Request a Dropbox Team Folder

Environment

U-M Dropbox

Issue

• How to request a Dropbox Team Folder
• Request a Dropbox Team folder for use with sensitive data, such as Protected Health Information (PHI)

Resolution

Dropbox Team Folders are created by request for groups, teams, or departments. There is a 30 character limit when creating the Team Folder Name. Refer to Team Folders in U-M Dropbox for a full overview of Team Folders.

Note: Students, temporary staff and sponsored affiliates can't create Team Folders. Only those with official HR appointments at U-M can do so. 

• If a student, temp, sponsored affiliate tries to submit a Team Folder they might see a page that says "that team name is in use. Please start over again" before they are even allowed to enter anything.
• If you are a Faculty/Full Time Staff member and own 300 or more Mcommunity groups, you can also get the page "that team name is in use. Please start over again". Contact the ITS Service Center.

Warning: MCommunity groups larger than 1000 members will not sync to U-M Dropbox. Therefore, do not choose an MCommunity group with more than 1000 members as the owner of your Team Folder.

• Complete the Dropbox Team Folders Request Form 
  • Only Mcommunity group OWNERS will be able to request a Team Folder
    • If you are not an owner of any Mcommunity group(s), you must create it before you can submit the Team Folder request form: https://documentation.its.umich.edu/node/749#CreateGroup   
    • Dropbox Team Folder is managed by the owner of the Mcommunity group by adding or removing members: https://documentation.its.umich.edu/node/758#AddMemOwnMod
• It can take up to 24 hours for the U-M Dropbox Team folder to be created.
  Please note, a confirmation email will not be sent after submitting the U-M Dropbox Team folder request. An email will only be sent after the U-M Dropbox Team folder has been created stating: "You've been added to the "<team folder name>" group."
• U-M Dropbox Team folders get their membership from the Members of the associated MCommunity group. Being an owner will not be sufficient.
• See Team folders: an overview for information on how to share content inside Team Folders
• See the Sensitive Data Guide for information about using Dropbox with Protected Health Information and other types of sensitive data

Additional Information

• Individuals, including owners, must be members of the MCommunity group to view the Team Folder content. 
• If you are not an owner in the root-level MCommunity group, you will not see the Team Folder in your Dropbox account. You will only see the individual subfolders from the Team Folder in your All Files view.
• Team Folders are designed to share data that is automatically synced for all group members. Both files and folders inside a Team Folder can be shared externally. Content in the Team Folder is owned by the MCommunity group, which is also where Team Folder membership is managed.
• Since students cannot request a Team Folder, they can create and share folders from Dropbox to other students. 
• If a student, temp, sponsored affiliate tries to submit a Team Folder they might see a page that says "that team name is in use. Please start over again" before they are even allowed to enter anything. See attached.

Need additional information or assistance?

https://its.umich.edu/communication/collaboration/dropbox/team-folders

or

Contact the ITS Service Center.