UAB IT has become aware of an email solicitation effort by DROPBOX (company) targeted toward UAB faculty, staff and students that appears to indicate UAB is supporting this solicitation. Please be aware that this solicitation is not sanctioned or supported by UAB and that Dropbox is not a contracted vendor of UAB.  Users are reminded that they should never utilize DROPBOX or any other similar type of service (where no contractual agreement exists between UAB and the vendor) to store any UAB confidential information.  If you have questions please contact AskIT at 205-996-7227 or This email address is being protected from spambots. You need JavaScript enabled to view it. .  

Published in Announcements
January 01, 2012

Drop Box Service

While it is possible to send a file to another user on the UAB campus through email as an attachment, larger files will slow down the email service, as well as taking up a large chunk of the allocated email allowance. To avoid this, UAB offers a service called Drop Box, which will allow you to upload a file from your computer to a central location, simultaneously alerting the person you wish to share the file with via email.

1. In your Internet browser of choice, enter the address http://www.uab.edu/it/dropbox. You will be taken to the welcome screen for the Drop Box service.

 

You will note that the drop box includes a service for you as a UAB member to send files to people outside of UAB, as well as a way for someone outside of the system to send a file to you.

2. Click on the first "login" link to enter the system. You will be taken to a screen where you will provide your BlazerID and password.

screenshot

3. Once you have entered your BlazerID and been confirmed by the system, you will be taken to a menu screen.

 

At this point, you have the option of dropping off a file (uploading a file for another user to download), picking up a file (downloading a file that another user has sent to you), or viewing a list of files that are available for your download.

DROPPING OFF A FILE WITH DROP BOX

1. The opening screen contains a form; all fields marked "required" must be filled out to send the file.

 

From: Your Name: enter your name so that the recipient will know who has sent them a file
From: Your Organization: enter your organization; i.e., University of Alabama at Birmingham
From: Your eMail: enter your email address

To: Their Name: enter the name of the person to whom you wish to send a file
To: Their eMail: enter the email to which notification of a file transfer should be sent; this is how the person will be notified that there is a file waiting on them

File: File pathname on your system: This is the file that you wish to send to a recipient. The easiest way to locate this file will be with the file browser, which works just like a Windows explorer browser. Just click Browse and locate the file on your system.

 

  

File: Brief description: This will be included in the email and in the list of files awaiting download that your recipient will see.

Once you have filled out the form fields, click Upload to upload the file from your computer; this action will also send a notification email to your recipient, informing them that a file is waiting for them to pick up. Once you have pressed Upload you will see a screen showing you details of the file you uploaded.

 

At this point, if you are finished with the Drop Box service, you should choose to logout.

PICKING UP A FILE FROM DROP BOX

1. To pick up a file from the drop box, you will need to know the Claim ID and the Claim Passcode (both pieces of information can be found in the email notification you received about the drop box package.)

 

a sample email notification - note the inclusion of a passcode

2. Upon clicking pickup, you will be presented with a screen with details on the file.

 

FROM_NAME: The name of the person who sent the file
FROM_ORG: The organization to which the sender belongs
FROM_EMAIL: The sender's email address
FROM_IP: The IP address from which the file was sent
TO_NAME: The recipient's (your) name
TO_EMAIL: The recipient's (your) email address
FILE_BASENAME: The name of the file
FILE_CONTENT_TYPE: The type of file (image, text, etc.)
FILE_LENGTH: The size of the file, in bytes
FILE_DESC: A description of the file, as entered by the sender

Clicking download will offer you the option of opening the file or saving it to your hard drive. Clicking on delete will remove the file from your dropbox. NOTE: IF YOU PRESS DELETE, THE FILE WILL BE REMOVED IMMEDIATELY AND WITHOUT CONFIRMATION. Be careful about accidentally deleting a file before you are sure that you wish to take this action.

VIEWING YOUR FILES IN DROP BOX

1. This is simply a list of files currently awaiting action from you; you can either download these files or delete them.

 

2. When you click on the pickup id next to a file, you will be presented with a screen with details on the file.

 

FROM_NAME: The name of the person who sent the file
FROM_ORG: The organization to which the sender belongs
FROM_EMAIL: The sender's email address
FROM_IP: The IP address from which the file was sent
TO_NAME: The recipient's (your) name
TO_EMAIL: The recipient's (your) email address
FILE_BASENAME: The name of the file
FILE_CONTENT_TYPE: The type of file (image, text, etc.)
FILE_LENGTH: The size of the file, in bytes
FILE_DESC: A description of the file, as entered by the sender

Clicking download will offer you the option of opening the file or saving it to your hard drive. Clicking on delete will remove the file from your dropbox. NOTE: IF YOU PRESS DELETE, THE FILE WILL BE REMOVED IMMEDIATELY AND WITHOUT CONFIRMATION. Be careful about accidentally deleting a file before you are sure that you wish to take this action.

 

  1. Go to www.uab.edu/it/dropbox
  2. For internal users, click to login, and login with your BlazerID and password.
  3. Once you access the site, you will see a series of links. Click the link “drop off (upload) a file.”

    Internal Users will see the following:

    Internal screen

    External Users will see the following:

    External screen

  4. Next, add the following information:

     a. From: (If it is a Vendor needing to send something to an @uab.edu address, enter your information here)
         i.  Your name:
         ii.  Your Organization:
         iii. Your Email:
         iv. CC me: (carbon copy the Drop notice that the recipient will receive. This is critical in sending to multiple recipients.)

     b. To: (It is mandatory to send in Drop box to an @uab.edu address.)
         i.  Their Name:
         ii. Their UAB Email: (It is required to be an @uab.edu address only. No other UAB address will work)

     c. File
         i.  File Pathname: Click browse to select the file you need to send.
         ii. Brief Description: If you need to have a comment on the file attached.

    Enter Recipient Information

  5. Click upload. You will then be redirected to a confirmation screen which will indicate “File successfully uploaded, scanned for viruses, and saved.”

    Confirmation screen

You will receive an email with instructions in how to download the file (see below). Go ahead and copy the email you receive and send the email to your multiple recipients. (NOTE: Once you send out the email to multiple recipients and download the file. Please do not click Delete on the site since it will delete it for everyone else that needs to download it. The file will automatically delete after a certain amount of time or if we need to clear some space)

drop box email

Published in FAQ - Infrastructure