Dropbox is a useful resource for teams looking for collaboration and storage tools. Dropbox’s shared workflow boosts productivity, but it offers more than just a cloud solution for storing documents. Many teams don’t know about the productivity tools Dropbox offers in addition to storing files. According to Dropbox, marketing and creative professionals share 10 times more Dropbox links than the average user. That’s a lot of time spent collaborating through Dropbox, so you should probably understand how to accelerate efficiency and make using Dropbox easier.
Here are tips how to organize Dropbox to improve workflow.
1. Preview more file types than any other cloud storage platform
Let’s say your colleague just sent you an asset to review and brainstorm. Dropbox makes this process simpler with its advanced preview capabilities. Preview mitigates the issue of needing the right application to download and open the file. Users can preview DWG, EPUB and MXF files without installing the AutoCAD app, an eReading app or video editor app, respectively. Dropbox also saves you time with its ZIP and RAR preview option. Users can preview all of the documents within a compressed file without ever needing to download and open them on the desktop. Previewing files saves you time. There’s no downloading time necessary, you can just view the file and move on to the next task.
2. Track version control and activity of files with the viewer info tool
Once you share a file with your team, you need to be able to keep track of who is viewing and editing what and when. Dropbox’s Viewer Info shows users who is currently viewing or has viewed a file, all with timestamps. It also allows you to see file activity including when a file was added, edited, moved or renamed. You can see sharing changes such as when a file was shared, if member roles have changed or if the file was unshared. For the cynics, you can see who made a mistake editing that corporate document, and for the optimists, you can see who did a good job.
3. Store smart bookmarks
Now let’s say you’re conducting content research for a client. Usually, when you’re writing the brief, you save the document file in Dropbox, but you can also use Dropbox while you’re researching by saving bookmarks. All you have to do is drag-and-drop bookmarks or URLs into the Dropbox web app. You are now freed from being tied to any one browser or device. You can use Safari on your phone and Chrome on your desktop. It won’t matter because all of your bookmarks are saved in one, unified location. You can save the bookmark as a URL or website file directly in Dropbox or in a specified folder. Now you can return to important sites and articles from any device.
4. Access files offline on mobile
Let’s face it, we aren’t always sitting at our desks looking at files on our laptops or desktops. We’re on-the-go, in cars (not driving, of course), running errands or on an airplane. Maybe we’re trying to save on our data plans. We need to be able to view files offline and on mobile. Dropbox allows users to turn on the “available offline” feature to access files when you aren’t connected to Wi-Fi or cellular data. So, now when you need to urgently check the progress of your budget report slide deck, you can, from anywhere.
5. Connect Dropbox to hundreds of different tools with Zapier integrations
Zapier offers Dropbox integrations with hundreds of different platforms and tools without involving IT. Zapier enhances Dropbox’s capabilities by automating tedious, manual tasks that interrupt your workflow. You can integrate with Slack, the team messaging platform, and have Slack notify you when a file is added to your Dropbox folder. So, when your coworker completes version two, you’ll know right away, eliminating wasted time.
6. Add Dropbox Tags
With Digitile’s Dropbox Chrome Extension, you no longer have to sift, surf and endlessly click through layers of folders to find, tag or share the most recent version.
Transport yourself back to your desk when you needed to find a few files to attach to an email. But, you can't remember the file name, who sent it or where to begin searching for it. This process repeats multiple times a day, and employees waste time searching for attachments sitting in their inbox, which kills productivity.
Digitile’s universal file search, tag and share chrome extension makes your Dropbox easier to use.