How to manage Dropbox Replay for your team

Admins have access to all Dropbox Replay files and projects in the team space. Admin controls allow admins to view, change or re-assign ownership, permanently delete, change password settings, and add and edit members to Replay files and projects. If a team member leaves, an admin can take ownership of their shared files or projects to prevent workflow disruption.

• Rename projects
• Take ownership of files or projects of team members or former team members
• Permanently delete files
• Change sharing settings from your Links page or the file itself
• Change shared links passwords
• Manage external access to files and folders
• Allow or restrict sharing outside your team
   

How to rename a file or project

To rename a file or project:

1. Log in to replay.dropbox.com.
2. Click Admin at the top.
3. Hover over the file thumbnail or the row of the project you’d like to rename.
4. Click “…” (ellipsis) in the top right.
5. Select Rename from the menu that appears.
6. Type in the new project name.
7. Click Rename.

How to edit access to a Dropbox Replay project

To add someone to a project:

1. Log in to replay.dropbox.com.
2. Click Admin at the top.
3. Hover over the thumbnail or row of the project you’d like to add people to.
4. Click “…” (ellipsis) in the top-right.
5. Select Add people from the menu.
6. Enter the emails of the people you’d like to add.
7. Add a message, if you’d like.
8. Choose Can edit or Can comment, depending on the permissions you’d like to grant.
9. Click Add.

The people you added will receive an email invitation to open your project. If you’d like to collaborate on a project in real time, start a live review session instead.


Learn how to use live review in Dropbox Replay.

 

To manage access to a project:

1. Log in to replay.dropbox.com.
2. Click Admin at the top.
3. Click the project you want to manage access to.
4. Click any avatar (profile picture or initials) at the bottom of the project thumbnail.
5. Click the dropdown next to the name of the person whose access you want to manage.
6. Select Can edit, Can comment, or Remove.
   

How to manage external link sharing in Replay

Admins can use the admin console to restrict external sharing in Replay by their team. This allows them to centrally control whether members can share links and files with:
 

Anyone: Anyone with the link 

Team + approved: The team and a list of approved users

Team only: Only members of the team

To change team sharing settings:

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console.
3. Click Settings in the left sidebar.
4. Click Replay.
5. Click the dropdown next to Sharing links outside team.
   • Choose On (Anyone), On (Team + approved), or Off (Team only).
      

How to manage external access to projects in Replay

Admins can use the admin console settings to manage whether team members can add people from outside of the team to projects.

1. Log in to dropbox.com with your admin credentials.
2. Click Admin console.
3. Click Settings in the left sidebar.
4. Click Replay.
5. Click the dropdown next to Adding people outside team.
   • Choose On (Anyone), On (Team + approved), or Off (Team only).
      

How to manage ownership of files and projects

Admins can control ownership of a shared file or project to prevent stalled workflow. 
 

Once an admin has taken over or reassigned ownership of a project, they'll be able to take all of the actions that an owner can take, including: 

• Edit, delete, or add password
• Toggle downloads on or off 
• Archive files 
• Resolve comments 
• Pin or label comments
• Set deadlines
• Manage sharing permissions outside the team

How to take ownership of a file or project

To take ownership for yourself:

1. Log in to to replay.dropbox.com.
2. Click Admin at the top.
3. Hover over the file thumbnail or the row of the project you’d like to take ownership of.
4. Click “…” (ellipsis) in the upper right.
5. Select Manage people.
6. Click dropdown next to Owner.
7. Click Take ownership.
8. Click the Can edit dropdown next to the member you took ownership from.
9. Choose Can edit, Can comment, or Remove, depending on the permissions you’d like to grant.

How to reassign ownership of a file

To reassign ownership of a file:

1. Log in to replay.dropbox.com.    
2. Click Admin at the top.
3. Hover over the file thumbnail or the row of the file you’d like to reassign ownership of.
4. Click “…” (ellipsis) in the top right. 
5. Select Transfer ownership.
6. Click the dropdown next to the current owner’s name.
7. Select the person you’d like to transfer ownership to.
8. Click Save.

How to change ownership of a project

To change ownership of a team member’s file or project:

1. Log in to replay.dropbox.com.
2. Click Admin at the top.
3. Hover over the thumbnail or row of the project you’d like to take ownership of.
4. Click “…” (ellipsis) in the upper right.
5. Select Change ownership.
6. Click the dropdown with the owner’s name.
7. Select the name of the team member you’d like to give ownership to.
8. Click Save. 

How to add editor-only comments to a Replay file

You can now add editor-only comments to a Replay project file if the person who created the project has the Replay Add-On. Editor-only comments can only be added and viewed by the project owner or someone who’s been added to that specific project as an editor.

 

This allows Dropbox Replay teams to review and discuss projects without these conversations being visible to clients or other stakeholders. Learn more about adding editor-only comments in Replay.

How to view the admin of a file or project

To view the team admin of a file or project:

1. Log in to replay.dropbox.com.
2. Click any avatar (profile picture or initials) at the bottom of the project thumbnail.
3. Scroll down the list of team members to find the person with Admin beside their name.

How to monitor activities in Replay

Admins can use the admin console to view the following member activity in Replay:

• Logging in or out of Replay
• Linking Replay to their accounts
• Adding or deleting files
• Creating or modifying shared links
• Adding or removing people from projects
  
  

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

Disbanding a team

If you choose to disband your team, all team member accounts become individual Dropbox accounts. The ownership of the team project moves to the admin, including Replay content. Team members will still be able to access to any Replay projects they previously had access to from their individual accounts. But they’ll lose access to any files that aren’t inside a project.

Learn more about disbanding a team.