Skill: Dropbox to Access Customer Files, Drawings, and Manuals
Skill level: 3
Organisational
Learning Objective
Understand how to access useful files in Dropbox securely and efficiently. Learn what kind of resources are available, how to find what you need on-site, and how to handle this information professionally.
1. Overview
The company Dropbox account contains important job-specific files, including photos, gate drawings, manuals, part numbers, and technical documents. Engineers use this shared resource to prepare for jobs, access info while on-site, or retrieve reference material that may not be easily found elsewhere.
This information is private to the company and must be handled with care — even if it doesn’t contain sensitive customer data.
2. Tools & Materials Required
Smartphone or tablet with Dropbox app installed
Company Dropbox login credentials
Internet or mobile data connection
(Optional) Laptop for larger file access
Secure company email (for sending new files to office)
3. Before You Start
Confirm the Dropbox app is installed and updated.
Log in with the credentials provided by the office.
Familiarise yourself with the folder structure (Jobs, Manuals, Company Docs, etc.).
Mark frequently used files/folders for offline access.
4. Procedure
What info is found in the Dropbox folder?
Information useful for engineers to complete their daily tasks.
Manuals and instructions
A record of certain specific parts, eg type of cantilever track
Photos of customer's gates
Safety certificates for customers gates
Drawings of customer's gates
Photos of sample gates to show potential customers
Breakdown cover
Receipts for work done on our vans
Retail price lists
Waste carrier certificate
Vehicle Insurance details
Health and safety information
What is not in the Dropbox files?
Anything over the minimum that we need to work efficiently!
No photos of customers
No full addresses of customers
No phone numbers or email addresses of customers
Nothing that has not been agreed or volunteered by the customer
There is no company, accounts or staff information ever in dropbox
Only access what you need when you need it, if you are missing info needed for a task.
a. Before a Job
Open the job folder in Dropbox.
Review site photos, gate layout drawings, or part specs.
Download any technical manuals needed for unusual kit.
Close your device
b. During a Job
Access drawings, wiring diagrams, or part details.
Confirm locations for intercoms, cameras, or accessories.
Take new photos if the site has changed — send to office for upload.
Close your device
c. After a Job
Ensure all new material (manuals, photos, updated settings) is:
Uploaded directly by you
Close your device
Remember at all times to keep your deviced lock and away from anybody who is not you.
The info may contain gate entry codes and it is private and should be treated with respect and care.
Report any losses immediately!
5. Best Practices
Stay logged in to Dropbox on your work device.
Mark key manuals/folders for offline use to avoid data issues on-site.
Keep uploads tidy and clearly labelled for future use.
Share hard-to-find manuals/part specs with the office for central archiving.
Protect this information — it is private.
6. Common Mistakes to Avoid
Calling the office for info already available in Dropbox.
Forgetting to download manuals before going on-site.
Leaving Dropbox logged in on unsecured/shared devices.
Not updating job folders with new site photos or info.
Assuming a file exists in Dropbox without checking or flagging it.
7. Safety Information
While Dropbox use is low-risk, it links directly to job safety and compliance records. Always follow:
SSOW – Use of Digital Systems
SSOW – Data Protection & GDPR Compliance
SSOW – Lone Working (Digital Access)
RAMS – Site Access & Job Preparation
