IT OPS
Quarterly external-collaborator recertification for Dropbox team folders
Builds a per-folder list of external (non-domain) collaborators each quarter, posts each folder owner an approval task.
How it runs
The automated pipeline, trigger to output.
- TriggerQuarterly schedule starts recertification
- ActionList members of every team folderDropbox
- LogicFilter to external (non-domain) collaborators
- ActionWrite recert rows assigned to owners in CodaCoda
- LogicMark un-actioned rows past deadline as remove
- ActionRevoke removed external access in DropboxDropbox
- OutputWrite final attestation record to CodaCoda
What it does
Once a quarter, this workflow inventories every external collaborator (anyone whose email is outside your domains) across all Dropbox team folders, asks each folder owner to confirm who still needs access, and revokes any external share the owner does not recertify before the deadline.
When to use it
Use it to satisfy access-review controls (SOC 2, ISO 27001) where external sharing must be periodically re-attested. It turns a painful spreadsheet exercise into an owner-driven approval loop with automatic cleanup of stale guests.
How it works
- 1A quarterly schedule starts the recertification cycle.
- 2Dropbox returns members for every team folder; the flow filters to external emails.
- 3A Coda doc is updated with one recert row per folder/collaborator, assigned to the owner.
- 4Owners mark each external collaborator keep or remove in Coda.
- 5A branch checks for rows still un-actioned past the deadline and treats them as remove.
- 6The flow revokes access for every remove decision in Dropbox and writes the final attestation record back to Coda.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect CodaDocs, packs, automations.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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