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other:lsce_cloud [2022/03/22 14:12] jypeter [Using the LSCE sharebox server] Added link to rclone |
other:lsce_cloud [2022/03/29 15:37] jypeter [Experimenting with sharebox] Added security warning |
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====== Sharing data with sharebox, and synchronizing folders with ownCloud ====== | ====== Sharing data with sharebox, and synchronizing folders with ownCloud ====== | ||
+ | <note tip>The screenshots and examples on this page are based on Windows,\\ but what is explained here should also work on Linux and Apple computers</note> | ||
There are several ways to use the [[https://intranet.lsce.ipsl.fr/informatique/en/owncloud/|LSCE cloud storage]] (aka //sharebox//). You should learn: | There are several ways to use the [[https://intranet.lsce.ipsl.fr/informatique/en/owncloud/|LSCE cloud storage]] (aka //sharebox//). You should learn: | ||
- how to use //sharebox// manually for **sharing** some files, | - how to use //sharebox// manually for **sharing** some files, | ||
- then how to use //ownCloud// for **synchronizing** some folders | - then how to use //ownCloud// for **synchronizing** some folders | ||
- | * ownCloud can **mirror** a folder on your local computer to the sharebox server. This is a useful but limited //kind of backup//. If you remove a file on your computer by mistake when ownCloud is running, the file will also be removed from the sharebox server! | + | * ownCloud can **mirror** a **local** folder on your local computer to the **remote** //sharebox// server. |
- | - and (only) then how to **synchronize** folders on different computers (very useful, and **possibly risky**) | + | - and (only) then how to **synchronize** folders on different computers (very useful, when used correctly) |
===== Using the LSCE sharebox server ===== | ===== Using the LSCE sharebox server ===== | ||
- | Have a quick look at the [[https://intranet.lsce.ipsl.fr/informatique/en/owncloud/|sharebox]] page, then open the sharebox URL in a browser and use your LSCE login and password to access the server. | + | ==== Experimenting with sharebox ==== |
+ | |||
+ | Have a quick look at the intranet [[https://intranet.lsce.ipsl.fr/informatique/en/owncloud/|sharebox]] page (at least to find out what the //sharebox// URL is), then open the //sharebox// URL in a browser and use your LSCE login and password to access the server. | ||
If you have never used the LSCE //sharebox// server, try using it a bit: | If you have never used the LSCE //sharebox// server, try using it a bit: | ||
* Create a new ''Test'' folder (on ''sharebox''!) and use drag and drop to upload a file from your computer to the new ''Test'' folder | * Create a new ''Test'' folder (on ''sharebox''!) and use drag and drop to upload a file from your computer to the new ''Test'' folder | ||
* Learn how to share the ''Test'' folder using a //public link// | * Learn how to share the ''Test'' folder using a //public link// | ||
+ | * never forget that **anyone** with the public link (and the //optional password//) can access the data you share! | ||
+ | * do not share sensitive information! | ||
+ | * the security of the data on sharebox, and transferred to/from sharebox is not as good as the one on the LSCE servers... | ||
* Use the public link in another browser (or in a new //incognito window// of the same browser) to find out how people with the link will see the content of the folder you have shared | * Use the public link in another browser (or in a new //incognito window// of the same browser) to find out how people with the link will see the content of the folder you have shared | ||
* Try to share only the uploaded file (instead of the full content of the ''Test'' folder) | * Try to share only the uploaded file (instead of the full content of the ''Test'' folder) | ||
- | You can determine how much space you are currently using on sharebox, and what the upper limit is in the ''Settings'' panel{{ :other:sharebox_limits_notes.png?direct&600 |}} | ||
- | Notes: | + | ==== Space management ==== |
- | * With some work, you can use [[https://rclone.org/|rclone]] to move files directly from one of the LSCE servers to sharebox ! | + | |
- | ===== Making backups with ownCloud ===== | + | You can determine **how much storage space** you are currently using on sharebox, and what the upper limit is in the ''Settings'' panel{{ :other:sharebox_limits_notes.png?direct&600 |}} |
- | The ''ownCloud'' application can be used to automatically mirror one (or more) folder(s) on your computer to the LSCE //sharebox// server, or another ownCloud server (e.g. CNRS //mycore// server) | + | The **deleted folders and files** can use some (a lot...) of space. Do not forget to **really remove them regularly** {{ :other:sharebox_deleted_notes.png?direct&600 |}} |
+ | |||
+ | |||
+ | ==== Sharebox related notes ==== | ||
+ | |||
+ | |||
+ | * When you use a (long) public link for sharing data, you may want to use an URL shortening service to make things easier (e.g. [[https://bitly.com/|bitly]]) | ||
+ | * **Do not** use a URL shortening service to share **confidential information**! | ||
+ | |||
+ | * With some work, you can use [[https://rclone.org/|rclone]] on the LSCE servers to move files directly from one of the LSCE servers to sharebox ! | ||
+ | |||
+ | ===== Synchronizing folders with ownCloud ===== | ||
+ | |||
+ | The ''ownCloud'' application can be used to automatically mirror one (or more) folder(s) on your computer to the LSCE //sharebox// server, or another ownCloud server (e.g. CNRS //mycore// server). | ||
+ | |||
+ | This is a useful but limited //kind of backup//. If you remove a file on your computer by mistake when ownCloud is running, the file will also be removed from the sharebox server! | ||
+ | |||
+ | ==== Installation and basic configuration ==== | ||
* Download and install the [[https://owncloud.com/desktop-app/|owncloud Desktop App]] | * Download and install the [[https://owncloud.com/desktop-app/|owncloud Desktop App]] | ||
- | * You will also have to restart your computer (after installation or later) to complete the installation | + | * You will also have to restart your computer (directly after installation or later) to complete the installation (and get some special synchronization status icons on top of the regular files' icons) |
- | * Launch ownCloud, but do not configure a server yet | + | * Launch //ownCloud//, but do not configure a server yet |
* Open the ''Settings'' panel and check the recommended settings and usage on the image below{{ :other:owncloud_settings_notes.png?direct&600 |}} | * Open the ''Settings'' panel and check the recommended settings and usage on the image below{{ :other:owncloud_settings_notes.png?direct&600 |}} | ||
- | ===== Synchronizing folders ===== | + | ==== Creating a folder synchronization ==== |
+ | |||
+ | * Create your main [[other:win10config#the_most_important_folders|OWNCLOUD folder]] on the **local computer**:\\ e.g. ''<some_disk_different_from_c>:\Users\<your_login>_owncloud'' | ||
+ | * Create your main ownCloud folder the //sharebox// **remote server**:\\ e.g. ''Backup/<your_login>_owncloud''{{ :other:sharebox_folders_notes.png?direct&600 |}} | ||
+ | * Open the //ownCloud// interface and click on the ''Add account'' button\\ If you want to add a folder sync to an existing remote server, just select the server and click on ''Add Folder Sync Connection'' | ||
+ | * Use the //sharebox// address (or CNRS //mycore//) in the ''Server Address'' field, and then your LSCE ''Username'' and ''Password'' | ||
+ | * **Be sure to select ''Manually create folder sync connections''** and then click on ''Connect...'' | ||
+ | * You are now ready to connect a **local** folder to a **remote** folder on //sharebox//! | ||
+ | * Click on ''Add Folder Sync Connection'': | ||
+ | * ''Pick a local folder on your computer to sync'':\\ Select your main local OWNCLOUD folder: ''<some_disk_different_from_c>:\Users\<your_login>_owncloud'' | ||
+ | * ''Select a remote destination folder'':\\ Select your main remote folder: ''/Backup/your_login_owncloud'' | ||
+ | * **Be sure to uncheck the ''Use virtual files instead of donwloading content immediately''** | ||
+ | * Click on ''Add Sync Connection'' to finalize the connection and you should end up with something looking like{{ :other:sharebox_connected_notes.png?direct&600 |}} | ||
+ | |||
+ | ==== Testing a folder synchronization ==== | ||
+ | |||
+ | <note important>It is **very important** to experiment a bit, and understand how the synchronization works!</note> | ||
+ | |||
+ | * create test folders and files in the **local folder** (''<some_disk_different_from_c>:\Users\<your_login>_owncloud'') | ||
+ | * check the content of the matching folder(s) in the **sharebox remote folder** (''/Backup/your_login_owncloud''). You will probably have to **refresh the content of the browser window** (use the ''F5'' button to easily refresh a browser window){{ :other:owncloud_sync_folders_notes.png?direct&600 |}} | ||
+ | * <wrap hi>**Warning! The mirroring works both ways!**</wrap> If you remove files or folders on the sharebox server (using the web interface), they will also be automatically deleted in the local folder! | ||
+ | * Try it for yourself by deleting some test files on the sharebox server | ||
+ | * Warning! When you delete something (locally or on the remote server), it will be moved to the ''Deleted files'' section of the remote server | ||
+ | * This is a useful safety feature, because it allows you to recover files from the trashcan | ||
+ | * It's possible (not sure yet... FIXME) that files in the trashcan may be automatically removed after //some time// (to determine... FIXME) | ||
+ | * The [[other:lsce_cloud#space_management|trashcan may use a lot of space]]! Be sure to clean it regularly! | ||
+ | |||
+ | ==== Checking that things are working correctly ==== | ||
+ | |||
+ | <note important>There shouldn't be any problem, but you should still **check regularly that ownCloud is running correctly** | ||
+ | |||
+ | Quitting (one of the rare times when you should use the ''Quit ownCloud'' button) and restarting ownCloud may take care of problems</note> | ||
+ | |||
+ | === The obvious stuff === | ||
+ | |||
+ | * The mirroring will only work if: | ||
+ | * ownCloud is running on the local computer | ||
+ | * your computer has network access (and is online long enough to send/receive all the changes) | ||
+ | * the sharebox server is running | ||
+ | |||
+ | * Be sure to save the files that you are editing (and that are in a mirrored folder) before shutting down your computer, so that the latest version of the files is sent to sharebox | ||
+ | * use a //long enough// delay after saving a file and shutting down your computer: a few seconds should be OK, depending on the file size and the network access. You can always [[#checking_owncloud_activity|check the activity log]] to be sure | ||
+ | |||
+ | * Do not change the same file on several computers at the same time | ||
+ | |||
+ | === Is ownCloud running ? === | ||
+ | |||
+ | Check that there is an ownCloud icon in the hidden icons of the taskbar (or start ownCloud) and that it has a green check-mark{{ :other:owncloud_ok.png?direct |}} | ||
+ | |||
+ | **ownCloud should always be running**, unless you have used the ''Quit ownCloud'' by mistake, instead of ''Hide'', in the interface. | ||
+ | |||
+ | === Checking ownCloud status === | ||
+ | |||
+ | You can start the ownCloud interface and **check that ownCloud is operating properly** (//green// check-mark){{ :other:owncloud_status_blank.png?direct&500 |}} | ||
+ | |||
+ | === Checking ownCloud activity === | ||
+ | |||
+ | You can use the ''Activity'' panel to **check the recent activity** and make sure that ownCloud did everything //as expected//. If you see errors, try to correct them as soon as possible! | ||
+ | |||
+ | The most recent action is listed at the top. In the example below (from bottom to top): | ||
+ | * A new folder on the local computer is uploaded to sharebox, and then renamed (''Moved''...) on sharebox after being renamed locally | ||
+ | * A test image is added to the new folder (both locally and on sharebox) and then renamed | ||
+ | * A text file is added, renamed and updated | ||
+ | |||
+ | {{ :other:owncloud_activity_blank.png?direct&600 |}} | ||
+ | |||
+ | === Warnings and errors examples === | ||
+ | |||
+ | A **//blue// status icon is a warning** that there is a problem that you can probably ignore. Check the ownCloud activity panel if you want to be sure! | ||
+ | |||
+ | e.g. the warning you get when all files are mirrored, but some temporary files were automatically ignored {{ :other:owncloud_info_notes.png?direct&800 |}} | ||
+ | |||
+ | A **//red// status icon means that there is a problem** that you should investigate and fix | ||
+ | |||
+ | e.g. the error you get when the local folder is not accessible (because it does not exist, is encrypted, etc...) {{ :other:owncloud_error.png?direct&800 |}} | ||
+ | ==== Are you ready? ==== | ||
+ | |||
+ | You should now be ready to add real folders and documents to the [[other:win10config#local_owncloud_folder|local OWNCLOUD folder]] on your computer! | ||
+ | |||
+ | * Don't try doing too much at the beginning... | ||
+ | * i.e start with a simple sub-folder of the [[other:win10config#local_owncloud_folder|local OWNCLOUD folder]], add more folders later when you feel safe | ||
+ | * The storage space is not infinite ([[other:lsce_cloud#space_management|check your storage usage]] from time to time)! | ||
+ | * **Do not** mirror your //Windows// home folder (on ''C:''), or similar folders (e.g. //Thunderbird//, //Firefox// and //Chrome// folders) that have lots and lots of useless cache/temporary files | ||
+ | * To be sure of what you are mirroring, it's safer to create a dedicated [[other:win10config#local_owncloud_folder|local OWNCLOUD folder]] (outside of the other folders you use) and progressively add subfolders that you want to mirror | ||
+ | * Never forget that //mirroring// is not a foolproof type of backup! | ||
+ | * You should also use SyncBack or other types of [[other:win10apps#backup_software|Backup software]] for saving your data to an external disk | ||
+ | * Check from time to time that [[#checking_that_things_are_working_correctly|ownCloud is working as expected]] | ||
+ | ===== Synchronizing folders on different computers ===== | ||
+ | |||
+ | It should be very easy to synchronize folders, **if you have read all the previous sections of this page**! | ||
+ | |||
+ | ==== How does it work ? ==== | ||
+ | |||
+ | Basically, we are just going to use ownCloud, and mirror folders from two (or more) computers to the LSCE | ||
+ | //sharebox// server ! | ||
+ | |||
+ | <WRAP center round box 60%> | ||
+ | Local folder on **computer A** <wrap em><=></wrap> <wrap hi>**sharebox server**</wrap> <wrap em><=></wrap> Local folder on **computer B** | ||
+ | |||
+ | Example use case: | ||
+ | * **computer A**: computer at work | ||
+ | * **computer B**: computer at home | ||
+ | </WRAP> | ||
+ | |||
+ | A file (or folder) //changed// (created, updated or removed) on **computer A** will: | ||
+ | - be mirrored to the sharebox server | ||
+ | - and then mirrored to **computer B** | ||
+ | |||
+ | This will work seamlessly provided you <wrap em>don't change the same file (or folder) at the same time on different computers !!</wrap> This will be easy to do if you: | ||
+ | |||
+ | * save and close files in mirrored folders before moving from one computer to the other (e.g. before going back home, or going to work) | ||
+ | * make sure the computers are online //long enough// to mirror their files to the sharebox server before switching the computers off | ||
+ | |||
+ | |||
+ | ==== Configuration ==== | ||
+ | |||
+ | - [[other:lsce_cloud#synchronizing_folders_with_owncloud|Install ownCloud and create a folder configuration]] on **computer A** (your main computer) | ||
+ | * e.g. LOCAL folder <wrap em>@ A</wrap>: ''<some_disk_different_from_c_on_A>:\Users\<your_login>_owncloud'' | ||
+ | * e.g. REMOTE: ''Backup/<your_login>_owncloud'' | ||
+ | - Add some content to the LOCAL mirrored folder on **computer A** and **make sure that all the mirrored files are closed** | ||
+ | - [[other:lsce_cloud#synchronizing_folders_with_owncloud|Install ownCloud and create a folder configuration]] on **computer B** | ||
+ | * e.g. LOCAL folder <wrap em>@ B</wrap>: ''<some_disk_different_from_c_on_B>:\Users\<your_login>_owncloud'' | ||
+ | * e.g. REMOTE: ''Backup/<your_login>_owncloud'' | ||
+ | - watch content from **computer A** appear in the LOCAL folder on **computer B** ! | ||
+ | - change some content on **computer B** and **make sure that all the mirrored files are closed** | ||
+ | - go back to **computer A** and check the updated content (from **computer B**) | ||
+ | - you can also [[#checking_owncloud_activity|check the ownCloud activity log]] on both computers to make sure that things took place as expected | ||