Dropbox: How to use the Integration

Clio_Dropbox_Logo.png

The ability to manage your documents is at your fingertips by using a Dropbox.com account and an amazingly easy to setup an integration with Clio! 

Setting up Integration
Looking at Dropbox in Clio
Looking at Clio in Dropbox
FAQ
     Deletions & Changes to the Client

Setting up the Integration

Before you can use the integration, you must set it up.  For instructions, please click here

Looking at Dropbox in Clio

While signed into your Clio account, you have the same abilities as you did before - to download, add comments to, and upload different versions of documents. The integration with Dropbox  not only adds the ability to create and use subfolders, but it allows you to use the Dropbox  interface to add and organize your documents easily.  When you go to the Documents tab in Clio you will see all the documents across all your matters:

When you go to a matter in Clio and the Document Tab, you will see Matter-specific documents:

Looking at Clio in Dropbox

When you look at Dropbox you will see your Clio folder there:  

And all the Client folders within:

When you create a new Matter in Clio it will create a folder in Dropbox.com for you, named after your Client.

FAQ

Do I need to do anything on the Dropbox side to set up the integration?
On the Dropbox side you will see the Clio Document folder structure created for you. This will first follow a main Clio folder, and inside are Contact folders, and inside of those are Matter folders. Simply drag and drop your Dropbox Documents into the created folder structure to ensure they are visible in Clio and Dropbox.

Editing a Document:
Visiting a Dropbox Folder with Documents you will see an Edit link beneath. This will allow the edit of the Filename. To edit the full Document, either click on the name of the file to download it and edit it locally, or visit Dropbox directly to edit the file.

Will all my documents that are currently in Clio move over to the Clio/Dropbox folder?  No.  At this time the document are not automatically copied over.  You would have to upload the documents into the Clio/Dropbox interface, or directly into Dropbox.   In order to move documents from your existing Clio documents into Clio/Dropbox then you would have to download each individually to your computer and re-upload them into the dropbox tab in Clio.

How do I move my existing documents from Dropbox into Clio?  Click here for full instructions and a video on how to move documents from Dropbox to Clio.

What about Permissions?  In Clio if you block a matter from individuals they are unable to see the documents in that matter.  However, at this time Clio does not cascade these permissions to the external document programs.  So, if you would like users in your office to only see the documents of certain matters, then it is suggested that you do not share the entire "Clio" library, but instead, share specific matters.  For more information, click here

If I upload a document in Dropbox will it show up in Clio as well?  Yes it will, as long as you upload it into the Clio folder.

If I upload a document in Clio will it show up in Dropbox?  Yes it will, as long as you upload it into the Dropbox tab.

What if I have a client with multiple matters?  When a folder is created in Clio/Dropbox it is named after the client.  When you click into this folder you will see each matter under that client has a separate folder.

What if I don't use Dropbox but I want to try this?  You will have to set up an account with Dropbox prior to using the integration.  

Do I have to pay for the integration?  The integration is part of your Clio subscription.  Dropbox has different subscription classes with pricing on their end.

How big of a file can I upload? Clio has a cap of 100 MB.  You may upload documents larger than this to Dropbox (respecting their file-size cap) and they will be linked to Clio.

What about sharing documents via Clio Connect?  The current version does not have the ability to share documents via Clio Connect.   We are considering this in a future release.

Can I use the main Search to find Dropbox documents?  At this time Dropbox documents (titles of) are not searchable via the main Search in Clio.  This is something that will be addressed going forward.

How can I have the Dropbox tab open automatically when I go to documents?  This is done in the settings.  Go to "Settings", "Documents" and select "Dropbox" from the drop down menu and click "Update Default Document Source":

Can I create sub-folders in Dropbox and have them show up in Clio?   Yes, you can create sub-folders in Dropbox and they will show in Clio. Additionally, when you are uploading a document into the Clio/Dropbox interface you can choose an existing sub-folder from the drop down or create a new one by typing in the name of it in the Subfolder field:

Folder view in Clio/Dropbox: 

Choosing an existing sub-folder to add a new document to:

To create a new sub-folder when adding a document, type the name in the Subfolder field:

Deletions & Changes to the Client

What happens if I delete the client of a matter (so there is no client)? The folder will be removed.  If you decide you want to recover the items, you can attempt to do so via Dropbox's recover feature.

What happens if I recover that client I deleted?  There will be a new folder under the name of the client.  Any matters you then link to the client will show under the client folder.

What happens if I change the client of a matter?  The files will move to a new folder named after the new client.

What do I do if I delete a document by accident?  Documents are not recoverable within Clio as a deletion is a permanent action.  However, you can attempt to recover it through Dropbox.