How to view item details in Dropbox Protect dashboard

The item list in Protect lets admins review files across Dropbox, Google Drive, and Microsoft 365 in a single view and monitor how a file is shared and identify access risks quickly.

You can view the details of an item in the detail drawer or by expanding the detail drawer into the detail page. Viewing the details by item provides a full view of an item’s sharing settings, collaborators, access levels, and metadata.

How to view the item list

The item list appears as soon as you access Dropbox Protect.

Columns in the item list

Each row shows a single item. Each item could be a file, folder, or shared drive. Columns include:

• Title: Shows the item’s name.
• App: Shows the application where the item exists (Dropbox, Google Drive, or Microsoft).
• Owner: Shows the name of the item owner.
• Email: Shows the email of the item owner.
• Shared with: Shows a summary of people or groups who have access to the item.
  • Internal: Collaborators within your organization.  
  • Outside: Collaborators outside your organization, excluding personal or educational accounts.
  • Personal: Collaborators using personal email accounts from Gmail, Yahoo, educational domains, etc.
• Link type: Shows the sharing link type for the item.
  • Learn about link types in Dropox Protect.
• Permissions: Shows if links provide edit, comment, or view access for the item.
• Modified: Shows when the item was last modified.
• Age: Shows when the item was created or uploaded.
• Source: Shows the selected folder and all its lower-level files.
  • If an item doesn’t have a folder path, we will display “Unavailable”
  • Clicking a folder in the Source column applies a filter for that folder.
• Shared drive: Shows if the item belongs to a shared drive.
• Identifier: Shows the unique ID for the item. For Microsoft and Google items, the format depends on the system architecture.

How to understand external items 

Google Drive items owned outside your organization can appear in the item list if they are shared with internal accounts. 

Depending on the owner’s access level and application rules, you have limited options for changing sharing settings and fixing security gaps.

How to view item details

After you access Dropbox Protect, click on any item in the list to open its detail drawer. If you need a larger window, click the Expand details button to open the detail page.

How to understand the detail drawer

The details drawer lets you view item details without leaving the item list view. If you need more space, drag the drawer’s border to resize it.

The details drawer includes the following sections:

• Details: An overview of the item.
• Links: The types of links used to share the item.
• Accounts: All accounts the item is shared with.
• Owners: The owners of the item.
• Internal: Internal accounts that can view the item.
• Outside: External accounts that can view the item.
• Personal: Personal accounts that can view the item.
• Domains: Domains where at least one account can view the item.

How to understand the detail page

The details page provides an expanded view of item details, with filters to help you review access and sharing.

Item title and metadata: At the top of the drawer, you will see the item’s title and key metadata, including:

• Link access level
• The app the item belongs to (Dropbox, Google Drive, or Microsoft 365)
• Item age
• Last modified date
• Item location
• Unique identifier

Account list: The main table shows all accounts with access to the item. This list helps you understand who currently has access and what level of control they have.

For each account, you’ll see:

• User details: an avatar (profile picture or initials and the user’s name
• User’s email address
• Access level: Editor, Viewer, or Owner
• User type (internal, outside domain, or personal account)

Filters: You can use preset or adjustable filters to view specific categories of collaborators. These filters make it easier to evaluate access on large or highly shared items.

Preset filters:

• All accounts
• Internal accounts
• Outside accounts
• Personal accounts

Adjustable:

• User type
• Access
• Accounts