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Dropbox for Salesforce: Advanced admin settings

After setting up Dropbox for Salesforce with the standard configuration, you may want to customize your Dropbox for Salesforce integration as outlined in this article.

Sections in this article:

Use standard objects beyond defaults

Standard objects beyond default configuration

To use objects outside of those included in the default configuration (Account, Contact, Case, Opportunity, Lead), follow these instructions:

  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.
If you are not using Salesforce Lightning, follow these instructions instead:
  1. Sign in to the Salesforce website.
  2. Click Setup.
  3. In upper left search bar, search for “ObjectManager”.
  4. Choose the object you wish to edit and click Page Layouts on left side.
  5. Next to the layout you wish to work with, click the menu arrow and select 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.

Back to menu

Use custom objects

For custom objects, you’ll first need to create a custom Visualforce page:

  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 for standard objects.

If you’re not using Salesforce Lightning, follow these instructions instead:

  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 for standard objects. Choose the code below to create your desired view.

Dropbox for 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>
All of Dropbox for Object 
<apex:page standardController="INSERT—API—NAME—HERE" docType="html-5.0" showHeader="false" sidebar="false" applyHtmlTag="false" applyBodyTag="false">
  <Dropbox_for_SF:Dropbox AllDropbox="true" />
</apex:page>

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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. 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.

If you’re not using Salesforce Lightning, follow these instructions instead:

  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>

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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.

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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, which 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
  • Automatic renaming can only be be configured for standard objects

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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.

Back to menu

Grant access to Salesforce users

  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.

If you’re not using Salesforce Lightning, follow these instructions instead:

  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 Accesssection, and click Edit.
  11. Select all the classes that start with wbdbox.
  12. Click the Add arrow.
  13. Click Save.

Back to menu

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. 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.

If you’re not using Salesforce Lightning, follow these instructions instead:

  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

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. 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.

If you’re not using Salesforce Lightning, follow these instructions instead:

  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.

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