Dropbox Workflow for InDesign File Sharing

[graphix75]

Does anyone have a good file-sharing system for InDesign?

Currently using Dropbox and working from home. I have a Dropbox folder which I share with colleagues. I work solely from this, so all content I use is structured within it. When they open my files, my colleagues in the office have broken links because Dropbox uses absolute paths and so the user name part of the path is different for each of us, resulting in the missing links. We don't want to package everything as not all work is complete and it is disruptive having to drop what you are doing to do this - we've even experienced issues with packages and missing links anyway. InDesign doesn't deal in relative paths. We are using MacBooks and Sequoia, apparently we can't move the folder outside of the User folder, although I'm checking this again with Dropbox.

It used to work well in Adobe Cloud but they discontinued the CC synced files ability.

We have a server and I have a VPN and access but this is slow with images and is not a good solution to work with.

Does anyone out there have a good solution for this? Anyone tried, One Drive or SharePoint with success? Please say you do!

[Mike Witherell]

Hi Graphix,

When using a cloud-based storage like DropBox, make sure to set the folder to "Make Available Offline" or something worded similarly. Turn off all Smart Sync features.

https://trainingonsite.com/216-indesign-cloud-storage-system.html

and

https://help.dropbox.com/installs/macos-support-for-expected-changes

[graphix75]

Thank you, I did that already but hasn’t made a difference.

Sent from Outlook for iOS<>

[Kasyan Servetsky]

I've been using Dropbox (with a paid account) for many years and have no issues with missing links. 
On various computers, with different platforms — Mac & Windows — and OS versions, InDesign always finds links.

[graphix75]

I wonder what is different about your set up then. For me it’s different paths causing the issue. The user names are different for each of us and so the path it’s looking for has my user name in it and my colleague has her own… So it returns a broken link.

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[BobLevine]

Same. I've never had an issue unless illegal characters were used in file or folder names.

[Laubender]

Bob said: "… I've never had an issue unless illegal characters were used in file or folder names."

Well, yes. This is an important point. Especially when you have some users of Dropbox on macOS and some on Windows. And consider the overall length of folder paths and file names.

More on the help pages of Dropbox:

https://help.dropbox.com/en-en/organize/file-names

Regards,
Uwe Laubender
( Adobe Community Expert )

[Dave Creamer of IDEAS]

Are you storing the graphics/links inside the same folder as the InDesign file? Ideally in a folder called "Links".

[graphix75]

I'm not aiming to package everything but the images are from an image library contained in the Team folder where I work and the team have full access to this folder.

[BobLevine]

I don't think that's going to work. Everything needs to be in a parent folder and not outside of it.

[leo.r]

broken links because Dropbox uses absolute paths and so the user name part of the path is different for each of us, resulting in the missing links

By @graphix75

Just a shot in the dark: I wonder if Dropbox has some kind of corporate/group plans so that you all can use the same account and thus not be affected by this particular issue?

[graphix75]

Thank. I think that's what we are on. We have a team plan. I share my Dropbox from which I work all the time and colleagues have access to the files.

[BobLevine]

As already pointed out, if you have smart sync disabled and the proper folder structure, this should not be an issue. You should run a file > package to get everything in order and share that folder with your co-workers.

To answer your last point, OneDrive works as well. There's an added step for the recipients to add the folder to their OneDrive instead of leaving it as shared.

[graphix75]

I don't see Smart Sync in my version - should I? I'm using Dropbox on File Provider - I'm given the option to opt-out but it's not recommended (apparently). Default sync reference is set to 'Available Offline' InDesign is set to look for links before file opens. My colleague reported that even when she opened the packaged version links weren't working. Because I only work in the shared Team Folder - all of the content is organised and placed from there, I would think you wouldn't need to package everything. I guess I would like it to work a bit like a shared drive.

Packaged files still have the absolute links with my User name at the start because I work from that folder. 

Thanks for the OneDrive info.

[BobLevine]

Available offline is what you want so that's not an issue. It should just work.

Is this a mixed platform workflow? Mac? Windows? Can you give us screenshots of the folders fully expanded on your machine and the machine of the person reporting the missing links?

[graphix75]

We are both using Macs.  I will try and get the screenshots of both our file paths tomorrow, although I'm meant to be off on holiday. My colleague had already left the office. If not, I may need to pick up again next week. Thank you.

[Mike Witherell]

Hi Graphix,

Before you were talking about DropBox, then you mention "DropBox on File Provider" which is different, but here again above you seem to be saying that you are using Teams/SharePoint? I'm highly confused.

https://help.dropbox.com/installs/dropbox-for-macos-support

[graphix75]

Hi Mike,

It's Dropbox on File Provider. I think the confusion may be because I mentioned the shared folder - that's the folder from Dropbox that I'm sharing with the team. Sorry for the confusion.