Summary: This Zibot will automatically share a file URL with a preselected list of contacts about files being added/removed or modified inside your Dropbox account. The Zibot can be used in a single flow or as part of a multi-step flow.
Where is the feature setup? The Share a file with Dropbox link Zibot can be applied inside the Zibot step when creating or amending a Flow. Ziflow is able to automatically send email notifications based on your cloud storage events.
Follow instructions on:
Share a file with Dropbox link Event configuration
Before you create your first automation, you'll need to connect your Dropbox personal/Dropbox Businesses. Start by entering the Connect tab and pressing a Create flow button located in the right upper corner of a dashboard. Name your flow (eg. Share a file with the management team about any PDF file being removed from Dropbox) and select a previously added cloud storage connection. Alternatively, you can add a new cloud connection from this page as well.
Next, select type of the event that is going to trigger the automation:
There are 4 types of events who can choose from (4th one which is New folder is created is dedicated for other Zibots):
File is added to a folder - select this event if you want to share files being uploaded to the storage.
File is modified - select this event if you want to share files that are being modified (e.g. name is changed).
File is deleted - select this event if you want to share files that are removed from the storage.
New folder is created - select this event if you want to share the folder being created in the storage.
Let's now Set up details for your event. Please see "Understanding event settings" for more information.
The above settings let you narrow down files that will trigger the automation later on. You can decide which files, uploaded where and by whom will trigger later actions. Once you're done with adjusting the trigger settings, click the Next button and proceed with the Zibot configuration.
Share a file with Dropbox link Zibot configuration
You'll be presented with a list of available Zibots, select the Share a file with Dropbox link option.
When you select the Share a file with Dropbox link action as part of your flow, you will see the following window.
Source file - Ziflow is asking what the input file will be ie. the file you want to send a Dropbox link. You have two options.
• File that triggered this flow - this means a file that is moved/changed or created in a certain location is the source file.
• File that is the result of the previous action - this option will become available if you have set up a multi-stage flow. It is basically asking if the input file will be coming from a previous action in the flow.
Link settings - Here you can select the settings you want to apply to the link.
Public - The Dropbox link can be sent to anyone. The link will take them directly to the item inside Dropbox but they will only see the file you sent the link to and will not be able to navigate anywhere else. (This option is available for Dropbox Business and Dropbox Personal accounts)
Dropbox team only - If you select this option the email recipient must be part of your Dropbox team otherwise the link will not be sent and the flow will fail.
(This option is available for Dropbox Business accounts only)
Password - If you select this option the email recipient will click on the link and Dropbox will ask for the password that you set in this configuration to be entered. (You would need to inform your recipients what the password is yourself).
The recipient will see the following screen when clicking on the link:
(This option is available for Dropbox Personal paid accounts only - not the free edition)
Expiry Date: Select an expiry date on the link that you send - once the date is met the link will no longer work. (This option is available for Dropbox Business accounts only)
Send link to - enter contacts who should receive Dropbox file URL.
Dropbox Personal and Dropbox Business have differences that are out of the control of Ziflow. Please be aware that some settings may not apply to personal Dropbox accounts.
If you connect Dropbox Business to Ziflow you MUST have the same email address in both Ziflow and Dropbox Business for the connection to work properly (without this you will not be able to see your files on Dropbox Business) - This is a Dropbox Business requirement and out or the control of Ziflow.