This article discusses a feature that's only available for certain Dropbox Business teams.
With the new Dropbox Business, your team shares a team space. Everyone on your team can access the team space, and everyone sees the same folder structure. In the team space, you have two different kinds of folders:
Team folder: Within a team folder, each file or folder can be shared with a different set of people. You can choose to allow others to view or edit the files in a team folder—or block access altogether.
Team member folder: The team member folder is your space, and you can choose to share the files and folders in your team member folder, or not.
Sections in this article:
Team member folder
Your team member folder is your space. You have the final say about how files and folders in this space are shared. Some of your files can be just yours, some can be shared with your whole team.
Your team member folder is named after you and can't be renamed: if your name is Janey Smith, your folder is called “Janey Smith.”
While your team member folder is your space, your team admins can access your team member folder through the admin console or by signing-in as your account.
Your team member folder is purple and is named after you.
Sharing in a team member folder
You can share files and folders in your team member folder with shared folders and shared links. You decide who can access this content.
If you're invited to a folder that isn't in the team space, you can Add this folder to your team member folder. When you receive a folder invite, the invite shows where you'll add the folder: either in your team member folder or a team folder. Adding the folder lets you access its contents in your Dropbox account.
Note: If you share a file or folder in your team member folder, only the file or folder that you select is shared. Nothing else in your team member folder is shared unless you choose to share it.
Joining a team with an existing Dropbox account
If you joined your Dropbox Business team with an existing Dropbox account, your team member folder contains all your existing files. If you had shared folder and shared links in your account, these files and folders are still shared in the same way. You can move any content that should be shared with your team into the team space.
The team space is shared with everyone on your team. The team space looks the same and has the same structure for all team members.
Example of the team space
Your name is Janey Smith, and you're in the design department of a company named Company. You just joined your Dropbox Business team.
In your Dropbox account, you see a team space called Company. When you click this, you see several folders:
Janey Smith: "Janey Smith" is your team member folder.
Design: In the "Design" folder, you see files and folders for design projects. You can access and view all the files in this folder.
Marketing: There’s a grey minus signs on the "Marketing" folder icon. If you try to open “Marketing,” you see an error message: No access to the folder "Marketing."
Sharing in the team space
The team space is accessible to the entire team, but that doesn’t mean that all team members have access to all content. You can have different permissions to folders:
Can edit: You can view, edit, and manage access to the contents of this folder
Can view: You can view the contents of this folder
No access: You can't view the contents of this folder
By default, anyone with edit permissions to a folder has edit permissions to all folders inside that folder. For example, if you can edit “Design,” you can edit any folders inside “Design,” unless access to a folder is limited.
Manage who can view or edit your files.
Change access to a folder in the team space
If you Can edit a folder, you can change who can access that folder.
Navigate to the folder you want to manage access to.
Hover over the folder and choose Share.
You can add users or groups you’d like to share with by entering their names or email addresses in the text box. After you add members and chose their access, click Share.
You can remove individual users or groups by clicking Remove next to their name.
From the Share window, you can see who can access the folder and what permissions they have. Next to a team member or group, you see Can edit or Can view.
For example, the design team can have a “Design” folder in the team space that only the design group can access. The Design team could then invite specific users to folders in their “Design” folder.
No access to a folder error
Folders that you don’t have access to have a grey minus sign over the folder. If you try to open one of these folders, you see an error: No access to the folder “Folder name.”
If you don't have access to a folder, this is the error message you'll see.
Moving files and folders into the team space
Team members and admins may move a shared folder into the team space as long as the following requirements are met:
1) The folder is owned by someone on the same team as the user who is moving it into the team space.
2) The user has edit access to the folder they are trying to move. To check this:
Click Manage to the right of the folder
See if the user has See edit to the right of their name or group
3) The Manage access setting is set to Folder members. To check this:
Click Manage to the right of the folder
Click Folder settings
See if Folder members is in the dropdown next to Manage access
You can’t move a folder if:
You’re trying to move the folder to a location outside of the team space
You don’t have edit access to the folder you’re trying to move the folder into
Copying folders in the team space
Copying a folder in the team space copies the contents of the folder, but doesn't copy the permissions to that folder. If you paste a folder into a part of the team space that you can edit, the folder has the same permissions as its new location.
For example: a small brand team can access the "New logo designs" folder. You copy the "New logo designs" folder and paste it into the "Marketing" folder that your entire team can access. Everyone on your team now can access the copy of "New logo designs" in the "Marketing" folder.
What do the icons on my folders mean?
The icons (or symbols) on the folders in your Dropbox account let you know what kind of folder you’re using.
A folder with a building icon has been shared with all or part of your Dropbox Business team. It is part of the team space. It may also be shared with people outside of your team.
A purple folder with a person icon means that this folder is your team member folder. Your team member folder is visible only to you. The contents of your team member folder may be shared.
A blue folder with no icon is used for folders inside your team member folder that are not shared.
Note: The way these folder icons look varies depending on where you're viewing them. These icons are from dropbox.com.
My folder icons don't match these icons
If you had access to the team space before April 9th, 2018, you may still have some older icons. If your folders don’t have the same icons described in this article, then they may not have updated yet.
You can update to the new icons by re-syncing your Dropbox folder. To re-sync your folder, un-sync your folders on the desktop app using selective sync, then sync them again.
Administrating the team space
Admins can choose if all members or only admins can edit the top-level of the team space. The top-level is the first set of folder that you see in the Files section of your account on dropbox.com.