====== Sharing data with sharebox, and synchronizing folders and computers with ownCloud ====== The screenshots and examples on this page are based on Windows,\\ but what is explained here should also work on Linux and Apple computers 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 **local** folder on your local computer to the **remote** LSCE //sharebox// server * 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 ===== ==== 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 * Learn how to share the ''Test'' folder using: ''Sharing'' => ''Public Links'' * 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 ==== === 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). * [[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 //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. 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 * Open the ''Settings'' panel and check the recommended settings and usage on the image below{{ :other:owncloud_settings_notes.png?direct&600 |}} ==== Creating a folder synchronization ==== * Create your main [[other:win10config#the_most_important_folders|OWNCLOUD folder]] on the **local computer**:\\ e.g. '':\Users\_owncloud'' * Use the web interface to create your main ownCloud folder the //sharebox// **remote server**:\\ e.g. ''Backup/_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 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: '':\Users\_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 ==== It is **very important** to experiment a bit, and understand how the synchronization works! * create test folders and files in the **local folder** ('':\Users\_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 |}} * **Warning! The mirroring works both ways!** 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 ==== 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 === 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 ! Local folder on **computer A** <=> ** Folder on sharebox server** <=> Local folder on **computer B** Example use case: * **computer A**: computer at work * **computer B**: computer at home 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 don't change the same file (or folder) at the same time on different computers !! 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 @ A: '':\Users\_owncloud'' * e.g. sharebox REMOTE: ''Backup/_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 @ B: '':\Users\_owncloud'' * e.g. **same sharebox REMOTE folder** as on **computer A**: ''Backup/_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. /* standard page footer */ \\ \\ \\ ---- [ [[pmip3:|PMIP3 Wiki Home]] ] - [ [[pmip3:wiki_help|Help!]] ] - [ [[wiki:syntax|Wiki syntax]] ]