We try to keep you in the loop with big updates, and we have some news about links, so check this out and let us know what you think.
Dropbox is moving to an improved shared link architecture, where links are centralized on the content being shared rather than on the person doing the sharing. All new links created this year have been on this new model. To complete this update we’ll be migrating your existing user-based legacy links to the new model. This transition will occur from September to November.
There is no action required by you, and all links will continue to function. In <0.1% of cases, links may have access restricted to ensure the continued security and privacy of your content.
What’s new with content based links
If a member of the team leaves, or their account is deactivated, links created by that member will still function as long as the content they link to remains shared.
There are specific links for editing, meaning it’s easier to manage edit access to shared documents and folders
Admins get improved visibility and control of shared links through tools like the Activity Log and External Sharing Visibility report.
What to expect with the transition of existing links
Visitors to existing user-based links will be redirected to an equivalent content-based link
Multiple links to the same content with conflicting settings(i.e. audience, expiration, password, or download) will be merged into a single content-based link with the most restrictive permissions of the set.
Admins will see any link setting changes reflected in their Activity Log
These expectations are explained in more detail below.
Link Migration Process
Mapping to Content-Based Links
Migration is accomplished by mapping the legacy link to a newly created content-based link. From that point on, when a user attempts to visit the legacy link their browser will be redirected to the content via the new link automatically.
Existing links will not breakand there is no action required by you to migrate. Dropbox will continue to maintain these link mappings in our systems. This means all existing hyperlinks in docs, emails, etc. will continue to link to your shared Dropbox content as intended.
New links inherit the existing link’s settings thus preserving security and accessibility. Once migrated, any modifications to link settings occur on the new link.
Link Types to be Migrated
We will only be migrating(1) )view only links to folders, and(2) view only links to most file types. The rest of your links have been content-based since introduction. These include edit links to folders, edit links to cloud-enhanced Microsoft Office files, and edit and view links to cloud doc files like Paper and Google WorkSpace.
Migration Timing
Migration will take place in two phases. The first, from September to October, includes the >99.9% of cases where there is one existing link for each file or folder. The second, from October to November, includes the final <0.1% of cases where multiple user-based links with different link settings point to the same file or folder.
Special Cases: Multiple Links with Conflicting Settings
The legacy link model allowed each user to creating their own link with their own unique settings - audience, password, expiration date, disable download. This can result in content having several unique links - one for each user that created one. In most cases, defaults lead to even multiple links having identical settings. But in rare cases, <0.1%, link settings are mutually exclusive(examples below).
Content-based links are centralized with a single universal set of link settings. This means mutually exclusive link settings must be reconciled at migration. In all scenarios, Dropbox is reconciling mutually exclusive link setting conflicts by migrating to a content-based link with the most restrictive permissions of the set.
This means your content’s security will continue to be protected. There will be no additional recipients who will gain access to content through existing shared links as a result of this migration. However, it does mean that some existing links of the set will have permissions restricted, resulting in some visitors losing access or the ability to download content.
Note: Members of content - invited by email / on the“Who Can Access” list - will not be restricted by changes in link settings. Their membership permissions supersede those of the link used to access their content.
Permission Changes
Password protected links: If one of the user-based links required a password, access to the new link will be limited to those who already had access to the file or folder. You’ll need to request access if it’s your first time using the link.
Links with expiration dates: If several user-based links exist with differing expiration dates, the new link will default to the soonest expiration date after the migration. If you can’t access a file, that link may have expired.
Audience setting: If there are user-based links with differing audience settings, the new link will default to the most restrictive of those audiences. For example, if one user-based link had its audience set to Anyone with link, and another had its audience set to Only people invited the new content-based link will be set to Only people invited. If you’ve lost access to a file, you may no longer be a part of the permitted audience of the link.
Downloads disabled: If there are some user-based links for a file or folder that have downloads disabled, the new link will default to not allowing downloads. You’ll need to reach out the owner of the link to re-enable downloads.
Permission Changes in the Activity Log
If the settings of the new content-based links have changed due to this migration, those changes will be visible in the activity log in the admin console. Each change will be shown as an individual line on the activity log, with the member making the change listed as‘Dropbox’.
If the change is to the expiration date, the activity will be listed as Changed shared link expiration date and the new expiration date will be listed below that.
If the change is to the audience setting, the activity will be listed as Changed visibility of shared link. In the case of the audience changing, the new audience will be listed below that.
If the link setting changes restrict content from being shared externally, content will no longer appear on the External Sharing Visibility report.
That was a lot to take in, but we just wanted to make sure you have the info you need, so if you have questions, let us know and we will do our very best to help!
