Use Dropbox to Receive and Transfer Sensitive Data

The University Of Michigan Flint has decommissioned files.umflint.edu. As an alternative, Dropbox File Transfer and File Request features allow you to securely transfer, request and manage the transfers of files across the Internet to university and non-university affiliates. Dropbox at U-M may also be used with some types of sensitive university data, including Protected Health Information (PHI), according to the Sensitive Data Guide: Dropbox at U-M.

Intended Audience

This article is intended for current faculty, staff, and students who are looking for a way to securely share files over the Internet.

Requirements

To follow this article you will need to have a current affiliation with the University and have access to your Dropbox at U-M account.

Precautions

When handling sensitive data, you must be careful to store the sensitive files in proper locations per the Sensitive Data Guide. Dropbox is a secure cloud storage solution, so you must be careful not to accidentally open or store sensitive data in other systems not permitted for sensitive data storage.

With that in mind, please avoid storing Google file types in Dropbox (e.g. Google Docs .gdoc, Google Sheets .gsheet, etc.), as they will always open in Google which may not support your sensitive data types per the Sensitive Data Guide. In addition, do not use Microsoft 365 integrations (Word for the web, Excel for the web, etc.) or store sensitive data in Microsoft One Drive. For further information on this topic, please visit: Refer to this article

Using Dropbox at U-M

Navigate to Dropbox at U-M in the browser of your choice.
Log in using your uniqname and
current password.

Transfer a file

From the Dropbox homepage, click on the grid Icon located in the upper-left corner and then click "Transfer" from the drop-down list.

If this is your first time doing a file transfer, you will be brought to the " Welcome to Dropbox Transfer " screen.
Next, click the "Create Transfer" button.
The following screen is where you can drag and drop or use the drop-down arrow to upload the files you wish to transfer.

Once you have uploaded the file(s) the following screen will be displayed.
From the above screen, you can set an expiration date and password for the file(s) you want to transfer.
Warning: Though optional, users are strongly encouraged to use a password, as anyone with the link can view the request or the sent document.
Click on the gear icon in the lower-left corner to edit the expiration date and set a password.
The image below displays the dialog box that appears when you click the gear icon.
Once you have selected the expiration date and or set the password, click the "Done" button.

Next, click the "Create Transfer" button.

Once your files have been processed, you will receive the message "Your files are ready to send ".
You can choose to deliver your transfer via an email or a link.
If you choose the "email" option, you will be prompted to enter the recipient's email address and a message if so desired.
Click the "Send Email" button. A message should appear on the screen stating that your files have been sent.
Alternatively, you can generate a link to the file(s).

Creating a File Request

On the left-hand side of the Dropbox homepage, click "File requests".
Next, click the "New request" button

You should now see the "Create New Request" dialog box. Enter the desired name for your request in the "Title" field.
You can add an optional description of the request in the "Description" field.
Next, select the folder for the uploaded files
and set a deadline and or password. You can change the location of the folder
by clicking "Change Folder".
Now add the email address of the individual who will be receiving the file.
Alternatively, you can copy and share the link to the file(s).
Lastly, click the "Share" button. You will receive an email notification
when you share or request a file to be shared.
From the home screen, you can view file(s) that have been submitted to you by clicking "File requests"
from the left-hand column.
Next, click the name of the desired file request. A dialog box will open showing the details of the submitted files.
You can view the uploaded files by clicking "View uploads".