Viewer info on shared files

This article discusses a feature that is currently in beta and only available to certain users.

What does it mean for a Dropbox product to be in "alpha" or "beta"?

With viewer info, you can see if someone is currently viewing a file. If you’re a member of a Dropbox Business team on an Advanced, Enterprise, or Education plan, you can also see when someone last viewed a file.

Check if a member is viewing your file

When a member is viewing a shared file, their icon appears in color. If you hover over their icon, it says Currently viewing. After a member viewed the file, their icon is gray. 

If you grant a member Can view or Can edit permissions on a file, their icon appears in gray next to the Share button. If you share with a team member through a shared link, their icon doesn't appear until they view the file.

Check when a member last viewed your file

Members of Dropbox Business teams on Advanced, Enterprise, or Education plans can see when someone last viewed a file. To see when someone last viewed a file, hover over their avatar to see when they Viewed the file.

You can also see the full history of when people viewed files.

To see a full list of people who viewed the file:

  1. Sign in to dropbox.com.
  2. Locate the file you're interested in and click to open it.
  3. Click the viewer list (the icons of members with access to the file).
  4. There's a list of people who have access to the file via shared file or folder in the dialogue box.
Viewer information
See when a member last viewed a file

Using viewer info

Viewer info should be enabled by default for your account. If it isn't, enable viewer info.

Once viewer info is enabled, viewer info is automatically enabled for all files you own. If you don't want to see viewer info on a specific file or folder, you can disable it:

Shared files

  1. Sign in to dropbox.com.
  2. Locate the file you're interested in.
  3. Click Share.
  4. Click File settings.
  5. Next to Show who accessed this file?, choose Don’t show.
  6. Click Save settings.

Shared folders

  1. Sign in to dropbox.com.
  2. Locate the folder you're interested in.
  3. Click Share.
  4. Click Folder settings.
  5. Next to Show who accessed this folder?, choose Don’t show.
  6. Click Save settings.

Note: Only the owner of a shared folder can disable viewer info for the entire folder. Anyone who Can edit a folder can disable viewer info on shared files inside a shared folder.

If you’re viewing a file, you can’t hide your viewer info from the owner of a file. People who view your content can’t disable viewer info on your shared file or folder.

For example: A team has viewer info turned off. A team member is invited to a shared folder that has viewer info turned on. The team member shows in viewer info of that shared folder.

Privacy

Team members and people with Can edit or Can view permission

You can see viewer info about members of your team or people with Can edit or Can view permission. Team members and people with Can edit permissions on a file can see the names and email addresses of team members, people with Can edit, and people with Can view permissions.

People with Can view permissions can’t see viewer info.

People who access a file through a shared link

When someone accesses to a shared link who isn’t a team member or wasn’t specifically invited to the file, they appear as a Guest viewing the file. You can't see the name or email address of a Guest on a file.

Guests can’t see viewer info.

Click a question to learn more:

How do I enable viewer info?

Viewer info may be enabled by default for your account. If viewer info isn’t displayed on content you own, you can enable it for all files you own:

Dropbox Business admins

  1. Sign in to dropbox.com using your admin account.
  2. Click Admin Console.
  3. Click Settings.
  4. Click Viewer info.
  5. Change the dropdown to On by default.
  6. Save changes.

Note: If you’re a Dropbox Business team member and your admin disabled viewer info, contact your admin to enable this feature.

Plus and Basic users

  1. Sign in to dropbox.com.
  2. Click your avatar.
  3. Click Settings.
  4. Toggle Viewer info on all files I own to On.

If viewer info is disabled for your account, you can enable viewer info for individual files or folders:

Shared files

  1. Sign in to dropbox.com.
  2. Locate the file you're interested in.
  3. Click Share.
  4. Click File settings.
  5. Next to Show who accessed this file?, choose Show.
  6. Click Save settings.

Shared folders

  1. Sign in to dropbox.com.
  2. Locate the folder you're interested in.
  3. Click Share.
  4. Click Folder settings.
  5. Next to Show who accessed this folder?, choose Show.
  6. Click Save settings.

How do I disable viewer info for my whole account?

If you don’t want viewer info to be displayed for anyone, including yourself, on your content, you can disable it:

Dropbox Business admins

  1. Sign in to dropbox.com.
  2. Click Admin Console.
  3. Click Settings.
  4. Click Viewer info.
  5. Change the dropdown to Off by default or Off completely. If you choose Off by default, team members can turn viewer info on for files or folders they own.
  6. Save changes.

Dropbox Business team members

If you’re a Dropbox Business team member, your admin chooses the default for your team.

If viewer info is On by default or Off by default, you can change the viewer info setting for specific files and folders that you own.

If viewer info is Off completely, you can't turn viewer info on for any files or folders you own.

Plus and Basic users

  1. Sign in to dropbox.com.
  2. Click your avatar.
  3. Click Settings.
  4. Toggle Viewer info on all files I own to Off.

Note: If you choose Off, you can turn viewer info on for specific files or folder you own.

Which platforms are supported for viewer info?

You can see when a member is currently viewing a shared file on dropbox.com or in the Dropbox mobile app. If a member uses the Dropbox badge with a Microsoft Office file, you can see when they are currently viewing the file. 

Members of Dropbox Business teams on Advanced, Enterprise, or Education plans can see when a member viewed a file on dropbox.com, the Dropbox mobile apps, and when they use the desktop app.

For people using Windows, you can see when people viewed files in most applications.

For people using Mac OS OS 10.9+, you can see when they viewed files using:

  • Adobe Acrobat Pro
  • Adobe Photoshop CC 2015 & 2016
  • Microsoft PowerPoint 2011 & 2016
  • Microsoft Word 2011 & 2016
  • iWork Keynote, Numbers, Pages
  • Preview
  • TextEdit

How did someone get access to a file?

Shared folder members who Can edit the folder can invite people to the folder. Click Share to see what permissions (Can edit or Can view) someone has. 

If you’re the owner of a shared folder, you can restrict who can invite people to the folder.

If you see a Guest, they can only access the file via the link. A Guest may also be a someone who has access to a file, but is accessing a shared link when they’re not signed in.

Why don’t I see a person I gave access to?

If more than four people viewed a file, you see an icon with a number on it. This icon shows how many people viewed the file. Click this icon to see everyone with access to the file.

If you don’t see the person you’re looking for, they might not have viewed the content, or viewed the content when they weren’t signed in. If they’re not signed in, they’re shown as a Guest when they view the content. 

If you’re a member of a Dropbox Business team on an Advanced, Enterprise, or Education plan, you can check the full history of when people viewed files.

Dropbox Business admins: Can I access viewer info?

Yes, admins of Dropbox Business teams can see viewer info in the activity logs.

Learn more

Viewer info settings 

If viewer info is disabled for a shared folder, viewer info is also disabled on all content in that folder. If viewer info is disabled for the folder, only the owner can enable viewer info on individual files in that shared folder. 

If viewer info is enabled for a shared folder, viewer info is only enabled for files that don’t have viewer info specifically disabled. Members who Can edit the folder can disable viewer info for files in the shared folder.

Moving content

When you move a file into a shared folder, the file adopts the same viewer info setting as the shared folder. If you move a file into a shared folder you don’t own, the owner may have different settings for viewer info.

Note: If you changed the viewer info setting on your file before moving it, it keeps the setting you chose.

Joining a team

If you join a Dropbox Business team, the team setting for viewer info applies to your account.

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