Dropbox Enterprise (which begins at $12.50 per consumer per 30 days, billed yearly) takes the buyer doc administration (DM) product and provides limitless storage, administrator instruments and consumer administration, limitless deletion and model historical past, and a set of collaboration instruments. You’ll be able to attempt the Marketing strategy free for 30 days, although you could present cost data (bank card or PayPal) and your plan will mechanically improve after the trial if you happen to do not cancel. The Marketing strategy prices $12.50 per consumer per 30 days with a minimal of three customers ($15 month-to-month). As a straight cloud storage service, Dropbox Enterprise begins you with 2 terabytes (TB) of storage, however you possibly can request extra for free of charge when you attain that restrict.
There’s additionally a $20 per consumer per 30 days Superior plan that provides you limitless storage plus superior admin controls and safety features similar to single sign-on (SSO) and machine approvals. Lastly there’s the customized quoted Enterprise plan that features enterprise mobility administration (EMM), community management, and extra custom-made options.
You’ll be able to share recordsdata and folders with Dropbox customers no matter whether or not they’re a part of your Enterprise account, however exterior customers are restricted by their plan’s storage limits. For instance, a consumer with a free 2GB account will not be capable of settle for a 3GB shared file. Lastly, you possibly can join Dropbox Enterprise along with your private account so you possibly can entry your whole recordsdata in a single place. General, it is a good product when considered as a DM answer, however its lack of built-in modifying instruments makes it fall wanting competitor and Editors’ Alternative Zoho Docs Normal in that class. Nonetheless, when considered merely as a classy cloud storage service for companies, it rises to a stage of actual excellence and deserves our Editors’ Alternative award in that class.
Getting Began With Dropbox Enterprise
To create an account, you must provide your contact particulars, create a password, and supply cost data, group title, firm measurement, the variety of customers, and the comply with Dropbox’s Phrases of Service. When you’re carried out, you can begin inviting individuals immediately or go straight to your admin console. There, you may see some recommendations on utilizing options similar to inviting and managing members, accessing settings, and monitoring exercise utilization throughout your group. You’ll be able to all the time revisit this tour by clicking the query mark at high of any web page.
Dropbox Enterprise has a easy dashboard. As an admin, you possibly can see what number of group members you have got, in addition to pending invitations and remaining licenses (the free trial contains 5). On the left-hand aspect of the display screen, you possibly can entry exercise logs, sharing settings, view your group folder, arrange teams, and go to the assistance middle. As an admin, you possibly can limit sharing paperwork and hyperlinks to exterior customers, and permit or block commenting or consumer requests on recordsdata.
The consumer dashboard exhibits your whole recordsdata and folders, together with the group folder managed by the admin. Right here, you possibly can add recordsdata and folders, share recordsdata and folders, and ship file requests. You’ll be able to request recordsdata from anybody through e-mail even when they do not have a Dropbox account (as an example, a shopper or contractor who is just not part of your workers). There’s additionally a folder for deleted recordsdata; you possibly can restore them at any time.
Doc Sharing and Collaboration
Customers can share paperwork in just a few alternative ways. First, any file you place within the group folder will mechanically be accessible to everybody on the identical Enterprise account. Second, you possibly can share a folder or doc hyperlink, as you possibly can with Google Drive, which you’ll be able to set as public (anybody with a hyperlink can entry) or you possibly can limit it in a number of methods. If you do not need a file or folder to be public, you possibly can password-protect it, limit it to solely group members, and/or set an expiration date. You can too set modifying permissions for each folders and recordsdata.
You’ll be able to’t edit paperwork inside Dropbox; if you click on the Open button on a file, you are redirected to Microsoft Workplace 365 on-line the place you must both arrange an Enterprise account or log into an current one. This is not ideally suited particularly since Box (for Business) includes free access to Microsoft’s online Office apps. (Dropbox Basic and Pro accounts also include free access.)
Alternatively, you can sign up for Dropbox Paper, which is in beta but open to all Dropbox users. With Dropbox Paper, you can create and edit documents, comment, and assign related tasks. Once you link your Business account with Dropbox Paper, you can access your Dropbox Paper documents from your Dropbox dashboard. You can insert Dropbox documents into Dropbox Paper documents but they won’t be editable. If you want to collaborate on documents, then you’re best off creating them in Dropbox Paper in the first place.
The lack of true document-editing capabilities doesn’t compare favorably with Google Drive for Work, which has online editing and track changes. Other DM systems such as Ascensio System OnlyOffice, Microsoft SharePoint Online, and Zoho Docs offer such functionality as well.
If you download the Dropbox desktop app, you can use a feature called Dropbox Badge, which extends some Dropbox features to Microsoft Excel, PowerPoint, and Word files. A badge appears on any of the documents saved in your Dropbox, so you can see who is viewing or editing the file, add comments, share the file, and view file history. Dropbox also recommends using the desktop app to upload entire folders and large files since the website uploader has a 10GB limit.
Any files you mark as favorites will also be available offline, though you have to do so one by one, same as you do in Citrix ShareFile. This is a nice feature, though Evernote for Business and Google Drive for Work let you access all of your files offline.
In addition to a desktop app, Dropbox also has mobile apps for Android and iOS. All of these mobile apps sync with your online account. The mobile apps let you create files and folders and share them. It also includes another important mobile capability, namely document scanning using your phone, either from your existing camera roll or by taking a photo and transforming it into a document. Dropbox does a good job of outlining whatever document you’re trying to scan, be it as small as a business card or a full-sized page. It straightens the image up (even in the case of the mildly crumpled receipt we threw at it during testing), and it allows you to capture up to 10 pages at a time, which you can save to any Dropbox folder either as a PDF or a PNG file. As with other documents in the Dropbox system, you can add comments to it or @mention someone to notify her that she should take a look.
Dropbox Business is excellent in regards to sharing or annoting documents in this fashion as long as you’re still working with the mobile app. You can add a signature to the document if you have Adobe Acrobat installed or you can do so directly from the app. You can also annotate the image with a date or custom text.
The only miss is with help text, which only has a brief mention of how to do text recognition, and that entry was mostly useless information. We even contacted tech support for more information (without informing them that we were press) and they simply asked for more information and then never replied after we gave it to them. The reason for the query is that the mobile app has a search field implying that you can do a text search on a scanned document you’ve saved in PDF. However, searching for the word “chocolate” on a two-page document that specifically concerned chocolate yielded zero results. As far as we can tell then, users should consider the mobile scanning feature more as an image capture mechanism rather than a tool for optical text recognition (OCR). If a big stack of documents needing OCR is in your future, you’d be better off with one of the Editors’ Choice winners in our mobile scanning app roundup, Abbyy FineScanner or Evernote Scannable.
Other capabilities were similarly muddled, such as sharing. You can email a scanned document to someone or create a link you can share across almost anything, but you’ll spend some frustrating minutes finding these features in the interface. Once you’ve found them, though, Dropbox’s mobile scanning is a decent enough tool, though full OCR would be a much sought-after addition in future versions.
Integration and Security
Dropbox has been in the cloud storage game for a long time and has a significant API presence for custom integrations. In fact, Dropbox support has been ubiquitous among some of the most popular apps from companies such as Adobe, Microsoft, Salesforce, and Slack. It is also one of the most accessible APIs, supporting a wide variety of approachable programming languages. This translates directly to meeting future business requirements in addition to today’s process and collaboration needs.
On the data security side, Dropbox maintains ISO 27001 and ISO 27018 certifications. It also maintains SOC1, SOC2, and SOC3 assurances. HIPAA compliance is not active by default and requires a Business Associate Agreement (BAA) with your organization prior to complying. Activity audit logs are also available to administrators, which can be helpful for maintaining Sarbanes Oxley (SOX) compliance. Dropbox touts these regulatory success and attributes them largely to its investment in proprietary data centers. Unlike Jungle Disk, for example, which simply offers its software solution on top of Amazon Web Services (AWS) or Rackspace Managed Cloud storage infrastructure, Dropbox has invested in its own data centers. That gives it more direct control of data safety and potential regulatory compliance issues than competitors who leave that to third parties.
Dropbox has not yet produced a user encryption key management feature so any keys are under the control of Dropbox. They have, however, put in very tight controls on what data is available to technicians for troubleshooting purposes and only when it’s absolutely required. It’s not complete privacy but they have worked hard to ensure that their trust is earned. While this may not be enough to qualify for FedRAMP, it’s most likely good enough for many cases.
Dropbox also supports several two-factor and multifactor authentication (MFA) strategies that include the use of a SMS text message that delivers a separate code to the user’s mobile device, Google Authenticator, Duo Mobile, Amazon AWS MFA, or Windows Authenticator. Dropbox strongly recommends that users take advantage of these features because they add a nice layer of safety around sensitive data.
Almost a One-Stop Shop
Dropbox offers a lot of help should you run into issues, including a PDF guide, self-guided support, a searchable Help center and support via live chat, email, and phone (Monday to Friday, 8AM to 8AM EST). For phone support, you have to generate a pin code, which you can do directly from the main help page.
With a simple user interface (UI), unlimited storage and file retrieval, and vast user permissions, Dropbox Business helps your team collaborate more efficiently. However, in order to edit files online, you have to get a separate Microsoft 365 account, which can raise costs, or use Dropbox Paper, which isn’t fully integrated. For the best document management software, look to Editors’ Choice Zoho Docs Standard. But for an all-purpose, business class cloud storage and file sharing solution, Dropbox Business is an excellent solution and fully deserves the PCMag Editors’ Choice designation.