Search Dropbox years of project storage in your AI knowledge base.

Your team folders – property files, contracts, minutes, scans and photos – go into the knowledge base, connected rather than uploaded. Access is read-only; nothing in Dropbox is changed.

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Dropbox Business

One click · included in the set-up

Example question

“Which version of the management agreement for the property at Bahnhofstraße 12 applies?”

1 Answer with source

Connection

How the connection works

You connect through Dropbox itself: you approve the team folders that can be read – nothing more. What your account is allowed to approve depends on your licence and your team administrator’s policies. Alternatively, a mirrored folder works too: a computer on your premises keeps the folder in sync, and that folder is mirrored to your instance, encrypted and over outbound connections only. Before we start, we agree with you which route suits you.

Once set up, synchronisation runs automatically: new and changed documents from Dropbox Business are added without anyone having to upload anything.

Set-upConnected in one click and included in the set-up: you link it through your Dropbox account, subject to admin consent in your account. We go through the selection with you beforehand – ideally with whoever manages your Dropbox team.

Documents

Typical content: Dropbox Business

Team folders for each property or client – storage that belongs to the company rather than to one account
Scanned post: notices from authorities, service charge demands, reminders and invoices from tradespeople
Minutes of owners’ meetings, invitations with agendas and resolutions from written votes, usually as signed PDFs
Annual statements and reserve fund statements, year after year in the same subfolder for each property
Photos from inspections and damage claims that someone uploaded from their phone to the property folder
Folders shared externally, and folders that outsiders upload to through a file request – surveyors, insurers, individual owners

Example questions

Questions you might ask your documents

“Which version of the management agreement for the property at Bahnhofstraße 12 applies?”
1 Answer with source
“What does the endorsement to client Berger’s insurance policy say about the excess?”
2 Answer with source
“Where are the minutes of the last owners’ meeting, and what was decided about the refurbishment?”
3 Answer with source

Start

Before a connection is set up

You connect it in one click via your account, and it is included in the set-up, subject to admin consent in your account. Together we agree which folders and areas to include.

You can also upload files, whole folders, emails, photos and voice notes at any time. In the demo you see the answers using sample documents from your industry; you check them against your own documents in the first weeks after go-live.

Preliminary check

What we check in advance

junova uses the current version of each file; whether you need a specific older version from the version history is something we discuss – it would then have to be saved as a separate file. With the mirrored route, we check whether the folders are available locally on the computer or only as placeholders (“online-only”, selective sync). Before we start, we also check whether important content is in Dropbox Paper rather than saved as files in the folder, and whether some documents can only be reached through shared links from other people’s accounts.

FAQ

Frequently asked questions about this connection

Our property folders go back to before we moved to Dropbox. What happens to the old records?

They are treated just like current records – you choose the team folders. One detail matters: files moved into Dropbox during the migration often carry the migration date as their modified date. That’s why the system takes the date from the document itself, so the answer shows whether a resolution dates from 2011 or 2021. The demo shows this with sample documents from your industry; you’ll test it with your own old records in the first weeks after go-live.

Every property here has the same subfolder layout. Does that help?

Generally, yes: a subfolder called “03 Contracts” says something about its content; one called “Miscellaneous” says nothing. A uniform layout isn’t a prerequisite, though – the search works on content, and a set of minutes is still a set of minutes, even under “Other”. If the layout varies from property to property, the mapping needs a little more discussion in the initial meeting.

Our Dropbox team is being restructured and folders renamed. Will the connection stop working?

That depends on the kind of restructuring. What is connected is the team folder, not the individual path inside it – so renaming and moving things within it usually doesn’t affect the selection. A new team folder, or one removed from the consent or moved to another team, isn’t covered by the existing selection; whatever is already in the knowledge base keeps its date. Tell us about such changes in advance and we’ll update the selection; if that involves more than a new consent, we agree the effort with you beforehand.

Not every member of staff should see every statement. How do you handle that?

Through document types and roles. Annual statements, reserve fund statements and HR documents are kept as a separate document type that only certain roles can see – whichever team folder the file is in. That way a statement is still treated as a statement, even if it was filed in the wrong property folder. Your Dropbox sharing settings are not affected; before we start, we discuss which roles you need.

Industries

Typical for these industries

Guides

Request a demo – with examples for Dropbox Business

In a 30-minute video call, we use sample documents to show what answers with sources look like. After go-live, you connect Dropbox Business in one click via your account.