How to manage the new Dropbox experience
Learn which controls admins can manage, how to check your team’s AI credit usage, and how to help people get started with the new Dropbox experience.
7 minutes de lecture
Your creative team is preparing a campaign for client review. With the new Dropbox experience, they can find the assets they need, ask questions about the brief and meeting notes, organize files where their work already lives.
As the Dropbox admin, you need to understand what’s available to your team, manage settings and connected apps, what apps to enable and how to help people get started.
Check and manage your team’s access
The AI features in the new Dropbox experience are included with Standard and Advanced plans. No add-on is required to access them.
Before introducing the experience, check whether it’s available to your team and whether the team setting is on.
Open the Admin console.
Select Settings in the left sidebar.
Select Products and features.
If the experience is available to your team, you’ll see a New Dropbox experience section.
Turn on the toggle next to it to give your team access.
Note:
If you don’t see the new Dropbox experience available for your Standard or Advanced team, contact your Dropbox account team to request access.
Turning it off removes your team’s access to AI search and the other features included in the experience.
Individual members who prefer the classic experience can select Switch to classic in the left sidebar.
Note:
The experience uses each person’s existing file permissions. Turning it on doesn’t give teammates access to additional files or folders.
Once the experience is on, you’ll see an updated Dropbox interface with new ways to search, ask questions, and work with your files. The way you open the admin console also changes, so take a moment to find its new location before managing your team’s settings.
Manage your team’s connected apps
Your team’s campaign work may span files, emails, calendars, and conversations across several apps. As an admin, you manage which apps team members can connect to bring that information into Dropbox.
Enable apps for your team
Open the Admin console.
Select Apps in the left sidebar.
Select More apps to see the available apps.
Find the app you want to enable and select Add.
Enabling an app lets team members connect their own work accounts. Each person completes the connection, and Dropbox respects their existing permissions in that app.
Manage remote MCP connections
Remote MCP servers give your team another way to connect work tools to Dropbox. Depending on the tool, teammates can ask Dropbox to find information, summarize content, or take actions there.
As an admin, you can turn these connections on or off for your team and choose which server web addresses they can connect to.
To manage remote MCP connections:
In the left sidebar, find Products, then select Settings in the Dropbox section.
Select Integrations.
Find the app you want to manage and click Manage.
Select Allow or Block.
Once enabled, teammates set up their own connections and grant the access the tool requires. Some tools may also need admin approval.
Before Dropbox changes anything in a connected tool, it shows the proposed action for the person to review and approve.
Work habit
Let your team know which apps and connections you’ve enabled and how they can use them in their work. For the campaign project, that could mean checking client feedback in Gmail alongside the brief in Dropbox.
Help your team get started
Your team has access to the experience. Now help people connect it to a task they already need to complete.
For a creative team, that might mean finding images for a campaign, understanding client requirements, or preparing documents for review.
Introduce a familiar workflow
Choose one project and a useful outcome. Demonstrate how to describe the task, review the response or proposed changes, and check the result.
Include the decisions that matter to your team, such as which naming convention to follow or how to confirm a document is ready for client review.
After the demonstration, invite teammates to try a similar task with their own files. Share the example prompt so they have a starting point, and ask them to share what worked or where they needed help.
Work habit
Build the introduction around real work. A task someone already needs to finish gives them a practical reason to try the experience.
Check your team’s AI credit usage
Your team is starting to use the new Dropbox experience for campaign work. Checking credit usage helps you understand how much of the available allowance has been used and whether the team is approaching its limit.
Understand what uses credits
Search doesn’t use credits.
Chat requests and AI actions use credits, including requests for summaries or renaming files.
Summaries created by Dropbox without a chat request don’t use credits.
Credit use varies depending on the task’s complexity and the amount of content processed.
Credits are shared across the team, rather than assigned to individual members.
Check usage and limits
Click the dropdown next to Dropbox in the top-left corner.
Select Admin console.
On the Dashboard, check the credits used, remaining credits, and credit reset date.
Select AI credits details to review recent AI activity and team member usage.
If your team needs more credits, click Add credits to view the available options.
Note:
Only team admins and billing admins on eligible teams can purchase additional credits.
Build on your team’s experience
Ask teammates which tasks helped and where they needed to adjust their requests or results. Use what they learn to make useful approaches easier to repeat and share.
Apply the approach to another workflow.
Preparing a client review package could become a starting point for assembling documents for an internal meeting or project handover.
Turn useful prompts into templates.
Replace project-specific details with placeholders so people can reuse the instructions individually or across the team.
Include your team’s conventions.
Add agreed folder structures, naming formats, and review checks to the examples you share.
Work habit
Keep examples and prompt templates in a shared document. Explain when to use each one, which details to update, and what to check in the result.
Put your plan into action
Choose one upcoming project where your team could use the new Dropbox experience.
Adapt the campaign example to demonstrate a useful task.
Show where to check the team’s remaining AI credits.
Save a prompt template teammates can reuse.
Start with that task, then build on what your team learns.