{"id":2276,"date":"2024-10-25T12:28:03","date_gmt":"2024-10-25T22:28:03","guid":{"rendered":"https:\/\/www.hawaii.edu\/infosec\/?page_id=2276"},"modified":"2024-10-25T12:43:28","modified_gmt":"2024-10-25T22:43:28","slug":"frequently-asked-questions","status":"publish","type":"page","link":"https:\/\/www.hawaii.edu\/infosec\/dropbox\/frequently-asked-questions\/","title":{"rendered":"Â鶹´«Ã½Enterprise Dropbox Frequently Asked Questions (FAQs)"},"content":{"rendered":"<h2>Table of Contents<\/h2>\n<ul>\n<li><a href=\"#general\">General FAQs<\/a><\/li>\n<li><a href=\"#request\">Request Process FAQs<\/a><\/li>\n<li><a href=\"#desktop\">Dropbox Desktop FAQs<\/a><\/li>\n<li><a href=\"#files\">File Management FAQs<\/a><\/li>\n<li><a href=\"#sharing\">Sharing FAQs<\/a><\/li>\n<li><a href=\"#teamfolder\">Team Folders FAQs<\/a><\/li>\n<\/ul>\n<h3>General FAQs<\/h3>\n<div class=\"accordion\" id=\"general\">\n<div class=\"card\">\n<div class=\"card-header\" id=\"a1-headingOne\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a1-collapseOne\" style=\"color: #006BEF\">Who is eligible for a Dropbox account?<\/a>\n        <\/div>\n<div id=\"a1-collapseOne\" class=\"collapse\" aria-labelledby=\"a1-headingOne\">\n<div class=\"card-body\">\n<p>Must have an active Â鶹´«Ã½or RCÂ鶹´«Ã½faculty\/staff affiliation and a need to store, manage, or share Institutional Data categorized as Sensitive or Regulated. The Â鶹´«Ã½Enterprise Dropbox account should only be used for Â鶹´«Ã½business purposes.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a1-headingTwo\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a1-collapseTwo\" style=\"color: #006BEF\">Is there a cost involved \/ Will my department be charged in the future?<\/a>\n        <\/div>\n<div id=\"a1-collapseTwo\" class=\"collapse\" aria-labelledby=\"a1-headingTwo\">\n<div class=\"card-body\">\n<p>Dropbox is licensed and paid for by ITS (free for users).<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a1-headingThree\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a1-collapseThree\" style=\"color: #006BEF\">Are students able to request Â鶹´«Ã½Enterprise Dropbox accounts?<\/a>\n        <\/div>\n<div id=\"a1-collapseThree\" class=\"collapse\" aria-labelledby=\"a1-headingThree\">\n<div class=\"card-body\">\n<p>Students are not authorized to request Dropbox accounts. If you have student employees that require access to the Â鶹´«Ã½Enterprise Dropbox as part of their job duties, please contact infosec@hawaii.edu to request an exception providing the following information:<\/p>\n<ul>\n<li>Student Â鶹´«Ã½username\/email<\/li>\n<li>Supervisor contact information (if different from requester)<\/li>\n<li>Reason for exception<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a1-headingFour\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a1-collapseFour\" style=\"color: #006BEF\">Are mobile devices allowed to use the Dropbox app?<\/a>\n        <\/div>\n<div id=\"a1-collapseFour\" class=\"collapse\" aria-labelledby=\"a1-headingFour\">\n<div class=\"card-body\">\n<p>No, mobile devices are not allowed to use the Dropbox app.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a1-headingFive\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a1-collapseFive\" style=\"color: #006BEF\">Why am I unable to edit documents with Google (docs\/slides\/sheets)?<\/a>\n        <\/div>\n<div id=\"a1-collapseFive\" class=\"collapse\" aria-labelledby=\"a1-headingFive\">\n<div class=\"card-body\">\n<p>Dropbox has removed the feature to collaboratively edit documents with Google. Editing with Microsoft Online (Docs\/Excel\/PowerPoint) is still available.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a1-headingSix\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a1-collapseSix\" style=\"color: #006BEF\">What happens what I change positions\/departments?<\/a>\n        <\/div>\n<div id=\"a1-collapseSix\" class=\"collapse\" aria-labelledby=\"a1-headingSix\">\n<div class=\"card-body\">\n<p>When you log on, Dropbox may say that your account has been suspended. Please notify your IT\/Supervisor in your new position\/department to contact the ITS help desk at help@hawaii.edu to have your account reinstated. If no action is taken on a suspended account within 30 days, your account may be deleted. If you need to retain access to data from your old position, your former IT\/Supervisor must attest that you need continued access.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a1-headingSeven\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a1-collapseSeven\" style=\"color: #006BEF\">Is Dropbox Sign included with the Enterprise Dropbox license?<\/a>\n        <\/div>\n<div id=\"a1-collapseSeven\" class=\"collapse\" aria-labelledby=\"a1-headingSeven\">\n<div class=\"card-body\">\n<p>No, Dropbox Sign is not available.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n<p><\/br><\/p>\n<h3>Dropbox Request Process FAQs<\/h3>\n<div class=\"accordion\" id=\"request\">\n<div class=\"card\">\n<div class=\"card-header\" id=\"a2-headingOne\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a2-collapseOne\" style=\"color: #006BEF\">Can I request an account using a Â鶹´«Ã½Departmental email?<\/a>\n        <\/div>\n<div id=\"a2-collapseOne\" class=\"collapse\" aria-labelledby=\"a2-headingOne\">\n<div class=\"card-body\">\n<p>No, all Â鶹´«Ã½Enterprise Dropbox accounts must be tied to individual Â鶹´«Ã½accounts.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a2-headingTwo\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a2-collapseTwo\" style=\"color: #006BEF\">What if I already have an existing personal Dropbox account under my Â鶹´«Ã½email?<\/a>\n        <\/div>\n<div id=\"a2-collapseTwo\" class=\"collapse\" aria-labelledby=\"a2-headingTwo\">\n<div class=\"card-body\">\n<p>If you have an existing account under your @hawaii.edu email, you will have the option to transfer your existing license and files to a separate personal email address or account. Please do not merge your existing account as you risk losing access to your files.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a2-headingThree\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a2-collapseThree\" style=\"color: #006BEF\">What if I do not have an IT contact?<\/a>\n        <\/div>\n<div id=\"a2-collapseThree\" class=\"collapse\" aria-labelledby=\"a2-headingThree\">\n<div class=\"card-body\">\n<p>If you do not have an IT contact, please list your immediate supervisor&#8217;s contact information.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a2-headingFour\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a2-collapseFour\" style=\"color: #006BEF\">How do I check the status of my request?<\/a>\n        <\/div>\n<div id=\"a2-collapseFour\" class=\"collapse\" aria-labelledby=\"a2-headingFour\">\n<div class=\"card-body\">\n<p>Please allow for up to 7 business days to process your Dropbox request. If you have not received an invitation to join the Â鶹´«Ã½Dropbox after 7 business days, please contact infosec@hawaii.edu.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a2-headingFive\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a2-collapseFive\" style=\"color: #006BEF\">Where do I access Dropbox after receiving my invitation?<\/a>\n        <\/div>\n<div id=\"a2-collapseFive\" class=\"collapse\" aria-labelledby=\"a2-headingFive\">\n<div class=\"card-body\">\n<p>After receiving your invitation to join Dropbox, you may access your account at: <a href=\"https:\/\/www.dropbox.com\/\">https:\/\/www.dropbox.com\/<\/a>. After entering your email, you will be prompted to login via the Â鶹´«Ã½login.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n<p><\/br><\/p>\n<h3>Dropbox Desktop FAQs<\/h3>\n<div class=\"accordion\" id=\"desktop\">\n<div class=\"card\">\n<div class=\"card-header\" id=\"a3-headingOne\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a3-collapseOne\" style=\"color: #006BEF\">When can I use Dropbox Desktop?<\/a>\n        <\/div>\n<div id=\"a3-collapseOne\" class=\"collapse\" aria-labelledby=\"a3-headingOne\">\n<div class=\"card-body\">\n<p>Dropbox desktop is available for use with a Â鶹´«Ã½desktop\/laptop (not personal) to access Dropbox files. Dropbox Desktop should be used for Sensitive data due to the risk of storing local copies of files. If you need to work with Regulated data using Dropbox Desktop, please contact infosec@hawaii.edu.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a3-headingTwo\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a3-collapseTwo\" style=\"color: #006BEF\">Where do I download Dropbox Desktop?<\/a>\n        <\/div>\n<div id=\"a3-collapseTwo\" class=\"collapse\" aria-labelledby=\"a3-headingTwo\">\n<div class=\"card-body\">\n<p><a href=\"https:\/\/help.dropbox.com\/installs\/download-dropbox\">https:\/\/help.dropbox.com\/installs\/download-dropbox<\/a><\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n<p><\/br><\/p>\n<h3>Dropbox File Management FAQs<\/h3>\n<div id=\"files\">\n<div class=\"card\">\n<div class=\"card-header\" id=\"a4-headingOne\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a4-collapseOne\" style=\"color: #006BEF\">Can I restore files that have been accidentally deleted?<\/a>\n        <\/div>\n<div id=\"a4-collapseOne\" class=\"collapse\" aria-labelledby=\"a4-headingOne\">\n<div class=\"card-body\">\n<p>If you accidentally delete a file, you may access it under the &#8220;Deleted Files&#8221; tab in the Dropbox web application. You will have the option to restore files for up to 365 days.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a4-headingTwo\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a4-collapseTwo\" style=\"color: #006BEF\">Can I permanently delete files?<\/a>\n        <\/div>\n<div id=\"a4-collapseTwo\" class=\"collapse\" aria-labelledby=\"a4-headingTwo\">\n<div class=\"card-body\">\n<p>Yes, files can be permanently deleted. To permanently delete a file, navigate to the &#8220;Deleted Files&#8221; tab in the Dropbox web application. You will have the option to permanently delete a file that you have previously deleted.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a4-headingThree\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a4-collapseThree\" style=\"color: #006BEF\">How do I delete files when using Dropbox Desktop?<\/a>\n        <\/div>\n<div id=\"a4-collapseThree\" class=\"collapse\" aria-labelledby=\"a4-headingThree\">\n<div class=\"card-body\">\n<p>Files deleted using Dropbox desktop will also be deleted in Dropbox web. To access previously deleted files, navigate to the &#8220;Deleted Files&#8221; tab in the Dropbox web application. You will have the option to restore or permanently delete files. Please remember to also empty your recycle bin on your desktop to delete any local copies.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n<p><\/br><\/p>\n<h3>Dropbox Sharing FAQs<\/h3>\n<div class=\"accordion\" id=\"sharing\">\n<div class=\"card\">\n<div class=\"card-header\" id=\"a5-headingOne\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a5-collapseOne\" style=\"color: #006BEF\">Can I share files with individuals outside of the Â鶹´«Ã½Enterprise Dropbox?<\/a>\n        <\/div>\n<div id=\"a5-collapseOne\" class=\"collapse\" aria-labelledby=\"a5-headingOne\">\n<div class=\"card-body\">\n<p>It is not recommended to share files directly with individuals outside of the Â鶹´«Ã½Enterprise Dropbox. Non-Â鶹´«Ã½users must have their own Dropbox account to access files and may not have the same protections as our Â鶹´«Ã½Enterprise Dropbox environment. Listed below are some alternative options within Dropbox to share files externally:<\/p>\n<ul>\n<li>Dropbox Transfer: Send copies of files to individuals. An account is not required for recipients to receive files.<\/li>\n<li>Dropbox File Request: Request files from multiple individuals. An account is not required for recipients to upload files<\/li>\n<\/ul>\n<p>If it is necessary that files be shared directly with non-Â鶹´«Ã½individuals, please employ best practices to reduce risk of exposure:<\/p>\n<ul>\n<li>Limit the number of users with access<\/li>\n<li>Encourage users to use the web (not desktop) version, so additional copies are not downloaded locally<\/li>\n<li>Keep an inventory of the files shared<\/li>\n<li>Once the work is complete, remove access<\/li>\n<li>Confirm any local copies have been deleted<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n<p><\/br><\/p>\n<h3>Dropbox Team Folder FAQs<\/h3>\n<div class=\"accordion\" id=\"teamfolder\">\n<div class=\"card\">\n<div class=\"card-header\" id=\"a6-headingOne\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a6-collapseOne\" style=\"color: #006BEF\">How do I request a Team Folder?<\/a>\n        <\/div>\n<div id=\"a6-collapseOne\" class=\"collapse\" aria-labelledby=\"a6-headingOne\">\n<div class=\"card-body\">\n<p>Dropbox Team Folder requests must come from a departmental IT or lead responsible for managing access to departmental files. The requester must accept responsibility of managing access to the team folder and understand that they will have full access to all files within the team folder. To request a team folder, email infosec@hawaii.edu with the following information:<\/p>\n<ul>\n<li>Campus<\/li>\n<li>Name of your department\/unit<\/li>\n<li>List of users who require manager access (full control permissions)<\/li>\n<li>Purpose of team folder<\/li>\n<li>(Optional) Sub-folders to be added<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a6-headingTwo\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a6-collapseTwo\" style=\"color: #006BEF\">Can I share Team Folder content with non-members?<\/a>\n        <\/div>\n<div id=\"a6-collapseTwo\" class=\"collapse\" aria-labelledby=\"a6-headingTwo\">\n<div class=\"card-body\">\n<p>No, Team Folder content can only be shared with members of the Â鶹´«Ã½Enterprise Dropbox.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a6-headingThree\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a6-collapseThree\" style=\"color: #006BEF\">What happens if I move a shared folder into a Team Folder?<\/a>\n        <\/div>\n<div id=\"a6-collapseThree\" class=\"collapse\" aria-labelledby=\"a6-headingThree\">\n<div class=\"card-body\">\n<p>If the original owner of the shared folder leaves, access to the files will be removed. Please move the content of shared folders into Team Folders instead of moving the entire shared folder.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"a6-headingFour\">\n            <a href=\"#\" class=\"accordion-toggle\" role=\"button\" data-toggle=\"collapse\" data-target=\"#a6-collapseFour\" style=\"color: #006BEF\">What happens to files if a member of a Team Folder leaves the institution?<\/a>\n        <\/div>\n<div id=\"a6-collapseFour\" class=\"collapse\" aria-labelledby=\"a6-headingFour\">\n<div class=\"card-body\">\n<p>Files in a Team Folder will be retained even if the original owner \/ file creator leaves the institution.<\/p>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Table of Contents General FAQs Request Process FAQs Dropbox Desktop FAQs File Management FAQs Sharing FAQs Team Folders FAQs General FAQs Who is eligible for a Dropbox account? Must have an active Â鶹´«Ã½or RCÂ鶹´«Ã½faculty\/staff affiliation and a need &hellip; <\/p>\n","protected":false},"author":138,"featured_media":0,"parent":2255,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"page-onecolumn.php","meta":{"footnotes":""},"class_list":["post-2276","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/pages\/2276","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/users\/138"}],"replies":[{"embeddable":true,"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/comments?post=2276"}],"version-history":[{"count":27,"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/pages\/2276\/revisions"}],"predecessor-version":[{"id":2531,"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/pages\/2276\/revisions\/2531"}],"up":[{"embeddable":true,"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/pages\/2255"}],"wp:attachment":[{"href":"https:\/\/www.hawaii.edu\/infosec\/wp-json\/wp\/v2\/media?parent=2276"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}