Lesson #7: Dropbox Submissions

Xythos Dropbox automates the process of submitting documents. It is a safe and secure way for users to upload files for review such as proposals, bids, expense reports and assignments.

The dropbox creator defines who is allowed to submit documents to the dropbox and for what period of time. A user who is submitting a file cannot see other users who are participating in the submission process or their files. Once a file is submitted to a dropbox it cannot be deleted or changed by the submitter. Only a dropbox administrator has the ability to modify, delete and move submitted files.

We will create a sample dropbox for the purpose of receiving project bids. I will first show you how a dropbox administrator (i.e. Project Manager) creates and manages a dropbox and second explain how a submitter (i.e. vendor) can upload files to a dropbox.

 

Task #7a: Creating and Managing a Dropbox

In this example you will be a project manager creating and managing a dropbox for project bids.

  1. If you're not in the Document Manager view, click the Home link at the upper left corner of the web view.

  2. Click on the New Dropbox button to create a dropbox.
    Once a dropbox has been created it is saved in Xythos on Demand to a folder which you specify and can be identified by the dropbox icon.

  3. Enter, "Project Leopard Bids", for the Title.

  4. Enter, "Submit bids here for Project Leopard", for the Description.

  5. Enter today's date for the Auto Open Date and leave the Time set to 12 AM.
    The dropbox will be open to receiving submissions for two days starting at 12:00 AM and closing at 5:00 PM.

  6. Add two (2) days to the Open Date and enter it as the Auto Close Date. Change the Time to 5 PM. Click on Next.
    We now have to select users who will be allowed to submit files to the dropbox. In our example we will allow Cindy Wilson to submit documents.

  7. Enter cwilson in Find User or Group, and click on Find. Select Cindy Wilson and click on Add User/Group.
    Cindy Wilson has been added to the list of user who can submit documents.

  8. Click on Finish.

  9. Click on Launch.
    The dropbox opens in another browser window. You can add a shortcut to this page in your browser, just as you would any Web page.

    The Web View of the dropbox enables a dropbox administrator to view and manage the submitted files. As an administrator you may move submitted files to other folders in Xythos on Demand or you may delete any or all of the submitted files. If you click on the Refresh button new document submissions are displayed. A filter is available to help you more easily find submitted files.

  10. Click on the Manage button.
    Here is where the dropbox administrator can modify who is allowed to submit documents to the dropbox and for what period of time.

  11. Click on Details.
    The administrator has the option to change the dropbox title, description, and auto open and close dates.

  12. Click on Submitters.
    The administrator defines whom may submit files to the dropbox.

  13. Click on Administrators.
    Multiple administrators may be assigned to a dropbox. This can be useful if you have a large review team.

  14. Click on Exit to return to the dropbox Web View.

  15. Exit the dropbox by closing the Web browser window or tab.

You can notify submitters that you have created and shared this dropbox with them by sending them an e-mail with a link to the dropbox. To do this, right click on the dropbox file and select Copy Link Location. You can then copy and paste the link into an e-mail for distribution. Next, let’s explore how a person (i.e. vendor) submits files to a dropbox.

 

Task #7b: Submitting Files to a Dropbox

Submitting files to a dropbox is easy. The submitter (vendor) view of the dropbox is different from that of the administrator (project manager) view. Upon login to the dropbox the submitter has the option to upload or copy files into the dropbox and give a description for each file. Once a file is submitted to a dropbox it cannot be deleted or changed by the submitter. A list of submitted files is displayed for each user for their reference. A user who is submitting a file cannot see other users who are participating in the submission process or their files.

 

What's next

In the next lesson we'll learn about workflow.