Advanced features
By the end of this course, admins will be able to configure and manage advanced Dropbox Sign features, including setting up and overseeing multi-team structures, enabling team-wide cloud sync for document backup, and managing document deletion protocols. They’ll also gain the skills to enhance signer security using authentication methods, collect supplemental documents through request attachments, and enable signer reassignment to ensure signature requests reach the correct recipients—all while maintaining control and visibility across their organization’s account.
7 min de lectura
Team
Within the Teams tab, you can set up multiple teams under a single Dropbox Sign account, perfect for keeping departments or project groups organized. Each team can have its own admin and team manager, but that’s totally optional. You can also create sub-teams made up of just members, with no assigned admin if that suits your setup. Admins and managers help guide what their team members can do, while keeping things secure, since team members can’t view documents or info from other teams, even if they’re part of the same organization. Simple, flexible, and built to grow with your team.
An account can have up to three levels of teams. The admin(s) for the top-tier team—or organization-level team—will be able to manage settings within the Admin console for the entire subscription and have visibility into all templates and documents within the subscription. For a breakdown of roles, check out our help center article.
To create a new team, go to the Teams tab from the main menu and click Add team in the top right corner. In the pop-up window, give your team a name and choose where it should live—you can add it under the parent team, or nest it within a sub-team if you’re building a more detailed structure. Once you’ve made your selections, click Add Team and you’re all set. It’s a simple way to keep your organization structured in a way that works for you. Learn how to create your ideal team in our Dropbox Sign team structure help guide.
To manage individual teams, click the icon with three vertical dots that’s located to the right of the team name. A dropdown menu will appear. You’ll be able to rename the team, invite new users, view users on the team, and delete the team.
To add users to a team, click Users in the Admin console. Find the user you want to add, then click on the three-dot icon to the right of their name and click Edit. In the pop-up window that appears, select the team you want to add them to.
Only org admins and managers have the ability to add users to a team or invite new users.
Team cloud syncing
Team cloud syncing allows you to set up team-wide backup of all requests within the subscription. You can select from the cloud storage options of Dropbox, Google Drive, OneDrive, and Box. All requests sent from any user on your account will automatically be synced back to your cloud storage of choice. The requests will be organized into folders based on team and then into folders by request status. If you’re not using Multi-teams, the requests will be broken down into folders only by request status.
To set up, click Configure, then select the cloud storage option you want to use. Click Link my account, then follow the prompts.
Important to remember: You can link only one admin account to your storage option. If you want to set up more than one sync, you can select another storage option. For example, you can set up the link with Dropbox and with Google Drive, but you won’t be able to set up two people in one Dropbox account.
Deleting Documents
Bulk delete documents (Premium plans only)
If you're on a Premium plan, you have the option to bulk delete completed documents across your entire Dropbox Sign account. To get started, click Configure, then choose either One-time delete or Ongoing delete.
To run a one-time bulk delete, select Delete documents. A pop-up will appear asking you to confirm two important things:
You agree to permanently delete all documents completed to date.
You understand the documents will no longer be recoverable after 72 hours.
Once you've checked both boxes, click Delete documents to confirm. It’s a powerful tool, so make sure you only use it when you're absolutely ready to clean house.
Ongoing delete
Ongoing delete allows you to set up an automatic delete of any completed documents 72 hours after the signature request is completed. To set up, click Activate in the pop-up window for Ongoing delete. Agree to the follow two statements:
I agree to allow Dropbox Sign to automatically delete all completed documents starting on MM/DD/YYYY.
I understand that documents will not be recoverable from Dropbox Sign 72 hours after they are deleted.
After you’ve checked the boxes next to those two statements, click Delete documents.
We strongly recommend you enable team cloud syncing if you choose either of these options, so you’ll have a backup copy of your documents.
Signer authentication
Signer authentication allows you to add additional security to signature requests by requiring signers to enter a code before opening the document. You have two choices: access code or text message. Admins on the account must enable signer authentication within Admin console.
Access codes are created by you, the sender. They’re case sensitive and have 4–12 alphanumeric characters. Share this code with signers directly; Dropbox Sign will not share this code. Some suggestions:
Email
Test Message
Phone call
Shared information, such as a postal code.
Include a prompt in the message sent with the signature request. For example: “Your personalized access code is your postal code. Please enter it in the Code field.”
The text message option requires that you have the signer’s cell phone number. In the dropdown menu, switch to the text message option, then enter the signer’s cell number in the signature request. When the signer receives the request, they‘ll be prompted to have an autogenerated code sent to their phone. After they receive the code via text message, your signer will enter in that code where prompted then be able to open the signature request.
Request attachments
Request attachments allows the sender to ask signers to upload additional files when completing the signature request. This feature can be reached by clicking the three-dot icon to the right of the signer’s information.
Select Request attachments in the menu and enter the name of the file you want, such as photo ID or verification of employment. You can add a message to signers that provides some context.
You can request up to five attachments per signer per signature request, and make uploading of attachments a required action for the signer.
Signer reassignment
Signer reassignment allows signers of a Premium account to reassign the signature request they received to a different person. If a request is sent to the wrong person, this feature helps get the signature request into the correct inbox quicker.
When a signer reassigns a request, all of the fields that were assigned to them automatically updates the signer so you don’t have to resend the request. You can enable this feature by using the toggle at the bottom of the page, under Signer settings.
If a signer does reassign a signature request, the sender will receive an email notification of the change.