Request Dropbox Team Folder Access (New/Existing)
This article shows how Department IT Coordinators (DITCs) can request a new Dropbox Team Folder for their department or request access updates (add/remove users) to an existing Dropbox Team Folder.
A Team Folder is created by the CSUF IT Dropbox admin at the request of a department. Team folders are owned by the department and not a specific individual, so content can be easily synced and shared with all group members even if individuals separate from the department/university. In a team folder, you can choose with whom to share individual files or subfolders within the team folder.
A Shared Folder is a folder owned by an individual user who has granted access to other users. If the owner of a shared folder separates from the department/university, ownership of the folder will need to be changed or the files will need to be transferred to a more accessible location before the individual leaves. In a shared folder, all users with access to the folder are able to see all files and subfolders contained therein.
Team folders offer groups more centralized access and granular control over folder/file permissions than shared folders.
Read more about team folders on Dropbox's team folders overview.
1. Log in to the IT Service Desk through the direct link or from the campus portal.
2. Click on Software and Access.
3. Select Dropbox Team Folder Request.
What do you want to do?
1. Choose Request a new folder.
2. Enter a name for the team folder.
The team folder name will be visible to all group members, so try to create a name that is meaningful and easily identifiable, such as the name of your department.
You can use a hyphen (-), em-dash (—), or parentheses ( ) in your folder name but avoid using other special characters.
In the example above, both the CMS Dept ID (10356) and the department name are used. You do not necessarily need to follow this naming convention, but it can be very useful if you want to create a Dropbox Team Folder for each department in your college/division.
3. Check Search all users? if you would like to add users who are not in your department.
This option allows you to search all active CSUF employees and student employees, rather than just the ones in the department(s) for which you are a DITC.
4. Click on the lock icon to select the users who need to access this Dropbox Team Folder.
5. Add users that need access to the team folder. Repeat the steps below to add users as necessary.
Please note that this is just the initial list of users that will be granted access to the team folder. You can submit this form again to add/remove access for users.
- Click the Add me button to add yourself as a user that will have access to the team folder.
AND/OR - Type in the name (Last Name, First Name) of a person that you want to have access to the team folder.
- Click on the person's name to add them to the list of users with access to the team folder.
6. When you have added all the relevant folder managers and users with access, click Proceed to Checkout.
7. If you need to go back and make changes to the request, click the Edit button. You can also provide more information in the Special instructions field if needed. When you're ready to submit the request, click Checkout.
- OPTIONAL: Click Edit to make changes to the request.
- OPTIONAL: You can add any optional comments in the Special instructions field.
- Click Checkout to submit your request.
8. You're done! You'll receive an email confirmation of your request in addition to seeing the RITM number.
When contacting the IT Help Desk about this request, it is most helpful to provide the RITM number but you can also provide the REQ number in the email confirmation. Learn more about Request Number vs RITM number.
1. Choose Add or remove users from an existing folder.
2. Enter the name of the Dropbox Team Folder that you are modifying.
Be sure to be as exact as possible with the Dropbox Team Folder name to ensure that the correct one is updated.
3. Check Search all users? if you would like to add/remove users who are not in your department.
This option allows you to search all active CSUF employees and student employees, rather than just the ones in the department(s) for which you are a DITC.
4. To add users, click on the lock icon under Add Users.
4.1. Add users that need access to the Team Folder. Repeat the steps below to add users as necessary.
- Click the Add me button to add yourself as a user that will have access to the team folder.
AND/OR - Type in the name (Last Name, First Name) of a person that you want to have access to the team folder.
- Click on the person's name to add them to the list of users with access to the team folder.
5. To remove users, click on the lock icon under Remove Users.
5.1. Add users whose access to the Team Folder should be removed. Repeat the steps below to add users as necessary.
- Click the Add me button to add yourself as a user that will have their access to the Team Folder removed.
AND/OR - Type in the name (Last Name, First Name) of a person whose access to the Team Folder you want to remove.
- Click on the person's name to add them to the list of users whose access to the Team Folder will be removed.
6. When you have selected all of the users to be added/removed, click Proceed to Checkout.
7. If you need to go back and make changes to the request, click the Edit button. You can also provide more information in the Special instructions field if needed. When you're ready to submit the request, click Checkout.
- OPTIONAL: Click Edit to make changes to the request.
- OPTIONAL: You can add any optional comments in the Special instructions field.
- Click Checkout to submit your request.
8. You're done! You'll receive an email confirmation of your request in addition to seeing the RITM number.
When contacting the IT Help Desk about this request, it is most helpful to provide the RITM number but you can also provide the REQ number that you will see in the email confirmation. Learn more about Request Number vs RITM number.
Need More Help?
Contact the IT Help Desk.