Dropbox
Maintain a unified shared storage on Dropbox when SpotDraft auto-uploads your eSigned contracts
🛠️ Integrating SpotDraft with Dropbox
Seamlessly save executed contracts to Dropbox for better organization and collaboration.
📄 Index:
🚀 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 <contract_title>-<mmddyyyy>, 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:
⚙️ 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 - Select Allow for Dropbox to use for the Integration.
Note. Tray.io is used by SpotDraft for this integration.
Note. A ‘success message’ will appear on SpotDraft confirming authentication between SpotDraft & Dropbox is complete
4.5 - Click Next.
Note. You can change the Instance to ‘Sandbox’ or ‘QA’ if you prefer to create the integration there before Production.
5. Folder Structure where the contracts will be saved
5.1- Enter the Parent folder name exactly as you have it in your Google Drive.
Note. The parent name can be anything e.g. ‘Signed Contracts’, but it must be in the root of your Google Drive.
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. <contract_title>-<ddmmyyyy>
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.
✅ 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 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 Google Drive in line with the configuration set.
💬 FAQs
I don't see contracts in my Dropbox folder.
Potential causes:
- Incorrect Dropbox account authentication
- Missing parent folder in the Dropbox root
- Parent folder in "Shared" instead of "All Files"
Can I use special characters in filenames?
No, they will be removed per Dropbox conventions.
What permissions are required for the Dropbox account?
The account will need read/write permissions to add files to the folder.
How can I customize the folder structure?
When setting up the integration, you can choose between different folder structure options to meet your needs as detailed in the prerequisites.
Can I configure subfolders within the parent folder?
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.
📚 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.