File Synchronization Best Practices
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Here are some basic rules of thumb on how best to use the synchronization feature...
- The sync happens as long as our app is on so you don't need to have it open on your computer, just do not logout/quit it
- If you do logout/quit the sync stops and the local files and folders are removed (image 1 shows when I quit/logout & image 2 shows when app is on and syncing). But, whenever you come back login/open our app the sync needs to start all over again, with large a large quantity and size files then this can take time
- It's always best to add new files to Team Files in Samepage and allow the app to sync them down to your computer -- the advantage to this is that other users have access to those files immediately (this is especially true if the files are large where the sync can take time)
- When having multiple editors on files that are frequently access it's best to use the OpenIn feature through Team Files or on Team pages. The advantage here is if another user tries to open that same file they will receive a message saying that the file is already being edited and is therefore currently locked.
- If a user has already closed a file but another user continues to see that locked file message then the original user just needs to go in, open the file through the OpenIn feature, choose edit anyway, do not make any edits, and save and close it to release the lock on the file. Here is a help article about how to resolve a locked file https://www.samepage.io/help/articles/troubleshooting/getting-file-locked-message
- If you see the locked file message and you click to edit it anyway then you are creating a new version of that file. The file on our side is then "forked", creating two separate versions, and you will need to manually merge them back to one version later on
- Always click to save and close a file when you are done editing it. The save and close event is the trigger that tells our system you are done editing and for us to begin the sync and upload
- NEVER use the OpenIn feature and then use the Save As to save the file as a new file. The app is not watching for the new file and so it will not upload it, it is only watching the original one that was open via the OpenIn. If the new file is saved to the sync folder then eventually it will sync to Samepage but that that will only be when the app next scans that folder and locates the file as a new file.
- REMEMBER: when files are synced locally whatever you do to those files locally affects those same files in the cloud and Samepage. Namely, if you delete a file locally it will be deleted from the cloud and from Samepage.
- You only need to click the sync button one time, there is no need to turn it off and on. If/when that does happen it can create other unforeseen issues like the SyncedFolderName(2) folders.
- If you do see SyncedFolderName and SyncedFolderName(2) folders on your machine -- do not panic -- it just means that the sync was turned off for a period of time and rather than deleting SyncedFolderName we create another folder, rename it SyncedFolderName(2) and begin to sync the files to the SyncedFolderName(2) folder
- If you want to resolve the SyncedFolderName(2) folder then you would want to turn the sync off first. Then after few moments, one folder will disappear - the one that was synced SyncedFolderName(2), leaving only the original SyncedFolderName. At this time you can remove the remaining folder, SyncedFolderName, or rather move to a different place, your desktop for example, and then turn the sync back on again. The sync folder should reappear with no (2) at the end.