How to create a Member Access report

Updated Nov 01, 2023
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This article describes a feature available to certain types of admins on Dropbox team accounts.

Member Access Reports can help admins identify patterns with member storage by showing which paths individual team members have access to. This report is run on a single member.

Who can create a Member Access Report?

Certain types of admins can export Member Access Reports as a .csv file directly from the admin console. The following admins can generate this type of report: 

  • Team admins 
  • User management admins
  • Reporting admins 
  • Security admins

What’s included in a Member Access Report?

The Member Access Report includes a column for each of the following: 

  • Path: This is the path of the folder in each row. The level of detail you’ll see in the path will vary by folder type.
  • Folder type: This column describes the type of folder. The different types of folders are:
    • Team folders — For team folders, you’ll only see the root path of that team folder.
    • Shared folders — These shared folders can be internally or externally owned. Externally-owned shared folders are only included in this report if they’ve been added to your team’s Dropbox account. You’ll see the top-level root of the folder that was shared.
    • Private folders — These are your team members’ personal spaces. The path will be the team member’s name.
  • Internal or external: This describes whether the folder is internally or externally owned. Externally-owned folders are owned by someone outside of your Dropbox team.
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Note: Filtering to “No” will give you a list of all shared folders that are externally owned.

  • Folder owner: This column describes who owns the folder in this row. 
    • Private folders will show the email address of the team member who owns the folder. The only one of these that will show up in this report is the private folder for the team member you’ve run the report for. 
    • Team folders and internally-owned shared folders are shown as “Owned by the team”. 
    • Externally-owned shared folders will show the email address of the person who shared the folder with your team. 
  • Size (in MB): This is the amount of data contained in this path.
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Note: As this report is about what this member has access to, these numbers don’t add up to what the user is contributing to the storage quota of the team.

  • Number of files: This column gives you the number of files that are contained in this path. 

How to create a Member Access Report

To export member access data as a .csv file:

  1. Log in to dropbox.com with your admin credentials.
  2. Click Admin console.
  3. Click Members in the left sidebar. 
  4. Click the gear icon next to an individual user.
  5. Click Create access report

After it’s generated, the report will appear in your Dropbox folder titled “Dropbox Business reports”. It’ll be named“YYYY-MM-DD/Member Name/Access Details Report”. No one else will be able to access it, unless you share it with them. You’ll also receive an email once the report is ready.

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Note: For large teams, it may take some time to generate the report. If you don’t receive a report after an hour, please try re-generating the report.

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