How to create a Member Access Report

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.

• 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.

Why do storage numbers differ between the admin console and other views? Is there a reporting delay?

Storage metrics can vary across different sections of the admin console due to synchronization intervals and data processing times. For example, reports generated in the admin console may not reflect real-time data, leading to temporary discrepancies.

To get the most accurate and up-to-date storage information:

• Regularly refresh the admin console before generating reports.
• Allow some time after significant data changes (like large file uploads or deletions) for the system to update all metrics consistently.

• 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 “…” (ellipsis) next to an individual user.
5. Click Create access report. 
6. Click Start export.

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.