Create an organized team space

Set up folders to help everyone quickly find what they need. This guide provides best practices and a few examples, so you can create a single, organized place for your team’s files.

Figure out how your team works

Before you start creating folders, take some time to understand your team’s workflows. Creating a scalable structure and naming convention for your team will mean less maintenance work down the road. Consider:

  • Do your users generally work on their own or in teams?
  • Is each file worked on by one individual, or do multiple people contribute edits to each?
  • Do you expect files to be shared outside your Dropbox Business team frequently?
  • If Dropbox is replacing an existing system, do you want to copy that folder structure?
  • How do different departments prefer to group their files?

Set up groups to simplify sharing

Groups let you share folders with a pre-selected list of people, instantly. Set up a group for any department whose members regularly share files with each other. Groups allow you to quickly share folders with a department, rather than inviting members to join one at a time. And as new people join, adding them to groups automatically gives them access to their department’s shared folders.

Creating new folder in the team space shared with Business Development group

Organize with standardized folder names

Once you establish your structure and groups, communicate with your team about how files and folders should be named. Establishing an effective naming convention will make it easier for everyone find what they need, especially as the number of files in your team space grows. Here are a few tips:

  • Monthly folders should be named in the YYYY-MM format so they’ll appear in chronological order.
  • If you’re organizing by client, and your company uses client codes, prefixing each client’s folder name with their code will help people find what they need.
Click into Marketing subfolder, rename top folder to Design, drag two files in

Manage who sees what

Folders created in your team space are visible to everyone on the team, but that doesn’t mean everyone can access them. From the admin console, admins can add and delete individuals and groups from folders, and choose whether folders can be edited or viewed only.

Click Manage to see who has access to a folder, and add members with view or edit access

Use folders to control access

Blue folder with building icon

Team folder

This is automatically shared with your whole team, but you can control who has view or edit access, and share with people outside your team.

Blue folder with minus icon

Limited folder

This is created when you invite specific people or groups to a folder within the team space. Only the people or groups whom you designate can view or edit this content.

Purple folder with person icon

Team member folder

​​Every team member has a folder with content that’s private by default. They’re named after the user, and users can choose to share files and folders within.

Blue folder with two people icon

Shared folder

This lets users share content in their team member folder. When invited, users can add this to their member folder to keep it private, or to a team folder to keep others up to date.

Maintain your team space

After you've invited team members and they add content to the team space, here are tips to stay organized:

  • Move completed projects to archive folders. Then use Dropbox Smart Sync to mark these as “Online Only” and free up space on team members’ hard drives.
  • Admins can sign in as a team member to access permissions for any folders the user has shared.
  • Update group memberships when people move to different teams.
  • Revoke access to company data by suspending or deleting team members who have left the company. 
Highlight several files and select Smart Sync > online only, so they don't take up local hard drive space

See an example

Here’s a folder structure inspired by examples shared by Dropbox Business customers. Blue people icons are members of the team, while gray people icons are members external to the company.

Company-wide folder hierarchy with folders organized by department, clients, and projects, showing who has access to what