Dropbox is a file hosting service and collaboration space. Onna integrates with Dropbox Business' API to extract all related data and metadata from entire company Dropbox accounts and/or specific user accounts.
This article describes our integration with Dropbox Business, which is a type of enterprise account that Dropbox offers.
Type of Account Needed
To start a collection, you'll need a Team Admin account on a Dropbox for business account.
All files are synced, including, but not limited to:
- Native files that have been uploaded
- Microsoft Office files created in Dropbox
- Dropbox Paper Files
- Related Metadata (create date, folder path, and revision id)
Currently the integration does not collect Google Drive files that have been created in Dropbox.
Onna Sync Modes
We currently support 3 syncing modes - one-time, auto, and auto-sync & archive.
- One-time is a one-way sync that collects information only once.
- Auto-sync means that Onna will perform a full sync first and will keep the data source and Onna in mirrored sync.*
- Auto-sync and archive means that Onna will perform a full sync first and continuously pull any changes into an archive.
*Please note that permanently deleting a file from Dropbox (without moving it to the Trash folder) will not delete it from from Onna due to a limitation in Dropbox's API.
Yes, you can export data and metadata in eDiscovery ready format. Load files are available in a dat file, CSV, or custom text file.
How to Guide
For this integration, you'll need to be an admin within your Onna account. We also recommend signing into your Dropbox Business account in your browser. If you are using a service account, we recommend signing out of your regular account and signing back in with the service account credentials before running the collection.
Either from within a workspace or My Onna, click to add a source. Select Dropbox Business
First, you'll be asked to name your source. This is the source's title on the Onna platform. If you're naming for eDiscovery purposes a common convention is to name it after the company or account individual.
Then you can choose the sync mode - whether one-time sync or autosync & archive.
Once you've named your source and added dates if needed, click 'Connect.'
Note: If you're adding dates, note that the platform will use the server modified date from the Dropbox API to collect files. This may not be the date modified visible on the Dropbox UI. Dates do not apply to Dropbox Paper files.
You will then have the option to manually add Dropbox users by copying and pasting a list of emails or selecting to 'Load users list' which will give you a list of all of the accounts available.
Select to load all users may take a few minutes, depending on the size of your organization. Afterwards, you'll see a list of accounts. These will be listed by alphabetical order and will include there name and email. The emails below have been blurred out.
You can select all accounts with the 'Select All' button. You can also select multiple accounts by using the checkbox. Once you've selected the accounts you'd like to sync, click 'Next'
If you would like to use the Dropbox's native search API to search for a term before a user has their information collected, choose the user that you'd like to search through first. Using the search API before collection can only be done on a single user.
You can continue your configuration by selecting file types including Dropbox files and Dropbox Paper files. For more targeted collections, you can also filter by search terms by selecting the 'Filter Dropbox files' option. Here you can enter a list of terms you'd like to find in the extracted content of files using Dropbox's Search API. Note: Dropbox Search API does not search through Dropbox Paper files and may not include other file types such as csv or .xls.
After finalizing your selection, click "Finish."
The account will begin synchronizing. This integration will now appear in your Sources page and within your workspace if you've added it there. Files will be processed and indexed so that all are searchable. When you click on the Dropbox source, you will start seeing results being populated. Below is a sample notification you'll see in your notification panel.
Once your data source sync has completed, you'll receive an email notification. When you click on the Dropbox Business data source, you will start seeing results being populated.
From this screen, you are able to filter results by date range, file type, label, and/or owner in Onna using the menu on the left.
Interested in collecting from Dropbox Business?