Inspiring

Question

Dropbox Workflow for InDesign File Sharing

Forum|Forum|7 months ago
August 4, 2025
6 replies
910 views

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!

Sync and storage

Mike Witherell

Community Expert

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

Mike Witherell

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graphix75Author

Inspiring

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.

BobLevine

Community Expert

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.

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graphix75Author

Inspiring

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

Community Expert

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?

leo.r

Community Expert

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?

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graphix75Author

Inspiring

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.

Dave Creamer of IDEAS

Community Expert

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

David Creamer: Community Expert (ACI and ACE 1995-2023)

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graphix75Author

Inspiring

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

Community Expert

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

Kasyan Servetsky

Legend

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.

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graphix75Author

Inspiring

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.

Sent from Outlook for iOS<>

Mike Witherell

Community Expert

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

Mike Witherell