How do I manage company data and content?
Dropbox business makes it easy to keep track of all your company’s data and content. It’s designed to grant access to admins, while providing companies with the security they need.
13 minute read
Dropbox business is a great way to share and collaborate for all your coworkers, but all that activity means a lot of movement for your content.
Looking for a great way to manage company-owned data? Want to organize content by department or function? Managed team spaces are the way to go!
What are team spaces?
With Dropbox business, your team shares a team space that functions like a shared drive for the whole team. Everyone on your team can access the team space, and everyone sees the same folder structure. This structure gives everyone the same context and helps the team stay organized without “shared folder overload.“
A little structure goes a long way
It’s easy to create a team folder and organize your team spaces. Want to know how? Read on to learn more about team spaces and team folders.
If your Dropbox is organized as a shared team space, everyone on your team can see the same folder structure in that space, but everyone on your team can customize access, too. If you can edit a folder in the shared workspace, that means you can add or remove users from it as well.
As an admin, you can organize the folder structure in the team space. To create a top-level folder in the team space, open the admin console, select Content, and choose Create team folder. From there, you can choose if you want everyone on your team to have access to this folder or only specific members. Certain types of admins can also manage membership of any shared content from the content manager too.
And if you create or move a shared folder in a team space, other members of the team can access it too.
See what it’s like on the other side
Looking for another way to manage company data? You can take a look into other accounts if you sign in as a user. If you do sign in as a user, you can take any action that users can take in their own account.
It can help when you need to onboard or help set up a new team member, troubleshoot problems, or even keep projects moving if a team member is away.
You can also monitor user activity through the Activity tab in your admin console. From here, you can track how data is shared both inside and outside of the company.
Dropbox business records all sharing actions, so you can see who creates shared folders or shared links, who’s joining shared folders, changes made to those folders, changes in shared link permissions, and who’s sharing Paper docs.
Need more detail? Dropbox business allows you to integrate third-party apps for more comprehensive tracking, like security information and event management software.
Watch our videos on how to manage your data
Take a look at these tutorials to learn more about ways you can manage data.
Creating a team folder
Team folders are great, and setting those up is easy.
Managing the shared workspace
If your Dropbox uses a shared team space, you can view, audit, create, and manage access to team content from the Content tab in the admin console.
Reviewing your team’s activity
If you need to monitor a specific action or user, creating an activity report can help you stay on top of what’s happening with your company's data.
Got a question about keeping track of data? We’ve likely got an answer. If you have a question that’s not listed here, check out help.dropbox.com for more answers.
What’s the difference between a team folder and a shared folder?
Shared folders are user-managed folders and can be shared with someone outside your team, if your admin allows it. Team folders and spaces are company-managed folders created and owned by the team admin and are shared with groups or a specific set of users.
How do I delete or archive a team folder?
Only admins can archive team folders. Open the admin console, select Content, then select the gear icon next to the folder you want to adjust. From the drop-down menu, select Archive.
Is there a limit to how many collaborators can access a team folder?
There is, and it’s in place to make sure folders still sync properly. If you do reach the limit, you can remove members or reorganize your team folders to help resolve the issue.
Review shared folder user activity
Keep an eye on what happens inside of shared folders.
Start at your home base
Since this is an admin action, start at the admin console. From there, select the Activity tab. You'll see a form at the top of the screen.