Dropbox Filesystem Change: Details

What is changing on 10/31?

Dropbox is changing the structure of files and folders to provide more context for shared information. This is scheduled to occur in the early morning of October 31. No data will be lost.

(Too much information? Visit our Overview page.)

How will this affect GSE faculty and staff with Dropbox accounts?

Personal Folders

Everyone will have a new personal folder denoted by their name (e.g., “Nancy Penncard”). The files/folders you own and files/folders shared with you are now stored in this folder.

Team Folders

When you share a subfolder in a Team Folder with someone who doesn’t have access to the top-level ("root") Team Folder, the entire folder path to the subfolder you’ve shared will be visible to them.

This change will apply to all existing/previously shared subfolders and any new subfolders you share moving forward.
The files or subfolders outside the shared folder path a collaborator is not explicitly shared and will remain hidden from their view. (This includes any content in the folder path.)
The newly revealed folder paths should not be visible to external collaborators outside of the Penn GSE Dropbox domain. They will only be visible to collaborators with Penn GSE Dropbox accounts.

We strongly recommend reviewing your Team Folder’s subfolder structures and sharing access before October 31 to update as needed. This will ensure that confidential or sensitive subfolder names are not revealed to collaborators shared at that level.

If you were previously shared on a subfolder within a Team Folder you don't have access to, the name of that subfolder may change.
- Before October 31, your subfolder name would not update to reflect any changes to the name made by members of the Team Folder. (It would remain the same name as when it was first shared with you.)
- After October 31, when a member of the Team Folder changes the subfolder's name, it will also change the name for you.
When using the Dropbox desktop app, the name will change from “Dropbox (Penn GSE)” to “Penn GSE Dropbox” in your file directory.

Windows Quick access links/Shortcuts and Mac aliases to files/folders may need to be reset.
On Windows, the old directory name may be kept as a hidden shortcut in your File Explorer after the change occurs. If you need to remove it from your view, simply right-click and remove it from the sidebar.

On October 30, you may encounter a sync error if:
- You leave apps using files stored in Dropbox open on your desktop after midnight. Close all files and apps to allow Dropbox to resync.
  - Windows users: You may receive a locked file/folder error ("Can't sync Dropbox account") or the sync status may say "Updating Dropbox account" or "Upgrading database" if you have left things open. You should close the apps and files causing the error and click Try Again on the error message. If closing apps/files doesn't work, do NOT click Cancel! Contact GSE-IT for assistance.
- You’re running an outdated version of the Dropbox desktop app. Ensure your app is updated to version 192 or later.

Additional Information

Dropbox calls the new file system the "team space model" and the previous system the "team folder model."
If you have downloaded and synced a large amount of data (GBs) locally to your desktop using the Dropbox desktop app, your resyncing may take several hours.
- The workaround if you need to access these files in the meantime is to access them on the web.
You should receive no notifications from Dropbox regarding this change. (You may receive in-app notifications after the update.)
When you click the Create button at the top of your All Files view, you will now need to select which folder you want to create the file or folder in.
Dropbox - Get started with the team space
Information regarding Dropbox API updates