How to Use Dropbox for Better Document Management & Team Collaboration
Dropbox has the flexibility and scalability to make it suitable for businesses of all sizes. The client software runs discreetly in the background, syncing files between the cloud and any computers where Dropbox is installed, and official apps are available for Windows, Mac, Linux, Android, iOS and BlackBerry. You can also access your Dropbox files through any Web browser by logging in to your account.
Business Accounts
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Dropbox has special plans aimed specifically for business users. These business accounts let you manage team members and folder access more easily than personal accounts, include unlimited file recovery and versioning history, and start with 1TB of space that can be expanded as and when needed. Business management apps such as HipChat, 1Password and CloudOn can interface with Dropbox, too.
Document Management
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Share a folder between team members on Dropbox, and any changes made on one computer are automatically synced to the cloud and out to every other machine connected to the same account. Thanks to this instant two-way syncing capability, all team members can be sure of accessing the most recent version of a file, with no need to email documents or check versions. However, Dropbox does not allow two users to work on the same document simultaneously; if someone loads a document that's already open on another machine, Dropbox creates a "conflicted copy" and marks it with a user and timestamp. These two versions can then be merged manually when required.
Team Collaboration
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The administrator of a Dropbox for Business account can designate team members and control how these members are able to share folders and files. It's also possible to control who is able to invite new members to the team and thus the shared folders you're working on. If you need to share read-only links with those outside of the team, Dropbox makes this possible, too. As Dropbox offers two-way sync from all of the computers it is installed on, team members can work together on projects whether they are in the same office or on the other side of the world.
Other Features
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Dropbox for Business accounts also provide detailed reporting and logging, so you can see which team members are signed in, who has changed which documents, and get alerts when new devices or computers are connected. Among the security features built into Dropbox are two-step verification (so a passcode is required when signing in on a new device), 256-bit AES encryption, and the ability to unlink connections remotely from the central admin interface. Mobile apps enable team members to access files on the go, but files are not automatically synced back in the other direction on mobile platforms and must be uploaded manually if changed.
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Writer Bio
An information technology journalist since 2002, David Nield writes about the Web, technology, hardware and software. He is an experienced editor, proofreader and copywriter for online publications such as CNET, TechRadar and Gizmodo. Nield holds a Bachelor of Arts in English literature and lives in Manchester, England.