Complete Guide to Dropbox Provisioning and Deprovisioning

Dropbox provisioning is a straightforward process that can be completed in a few steps. You can provision Dropbox accounts for new employees by going to the Dropbox admin console and clicking on the "Add users" button.

To get started, you'll need to have a Dropbox for Business account, which provides features like centralized management and user provisioning. This is a paid plan that offers more advanced features than the free version.

The first step in provisioning is to create a new user account, which can be done by entering the user's email address and other required information. You can also import users from a CSV file or connect your HR system to automate the process.

Once you've added users, you can assign them to groups and teams within your organization. This helps with access control and ensures that users only have access to the files and folders they need.

For another approach, see: Do I Need Dropbox

To set up Dropbox provisioning, you'll need to have a Dropbox for Business account, which allows you to manage users and groups.

First, create a group in your Dropbox for Business account. This will help you organize your users and make it easier to manage access to your Dropbox files.

You can add users to a group by going to the "Settings" tab and clicking on "Groups". From there, you can select the group you want to add users to and click "Add users".

Each user will need to have a Dropbox account, which you can create for them when you add them to the group. This will give them access to your Dropbox files and allow them to start using the service.

Make sure to set up the correct permissions for each user, so they can only access the files and folders they need to. This will help keep your Dropbox organized and secure.

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User management is a crucial aspect of Dropbox provisioning. You need to assign users and/or groups to Dropbox for Business before configuring automatic user provisioning.

To assign users, follow the instructions in the Microsoft Entra ID portal. This involves assigning a user or group to an enterprise app, as described in the instructions.

Deciding which users and/or groups to assign is a key step in the process. You should consider which users and/or groups need access to Dropbox for Business.

Before configuring automatic user provisioning, ensure you have assigned the necessary users and/or groups to Dropbox for Business. This will help streamline the provisioning process.

To configure automatic user provisioning, sign in with a superadministrator account to the Google Admin console, as outlined in the instructions. This is a critical step that requires a superadministrator account.

You will then need to go to Menu Apps > Web and mobile apps and click on Dropbox Business. From there, you can configure autoprovisioning and authorize access to Dropbox.

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If you need to limit autoprovisioning to specific groups of users, you can do so by following the instructions in the Google Admin console. This will help you manage user access more effectively.

Deciding how long users have access to the app after it is turned off for them or their Google Workspace account is suspended or deleted is also important. You can choose to suspend and then hard delete their account in Dropbox Business, or just suspend or hard delete them.

Here is a summary of the options:

Turn on Autoprovisioning to activate the feature, and click Turn on to confirm the changes.

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To configure automatic user provisioning to Dropbox for Business, you'll need to add Dropbox from the Microsoft Entra application gallery. This involves signing in as a Cloud Application Administrator, browsing to Identity > Applications > Enterprise applications > New application, and searching for Dropbox for Business.

You should add a single user to test the automatic user provisioning configuration before assigning additional users or groups. When assigning a user, make sure to select any valid application-specific role, as users with the Default Access role are excluded from provisioning.

To set up automated user provisioning, you'll need to sign in with a superadministrator account to the Google Admin console and go to Menu Apps > Web and mobile apps. From there, click Dropbox Business and configure autoprovisioning.

Recommended read: Dropbox Users

To add an application from the gallery, you need to sign in to the Microsoft Entra admin center as a Cloud Application Administrator.

The process begins by browsing to Identity > Applications > Enterprise applications > New application.

In the Add from the gallery section, type the name of the application you want to add, such as Dropbox for Business, and select it from the search results.

Select the application from the results panel and then add it to your tenant, waiting a few seconds for the app to be added.

The application is now added to your Microsoft Entra tenant, ready for further configuration.

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To configure automatic user provisioning for Dropbox for Business in Microsoft Entra ID, you'll need to sign in to the Microsoft Entra admin center as a Cloud Application Administrator.

The process involves browsing to Identity > Applications > Enterprise applications, selecting Dropbox for Business, and then clicking on the Provisioning tab.

Set the Provisioning Mode to Automatic, and under the Admin Credentials section, click Authorize to link your Dropbox for Business tenant with Microsoft Entra ID.

You'll then need to click Test Connection to ensure Microsoft Entra ID can connect to Dropbox for Business, and if the connection fails, ensure your Dropbox for Business account has Admin permissions and try again.

Next, enter the email address of a person or group who should receive provisioning error notifications and check the checkbox to send an email notification when a failure occurs.

Under the Mappings section, select Synchronize Microsoft Entra users to Dropbox and review the user attributes that are synchronized from Microsoft Entra ID to Dropbox in the Attribute Mapping section.

To configure scoping filters, refer to the instructions in the Scoping filter tutorial.

Finally, change the Provisioning Status to On in the Settings section to enable the Microsoft Entra provisioning service for Dropbox.

Here's a summary of the steps:

If you're experiencing issues with Dropbox provisioning, check the network connection to ensure it's stable and fast.

Dropbox provisioning can be affected by a slow network connection, so try restarting your router or modem to see if it resolves the issue.

Verify that the Dropbox app is up-to-date, as outdated versions may cause provisioning problems.

Regularly updating the Dropbox app can help prevent provisioning issues and ensure smooth performance.

Check the Dropbox account settings to ensure that the correct storage space is allocated for the user.

Proper storage space allocation is crucial for Dropbox provisioning to work correctly.

If you're still experiencing issues, try resetting the Dropbox app to its default settings.

Resetting the app can often resolve provisioning issues caused by corrupted settings.

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The Dropbox Business App supports Invited User Administration, which allows you to update and add invited users, including those who have not accepted invitations, via Okta.

This functionality was not available in the old Dropbox Business application. The new feature streamlines the migration process, making it easier to manage users and groups.

To enable provisioning features, check the Enable provisioning features box in the Configuration Steps. From there, you can select the Provisioning Features you want to enable, including the Deactivate Users feature, which allows you to manage user off-boarding and files from Okta.

Migration can be a daunting task, but with the right approach, it can be a breeze. The Dropbox Business App supports Invited User Administration, which allows you to update and add invited users to groups via Okta.

This is a game-changer compared to the old Dropbox Business application, where this functionality was not supported. You can now easily manage your users and groups, making the migration process much smoother.

To ensure a successful migration, it's essential to follow the recommended migration steps. Here's a step-by-step guide to help you through the process:

Deprovisioning Scenarios are a crucial part of user management, and miniOrange provides solutions for all scenarios of user management, including AD Integration, LDAP Integration and automated provisioning for External Applications like Dropbox and Google Workspace.

To enable deprovisioning through miniOrange, you can follow the configuration steps for Dropbox Business, which involves checking the Enable provisioning features box.

You can choose to suspend or remove users upon deactivation in Okta, and it's highly recommended to suspend users. This will allow you to manage a user's files from Okta.

If you select to remove users from Dropbox Business upon deactivation, a File management upon user deletion option appears. This option gives you granular control over user off-boarding and allows you to manage a user's files from Okta.

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Here's a summary of the deprovisioning options for Dropbox Business:

Remember to check Wipe data from linked devices if you want to remove files from a user's Dropbox Business linked devices upon deactivation.