Information workers have no shortage of tools at their disposal for collaboration – chat, email, online docs, video meetings, and more. These fixed-function tools have been an important first step for collaborative work, but they will not drive the exponential productivity gains enterprises are now looking for. There is a huge appetite for practical innovation and taking management of work a step further. 

Organizational leaders empower their workers to achieve more by dramatically up-leveling the way they collaborate with others – how they share, track, update, and report on work. Simply adding more tools to this equation is not the answer. Teams need the ability to do more than communicate and share files; they need a way to manage and execute work that drives greater productivity and accountability. 

The gains enterprises need will come largely from Automation, which allows workers to free up time spent on repetitive, daily tasks and focus instead on work that yields a much higher return for the business, as well as providing greater job satisfaction. 

Information workers need tools they can easily adapt themselves to automate the great diversity of loosely defined, unstructured work they perform every day. In this way, we move away from fixed-function tools like email and instead towards software that adapts to the work at hand. This is where Workativ comes in. 

If your business is using a document management software like Dropbox, it is high-time you integrated it with Workativ to reap the benefits of automation.  

How Workativ streamlines key Dropbox processes 

By integrating Dropbox and Workativ, you streamline your workplace IT support to connect employees, processes, and automations into a transparent workflow. Let’s take a look at some of the automations you get with Workativ and Dropbox integration.  

1.Get File Link, Delete File 

With Workativ’s Dropbox process automation, employees can easily access the file they need at the comfort of their chat hubs like Slack or Microsoft Teams without the need to log in to a static portal every time they want to refer a document. And managers can delete a file on Dropbox just by asking Workativ to do it for them. Easy, right? 

2. Create, Delete and Get folder details 

Workativ’s Dropbox process automation makes it easier to create, delete, or retrieve details about a folder in a jiff. This makes sure that files are organized and easy to retrieve for employees on Workativ. 

Popular Dropbox Integrations 

With Workativ, you can connect multiple apps and set up an automation involving a synergistic workflow of tasks on those apps. Let’s take a look at some of the apps you can combine with Dropbox using Workativ.   

1. Dropbox Azure AD Integration 

Workativ’s Dropbox integration with Microsoft Azure AD helps you manage your Dropbox Business team centrally through Microsoft Azure AD. When you use Dropbox with Microsoft Azure AD, you can: 

• Configure single sign-on (SSO) for your Dropbox Business team 
• Manage provisioning and deprovisioning Dropbox Business users through Azure AD 

You can set up an automation using Workativ such that, whenever a new employee is onboarded on Azure AD, the employee gets an invite automatically to join your company’s Dropbox Business team. And similarly, when there’s an outgoing employee, the employee’s details get removed from Azure AD as well as from Dropbox Business simultaneously. 

2. Automate new Dropbox file to get emailed via Gmail 

You can set up a Dropbox and Gmail automation using Workativ such that, whenever there’s an important product-related update to be shared with the team, Workativ can fetch the document from Dropbox once it’s uploaded by the product manager and share it with the entire team by emailing the team via Gmail. Sounds so simple, right? 

3. Slack and Dropbox 

With Workativ’s Dropbox and Slack integration, your content and conversations stay together seamlessly as you move between tools – so your team and the teams they work with can stay on the same page and find information easily. 

Whenever there’s a new employee being onboarded, help desk agents can set up an automation on Workativ by integrating Slack and Dropbox such that, the new employee guidelines document from Dropbox gets shared with the new employee on their Slack channel by Workativ. This prevents the employee from going on a searching spree on what are the company guidelines to be followed. 

How to automate a file request in Dropbox using Workativ 

Now that we’ve seen the endless possibilities of what integrating Workativ and Dropbox and your other apps can do for you, let’s see how you can go about the same.       

1. Automation Designer   

Workativ’s intuitive three-step no-code automation designer lets you set up automations that combine tasks on different apps into one efficient workflow. The three steps are as follows:       

Step-1: Specify the inputs that you want the chatbot to converse and get from a user for the automation. If you set up a Dropbox workflow automation for an employee to view a file, you’ll have to specify inputs like the file name. These details will be gathered from the employee by Workativ during the conversation.       

Step-2: Log in to the app of your choice with your credentials, map the inputs you got from the user in Step-1 to the appropriate fields, click save and you’re done. For an employee to view a file on Dropbox, select Dropbox from the apps list, connect with credentials, and map inputs from the pop-up that’ll appear. And that’s it.       

Step-3: This step is optional, although I would recommend that you don’t skip this. You can enter the email IDs of people in your organization to whom you want Workativ to send out log reports each time the automation runs.       

Easy right? All in three, very simple steps. Oh, forgot to tell you, you can even skip these steps altogether with the Automation Marketplace. With ready-to-use, 200+ pre-built automations for popular apps deliver workflow automation in seconds. Just download. No coding.   

2. Dialog Designer   

With the Dialog Designer, you can create conversation/dialog flows for a chatbot effortlessly in just a few minutes. With the plethora of options available, you can customize the dialog any way you want. Let’s see the steps for creating a dialog flow.       

Step-1: Set up a dialog by telling Workativ for what phrases it should use that dialog for conversing with a user. If you’re setting up a dialog for an employee to view a file on Dropbox, you can specify phrases like “I’m looking for the monthly report” or “I want to view the monthly report” that the user might say so that the chatbot can identify it and use the dialog.       

Step-2: After setting up the dialog, you can test it in real-time using the Try Me feature.      

Step-3: After you’re done with testing and improving the dialog to sound more human and have a natural flow, you can add the chatbot to your business’ Slack or Microsoft Teams workspace and enable seamless conversational Dropbox self-service for your employees.   

Benefits 

Now the benefits are enormous when it comes to integrating and automating Dropbox tasks with Workativ.   

1. Instant Document Lookups 

Documents and project materials can effortlessly be viewed whenever required just by asking Workativ’s Dropbox chatbot to bring up the document for you on your Microsoft Teams or Slack app.  

2. Enhanced Productivity 

Workativ’s Dropbox workflow automation solution offers customizable templates that can be used to manage all types of projects and corporate activities. 

These solutions boost productivity by eliminating unnecessary work like manually logging in to static portals and free up employee time for other tasks and activities. 

3. Dropbox Employee Self Service  

Workativ provides users with a holistic self-service interface for all of their IT needs. By integrating Dropbox with Workativ, end users can retrieve and view files/folders with ease. This integration saves time and greatly enhances the user experience.  

4. Easier Search Processes 

One of the biggest advantages of workflow automation systems is the ability to search by a wide range of criteria for the information you need. Robust search features make it much easier to locate previous communications on a wide range of topics, including the following: 

• Billing and payment information for clients 
• Supply chain management data 
• Previous projects with similar parameters to current ones 
• Work performed by a specific individual or group 
• Chronological searches covering periods ranging from an hour to many years 
• Information related to a specific client or job type 

By choosing your parameters carefully, you can easily and quickly access the data stored in your system. This saves time and eliminates issues associated with lost documents and data within your organization. 

Liked what you read about Workativ? Try Workativ today by signing up for a FREE trial at workativ.com and experience the difference yourself. 

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