We are looking to start saving a scan of say, an AP invoice to our system via the link icon in the tool bar. We are saving the scans (pdf) to our dropbox account. 

Yesterday I completed one to test it, and because it was in a folder only accessible to myself, my manager couldn't open the link. We moved it to a folder accessible to both of us and when I click on it, it opens up, but they still get the error message.  It did the same thing back when we were trying to add photos to our inventory where no matter where we put the linked items, only the person who linked it could see it. 

What are we doing wrong?