Dropbox Integration

Overview

OutCallerAI connects to Dropbox so operators can select a CSV or Excel file and synchronize its rows into a target usecase as leads. Edits to the file can trigger automatic re-sync via Dropbox webhooks. You can also attach Dropbox documents (PDFs, Word docs, and other text files) to a knowledge base for agent retrieval.

Capabilities

• Secure OAuth connection: Authorize read access to Dropbox files without sharing passwords.
• Lead synchronization: New and changed rows are upserted into the selected usecase by phone or email.
• Field mapping: Map file columns to Name, Phone, Email, and Description.
• Duplicate protection: Existing Dropbox-sourced leads are updated rather than duplicated on every sync.
• Webhook auto-sync: Dropbox file-change notifications debounce and re-run lead sync and knowledge-base re-ingest for connected workspaces.
• Knowledge-base sync: Select PDFs, DOCX, PPTX, TXT, MD, CSV, JSON, XML, or XLSX files and sync them into a knowledge base using the same pipeline as uploaded files and Notion pages.
• Knowledge-base refresh: Attached Dropbox documents re-sync when the file changes (webhook) and on the regular knowledge-base schedule.

Prerequisites

• A Dropbox account with access to the lead file and/or knowledge-base documents.
• For lead import: a CSV or Excel file (.csv or .xlsx) with one header row.
• Phone values with country codes when possible (preferably E.164, e.g. +14155551234).
• A target OutCallerAI usecase with an assigned agent.
• For knowledge-base sync: an OutCallerAI knowledge base to receive the synced content.

Setup

Lead import

1. Authorize Dropbox: Open the Integrations Dashboard and select the Dropbox integration. Click Connect Dropbox and approve access.
2. Select a file: Use the in-app Dropbox browser to choose the CSV or Excel file that contains your leads.
3. Map Columns: Map file columns to OutCallerAI fields. At least Phone or Email is required:
   • Name: Customer full name
   • Phone: Phone number (prefer country code)
   • Email: Optional contact email
   • Description: Optional notes for the agent
4. Select the target usecase: Choose where synchronized rows should be created or updated.
5. Save and Sync: Save the configuration. The import runs in the background; confirm several mapped rows inside the selected use case after it completes.

Knowledge base sync

1. With Dropbox connected, open the Setup tab.
2. In Knowledge base sync, choose which knowledge base should receive the files.
3. Search and select supported Dropbox files (PDF, DOCX, PPTX, TXT, MD, and similar).
4. Click Add sources & sync. Processing continues in the background.
5. Assign that knowledge base to a use case so agents can retrieve the synced content.

How it works

Lead sync upserts by phone first, then email. The selected Dropbox file is referenced by its stable file ID, so moving or renaming it does not break future syncs. Leads present in OutCallerAI but missing from the file are not archived by default — only create and update run on each sync. Files larger than 25 MB are rejected.

Webhook notifications are debounced (~30 seconds) before sync runs, so rapid edits coalesce into one import. The same webhook also re-syncs Dropbox files that were attached to a knowledge base (unchanged files are skipped via content hash). If an attached Dropbox file is deleted, the matching knowledge-base source and its chunks are removed automatically.

Knowledge-base sync downloads the selected Dropbox files, extracts text, chunks it, and embeds it into the chosen knowledge base. Dropbox is not queried live during a call — the agent retrieves matching chunks from the selected knowledge base. The same Dropbox file can only be attached once per workspace. Attached Dropbox sources also refresh on the regular knowledge-base schedule (same as Notion), and again when Dropbox notifies a file change.

Verify the integration

Leads: Add or update a test row with a unique phone number, save the file, wait for webhook sync (or trigger Sync), and confirm the mapped lead in the selected usecase.

Knowledge base: Attach a short test document with a unique phrase, wait for sync to finish, then place a test call on a campaign that uses that knowledge base. Ask a question that only the Dropbox file answers. Edit the Dropbox file, wait for webhook debounce (~30s) or the next scheduled re-sync, then confirm the agent uses the updated content.

Troubleshooting

• If browse or sync fails, reconnect Dropbox so tokens can refresh.
• If rows are skipped, verify the column mapping includes phone or email and that those cells are populated.
• If a large file fails, split it under 25 MB / 100,000 data rows. Legacy .xls files are not supported; save them as .xlsx first.
• If a recent edit is not visible yet, allow for webhook debounce and asynchronous synchronization.
• If a knowledge-base source stays pending or errors, open the knowledge base sources list and re-run sync for that source.
• If you delete a Dropbox file that was attached to a knowledge base, the matching knowledge-base source is removed on the next webhook or scheduled re-sync.
• Unsupported binary formats (images, legacy .doc / .ppt) cannot be attached as knowledge-base sources.

Disconnect

Select Disconnect Integration in the Dropbox drawer. OutCallerAI revokes the Dropbox token when possible, removes stored credentials, and stops sync. Existing imported leads remain in the workspace. Knowledge-base sources and embedded chunks remain until you remove them from the knowledge base.