Dropbox Integration Video

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Dropbox Integration Video Script

Hello, and welcome to the AgWare DataLog Dropbox Integration tutorial video.  In this video, I will walk you through the steps to create a link between your DataLog and Dropbox account.

Dropbox is an internet or cloud based file synchronization tool that is free up to 2 GB of data storage.  Files of any size and type can be shared via Dropbox “shared” folders.  This eliminates the need to email files like sales, documents, and images.  With Dropbox synchronization, once a file and/or folder is updated, it is updated for everyone with whom the file and/or folder has been shared.

AgWare DataLog includes the option to use an integrated link that simplifies the process for using Dropbox to share DataLog sales.  The first step to setup Dropbox sharing, is for each user to establish an account on the Dropbox website –www.dropbox.com.  The initial account creation is free; the only thing that costs money is additional storage.  You can then choose to go ahead and create a “Shared Sales” folder and share it, or you can wait and do that after the program has been installed on your computer.  For the purposes of this video, I’ll create and share my folder first.  When you are logged onto the Dropbox website, you will see a “Sharing” menu on the left side of the screen – click on this.  This will show you all of the shared folders you are currently a member of.  We’ll go ahead and click “New Shared Folder”.  This will bring up a window asking if you would like to create and share a new folder or share an existing folder.  I’ll choose “I’d like to create and share a new folder” and then click next.  It will then ask for the name of your new shared folder.  You can name the folder whatever you would like, but AgWare recommends that you name it “Shared Sales”.  I’ll name mine Shared Sales and click next.  Now it will bring up a window allowing you to enter the email addresses of each user you would like to share the account with.  Enter each user’s email address.  You can then add a message to the invitation if desired.  Once you have everything entered, go ahead and click share folder.  You will then see a message at the top of the Dropbox website that says the shared folder has been created.  You should also see it in the shared folders list.  Each member that you invited to the shared folder will have to accept the invitation before the shared folder will appear in their list.

Now you’ll need to download the Dropbox application to your computer.  If you are running Windows 8 or Windows 8.1 you will want to ensure that you are downloading the desktop application, not just the “app”.  To install, you will need to click the ellipsis in the bottom left hand corner of the website and click install.  This will take you to a new window or tab and you should see a blue “free download” button.  Click on this and go through the installer.  Once the desktop application has been installed, you will need to login.  This will be the same login as you created on the Dropbox website, and you should only have to login once.

Now we’re ready to create the link between DataLog and Dropbox.  The first step is to open DataLog.  Click on the folders menu option, and choose create link.  This will bring up a new window.  The first option you will need to set is the folder name that will appear in DataLog.  AgWare recommends that you use “Shared Sales” to match the folder name that was created in Dropbox.  The second option you will need to set is the link to the directory.  This should automatically be routed to the default path for your Dropbox folder.  If it is not, simply click on the browse button, and navigate to the correct path.  Once you have named your new folder and selected the link to directory, click create link.  You should then see the shared folder appear in your folder directory.  You will see a small, arrow icon on the folder – this indicates that this is a shared folder.  You can easily add sales to this folder by transferring them from another folder, or simply by entering new sales.  Any sales that you add to your Shared Sales folder in DataLog will automatically sync to your online Dropbox account when an internet connection is present.  They will also sync to the other member’s Dropbox shared folder.

To recap, you can create a shared sales folder in DataLog by using Dropbox integration.  If the initial, free 2 GB of storage is not enough for you, you can purchase additional storage space from the Dropbox website.  If you are the owner of a shared folder, you may choose to unshare that folder at any time.  If you are just a user in a shared folder, you can choose to leave a shared folder at any time.  Unsharing and leaving a shared folder would have to be completed on the Dropbox website.  One important thing to note is that an internet connection is always required for your shared sales Dropbox folder to sync.  Any subfolders that you create under your shared sales folder will also be shared.  You can also use Dropbox shared folders (not linked to DataLog) to share ClickFORMS reports, documents, images, etc.

I hope this tutorial was helpful for you today.  If you have any questions or comments, please don’t hesitate to give us a call at 605-787-7871, or send an email to support@uaar.net.  Thank you for taking the time to view this online video, and thank you for choosing the AgWare software.

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