Dropbox for Salesforce: Advanced admin settings

This article contains several sections. Click one of the links below to be taken directly to that section of this article.

Sections in this article:

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.

Set up security now:

  1. Sign in to the Salesforce website.
  2. From the dropdown menu, click Dropbox.
  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.

Create subfolders

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.

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 to do so. 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. From the drop-down options, click Dropbox.
  3. Click the Dropbox Options tab.
  4. Scroll down to Standard Object Settings, and click Edit.
  5. Click Rename next to the objects you would like to enable auto-renaming for.
  6. 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.

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. From the drop-down options, click Dropbox.
  3. Click the Dropbox Options tab.
  4. Scroll down to the Dropbox Business section, and click Restrict login to Business accounts.
  5. Click Edit.
  6. Under Dropbox Business Access, check Team Members Only.
  7. Click Save.

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, 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

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.

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. Reset Dropbox for Salesforce.
  3. Sign in to the Dropbox website.
  4. Delete the Salesforce Documents folder
  5. Return to the Salesforce website, and click Setup.
  6. Under the Build section, click Installed Packages.
  7. 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).
  8. Follow the onscreen instructions, and then click Uninstall.

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. Click Contacts.
  5. Under Contacts, click Page Layouts.
  6. Next to Contact Layout, click Edit.
  7. Scroll down to Mobile Cards (Salesforce1 only).
  8. From the settings box at the top of your screen, click Visualforce Pages.
  9. Drag-and-drop Dropbox for Salesforce – Mobile into the Mobile Cards (Salesforce1 only) section.
  10. 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 App Setup, click Develop.
  4. Click Pages.
  5. Click New.

Next, create the Visualforce page:

  1. Give your page a Label and a Name.
  2. Check the Available for Salesforce mobile apps box.
  3. Copy and paste the code below, replacing the insert API name text with your object API name such as.
  4. "<apex:page standardController=“insert API name” docType =“html-5.0” showHeader=“false” sidebar=“false” applyHtmlTag=“false” applyBodyTag="false">
    <Dropbox_for_SF:DropboxMobile / >"
    
  5. Click Save
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