Search Dropboxyour grown project storage in your AI knowledge base.

The plan is for your team folders — property files, contracts, minutes, scans and photos — to be added to the knowledge base, connected rather than uploaded. Only read access is planned; nothing in Dropbox is changed.

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Dropbox Business

One click · included in the setup

Example question

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

1 Answer with source

Connection

How the connection is designed

The first option is an approval via Dropbox itself: you approve the team folders to be read — nothing more. Whether your account is allowed to do this depends on your licence and your team administrator’s policies. A second option is a mirrored folder: a computer on your premises keeps the folder in sync, and this folder is mirrored to your instance in encrypted form and over outbound connections only. We check with you before we start which option suits you.

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

Set-upWe estimate the effort after the preliminary check and discuss it with you before anything is set up — preferably together with the person who manages your Dropbox team. The connection is made with a click via your Dropbox account and is included in the setup.

Documents

Which documents may be stored in Dropbox Business

Team folders per property or per client — the storage that belongs to the company and not to a single account
Scanned post: notices from the 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 per property
Photos from inspections and damage cases that someone uploaded from their phone to the property folder
Folders shared externally, and folders that outsiders upload to via a file request — surveyors, insurers, individual owners

Example questions

Examples of questions to 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

The connection is made in one click via the account and is included in the setup. Every source comes with its own logins, permissions and folder logic — we check the prerequisites at your company together beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

The plan is to use the current version of a file; whether a specific older version from the version history is needed is something we discuss — it would then have to be stored 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). In advance, we also look at whether important content is in Dropbox Paper rather than stored as a file in the folder, and whether documents can only be reached via 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?

The plan is to treat them exactly like current records — you choose the team folders. One detail matters: files that were moved into Dropbox during the migration often carry the migration date as their modified date. That is why the system is designed to take the date from the document itself, so the answer shows whether a resolution dates from 2011 or from 2021. In a demo, you see how well this works with your old records.

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

As a rule, yes: a subfolder called “03 Contracts” says something about its content, a subfolder called “Miscellaneous” says nothing. A uniform layout is not a prerequisite, though — the search runs on the content, and a set of minutes remains a set of minutes, even under “Other”. If the layout varies from property to property, the mapping needs a little more coordination 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 within it — renaming and moving within it therefore usually does not affect the selection. A new team folder, or one that is removed from the approval or moved to another team, is not covered by the existing selection; what is already in the knowledge base keeps its date. Tell us about such changes in advance, and we update the selection, charged by effort.

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

The plan is to do this via 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 — regardless of which team folder the file is in. That way a statement remains a statement, even if it was filed in the wrong property folder. Your Dropbox sharing settings are not affected; we discuss before we start which roles you need.

Industries

Typical for these industries

Guides

Request a demo — and clarify how Dropbox Business fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how Dropbox Business can be connected at your company.