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Account Mapping – Team Folders

Introduction to Team Folders

To move data from a Team folder, you must select a single user who has access to that Team folder and then select “Include Shared Folders” for that job so that the Team Folder displays in the file chooser.  See important information below on using “Include Shared Folders” to avoid duplicating data.

Sending data to a Team Folder basically works just like sending data to any other folder in Dropbox in terms of how it is entered on the Paths tab of the spreadsheet.  You simply enter the Team Folder in the Target Path column of the Paths tab with a leading forward slash (e.g., /TeamFolder).  However, it’s essential to understand how Team Folders work so you prepare and organize your Dropbox account adequately, before you generate the spreadsheet.

Regardless of whether you are migrating to or from a Team Folder, you must also make sure that the oauth user who has access via a group to the top level Team Folder does not have those permissions revoked further down, as that will block access to those branches of the folder.

Job Configuration – Team Folder as Source

1: If you are doing a non APM job, you can transfer a Team Folder as you would any other folder. You must select a user account that has access to the Team Folder, so the user must be a member of a group that has edit rights to the top level of the Team Folder. Additionally, you must select the “Include Shared Folders” checkbox under Advanced Options for the Dropbox source node, at which point the Team Folders available to that user will each be listed with a “group of heads” icon in the file chooser.  Folders that are shared but not Team Folders will be listed in the file chooser with folder icons. Do not select more than one account for transfer if “Include Shared Folders” is selected, as this can result in transferring an instance of the same folder for the owner and every sharee of the folder. That causes duplicate data on the target and excess byte charges for transferring the duplicate folders.

2: If you are doing an APM job, the specifications in step 1 all apply. While Team Folders do not technically have any owner, CFP will list a Dropbox admin as the de facto owner of the Team Folder in the spreadsheet.

Note that by and large, we discourage selecting Include Shared Folders when running APM jobs, because it can result in transferring multiple copies of data sets on behalf of both the owner and any sharees. However, Team Folders will only display in the file chooser if Include Shared Folders is selected. Therefore, the recommended APM setup for Team Folder sources is:

  1. Ideally, identify one Dropbox Admin who has access to all Team Folders. Set up an APM job that ONLY contains that one admin user.  Selecting a single user is important, because you won’t get a file chooser for the next step if you select more than one user.
  2. Select Include Shared Folders, and select the Admin’s unshared folders plus the Team Folders in the file chooser for that one user. Do not select any other shared folders from the Admin’s file chooser.  Team Folders will have a “group of heads” icon next to them in the file chooser, while shared folders will have a folder icon.
  3. Generate a map and run the APM job as usual.
  4. Select all remaining Dropbox accounts in a separate job (splitting into several jobs if necessary) and do not select Include Shared Folders. Run this APM as usual.

Job Configuration – Team Folder as a Target

  1. If you are redirecting to a Dropbox Team Folder, only Groups are allowed as shares at the top Team folder level.  At least one Group with editor access must be created for each Team Folder before you generate your spreadsheet, and the Group must include the mapped target account for all folders’ source owners.  Example: Joe@company.com owns a folder ‘Joe’s Project’ on the source.  In the CFP User’s tab, Joe@company.com is mapped to JoeDB@company.com.  In order to transfer the folder ‘Joe’s Project’ to a Team Folder ‘Projects’ on Dropbox, JoeDB@company.com must be in the Group that has editor access to the Team Folder ‘Projects.’  This specification only applies to the folder’s owner; sharees of the folder do not need to be part of the main Team Folder Group.
  2. Note that if JoeDB@company.com does not have access to the /Projects Team folder, Dropbox and CFP will create a shared folder /Projects in the account JoeDB@company.com, and ‘Joe’s Projects’ will be saved to that folder.
  3. If a folder is listed in the Target Paths tab as an archived Team Folder, it will essentially be ignored; e.g., if you have an achived Team Folder called ‘/archive’ and do a redirect to that same folder in the Paths tab, CFP will create a [non-Team] folder called ‘/archive’ in the mapped user’s account.
  4. Users may be added as shares further down in the Team Folder structure.  Note that Team Folders do follow waterfall permissions, and you can add more permissions to child folders as you progress down the tree, but not fewer permissions.
  5. Because Team Folders support nested sharing, if you have a folder on the Paths tab listed as Skip?-Yes due to nested sharing, you can just clear the ‘Yes’ from the field, and that folder will be copied to the Team folder with the listed permissions.

Team Folder Setup on Dropbox

All you must do on Dropbox is create a Group that includes all mapped owners for data that will go into the desired Team Folder. Note that you must create this Group before running the CFP spreadsheet (or Run Rescan Target Users and Groups to add the Group), but if you forget to add a few users to the Group, you can add them even after the spreadsheet has been generated.

Note that CFP can create the Team Folders themselves, and add the desired Group as an Editor in the spreadsheet. The benefit of creating the Team Folders on Dropbox ahead of the migration is that if the Team Folders are created before the simulation, you will get confirmation on the simulation reports that data is going to the Team Folder.  You won’t get that same confirmation if CFP creates the Team Folders on the fly.

Job Configuration in CFP  – Team Folder as Target

  1. Select a valid source for Account mapping jobs. This will either be a Windows drive or an Admin-level system.
  2. Select a Dropbox for Business (Dropbox Admin) system for the target.
  3. If you are only moving data to Team Folders, you may leave the Destination Folder field blank.  If your job will have some data moving to non team folders, you may enter a target folder in the Destination Folder field.
  4. You will also need to select Warn on Permission Conflicts under Mapping Strategy, and User and Permission Mapping under Settings in the APM wizard.  Then generate your map.

Spreadsheet Editing

1: Users and Groups Tabs: Map users as you normally would. Any target owners must be in the Editor Group for the Team Folder that will hold their data.

NOTE:  Some people find it is easier to take the strategy where they have a single admin in the Editor Group for the Team Folder, and then they map all source owners to that one Dropbox admin.  This may also map a lot of the sharees to the admin account, however, so you won’t have the same sharing on Dropbox that you had on the source account.  After the migration is complete, you can go into Dropbox and apply Groups to the various folders for different entities or functions in your company.  This creates a simpler migration for some users, but typically requires post migration application of shares in Dropbox.

2: Paths Tab:  Decide which folders should be the top level folders in your Team Folder.  For example, you may have a folder Sales/Boston that should go to a Team Folder BOS-Office.  Here is the setup for that on your spreadsheet:

Note that you only enter a Target Path for the top folder, /Sales/Boston, and not for any of the Boston subfolders.

If you enter ‘Yes’ in the Rename column for the /Sales/Boston path, it will eliminate ‘Boston’ from the structure in Dropbox. So you will have the following paths in Dropbox:  /BOS-Office/Forecast and /BOS-Office/Revenue.  If you do not enter ‘Yes’ in the Rename column, you will have the paths /BOS-Office/Boston/Forecast and /BOS-Office/Boston/Revenue.

Subfolders of /Sales/Boston will automatically be sent to the Team Folder in the same structure as they were on the source, given the above spreadsheet configuration.

You may remove all of the ‘Yes’s’ from the Skip? column that are due to nested sharing.  In the example above, ‘Yes’ was removed from the Skip? for the path ‘/Sales/Boston/Revenue/charlie.’

/Sales/New York is a second top level folder, and we are sending it to a second Team Folder, ‘/NY-Office.’

3: Target Paths tab:  If you have already created the desired Team Folders on Dropbox, they will be listed on the Target Paths tab (NOTE:  Dropbox CDM accounts will only list the one Shared Workspace Team folder in the Target Paths tab, as CDM Team/Shared folders are handled by a different Dropbox api.  Tervela support can tell you if you have a CDM account).  If not, you can create the Team Folder by entering the folder name in the Target Path field. Enter ‘Yes’ in the Team Folder? field, and the desired Editor Group for your Team Folder in the Editor (Groups) field.

NOTE:  Team folder migrations work best if you apply all share directives for the Team folder in a single tab of the spreadsheet. If you are going to apply additional shares to the Team folder beyond just the single group:

  1. You can create a new Team folder in the Target Paths tab by entering the Team folder name in the Target Path column, and entering ‘Yes’ in the Team Folder column.  Leave the Editor (Groups) tab blank.
  2. Add the shares for that Team folder in the Paths tab [i.e., for a Team folder called ‘Team folderName,’ add /Team folderName to the Target Path field, and then enter any Group(s) that should share that Team folder in the Editor (Groups) field.]
  3. Only enter a share for the Team Folder in the Paths tab or the Target Paths tab – not both.

Running the job

It is highly recommended that you run a simulation on your job before doing the actual transfer.  If Team Folders are created in advance of the simulation, you will see a Team Folder Name column listed at the far right of the Sim report.  If that column lists a Team Folder, your data will go there. If the column is blank, your will either not go to a team folder, or the team folder has not been created yet.

Updated on June 25, 2020

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