Drop-in for success Q2

Welcome to the drop-in for success workshop. Let's take a look at what we'll be covering today. Got some really useful features to share with you today, and I'm gonna be demonstrating these features on a Windows computer using a Chrome browser. So your setup might look a little bit different. It will mostly be the same, though.

Let's start with Capture. Capture is the tool that's available on Windows and Mac that helps people share their work and ideas with screen recordings and screenshots. Now before we go any further, let me show you how to install Capture on your computer.

You'll want to open your Dropbox account and click on the grid icon in the upper left corner. And from here, you can select Capture. From there, we can go to our profile icon and then select Download Capture. Just click on the file that pops up and then follow the installation instructions.

Now once Capture is installed, you can actually click on this diamond eight icon down on your taskbar. You might need to sign in if you don't have the Dropbox desktop app installed on your computer. This just makes sure that the captures are saved into your Dropbox. Okay?

So in Dropbox Capture, if I click on the vertical ellipsis, I can also adjust my preferences to make sure the correct microphone and webcams are selected. And I can also set some shortcuts. The magic here is that Capture makes screen recording as easy as sending a message, with just a couple of clicks, you can start recording.

If I come out of my preferences, I can choose screen recording here. Then I can just select a portion of the screen, for example, and I can start recording. Notice that you do need to click on this record button here to actually start recording. You can just record your screen including your voice or even your webcam with maybe a bubble in the corner there. When you've finished, you can just click stop.

So think about how you might use it. For example, you can go through your document while talking about it. You can make some markups and move across different apps. Can really communicate naturally based on what you're trying to convey. Imagine walking your client through your project proposal; you can make it visual and human without having a meeting, and then they'll share that around instead of some slides without context.

Right after you're done, you'll notice it's saved into your Dropbox account into a folder called CAPTURE. You have a link here ready to share. Just like sharing any other kind of file within Dropbox. And from there, you can also see who's viewed your video or you can edit it from here as well.

But sometimes there's no need for a voiceover or even a recording. Maybe you just need a visual to assist you with something that you're already conveying over messaging or email. So Capture also allows you to take lightning-quick screenshots, and then you can add drawings, arrows, text, or even blur out sensitive content.

Let's go back into our Capture. And this time, we're gonna select screenshot. Here, you can take a screenshot of the entire screen or just a portion of the screen or even a specific window. So I'm gonna take a screenshot of this.

And if I go back into Capture down at the bottom of my screen, from here, you'll notice that I can view the screenshot, copy it, copy a link to the screenshot, download it, or even delete it. But I want to show you this first one, markup. When I click on markup, notice it pops up in a new window. And I've got all the options up the top here. So I could draw a nice blue line to underline some bits and pieces. I might add some text, just to really mark up and add that additional information. Here's the blur icon. So if I have some sensitive information, I can blur it out really easily using that blur option.

When we're finished, we can just click on save. And that means it's saved into our Dropbox folder. It's copied to it. So if I go back into my Dropbox, it will be in here and it will be available in the folder called Capture.

Now let's transition into another great product with Dropbox: Dropbox Sign. Dropbox Sign can be used whenever you need to sign and send a document to someone, or if you need someone else to sign a document, you can use Dropbox Sign to request that person's signature and collect the signed document all online.

With Dropbox Sign, you don't even need to print the document, fill it out, scan it, and email or fax it back. You can do that entire process on your computer without any paper at all. So to access Dropbox Sign, again, we go to the grid in the upper left corner, and we choose Sign.

There are different Sign account plans that can be added to your Dropbox account, but without adding any additional plan, you have the ability to self-sign as many documents as you need to, as well as three signature requests that are available to you.

Now we'll cover this integrated version first before I show you the standalone Dropbox Sign features. So from here, I can click on the Sign button, and I'm gonna choose Self Sign. And then I can find the file that I need to sign within my Dropbox folders. Here's the one that I want to sign. So I'm gonna choose that one. And from here, I need to add all the fields into the document.

As I scroll down, I'm gonna want a signature here. Notice I've got some options here so I can either draw it on the screen, I can type my signature, I can change the font to make it look a bit more like my signature. Let's go with that one, or I can upload a photo. Few different options there. Then I can just click on insert and then next up at the top to save that signed document into my Dropbox account.

So let's make sure that I save that in my folder. I'm just gonna pop it into the Capture folder and click save. So really straightforward there. If you're requesting a signature from someone else, you can do similar steps, but each box is assigned to a specific person. So this time if I go for Sign and then Send for Signature, I'm gonna choose a different document. Let me choose this one here.

As well as myself, I'm going to pass this on to Jane Doe, and I'll pop in her email address here. And then click next. So here, for example, over on the left, I can see that I have the different people available. So I want to include Jane's name and give her some text to type in her address. And then I need my name and some text for my address. And then down at the bottom, we both want to sign that. So I'm going to include my signature here and I'll include the date. And then I also want to include Jane's signature and the date. And then you would just save that and complete it and then send it as well.

And you can also send the file for signature directly from the actual file in your Dropbox account. So once you've located your PDF file, and again, let me just go back to my Dropbox account. Once you've found the file that you want, you can just right-click on it and then choose Send for Signature. This will automatically open the signature preparation process that we were just looking at. So, again, I'll just come straight out of that because we've just looked at it.

As we mentioned earlier, you do need any more functionality; you can create a separate but linked Dropbox Sign account. You can go directly to your Dropbox Sign account. So, currently, that would be by going to dropboxsign.com. I've got that open somewhere. Dropboxsign.com and then select log in and just log in with your Dropbox account.

From here, you can see your account information up at the top right. You can click on your avatar, you can set your signature here, and you can manage your different settings as well. If I go back, you'll notice that from here, you can sign documents. You can send documents from Signature or Sign rather as well. Now once you click Sign Documents, you'll see that the process is very similar to what we just looked at. You just upload your file from Dropbox, for example, and then work your way through the process as we just looked at.

Also, from here, you can have a look at the dashboard, which is on the home page. And from here, you can see how many documents are pending, how many documents have been drafted, and how many have been completed or signed.

You might also find yourself sending the same document repeatedly to different signers. Instead of creating and sending this commonly used document multiple times, you can actually create a template. This way, you can set up the document once, and you can use it over and over again. The process is very similar to creating a document to have it signed, but instead of adding those specific individual people, you'll add the different roles that will be involved. And then when you prepare the document using the template, you'll assign the specific person to the roles in the document.

Now if you want to learn more about Dropbox Sign, please do reach out to your account team for more information.

Let's now transition into our final product of the webinar, which is Dot Send. Dot Send is currently only available in English; availability in other languages is coming soon.

Dot Send adds advanced sharing controls and document analytics to your Dropbox file. Send files with secure links to collect real-time feedback on how your recipient views and engages with your content. Use the insights you gain to take data-driven action at the right time with the right person. As a Dropbox account holder, you'll also need to create a Dot Send account. Just click on the grid icon and select Dot Send.

To prepare to send a document, select a folder or create a new one, and then select Upload Content and locate the files on your Dropbox account to add them to Dot Send. You can also share multiple documents at once from the Content section by clicking Share Content at the top right-hand corner here. This will open up a pop-up window from which multiple documents can be selected all at once. In doing so, a space would be created and be available to access for future use in the Spaces section. We'll talk more about spaces in just a moment.

So let's go back to sharing a file. You can select the Upload Content button and then browse your Dropbox account, adding your credentials if you need to, and then locate the files and select them. After uploading a document, you'll be taken to the document dashboard. From here, you can click Create Link to make a shareable link. All created links are stored on the document dashboard for future use.

It's also important to note that you can share a folder from the Content section using the More option button, but there are limitations with this. The root folders must contain subfolders to be shared, and you must be on the advanced plan to share root folders since space folders are only available on the advanced plan. Subfolders can be shared as well.

Now with most documents, you'll be able to collect an amazing set of informative analytics. This includes the amount of time spent on each page, device type used, location, and so much more. All collected within the Dot Send document viewer. Once collected, this can be viewed in the document dashboard. You can also upload download-only documents. Your visitors can only download the shared documents directly rather than being able to view it in the viewer. This enables you to share a wider variety of content types.

Now when visits occur to download-only files, they are tracked, but you will not receive the same page-by-page analysis as sharing a file since the visit occurs outside of the Dot Send document viewer. You can see who has been using the link as well as how long they've interacted with your document. Not only can you see how long someone interacted with the entire document, but you can also look at how long they interacted with each page or each slide. You can also see if they clicked on any links that are in the document.

Now if you make edits to the document in your Dropbox account and you want to update the version in your Dot Send account, you can do that by selecting the Upload New Version button. When content's uploaded from any of the available cloud upload providers, an option to refresh your content will be available. Refreshing will auto-update your document with the most recent version linked to the cloud storage provider. And analytics can be seen based on each version of the document. This will show you how to compare how you did with version one against version two of the document.

Now in addition to the individual file analytics, there is a dashboard that provides an overview of recent visits, most engaged content, contacts, and recently active links. If you want to be able to share a group of files with individuals, you can create a space. This allows you to send multiple documents with just one single click. Just click on Spaces in the menu on the left and then select Create Space on the right. A space can be customized to create a more finished appearance, such as the header, a logo, and content view. You can then add your files and get the link to share. The link can be customized by determining things like whether downloading can be enabled, having an expiration date, and even setting a password.

It should also be noted that link settings are available when sharing a space or a singular document. Dot Send offers a simple signing experience that is getting content we want to secure as part of the sharing process. NDA signing is embedded and is part of the same workflow. And again, if you want to learn more about Dot Send, please reach out to your account team for more information.

So thank you so much for joining us today. If you want to learn more about Capture, Dropbox Sign, or Dot Send, please do get in touch with your account team. They'll be more than happy to go through these solutions in more detail. We would just appreciate one more minute of your time. So please do share some feedback on this session. We always value your input to make sure that we are covering the most appropriate materials. And with that, I'll say thank you all so much. I hope you enjoy using your Dropbox Business account. Thank you.