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--- other:lsce_cloud [2022/03/25 14:18]
jypeter [Checking that things are working correctly] Improved
+++ other:lsce_cloud [2022/04/08 12:36]
jypeter Updated main title
@@ 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>
@@ Line 6: / Line 6: @@
   - 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 =====
@@ Line 13: / Line 16: @@
 ==== Experimenting with sharebox ====
-Have a quick look at the intranet [[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.
+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
 ==== Space management ====
-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 |}}
+=== Available space ===
-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 |}}
+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 ====
@@ Line 35: / Line 63: @@
     * **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 !
+  * **[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 and basic configuration ====
   * Download and install the [[https://owncloud.com/desktop-app/|owncloud Desktop App]]
-    * 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)
+    * 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
     * Open the ''Settings'' panel and check the recommended settings and usage on the image below{{ :other:owncloud_settings_notes.png?direct&600 |}}
@@ Line 53: / Line 86: @@
   * 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 |}}
+  * 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...''
-  * You are now ready to connect a **local** folder to a **remote** folder on //sharebox//!
+  * 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''
@@ Line 92: / Line 125: @@
   * 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 ? ===
@@ Line 103: / Line 134: @@
 === 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 |}}
+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 ===
@@ Line 115: / Line 146: @@
 {{ :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 local OWNCLOUD folder on your computer!
+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...
+  * Don't try doing too much at the beginning!
-  * The storage space is not infinite ([[#using_the_lsce_sharebox_server|check your limits]] from time to time)!
+    * 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
-  * **Do not** try to mirror your //Windows// home folder (on ''C:''), or similar folders (e.g. //Thunderbird// and //Firefox// folders) that have lots and lots of useless temporary files
+  * 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
@@ Line 127: / Line 172: @@
 ===== 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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