Dropbox Dash Admin Onboarding Guide

Overview

Dropbox Dash for Business combines AI universal search and organization with universal content access control. With integrations across platforms like Google Drive, OneDrive, and SharePoint, Dash reduces the need to switch between apps and provides AI-generated answers to your team’s questions.

This guide helps you set up and manage Dash for your team. You’ll learn how to configure connectors, manage members, and adjust Dash settings to ensure your team can fully leverage the power of Dash.

Access the admin console

If you are a Dash admin, you can manage settings, connectors, and members in the admin console.

To access the admin console:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. Click Dash in the left sidebar. Here you’ll see the Dashboard page that contains a list of configuration options.

Configure Dash connectors

Admins can configure two types of connectors in Dropbox Dash: User connectors and Company connectors.

• User connectors: Allow team members to connect apps relevant to their work.
• Company connectors: Set up connections to shared applications at the organizational level, so employees don’t have to set them up individually.

Enable user connectors

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. Click the arrow next to Dash in the left sidebar, and then click Apps.
4. Click Action items to view available apps.
5. Click the More apps tab, and select an app (e.g., Airtable).

6. Click +Add.

After you add the app, it appears in the Your Apps tab. Click the gear icon to see how many users have connected the app.

Set up company connectors

Admins can set up connections to shared applications, like Google Drive, Microsoft OneDrive, and Dropbox, at the organizational level, so employees don’t have to set them up individually.

Company connectors use service accounts to connect to external systems. To learn how to connect to specific systems, refer to these company connector guides:  

Microsoft OneDrive Company Connector Setup
Google Drive Company Connector Setup
Dropbox Company Connector Setup

To set up a company connector:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. Click the arrow next to Dash in the left sidebar, and then click Apps.
4. Click Action items to view available apps.
5. Click the More Apps tab, and select an app (e.g., Google Drive).
6. Click +Add and follow the prompts to authenticate the connection with your organization’s service account.

After completing the connection, you can monitor the status of the connector, view the number of files indexed, and see the number of accounts added to Dash.

Configure Dash settings

In the Dash admin console, you can customize the Dash interface, download the Dash desktop app, browser extensions, and view security and activity information for your team.

To configure general settings:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. Click the arrow next to Dash in the left sidebar.
4. Click Overview in the left-hand navigation and then select View settings.
5. From the settings page, you can configure the following:
   • Company name: This will be displayed in emails sent to team members and admins.
   • Company logo: Upload an image file with a 1:1 aspect ratio (up to 5MB). The logo will appear in the Dash interface and emails.
     

Download desktop app or browser extension

Dropbox Dash is available as a desktop app and as a browser extension. You can download the installation files in the Device management section.

To ensure Dash is deployed consistently across your organization, you can use device management tools like Microsoft InTune or Jamf. Learn more about performing a managed deployment of the Dash desktop app and browser extension.

To configure general settings:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. Click the arrow next to Dash in the left sidebar, then click Settings.
4. In the Device management section choose one of the following:
   • For the desktop app, download the MSI (for Windows) or PKG (for macOS) installation file to pre-stage a client deployment.
   • For managed browsers, install the Chrome or Edge browser extension file using your browser management software.

Monitor account activity

You can filter, view, and download account activity from the Security logging option in the Security section.

To monitor events and activities in the Security logging section:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. Click the arrow next to Dash in the left sidebar, then click Settings.
4. In the Security section, click the Open button next to Security logging.
5. Select the date range and filter by Apps and Features, then scroll down to the Dash section to view activity logs.

Manage members and assign licenses

Assigning licenses to new members and managing or removing existing ones is a straightforward process. In a few simple steps, you can ensure your team has access to the tools they need. You’ll also have the ability to view available licenses before confirming any changes.

Important: Before provisioning licenses, verify that all apps and connectors have fully synced (this can take 1-2 days). Once sync is complete, follow these steps to assign Dash licenses.

To manage existing members or assign new licenses:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. On the Dashboard page, click Invite members in the Team usage section, or open the Members page and click Invite members.
4. Select one or multiple members, and click Add products.
5. Select the appropriate product and click Assign. An invitation email will be sent to the users with instructions to get started with Dash.

To remove a licence:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console in the left sidebar.
3. Click on the Members tab, select the member, and click Remove products.

The member will not receive an email notification when their license is removed.

Frequently asked questions (FAQ)

• Can I manage which apps users can connect?
  • Only admins can enable apps, and users can connect after they are enabled.
    

• Can I set a maximum or minimum version for managed deployment?
  • Dash doesn't support it yet, but soon you’ll be able to control versioning for managed desktop deployments.
    

• How long does it take for connectors to fully sync after setup?
  • Syncing connectors can take 1-2 days depending on the size of the data indexed and the number of apps connected. To ensure that users have access to all content, we recommend waiting until sync is complete before assigning licenses.
    

• Can I set different permission levels for different users within Dash?
  • Dash permissions are managed based on Dropbox roles (admins, members, etc). A new role, “knowledge managers,” will soon be introduced, offering more permissions than a regular member but fewer than a team admin.
    

• What happens if a connector fails or is disconnected?
  • If a company connector disconnects, you’ll receive an email notification, and an alert will appear in the Dash admin console. You can restore full functionality by reconnecting the service directly from the admin console.

• Can I customize the onboarding email that new users receive?
  • At this time, the onboarding email that new users receive is auto-generated and cannot be customized. Future updates will include an option to suppress this email to have a customized one sent instead.
    

• Is there a way to monitor usage across the team?
  • Yes, in the Security logging and App configuration sections, admins can view user activity (such as which apps have been connected), how often Dash is being used, and which features are accessed the most.
    

• How do I handle license reassignments if an employee leaves the company?
  • When an employee leaves, you can remove their Dash add-ons in the Members tab of the admin console. Their license will become available for reassignment to another team member.
    

• What kind of support is available during the setup process?
  • Dropbox offers dedicated support for admins during onboarding. You can visit the help center, request live chat support, or reach out to your Dropbox account manager for help with more complex setups.
    

• What happens if we add new apps or change our tool stack?
  • As your tool stack evolves, you can always return to the Connectors section in the Dash admin console to add or remove apps. Dash will automatically index any new apps you connect and make them available to your users.
    

• Is there a limit to the number of apps I can connect to Dash?
  • No, there’s no strict limit on the number of connectors you can enable. However, we recommend enabling only the apps necessary for your team to avoid clutter and ensure Dash operates efficiently.
    

• How do I ensure security for sensitive apps or data within Dash?
  • For sensitive data, we recommend using Company connectors, which require admin-managed credentials. Additionally, enabling single sign-on (SSO) and domain verification provides extra layers of security to protect your organization. Learn how to enable SSO and domain verification for your team.
    

• What should I do if some team members are having trouble connecting apps?
  • If users have problems connecting apps, first verify that the app is enabled for them in the Apps tab. If the problems persist, they can troubleshoot connectivity in the help center or reach out to support for further assistance.
    

• How do I deploy updates to Dash for my team?
  • Dash typically updates automatically, but if you’re managing deployments with tools like InTune or JAMF, you can download the latest packages from the admin console and push updates to your team.
    

Conclusion

You have now completed the initial setup of Dropbox Dash. By configuring apps, adjusting settings, and managing licenses, you’ve set your team up to make the most of Dropbox Dash. If you need any further assistance, refer to our Help Center or reach out to your Dropbox representative.