Purpose & Overview
Purpose
This article defines the recommended Dropbox configuration for Spiro.
It serves as the single source of truth for how folder setup, sync behavior, and upload timing interact with Spiro listings.
Use this as your reference before changing any Dropbox settings, folder names, or integrations.
Overview
Dropbox is the storage backbone for photos, videos, and files in Spiro.
When configured correctly, it:
Auto-creates job folders and syncs them to property websites (PWE).
Grants and removes access automatically.
Keeps the live website up to date without manual uploading.
When configured incorrectly, it can cause sync delays, duplicates, missing media, or folder-share overload.
Default Folder Template (Recommended Setup)
The 5 folders (3 RAW + 2 Auto)
What each folder does
Editable but protected by a warning modal
Before changing Dropbox defaults, please read [this guide] to understand the outcomes of folder changes
Setting | Recommended Default | Why |
Sub-folder Template | 5 total → | Ensures consistent auto-import mapping and easy navigation. |
Auto-Import | OFF by default | Automatically loads new content to PWE without manual upload. |
Auto-Import Duration | 1,2,3,4 days | Allows short-term edits to sync while limiting server load. |
Folder Naming Format | Include numeric prefixes (01-, 02-) | Keeps alphanumeric order in Dropbox identical to display order in PWE. |
Video “Copy After 2 Weeks” | Enabled | Prevents video deletion after 14 days. |
Access Duration | 4 hours after delivery (auto-revocation) | Controls how long editors retain folder access after job delivery. 4 hours under review and may change in the future, but longer duration trigger Dropbox share limit issues. |
Folder Sharing & Access Management
Why Sharing Matters
Each shared subfolder counts toward Dropbox’s shared-folder quota.
If a top-level folder like “Spiro” or “Q1” is shared manually, every photographer, listing and subfolder under it also counts individually. This can consume hundreds of shares in minutes and block new tasks from syncing correctly.
Folders automatically unshare from Editors after 4 hours due to Dropbox’s sharing limits. Photographers retain access. If an Editor needs the folder again, they can click the project link to re-share it. (See full details in Dropbox Integration for technical background.)
How Sharing Works
Spiro creates and shares access automatically when a task is assigned.
The assigned user (photographer, editor, or admin) gains access only to their specific job folder.
When the task ends, Spiro automatically removes that user’s access.
Editors lose access 4 hours after delivery to prevent hitting Dropbox’s shared-folder limit.
If an editor needs renewed access after their folder has unshared, they can reopen the project from their Editor Portal (Spiro dashboard view) and click the Storage Folder button.
This automatically re-shares the Dropbox job folder through Spiro, granting temporary access again without manual Dropbox sharing.
Users should not manually share folders within Dropbox.
Manual shares bypass Spiro’s access controls and can quickly exceed Dropbox’s 1,500 shared-folder limit.
Tip: If you see a “400 Folder Error,” follow our Fixing Dropbox 400 Folder Error guide to unshare and reset your quota.
Best Practices
DO | DON'T |
Let Spiro handle sharing/unsharing automatically. | Don't manually share parent folders (like the 'Spiro' or 'Quarter' folders). |
Use job-level shares only (per task). | Don't re-share links from Dropbox manually - access will be revoked. |
Check the "Storage Folder" link in the Photographer or Editor portal instead of navigating through Dropbox | Don't attempt to modify permissions directly in Dropbox. |
Sync Behavior & File-Naming Rules
How Sync Works
Spiro syncs only when Dropbox detects a change in the number or names of files in the watched folder.
Editing a photo without renaming it (e.g., overwriting
image005.jpg) will not trigger a sync.Adding or deleting a file does trigger a new sync.
File-Name Tips
Action | Best Practice | Reason |
Uploading twilight effects | Rename file ( | Forces sync refresh |
Reordering images | Rename files numerically ( | Spiro always re-sorts alphabetically on sync. |
Deleting media | Remove from both PWE and Dropbox | Prevents deleted images from reappearing during the next sync, since Dropbox acts as the source of truth for all listing media. |
⚠️ Important Note on File Naming and Subfolders
Spiro’s Dropbox integration applies naming sync rules globally within each folder, not just to the files in the top level. Even within subfolders, two files cannot share the same name. This rule applies regardless of how deep the subfolder structure is — the sync engine checks by file name, not by folder path. To avoid issues, make sure each file name is unique, even if it’s stored in a subfolder.
Outcomes of Ignoring Naming Rules
Duplicate or outdated images may stay live.
Deleted PWE images can re-sync from Dropbox.
Custom image order may reset to alphanumeric.
Upload Timing & Auto-Import
Sync begins automatically when files appear in the Auto-Import folders.
Imports can take from minutes up to an hour depending on:
File size and quantity.
System traffic and time of day.
Uploads continue even if you navigate away from Spiro.
Once a listing’s Delivery Email Sent, Dropbox imports stop.
If the user has After-Delivery Auto Import enabled, Spiro will continue syncing new or renamed files for the selected duration.
After that period (or if the setting is off), any further changes must be uploaded manually.
Video Handling
Videos must be
.mp4format, H.264 compression, < 100 MB/minute.Enable “Copy Video” to duplicate files to a top-level folder after two weeks and prevent broken links. (This applies to Dropbox video hosting only.)
Moving or deleting videos from Dropbox breaks playback on PWE.
If a user is using Vimeo as their video hosting platform, Spiro automatically uploads their videos from Dropbox to Vimeo—there’s no backup or copy logic in that case.
Slow Uploads / delays in uploading
There may be times that you notice the upload from Dropbox to Spiro is longer than 'near instant'. This happens when there is high traffic to upload, but it will progress (usually within an hour) and you are able to go on and take care of other items on your 'to-do' list. You can navigate away without fear of interruption.
*It is possible to manually upload directly to PWE but we don't recommend this as, when the Dropbox upload does go through, it will override anything you did on PWE.
FAQ / Quick Answers
Will my PWE edits be overwritten?
Yes. If a sync is triggered, whatever is in your Dropbox will override PWE. Dropbox is considered the 'source of truth' for the listings media.
Can I reorder images on PWE only?
Not recommended. If a sync is triggered, the gallery will auto-update and reorganize alphanumerically from the files in Dropbox. We recommend naming files in Dropbox in a way that will obey the alphanumeric system rule in Spiro.
How long is editor access active?
Editors retain folder access for 4 hours after job delivery by default.
Engineering is reviewing whether this can be extended to 7 days, but longer durations can trigger Dropbox’s shared-folder limits for some users.
Related Articles