Differences

This shows you the differences between two versions of the page.

--- other:lsce_cloud [2022/03/22 15:29] – [Synchronizing folders with ownCloud] Added the Testing section jypeter
+++ other:lsce_cloud [2023/01/18 10:14] (current) – [Installation and basic configuration] more about the context menu jypeter
@@ Line 1: / Line 1: @@
-====== Sharing data with sharebox, and synchronizing folders with ownCloud ======
+====== Sharing data with sharebox, and synchronizing folders and computers 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:
   - how to use //sharebox// manually for **sharing** some files,
   - then how to use //ownCloud// for **synchronizing** some folders
-    * ownCloud can **mirror** a folder on your local computer to the //sharebox// server.
+    * ownCloud can **mirror** a **local** folder on your local computer to the **remote** LSCE //sharebox// server
-  - and (only) then how to **synchronize** folders on different computers (very useful, and **possibly risky**)
+    * this is a kind of automated backup
+  - and (only) then how to **synchronize** folders on different computers
+    * **very useful, when used correctly**, if you want to easily share data between a desktop at work/home and a laptop
+    * you can skip this part if you use the same laptop at work and at home
 ===== 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:
-  * 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: ''Sharing'' => ''Public Links''
-  * 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
+    * 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 data transferred to/from sharebox is not as good as the one on the LSCE servers...
+  * Use the generated 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 the ''Test'' folder with: ''Sharing'' => ''User and Groups''
+    * You can add (and later remove!) an e-mail address (including a non-LSCE address) and the person will receive a mail for defining a password and accessing the shared data
+    * You can share the **same folder/file** several times (with **several persons** having different e-mail addresses)
+    * if you share **different folders/files** with the **same person** (i.e. same email address), the password will be the same to access all the different folders/files
+  * Remove the shared access when you are finished testing
-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 !
+=== Available space ===
+You can find out **how much storage space** you are currently using on sharebox, and what your upper limit is, in the ''Settings'' panel{{ :other:sharebox_limits_notes.png?direct&600 |}}
+=== Accessing deleted data ===
+The **deleted folders and files** can use a lot of space, even if this //deleted// space is not added to your quota. Do not forget to **really remove them regularly**
+The deleted data will be automatically removed after //some time// (FIXME) ??
+{{ :other:sharebox_deleted_notes.png?direct&600 |}}
+=== Accessing previous versions of the data ===
+You can also access previous versions of the files sent to sharebox, one file at a time. The multiple versions can use a lot of space, but will be automatically removed after //some time// (FIXME) ??
+Access the ''Details'' of a file, and then open the ''Versions'' panel. You can then either download or restore the file
+{{ :other:sharebox_file_details_notes.png?direct&500 |}}
+{{ :other:sharebox_file_versions_notes.png?direct&200 |}}
+==== 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**!
+  * **[Advanced]** 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 !
+  * **[Advanced]** You can use ''Settings''=>''Security'' to generate [[https://doc.owncloud.com/webui/next/classic_ui/session_management.html#app-passwords|access tokens]] if you don't want to use your LSCE password in applications that will access 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).
+  * 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).
+    * [[https://doc.owncloud.com/webui/next/classic_ui/|Official ownCloud documentation]], if you want to know more than what is explained on this page :)
-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!
+  * This is a //kind of backup//, useful but with some limitations. If you remove a file on your computer by mistake when ownCloud is running, the file will also be removed from the sharebox server! And if you remove a file using the web interface, it will also be removed from your computer
+    * You can actually (try to) retrieve your data from the [[other:lsce_cloud#space_management|Deleted files]] section of sharebox !
+    * You can also [[other:lsce_cloud#space_management|access previous versions of the files]].
-==== Installation ====
+==== Installation and basic configuration ====
   * 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. You will then get some special **synchronization status icons** on top of the regular files' icons, and a **new ownCloud //context menu//** (when you right-click on a folder or a file that is synchronized with ownCloud) {{ :other:owncloud_win_menu_notes.png?direct&600 |}}
-  * 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 |}}
-==== Testing ====
+==== Creating a folder synchronization ====
-  * Open the ownCloud interface and click on the ''Add account'' button
+  * 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''
+  * Use the web interface to 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...''
+    * **Be sure to select ''Manually create folder sync connections''** and then click on ''Connect...''
-===== Synchronizing folders =====
+  * You are now ready to connect a **local** folder on your computer 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
+=== 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 |}}
+If you have forgotten to [[other:lsce_cloud#installation_and_basic_configuration|disable the option]] //Ask for confirmation before synchronizing folders larger than NNN MB//, you //may// get a warning that some folders were not syncronized. Or not...
+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 (''C:\Users\your_login''), Linux //home// directory, 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>** Folder on 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. sharebox 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. **same sharebox REMOTE folder** as on **computer A**: ''Backup/<your_login>_owncloud''
+  - Watch content from **computer A** appear in the LOCAL folder on **computer B** !
+  - Change some content of the LOCAL folder 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
+==== Synchronization errors? ====
+There should not be any errors if you work cleanly (save a file on a computer before accessing it from another computer)!
+If [[#checking_that_things_are_working_correctly|things don't seem to work correctly]], try to identify and solve errors as soon as possible! And try to recover files from the [[#accessing_deleted_data|Deleted files]], or [[#accessing_previous_versions_of_the_data|older versions]] of the files.
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