Dropbox - U-M - Mishare Adhoc file Transfer


Introduction

Dropbox at U-M

Dropbox at U-M is a secure, cloud-based storage option for storing all types of files and collaborating with colleagues inside and outside of U-M. All active Michigan Medicine faculty, staff, and students can access Dropbox at U-M.

  • Single Sign On (SSO) — Authentication via U-M SSO
  • Data Protection Agreement (DPA)
  • 5TB of storage for individual accounts

 

Dropbox at U-M includes:

  • All of the core features (e.g., storage, anytime/anywhere access to files, secure sharing, and more).
  • Advanced data protection (e.g., version history and file recovery, advanced sharing permissions, password protection, granular permissions, and more).
  • Advanced collaboration and productivity tools (e.g., Dropbox Paper, file locking, commenting, Dropbox badge, and more).

 

Sensitive Data with Dropbox

Dropbox at U-M can be used with some types of sensitive university data, including Protected Health Information (PHI).

 

Dropbox Self-Guided Course

The following course requires logging in to U-M Dropbox. You will be prompted to log in to your U-M Dropbox account before accessing these videos. Enter your (Level-1) @umich.edu email address, and you will be directed to log in through SSO.

DropBox PowerPoint


DropBox Help in PDF Format

 

Instructions

Getting Started with Dropbox at U-M

Join U-M Dropbox

Create your U-M Dropbox account

  1. Go to dropbox.umich.edu.
Caution: Do not go to dropbox.com to sign in to U-M Dropbox. Do not select "Sign in with Google" or "Sign in with Apple," as neither of these options will sign you into U-M Dropbox.
  1. Log in with your @umich.edu email address to create your account, and select the option to Sign in with SSO. (You may be taken directly to the U-M Weblogin page, where you can sign in using your uniqname and UMICH (Level-1) password.)
Important: If you also have a personal Dropbox account, ensure you are logged out of that account on the web and the desktop application before creating your U-M Dropbox account.
  1. After authenticating through U-M Weblogin, you will be taken to the "Single sign-on" page. Click Continue.
  2. Finally, on the "Welcome to University of Michigan's Dropbox Business" page:
    1. Confirm your name is correctly listed.
    2. Check the "I agree to the Dropbox Business Agreement" box.
Note: Our contract with Dropbox will always supersede any click-through agreements that Dropbox shows to you.
  • Click "Finish joining the team."

After following these steps, your account will be automatically created, and you will be taken to the U-M Dropbox homepage. For best practices on accessing your data in U-M Dropbox, refer to Dropbox: Best Practices for Accessing Your Data.

Additional Information

  

Managing Files/Folders

Collaborators and Permissions

 

Dropbox - Adhoc File Transfers To An External User

U-M Dropbox accounts can use Dropbox Transfer to transfer files and folders to someone else. The transfer recipient does not need a Dropbox account to access or download it.
 
Refer to ITS’s Transfer Files Using Dropbox Transfer or the Dropbox Help Center for more information.
 
It's important to note that this process creates a point-in-time copy of these files. So, the recipient does not get access to the original files, nor can they see or access any updates made to those files after the transfer was created. That's even if those files live inside of Dropbox.
 
You can find all your active and expired transfers from the Dropbox Transfer page while logged in to your U-M Dropbox account. You can also select a particular transfer to view and edit its information after the transfer has already been created.

Adhoc File Transfer

Once you click create transfer, it takes you to the page where you can start adding files into the transfer.  There are a couple different ways to do that. The first is to select this plus button, which will allow to pull in files from the local machine. This could be from Documents or desktop folders or download folders and upload those directly into the transfer.

The other option is to pull in files directly from Dropbox. So if you select the Add from Dropbox button, you can navigate through the Dropbox itself and start adding files that you want in the transfer. 

Now you have a few additional options here. You can rename this transfer. You can add additional files and can even set some more advanced features like setting an expiration date on this transfer or setting a password on this transfer. In addition, there is an option to let you know when someone downloads this particular file.

Beyond that, you can customize these transfers by changing both the background and the logo of this Dropbox transfer.  Once you do that, it generates a link that you can send out to anyone who needs access to these particular files. Now it's important to note that this process actually creates a point-in-time copy of all of these files. So the recipient does not get access to the original files, nor can they see or access any updates made to those files after the transfer was created? That's even if those files live inside of Dropbox.

Dropbox File Transfer Help Video

 

Adhoc File Transfer Logs 

To get to Dropbox Transfer from your Dropbox account, click on the app button in the top right and select Transfer. This takes you to the managed transfer page where you can see all of your active and expired transfers.

Manage Adhoc Transrfers

And if you select a particular transfer, you can view and edit this information after that transfer has already been created. So you could update the expiration date or set a new password or even just copy this link again to be able to send out via an email or post it on the website. 

 

Request files from an External User

You can use Dropbox File Requests to collect files from other people, even if they don't have a Dropbox account. The files will appear in a folder you choose in your U-M Dropbox account. Refer to ITS’s Using File Request or the Dropbox Help Center for more information. 
 

Notes:

  • Anyone can send a file to you, whether they have a Dropbox account or not.
  • All files collected with a file request will take up space in your Dropbox account. To be sure you can accept the files you need, check how much space you have available. If there isn't enough space for the files you want to request, recipients will receive an error when they try to upload. 

How to create a file request

  1. Log in to dropbox.com.
  2. Click File requests in the left sidebar.    
    • Click More if you don't see File requests. 
  3. Click New request above the file request list.
  4. Under Title, enter a name for your request.
  5. Under Description, add details about the request, if you'd like. 
  6. Under Folder for uploaded files, you'll see the path to a new folder for your requested files. To change the destination, click Change folder.
  7. Add a password (optional).
    • Note: If you use a password, be sure to share it with the person you're requesting files from. You can share the password in the Description or via text, email, or any other communication medium you prefer.
  8. Click Create.
  9. Type the email or name of the person or people you'd like to request files from. They'll receive an email about your request. 
    • To copy a link instead, click Copy next to Share a link instead. You can paste the link into an email, message, or wherever you'd like people to access it.
  10. Click Share. You'll receive an email confirmation that you've sent the request, and email notifications whenever a file is uploaded.

Request a Dropbox Team Folder

You can self-service create a Dropbox Team Folder for groups, teams, or departments. Team Folders are designed to share data with your group/team and protect against the potential for data loss when individuals leave the university. Both files and folders inside a Team Folder can be shared externally. Content in the Team Folder is owned by the MCommunity group, which also manages Team Folder membership.
 
Refer to Team Folders in U-M Dropbox for more information.
 
Note: Only eligible owners (i.e., faculty or regular staff) of MCommunity groups can request to create a Dropbox Team Folder.

Additional Support Links

Common Dropbox Tasks

Dropbox End User training

Dropbox Tutorial Videos

Add-ons and Apps

DropBox FAQ