How to use admin console reports in Dropbox

The Dropbox admin console provides Dropbox for teams customers with a comprehensive suite of reports to monitor team activity, manage storage, enforce security policies, and help maintain compliance. 

How to see what users are doing in your organization

Your team’s Activity report in the admin console records what your members do and when they do it. Admins can get detailed insights into these activities using the interactive, real-time Dashboard.

Activity

• What it does:
  • Provides a detailed, filterable log of all actions taken across your Dropbox team.
  • Allows admins to filter by event type, team member, and date range to investigate specific incidents or review team activity history.

• What you get:
  • An exportable CSV file saved to the "Dropbox Business reports" folder.
    • An email notification is sent when the report is ready.
  • Each row includes the date, the member who performed the action, the activity details, and the content involved.
  • The report can be filtered by time period, user, activity, and more.

Learn more about how to view team activity in the admin console.

Dashboard

• What it does:
  • Gives admins an at-a-glance view of team health, including license usage, storage consumption, security, and billing status.
  • Shows pending invites and action items.
  • Provides Advanced and Enterprise admins with an external sharing summary on the dashboard.

• What you get:
  • An interactive, real-time dashboard within the admin console (not a downloadable report).
  • A launchpad for deeper investigation via the dedicated reports below.

• How teams use it:
  • Investigate security incidents (for example, “Who accessed this file?”)
  • Track suspicious behavior (mass downloads, unusual logins)
  • Support compliance audits (SOC 2, HIPAA, etc.)
  • Debug user-reported issues

Learn more about the Dropbox team dashboard.

How to see who is using Dropbox and how they use it

User reports in Members provide a breakdown of how each team member uses Dropbox. They provide analysis of individual data usage, access information, and member behavior. 

Members data report

• What it does: 
  • Provides a complete roster of every team member along with their role, status, storage usage, group memberships, and access footprint. 
  • Helps with license audits, onboarding or offboarding reviews, and understanding per-user storage consumption.

• What you get:
  • A CSV file with one row per team member, including:
    • First name, last name, email address.
    • Role (for example, team admin, compliance admin, member).
    • Status (active, invited, deleted, suspended).
    • Storage usage (in MB), space limit, and join/invite dates.
    • Company-managed and user-managed group memberships.
    • Two-factor authentication status.
    • Volume of data the member has access to.
    • Total files accessible, personal files count, root team folders count, and external/internal shared folder counts.

• How teams use it:
  • Perform license audits
  • Carry out onboarding and offboarding reviews
  • Understand per-user data usage

Learn more about how to create a member data report.

Member access report

• What it does:
  • Runs against a single team member to show every folder path they have access to, including team folders, internal/external shared folders, and their private space.
  • Helps admins identify excess access permissions, investigate storage patterns, and support offboarding.

• What you get:
  • A CSV file with one row per folder, including:
    • Path, folder type (team folder, shared folder, private folder)
    • Internal vs. external ownership
    • Folder owner (email or "Owned by the team")
    • Size (in MB) and number of files

• How teams use it:
  • Identify patterns with user storage
  • Understand what individual users can access

Learn how to create a member access report.

Domain insights report

• What it does:
  • Shows admins how many personal Dropbox accounts exist on their verified company domain.
    • Note: This is a Dropbox Enterprise-only feature.

• What you get:
  • An in-console view showing the count of personal (unmanaged) Dropbox accounts per verified domain. It pairs with the account capture workflow to migrate or remove those accounts.

• How teams use it:
  • Support account capture.
  • Help your organization consolidate all Dropbox usage under a single managed team.

Learn more about domain insights and account capture.

How to see how your team is using Dropbox 

Team storage reports in Content break down team behavior to help you understand storage usage and manage quotas.

Team storage usage report

• What it does:
  • Breaks down exactly what content is consuming your team's storage quota, organized by folder.

• What you get:
  • A CSV file with one row per folder, including:
    • Path and folder type (team folder, team subfolder, restricted folder, shared folder, private content, suspended private content, app sandbox folder, archived team folder, removed private content).
    • Folder owner.
    • Size (in MB) and number of files.

• How teams use it:
  • Access information that’s essential for storage optimization.
  • Understand storage usage and team quota analysis.
  • Gather data to support storage management and data cleanup initiatives.

Learn how to create a team storage report.

Team folders report   

• What it does:
  • Shows what’s using storage in your team’s folders and subfolders, including active and archived folders.
  • Helps admins understand who has access to team folders and when they were last modified.
• What you get:
  • A CSV file with one row per team folder or subfolder, including:
    • Folder path
    • Folder type, including whether the folder is archived
    • Storage used
    • Team members and external people with access
    • Last modifed date
• How teams use it:
  • Identify the largest team folders.
  • Review who has access to team folders.
  • Find archived folders that are still using storage.
  • Support storage cleanup initiatives.

Learn how to create a team folders report.

Shared folders report

• What it does:
  • Shows storage used by shared folders that count toward your team’s storage quota.
  • Provides detailed sharing information for internal and external shared folders.
• What you get:
  • A CSV file with one row per shared folder, including:
    • Folder path
    • Folder type, including whether the folder is internal, external, or orphaned
    • Folder owner
    • Storage used
    • Team members with the folder mounted
    • Team members and external people with access
    • Last modifed date
• How teams use it:
  • Identify shared folders using the most storage.
  • Review external sharing and folder ownership.
  • Find orphaned shared folders.
  • Audit folder access across the organization.

Learn how to create a shared folders report.

How to see what data is being shared

Sharing and external access reports analyze what’s being shared outside of your organization to give you oversight and help you manage risks.

External sharing report

• What it does:
  • Provides a comprehensive view of all files, folders, and shared links that have been shared with people outside your organization.
  • Generates targeted sub-reports for unprotected links (no password) and links that are over three months old with no expiration and unique views. This can be used for data governance and reducing external exposure.

• What you get:
  • A CSV file containing:
    • Item type, name, and file path.
    • Who shared the content, when they shared it, and with whom.
    • Access level (edit, view-only) and sharing method (link or direct share).
    • Recipient domain.
    • Password protection, expiration, and download settings.
    • Last activity type and date.
    • Who accessed the content.
  • Report sub-types that include:
    • All shared links and all content shared by email.
    • Unique views of links with no expiration, created over 3 months ago.
    • Unique views of links with no password.

• How teams use it:
  • Monitor external exposure of company data.
  • Identify risky sharing behavior.
  • Perform security reviews and audits.
  • Understand your users’ external sharing patterns.

Learn how to monitor Dropbox team sharing activity.

How to check if your environment is secure 

Security and compliance reports help you manage personally identifiable information (PII), and help meet your organization’s regulatory and compliance requirements.  

Data classification report

• What it does:
  • Automatically scans team files for personal information (credit card numbers, passport numbers, bank account numbers, social security numbers, and other region-specific PII).
  • Produces a report of all flagged files.

• What you get:
  • A CSV file listing every file flagged as containing personal information, including:
    • Filename, file type, and file ID.
    • File location.
    • Type of personal information detected.
    • External sharing status.
    • Sharing method, originators, recipients, and dates.

• How teams use it:
  • Supports compliance with corporate and government data regulations.
  • Powers real-time DLP alerts when classified files are shared externally.

Learn more about Dropbox data classification.

Report summary guide