Dropbox Integration Setup and Use

The Dropbox integration gives you a systematic and organized way to store Customer and Contract records in Dropbox, directly from Maxio Platform. Access files at the Customer or Contract level in Maxio Platform, or work with them in bulk using Dropbox itself. You can also attach these files to e-Bill invoices and customer statements.

Setup and configuration

Before you connect, make sure your account meets these prerequisites:

• (Required) A Dropbox Business account. The integration uses Dropbox's Team-level API to manage folder access on your organization's behalf, so a standard, individual Dropbox account won't work.
• (Required) Administrator permissions in Maxio Platform to connect and configure the integration.

Sign up for a Dropbox Business account before you begin if you don't already have one.

Connect to Dropbox

Connecting Dropbox links your Maxio Platform account to a Dropbox Business account, so Maxio Platform can create and manage Customer and Contract folders on your behalf.

To connect to Dropbox

1. In Maxio Platform, go to Admin and click Dropbox under Integrations.
2. Click the plug icon to connect to Dropbox.
3. Log in to Dropbox if you aren't already, and select the account to connect if you have more than one.
4. On the Dropbox authorization screen, grant Maxio Platform access to your Dropbox data.
5. Back in Maxio Platform, choose an Associated Dropbox Account from the list of Dropbox Team Admins. This is the Dropbox user who performs actions Maxio Platform initiates, such as uploading files to Dropbox folders.
6. Choose the Maxio Root Folder where Maxio Platform creates and manages Customer and Contract folders.
7. Click Save.

Maxio Platform confirms the connection and displays the name of the folder you selected.

Video: Connecting Maxio Platform to Dropbox

Update Dropbox settings

From the Dropbox settings page, click the pencil icon to change these settings at any time:

If any Customers don't yet have a Dropbox folder, you can also create them all at once instead of waiting for a new Customer to get one automatically.

Important: Don't make changes to the Maxio root folder in your Dropbox account while a bulk folder creation is running.

To bulk create Customer Dropbox folders

1. From the Dropbox settings page, click the pencil icon to open Update Settings.
2. Click Create next to Bulk Create Customer Dropbox Folders.
3. Review the confirmation, then click Yes.

Maxio Platform shows a progress bar while it creates folders for every Customer that doesn't already have one. This can take a while if you have a large number of Customers.

Disconnect from Dropbox

Click the eject icon on the Dropbox settings page to disconnect. Disconnecting revokes Maxio Platform's access to your Dropbox account.

If you reconnect to the same Dropbox team later, your existing Customer and Contract folder mappings are preserved. If you reconnect to a different Dropbox team, those mappings are cleared, since the folders no longer exist in that account.

Manage files in the Dropbox integration

Upload files

You can add files to a Customer or Contract's Dropbox folder without leaving Maxio Platform.

To upload a file

1. Open the Dropbox tab on a Customer or Contract's detail page.
2. Drag and drop a file into the file browser, or click to select one from your computer.

The file uploads directly into that Customer or Contract's folder in your connected Dropbox account. You don't need a separate upload step for files added directly in Dropbox itself. Any file placed into the matching folder from Dropbox's own app or website appears in Maxio Platform's file browser the next time you open it.

Video: Uploading files from Maxio Platform

Video: Working with files uploaded directly in Dropbox

Browse and organize folders

Use the breadcrumbs in the file browser to navigate between folders. Click Create New Folder to add a new subfolder inside the current one.

Delete a file

WARNING: Deleting a file from the Dropbox tab in Maxio Platform permanently deletes it from your connected Dropbox account. Maxio Platform doesn't keep a separate copy.

Click Delete next to a file in the file browser, then confirm the deletion in the Delete File dialog that appears.

Video: Deleting a file

Keep Dropbox folders in sync with Customers and Contracts

Maxio Platform automatically keeps Dropbox folders aligned with your Customer and Contract records:

• Folder matching - A new Customer without a Dropbox folder is automatically matched to an existing folder of the same name. If you use the Salesforce integration, Maxio Platform also checks for a matching Salesforce ID within the folder. This is enabled by default. Contact Maxio Support if you need it turned off.
• Folder name sync - If a Customer or Contract's name or number changes in Maxio Platform, its Dropbox folder is renamed to match almost immediately. Maxio Platform also runs a nightly sweep to catch anything that was missed.

Use Dropbox files with e-Bill invoices and statements

When you send an e-Bill invoice or customer statement, you can attach any file already stored in that Customer or Contract's Dropbox folder. Select the files you want from the attachment list on the e-Bill customization screen, and Maxio Platform includes them with the email your customer receives.

See Manage a Customer's e-Bill Billing Profile for how e-Bill delivery works, and Use Customer Statements to Summarize Open Balances for attaching files to customer statements specifically.

Video: Using Dropbox files with e-Bill