Dropbox

By audience

Architecture

• Shares large drawing sets, PDFs, and rendering files with clients and consultants via Dropbox links without email size limits
• Keeps a synced project folder so the whole studio works off the same current design files
• Uses version history to recover prior iterations of a design or roll back an accidental overwrite
• Sends review packages to external collaborators who lack a firm login through shared folders or file requests

Construction Management

• Distributes plan sets, specs, and submittals to subs and trades through shared Dropbox folders
• Centralizes site photos and field documentation synced from mobile devices for the project record
• Backs up project documentation off the jobsite so files survive a lost or damaged device
• Grants external parties controlled access to specific project folders without full system accounts

General Contracting

• Exchanges bid documents, drawings, and contracts with owners, subs, and suppliers via shared links
• Syncs jobsite photos and signed forms from the field into a centralized project folder structure
• Maintains an off-site backup of project files for continuity and dispute documentation
• Uses file requests to collect deliverables (insurance certs, closeout docs) from subcontractors

IT & Systems Administration

• Provisions and deprovisions team member access and manages shared-folder permissions centrally
• Enforces backup, sync, and retention so project files are protected and recoverable
• Administers security controls (SSO, device approvals, link expiration) for external file sharing
• Monitors storage usage and audit logs across the firm's project folders

By phase

Concept & Planning

• Stores and shares early studies, site data, and reference material with the project team
• Distributes proposal and feasibility documents to clients and stakeholders via links
• Keeps an organized shared folder structure that the project grows into as it scales

Design

• Syncs evolving drawing sets and models across the design team and consultants
• Uses version history to track design iterations and recover prior file states
• Shares design review packages with clients and external reviewers via controlled links

Pre-Construction

• Hosts plan rooms and bid documents shared with subcontractors and estimators
• Collects bid responses and qualification documents through shared folders and file requests
• Keeps the latest constructible drawing set synced so all bidders work from current files

Construction

• Distributes current drawings and specs to field crews and subs via mobile sync
• Centralizes daily site photos, inspection reports, and signed forms from the jobsite
• Provides off-site backup of active project files accessible from any device
• Shares RFIs, submittals, and field documents with off-site team members through links

Closeout & Operations

• Assembles and hands over as-built drawings, O&M manuals, and warranty docs in a shared folder
• Provides the owner durable access to the project record archive after handover
• Retains a long-term backup of closeout documentation for facility and dispute reference