salesforce records to folders in your Dropbox.

The folders Dropbox for Salesforce creates are empty by default. If you'd like them to contain subfolder structures of their own, the template folder feature can do that for you.

  1. Sign in to the Salesforce website.
  2. Check which email address is connected to Dropbox for Salesforce.
    • Click the Dropbox Options tab in your Salesforce account, where you can see the email address
  3. From dropbox.com, open the Salesforce Documents folder.
  4. Click the name of the object folder you wish to work with.
  5. Create a new folder, and name it template.
  6. Create the structure you want by adding files and folders into the template folder.
  7. In Salesforce, click the Dropbox Options tab.
  8. Scroll down to Standard Object Settings, and click Edit.
  9. Check the Enable Templates box next to the object you want to work with.
  10. Click save.

Notes:

  • Template folders are not retroactive. Any folder structures you've created prior to the new template folder structure you set up will not be affected.
  • To trigger the generation of the template in a record, add a file into that record's Dropbox folder in the Salesforce Documents folder in your Dropbox.

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Enable automatic renaming

By default, renaming a Salesforce record will not change the folder in your Dropbox. However, you can enable automatic renaming if you choose. Automatic renaming ensures that renaming a folder in Dropbox for Salesforce will also rename the folder in Dropbox.

  1. Sign in to the Salesforce website.
  2. Click the Dropbox Options tab.
  3. Scroll down to Standard Object Settings, and click Edit.
  4. Click Rename next to the objects you would like to enable auto-renaming for.
  5. Click Save.

Notes:

  • If you're in a shared folder with automatic renaming enabled, Dropbox for Salesforce will update record names for everyone in the shared folder

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Set up security

Salesforce admins can set up Dropbox for Salesforce to follow their existing Salesforce security model.

By default, Dropbox for Salesforce does not follow the Salesforce security model. This means that when you share the Salesforce Documents folder, you're sharing the entire contents of the folder. However, Dropbox for Salesforce will adapt to the sharing permission chosen:

  • If Read only is chosen, the user can only view files
  • If Read / Write is selected, the user can add, view, delete, and restore files

Follow these instructions to set up security.

  1. Sign in to the Salesforce website.
  2. Click the Dropbox Options tab.
  3. Scroll down to Standard Object Settings, and click Edit.
  4. Check the Follow Salesforce Sharing box next to the objects you would like to enable.
  5. Click Save.
    • Once you have this enabled, a Private Salesforce Documents folder is created, which can only be seen by the record owner

Notes:

  • New security settings are not retroactive—folders created prior to changes in your security settings will not follow your new security rules

If you choose not to enable "Follow Salesforce Sharing" (default):

  • New files will be added to the "Salesforce Documents" folder in the account used to setup Dropbox for Salesforce. (If you are unsure which account is connected to Salesforce, navigate to the Dropbox Options tab. At the top of the screen under Dropbox Connection Settings you will see which account was connected first.)
    • The "Salesforce Documents" folder will need to be shared with the team
    • This will make all Salesforce contents available to Dropbox for Salesforce users

If you choose to enable "Follow Salesforce Sharing":

  • New files will be added to a "Private Salesforce Documents" folder in the Dropbox account that owns the object record in Salesforce
    • Only Salesforce users who have access to the Private Salesforce object will see the Dropbox content through the Dropbox for Salesforce integration

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Limit access to only your team

Salesforce admins can manage how a Salesforce user connects Dropbox to Salesforce by specifying a Dropbox Business team name.

  1. Sign in to the Salesforce website.
  2. Click the Dropbox Options tab.
  3. Scroll down to the Dropbox Business section, and click Restrict login to Business accounts.
  4. Click Edit.
  5. Under Dropbox Business Access, check Team Members Only.
  6. Click Save.

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Make your own folder name structure

Dropbox for Salesforce can create a folder structure that mirrors your Salesforce setup in Dropbox. However, admins can change the default structure or the naming conventions of the folders created on an object-by-object basis.

The standard naming convention for contact objects is First Name, Last Name. However, you can change this to Last Name, First Name instead. If you make this change, the naming settings will then follow your naming preference upon creation.

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Under the Build section in the left column, click Customize.
  4. Select Contacts.
  5. Click Fields.
  6. Scroll down to the Contact Custom Fields & Relationships list, and click New.
  7. Under Data Type, select Formula.
  8. Click Next.
  9. Type "custom Dropbox Path" in the Field Label box.
  10. Enter 'Custom_Dropbox_Path' in the Field Name box.
  11. Select Text under Formula Return Type, and click Next.
  12. Enter your formula, and click Next.
  13. Select the Visible box next to the profiles you'd like to grant editing access.
  14. Click Next.
  15. Click Save.

Notes:

  • These changes are not retroactive—they only apply to newly created folders
  • You can use this process on all standard and custom objects, and you can add other fields, text, numbers, or dates to further customize your folder paths
Using Salesforce Lightning? Follow these instructions instead.
  1. Sign in to the Salesforce website.
  2. Open the gear icon, and click Setup.
  3. Under the Platform Tools section, click Objects and Fields.
  4. Click Object Manager.
  5. Choose the object you wish to edit.
  6. Click Fields & Relationships.
  7. Click New.
  8. Under Data Type, select Formula.
  9. Click Next.
  10. Type “custom Dropbox Path" in the Field Label box.
  11. Enter 'Custom_Dropbox_Path' in the Field Name box.
  12. Select Text under Formula Return Type, and click Next.
  13. Enter your formula, and click Next.
  14. Select the Visible box next to the profiles you'd like to grant editing access.
  15. Click Next.
  16. Click Save.

Back to menu


Add Dropbox to Publisher Layouts

You can make the Dropbox interface accessible on Chatter. To do so, simply add Dropbox as a Quick Action in Global Publisher.

  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. Click Create.
  4. Click Global Actions.
  5. Click Publisher Layouts.
  6. In the Action column, click Edit next to the Global Layout entry.
  7. Drag-and-drop Dropbox from the Quick Actions section to the Global Publisher section.
Using Salesforce Lightning? Follow these instructions instead.
  1. Sign in to the Salesforce website.
  2. Open the gear icon, and click Setup.
  3. Under the Platform Tools section, click User Interface.
  4. Click Global Actions.
  5. Click Publisher Layouts.
  6. Choose the object you wish to edit.
  7. Click Fields & Relationships.
  8. In the Action column, click Edit next to the Global Layout entry.
  9. Drag-and-drop Dropbox from the Quick Actions section to the Global Publisher section.

Back to menu


Uninstall Dropbox for Salesforce

You can uninstall Dropbox for Salesforce at any time. If you have linked Dropbox for Salesforce to page layouts or have created custom Visualforce pages or triggers, those will need to be removed prior to uninstalling.

  1. Sign in to the Salesforce website.
  2. Select the Dropbox Options tab in Salesforce.
  3. Reset Dropbox for Salesforce.
  4. Sign in to the Dropbox website.
  5. Delete the Salesforce Documents folder.
  6. Return to the Salesforce website, and click Setup.
  7. Under the Build section, click Installed Packages.
  8. Find Dropbox for Salesforce, and click Uninstall.
    • Choose whether you'd like to temporarily save a copy of the Dropbox for Salesforce application's data (48 hours)
  9. Follow the onscreen instructions, and then click Uninstall.
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