Dropbox

💡 In this article: You’ll discover a comprehensive guide on integrating SpotDraft with Dropbox for seamless contract management.

🛠 Integrating SpotDraft with Dropbox

Seamlessly save executed contracts to Dropbox for better organization and collaboration.

🚀 Introduction

Navigate the complexities of contract management with SpotDraft’s Dropbox integration, a solution designed to streamline and simplify your contract storage and management processes. This integration marries SpotDraft's advanced contract execution capabilities with Dropbox's renowned storage and collaboration environment, offering an automated and organized approach to contract management.

Upon the execution of a contract in SpotDraft, the system instantly generates a PDF version of the contract and methodically syncs it to your chosen Dropbox folder. This automation is not just about saving the document; it's a strategy for creating an organized, searchable, and manageable structure for all your contracts.

Key Features of the Integration:

• Centralized Contract Repository: All contracts are securely stored in Dropbox, offering a unified location for easy access and management of your contract portfolio.

• Automated File Organization: Configured during the integration setup, SpotDraft automatically creates a logical folder structure in Dropbox, typically following a format like Parent > Contract Type > Counterparty. Filenames are also systematically formatted as -, ensuring consistency and ease of search.

• Efficient Sharing and Collaboration: Leverage Dropbox's robust sharing and collaboration features to enhance teamwork and streamline communication, while maintaining control over who has access to your contracts.

• Automated Backups for Enhanced Security: Benefit from Dropbox's security features, complemented by SpotDraft’s automated backup system, ensuring that your contracts are not only stored securely but are also regularly backed up.

This guide will walk you through the setup of this integration, enabling you to utilize these features for a more efficient and organized contract management experience

📝 Prerequisites

Before installing the Dropbox integration:

• Takes 15-20 minutes to complete the integration

• Have an organizational Dropbox account ready (e.g. integrations@company.com).This avoids re-authentication issues if an employee leaves.

• Have SpotDraft - Admin or Integrations Access

• Create a parent folder in your Dropbox root folder to contain contracts

• Make sure to have sufficient space on Dropbox to auto upload executed contracts.

• Ensure "Dropbox" integration is enabled in your SpotDraft workspace.

• Decide on the subfolder structure and file naming format (details below).

• Folder Structure and File Naming:
  
  When configuring the integration, you will define:

  • Subfolder structure within the parent folder, such as:

    • Parent > Counterparty > Contract Type

    • Parent > Contract Type > Counterparty

    • Parent > Counterparty

    • Parent > Entity > Counterparty 

  • File naming format with contract label and date format:

    • Label: , , , , or

    • Date: , , or

⚙ Installation & Configuration

1 - Login to your SpotDraft workspace and navigate to Settings → Integrations.

2 - Open the Cloud Storage section and select Dropbox.

3 - Open the Setup section and click on Connect.

Follow the Setup wizard to:

4. Authenticate your Dropbox account.

4.1 Click New authentication.

4.2 - Set the authentication name then click the Create button.

4.3 - 1.3 - You will be redirected to Dropbox Authentication screen in popup or new tab. Select the Dropbox account to use for the Integration and proceed by clicking Continue to allow access.

Note. SpotDraft uses Tray.io as an Integration layer, on behalf of SpotDraft it will need access to see, upload, delete & download your files. This will allow SpotDraft to upload executed files properly into designated folders as per your preference. This is expected & secure.

Note. A ‘success message’ will appear on SpotDraft confirming authentication between SpotDraft & Dropbox is complete

Note. You can change the Instance to ‘Sandbox’ or ‘QA’ if you prefer to create the integration there before Production. Suggested is to proceed with 'Production'.

5. Folder Structure where the contracts will be saved

5.1- Enter the Parent folder name exactly as you have it in your Dropbox.

Note. The parent name can be anything e.g. ‘Signed Contracts’, but it must be in the root of your Dropbox.

5.2 - Choose the Folder Structure, from the options available

e.g. Parent folder > Contract Type > Counterparty (i.e. Signed Contracts > NDA > Acme Corp)

5.3 - Click Next.

6. Define the contract filename format

6.1 - Select the contract filename format by first choosing the contract label and then the date format using a hyphen between them.

e.g. Parent folder > Contract Type > Counterparty (i.e. Signed Contracts > NDA > Acme Corp)

6.2 - Click Next.

7. Set the ‘Solution Details

7.1 - Enter the Name and Description or leave the defaults.

7.2 - Click Finish.

8. After finalizing the wizard by clicking Finish, you will be directed back to the Dropbox Integration page. A confirmation message stating 'Installed Successfully' will appear.

8.1 - To complete the process, simply click the Connect button.

🎉 Congratulations. The integration is now complete and all of your executed contracts will automatically synchronize to your Dropbox.

✅ Verification

Once you have installed the Dropbox integration, verifying it is straightforward:

1 - Execute a test contract within your SpotDraft workspace, completing all required fields and signatures.

2 - In your Dropbox account, navigate to the parent folder you designated for SpotDraft contracts e.g. Signed Contracts.

3 - You should see a new subfolder created with the naming you specified during setup

e.g.

• Parent > Counterparty > Contract Type

• Signed Contracts > Supplier ABC > NDA

4 - Navigate into the subfolders. You will find a PDF file for the executed test contract.

You should see a PDF version within 5 minutes of the executed test contract you completed.

5 - Verify that:

• The contract PDF is saved in the subfolder structure you configured.

• The file is named according to the naming format you specified during setup.

• Opening the PDF displays the fully executed test contract.

This validation process will confirm that your integration has been properly set up and contracts are automatically saved to your Dropbox in line with the configuration set.

Additional options will be visible post integration setup is completed:

Update - Make changes in any of the integration setup steps.

Disconnect - Temporarily stop sending files from SpotDraft to Dropbox.

Delete - Permanently delete the integration from SpotDraft.

Limitations

• One Dropbox Integration is supported per SpotDraft workspace.

• Only PDF file format can be sent from SpotDraft to Dropbox.

• This is one way integration where only SpotDraft can send files to Dropbox. Any changes made in the uploaded file on Dropbox will not reflect back in SpotDraft.

• As of now there are no alerts for successful or failed document upload to Dropbox. Please make sure to keep an eye on Dropbox files to avoid any integration failures.

💬 FAQs

• Q: What is the maximum supported file size that can be uploaded?
  A: Currently we support a maximum file size of 6MB.

• Q: I don't see contracts in my Dropbox folder.
  A: Potential causes:

  • Incorrect Dropbox account authentication

    1. Missing parent folder in the Dropbox root

    2. Parent folder in "Shared" instead of "All Files"

    3. Enough space is not available in Dropbox

• Q: Can I use special characters in filenames?
  A: No, they will be removed per Dropbox conventions.

• Q: What permissions are required for the Dropbox account?
  A:The account will need read/write permissions to add files to the folder.

• Q: How can I customize the folder structure?
  A: When setting up the integration, you can choose between different folder structure options to meet your needs as detailed in the prerequisites.

• Q: Can I configure subfolders within the parent folder?
  A: Yes, the integration supports uploading to pre-configured subfolder structures as detailed in the prerequisites.

🏁 Conclusion

With Dropbox integration set up, you can now enjoy a smoother and more organized contract management process. Your team will save time spent on administrative tasks, and have confidence that executed agreements are safely stored and accessible.

👉 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

📚 Additional Resources

• Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.

• Integration Guides for Cloud Storage: Explore our guides for integrating SpotDraft with SharePoint, Google Drive, Box and OneDrive, providing insights into other cloud storage integrations available.