DropBox — Staff
DropBox allows instructors, assistants, students, and staff to securely store and exchange files.
Use of DropBox is subject to applicable University and EEE Policies.
Staff members are allocated 5GB of space in their "MyFiles" folder. Any files uploaded to a another dropbox owned by someone else do not count towards your 5GB quota.
You should now be in DropBox.
Create a dropbox
Your dropbox should now be created.
Copy a dropbox
Your dropbox should now be copied.
Edit an existing dropbox
Rename a dropbox
Your dropbox should now be renamed.
Delete a dropbox
There are two ways in which your dropbox can be deleted. Deleted dropboxes and their contents cannot be recovered.
Manually deleting a dropbox:
Your dropbox should now be deleted.
Scheduling automatic dropbox deletion:
Your dropbox should now be scheduled for deletion on the specified date.
14 days before your dropbox's expiration date, an email will remind you that your dropbox will be permanently deleted. Another email will be sent five days before deletion. Additionally, as a dropbox's deletion date approaches various banners will remind you about its deletion.
Remember to make a backup of files you need to save.
A dropbox consists of two important dates, the activation date and the deletion date.
Your dropbox's activation or deletion date should be changed.
Add or edit administrators
The admins for your dropbox should now be changed.
DropBox is designed for academic purposes. It helps facilitate interactions between instructors and students. There are four default folders types that can be included in a new dropbox. The type of folder determines who can upload or download files.
Designed for instructors and authorized assistants to upload files which can only be seen by a single student, this can be applied to groups. Administrators will be able to upload files that only individual members are able to see.
Designed so that instructors, authorized assistants, and enrolled students can upload and download files to this folder type, allowing only an instructor or authorized assistant to view/download all the files. Groups can use this type of folder to allow members to upload files, but only allow the administrators to view/download all of the files.
Designed so that only instructors and authorized assistants can upload files. Anyone associated with the course can download the files. Administrators of groups will be able to upload files to this file and any member or admin of the group will be able to download them.
Designed so that anyone associated with a class can upload and download any files contained within this folder. It will behave the same way for groups, any member or administrator of a group will be able to upload and download any files contained within this folder.
Create a folder or subfolder
There are five types of folders that you can create, including the four default folders and custom subfolders. Subfolders can only be created inside default folders or other subfolders and will inherit the same set of upload/download permissions as their containing default folder.
Creating a new default folder:
Your default folder(s) should now be created.
Creating a new subfolder:
Your subfolder should now be created.
Delete a folder or subfolder
Deleting a default folder:
Your folder(s) and its contents should now be deleted.
Deleting a subfolder:
Your subfolder and its contents should now be deleted.
Upload files to a folder
Your file(s) should now be uploaded.
Add or edit a folder note
Dropbox administrators can attach short notes to individual folders. Notes can be used as supplementary folder descriptions.
The note should now appear when the dropbox or folder is selected.
View the details of a folder
Folder details include creation, activation, and deletion dates; the folder creator; associated classes; and more.
Viewing a folder's details:
You should now be viewing the folder's details.
View the statistics of a folder
Folder statistics include the total number of files, the number of files uploaded, the number of subfolders, the folder size, and more.
Viewing a folder's statistics:
You should now be viewing the folder's statistics.
View dropboxes from every quarter
From the main page:
Dropboxes from every quarter should now be displayed.
From within a dropbox:
Dropboxes from every quarter should now be displayed.
How do I know my upload worked?
When you upload a file successfully, you will receive a green success message. You can also check the appropriate folder to see if your file is listed.
You can create a dropbox for any individuals with UCInetIDs by creating custom groups. When you create a custom group, you can identify group members, who are treated like students with respect to folder upload/download rules, and administrators, who are treated like instructors or assistants.
So for example, a dropbox group member would be able to submit files to an 'AssignmentSubmission' dropbox folder, but would not be able to see or access files others submit to that folder. The same custom group's administrators would be able to see and download all files in the 'AssignmentSubmission' folder.
Create a group
After creating a group, remember to assign the group to a specific dropbox.
Creating a group:
Your new group should now be created.
Edit a group
The group should now reflect your changes.
Delete a group
The group should now be deleted.
Give a group DropBox access
The group(s) you selected should now have access to the specified dropbox.
Files in your personal 'MyFiles' folder are available indefinitely, although you may lose access to them if and when you leave UCI.
Class dropboxes have an expiration date determined by the dropbox's administrators. When the dropbox expires, all the contents are deleted. This includes all files uploaded to, and all folders created in, the dropbox. DropBox admins may also delete or move files, and change a dropbox's settings, which could remove your access.
It is strongly recommended that you keep backup copies of your files elsewhere.
For official information on EEE's policy for file retention, see Policy and Procedures: File Deletion/Retention.
The file(s) should now be moved.
The file(s) should now be copied.
The file(s) should now be deleted.
DropBox and Participants
View individual dropbox activity
Individual activity logs are available all folders except CourseFiles folders. Log information includes the number of files that individual owns in that folder (if any) and the date last accessed. More specific details are found in the "Activity Logs" where you can view their UCInetID, the date their files were uploaded, and more.
If an individual attempts to upload a file but is unsuccessful, a notice will appear in their "Activity Logs."
Viewing an individual's dropbox activity:
You should now be viewing the appropriate individual's activity log, where you will be able to see a record of all the individual's actions in the appropriate folder.
What is an IP address?
DropBox now shows the IP address associated with each DropBox action by an individual.
An IP address is a type of computer or device identifier. Each device will have its own IP address. This is useful in identifying the origin of an individual's actions. In some instances, such as if the individual connects through a VPN, then the IP address may not be accurate and be originating from a different device.
CREATING A BACKUP OF YOUR DROPBOX FILES
Create a backup of your dropbox files
It is a good idea to keep a backup copy of the files in your dropbox as a precautionary measure. EEE does not keep backups of dropbox files, so it is important that you make your own backups. Remember to delete backup files when they are no longer needed — Learn More
Backing up dropbox files:
All the files in your dropbox should now be backed up on your computer as a Zip file.
Create a backup of selected files within a dropbox
You can opt to download only selected files in a custom Zip from dropbox.
All the selected files in your dropbox should now be backed up on your computer as a Zip file.
View the files in a backup file
To view the files within the compressed backup file, you will need to unzip the compressed file. Both Windows and Mac OS X have integrated zip reading capabilities.
For more information about zip files, please see Zip Files Help & How-to.
Why do I see two dates/times under 'Date Modified?'
If a file is moved or copied from one folder to another, two dates/times will appear under the 'Date Modified' column: the date/time when the file was originally uploaded to EEE DropBox and the date/time when the file was most recently moved or copied.
For example, if an AssignmentSubmission folder has a deadline and the 'Accept & mark late submissions' option has been enabled, a student might actually have uploaded a file on time, but to the wrong location, then copied or moved that file into the correct folder after the deadline passed.
In that case, the 'Date Modified' column will show that the student originally uploaded the file on time, but moved or copied it after the deadline:
For more information about a file's history, check the logs under 'Participants' or Contact EEE Support.
What do I do if I run out of DropBox space?
Initial space for DropBox:
If you run out of DropBox space, you will receive an error message when attempting to upload files.
What to do:
Can I recover a deleted dropbox or file?
Deleted dropboxes and files cannot be recovered.
After the deletion date has expired, your dropbox will be deleted permanently. No automatic backups are made. We strongly recommend that you manually backup your dropboxes.