Dropbox is a cloud-based file storage and synchronisation service. With the Dropbox integration in the plugin DayliteDocs you can link existing Dropbox folders or create new ones for people, companies, projects and opportunities. Files and folders from Dropbox can be delegated as Daylite tasks with a file reference and a Dropbox link. The shared Dropbox link provides direct access to files even on your iPhone and iPad.
Table of Contents
- Setting Up the Dropbox Integration
- Advanced Settings for Administrators
- Using the Dropbox Integration
- Link Folder
- Create Folder
- Working with Drop-Zones
- The Drop-Down Menu
- Managing the Dropbox Link
- Creating Tasks with a Dropbox Link
- Open With and Show in Finder
Setting Up the Dropbox Integration
In order to use the Dropbox integration in Daylite, you need to sign in to Dropbox via DayliteDocs:
- Navigate to the PluginCenter and open DayliteDocs.
- Click on Dropbox and log in with your Dropbox credentials.
- A pop-up login window will open as shown in the example above.
- In the following security prompt, click Continue.
- The path to the Dropbox folder indicates where the Dropbox folder is located on your Mac. If you are using the Dropbox app on macOS, the path can be retrieved automatically.
- If you want to use a second Dropbox account to separate private and work-related files, please check the relevant articles on the Dropbox website for details.
- If you set up a second folder, a pop-up will appear asking whether the account is personal or for business. Please make sure to make the correct selection here.
Advanced Settings for Administrators
All settings below apply to the entire database and are only available to Daylite administrators.
Automatic Subfolders
When you create a folder, you can automatically create the subfolders defined here. Enter the desired subfolder names in the provided field. For example, when creating a new client folder you can automatically add subfolders like Inbound Invoices, Outbound Invoices and Projects every time.
Dropbox Links (public links)
For Daylite records like Projects, Companies, People and Opportunities, Dropbox links can be generated and automatically written to a custom field. Choose here which custom fields should receive the public Dropbox link.
The following article describes how to add and edit custom fields.
| Caution: Please make sure not to select custom fields that are already in use with important data! |
Finder Links (local links)
Here you can choose into which custom field the local link to a newly created folder should be written.
| Caution: Please make sure not to select custom fields that are already in use with important data! |
Using the Dropbox Integration
You'll find the DayliteDocs tab with the Dropbox sub-section in many places in Daylite, for example with people, companies, projects and opportunities.
| Please note: We highly recommend placing your local Dropbox folder in the Users / Shared directory on your Mac. This ensures that files can be shared with other users on the same Mac. Please make sure this is configured before proceeding! |
When you first use the Dropbox integration with a record, you are presented with two options: Link Folder and Create Folder.
Link Folder
This allows you to link an existing Dropbox folder with the selected Daylite record. Simply select the folder you'd like to link — all contained files and subfolders will be displayed as a list.
In addition, on the right side of the window you'll find a preview area.
| Hint: If files and folders are not being displayed, please check your Dropbox settings regarding selective sync and Smart Sync. |
Create Folder
This allows you to create a new Dropbox folder for the selected record. Click the button, pick the desired target folder via the small folder icon and provide a name. If the linked company is already connected to a Dropbox folder, that folder will be preselected in the project — it can however be manually replaced.
If you have configured automatic subfolders and want them created, check the Automatic Subfolders checkbox.
Automatic subfolders allow you to have specific folders created automatically, ensuring a consistent folder structure across your entire database.
Example: Main folder Clients → subfolders per client → subfolders for projects and opportunities, inbox and outbox folders.
If you want a Dropbox link written to a custom field, check the Create Dropbox Link checkbox.
Once the folder is created, all contained files and subfolders are displayed as a list. In addition, on the right side you'll find a preview area.
Working with Drop-Zones
Drop-Zones allow you to add files from the macOS Finder to Dropbox via drag and drop.
Drop-Zone 1 copies files into the main folder, Drop-Zone 2 copies files into the subfolder currently selected in the list.
| Please note: It can sometimes take a little while for files dragged into a Drop-Zone to appear in Daylite. |
The Drop-Down Menu
Clicking the Dropbox icon opens a menu with additional functions.
You can delete the mapping to the Dropbox folder, rename the Dropbox folder, show in Finder and manage the sharing options.
Managing the Dropbox Link
| Please note: The settings Who has Access, Expiration and Disable Downloads require at least a Dropbox Professional plan. These options are not available on lower-tier plans and will appear greyed out. |
Creating Tasks with a Dropbox Link
When you right-click a Dropbox file or folder in Daylite, you can create a task with a matching Dropbox link. Simply tick the checkbox at the bottom of the task creation window — the Dropbox link will be automatically entered into the location field.
Open With and Show in Finder
In the lower right corner you'll find the options Open With and Show in Finder.
Open With shows you a list of apps installed on your Mac that can open the selected file. Pick the app you'd like to use.
Show in Finder displays the selected folder or file in your Dropbox in the macOS Finder.