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Three committees using Dropbox and file sharing

I am a volunteer sec for an umbrella committee group under which 3 committees sit.

Each committee has training candidates and they all have to review the candidates work.

Each Committee also meets separately, has their own agenda and policy responsibilities to review.

As they all share candidates work I use a shared folder and share that link each meeting. They meet quarterly. I set up a different meeting link each time as I have to store the meeting data.

For the commitees who then have their own responsibilities I have a specific folder the different committees open as their documents are private to that committee.

We have differing levels of knowledge of using dropbox. One committee had their own account but their secretary retired. When I took over as I am already the owner of the umbrella account I save myself time but uploading candidates work into the meeting folder that I share with each committee. Data is received to upload weekly so its not like just one lot of data is received, we have several candidates all sending work in at differing times.

Is there an easier way here to store and share? without having to copy and paste if I created one folder and add people to that folder? I still have to store 3 separate elements of committee data.

Would it be easier to create team folders?

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Walter

Hi there @Group Sec - thanks for using Dropbox and welcome to the Community!

Can you please clarify if you'd all be using individual accounts in this scenario or if you'd be part of the same Dropbox for Business teams account instead?

Also, what is the end-goal here when it comes to sharing the files and/or folders and the permissions that the people involved in the share would need to have?

Is each committee consisted of a single person or a group of people?

Any additional information is more than welcome!

Group Sec

II have to use a free account as there is no payment available via these commitees.

There 1 overall committee with 7 people.

There are 3 committees below, with 15 in one and 9 in another, some people are the same but not all. The 3rd Committee downloads via my links.

The issue seems to be that in the past 1 committee had their own dropbox so they were all set up to go in any time they liked. I dont have 1 dropbox acct per commitee, I am the sec for the umbrella committee and the training candidates folders are in that part of dropbox so i share the folder each meeting to each commitee.

Walter

And will these committees need edit access to the shared folders or view only instead @Group Sec?

Group Sec

View only.

Thanks

Walter

In that case, I'd recommend creating separate folders for each committee and then use shared links for each of the folders as you go when needed @Group Sec

Feel free to let us know if you come up with any follow up questions!

Group Sec

Hi.

The issue I have with that way is that the several candidates submit their work often every week and all 3 committees have to see that work, hence I created a candidate folder in the umbrella committee then shared that with the other committees. If they all have separate folders I am copying and pasting all the time between 4 committees overall. I am not paid to do this as I am a volunteer. Its worked so far but just one committee had their own dropbox account. Now no committee does, only me, apart from the committee members, some have dropbox and some dont.

Jay

HI @Group Sec, thanks for the info.

If the committees need to meet separately, and have their own agenda and policy responsibilities to review, then there is no other option but for them to have separate shared links to different folders.

As we can assume that none of them have a Dropbox account, this means that sharing folders to them directly isn't on the table. Regardless, the same as above would apply, since each committee needs different information available for them, so you'd need three separate shared folders.

All in all, this means you would need to duplicate the necessary content in three different folders, customize them according to each committee, and then share those links to the appropriate one.