Synchronization Guide of files and folders between CIFKM and the user's PC

Synchronization Guide of files and folders between CIFKM and user's PC

1. Description of the synchrony environment

sync 22CIFKM is an Enterprise Content Management (ECM) for the management of structured information, documents, emails, contacts, discussions, negotiations, drawings, graphics, etc.

Its objective is not editing of documents, but in its most basic form it is the replacement of traditional filing systems, but with the advantages of modern technology.

CIFKM Sync is a complementary application of CIFKM application. Its purpose is to synchronize automatically and bidirectionally selected files and folders by the user, between his working devices (PC, tablet, ...) and CIFKM server. Both, CIFKM manager and CIFKM Sync. are installed at the user's PC as client programs.

Thus, every user (even offline) is able to work at CIFKM content using all the applications and tools available at his personal working device. As soon as his device is hooked up to Internet, the outcome of his work will be automatically synchronized with the CIFKM server. Thus, user finds convenience and the enterprise, thanks to synchrony, keeps the content of CIFKM server updated, which supports the whole company's organization.

For working with CIFKM Sync it's not necessary to open CIFKM manager neither to have it installed, although usually both programs will be installed simultaneously.

Any user can have his account of CIFKM Sync (name + password or login) registered in several PCs, so that this will appear in the CIFKM Sync_(followed by his user's ID) folder of each PC as well as his synchronized Data Smart Boxes of CIFKM (hereafter as DSB) and their synchronised files and folders. Any DSB can be fully or only partially synchronized.

You, as user, can have their own CIFKM Sync account (login name and password) registered in several PC, thus at all of them your Sync folder _ CIFKM (...) will appear (followed by your identity) with all your synchronized files and folders of Data Smart Boxes of CIFKM (hereinafter DSB).

In turn, in the same installation "CIFKM Sync" in a unique PC, multiple user accounts can be registered with their corresponding "CIFKM Sync _ (...)" folders, each one with their own synchronized files and folders. However, at a given time there can be only one user logged-in.

Thus, the user can work at his CIFKM Sync (...)- folder at every PC in which his account is registered. Changes in one PC will be immediately synchronized into the server as well as into any other PC. Removal of the account in one PC will not affect the others with the registered account.

2. User's advantages of CIFKM Sync

They are the following:

  • User has offline access to his sync. files and folders at his working devise. Thus, every user (even offline) is able to work at CIFKM content using all the applications and tools available at his personal working device.
  • User can use" My Documents" folder of CIFKM Sync_(...) as his private synchronized back-up.
  • User has access to synchronized files and folders via web-browser at any mobile or stationary device and upload changes. Via web-browser one can't synchronise new DSB, but he can add/modify/delete files and folders of already sync ones.

3. Enterprise's advantages of CIFKM Sync

From company's perspective they are the following :

  • To keep constantly updated the content of its Enterprise Content Manager CIFKM (ECM) that supports the entire organization and makes the corresponding content available to each authorised user
  • CIFKM Sync makes easier the introduction of CIFKM system in enterprises because it reduces the work of up/downloading and safeguarding files and folders at CIFKM
  • The Company becomes more efficient and profitable because the waste of time for archiving, keeping, finding, and retrieving information is considerably reduced.

4. The folder "CIFKM Sync_(...)" in the PC

When registering a user's account in a CIFKM Sync application installed in the user's PC, a folder, called "CIFKM Sync_ (account name of user)" devoted to keep his synchronized DSBs, files and folders, is automatically created, with the user's identity in CIFKM. After, user may shortcut it by the icon icono carpeta 41 which may be found in the menu of CIFKM Sync. icon icono sync 42 at PC's taskbar.

The folder Sync _ CIFKM (...) is synchronized with CIFKM server only when the client program CIFKM Sync is open and it has connection to Internet . Then, all offline pending changes will be synchronized.

Only files and folders that are stored, either in a DSB folders, represented by the icon icono dbs 43 or in "My Documents" folder represented by the icon icono mis documentos 44 will be synchronised with CIFKM's server. On the contrary, any file or folder added to the folder CIFKM Sync_(...), but out of the above mentioned folders, will not be synchronised; for them CIFKM Sync_(...) folder behaves just like any other folder in the PC.

5. Starting CIFKM Sync

To start the application can be done in one of the following ways:

  • Via the application's shortcut represented by the icon icono acceso directo sync 5 shown in the PC
  • If CIFKM's client program is open, via the options menu of CIFKM. Then, CIFKM Sync will start under the user ID of CIFKM.
  • Automatically according to configuration of the CIFKM Sync . Thus, it can be configured so that when PC starts, CIFKM Sync starts too remembering the last user's login.

6. Sync icons that show the status of CIFKM Sync and the menu

The different status of CIFKM-Sync are represented on the taskbar of the PC by means of the following symbols:

icono sync amarillo 61 CIFKM Sync is currently activated, but no user is logged in.
icono sync 42 CIFKM Sync is currently activated and a user is logged in.
icono sync peqrojo 63 CIFKM Sync is currently activated, but server connection failed.
icono sync peqamarillo 64 CIFKM Sync is currently activated, but sync on certain files failed due to version conflicts.
icono sync 42 If you click over this symbol on the taskbar of PC, the menu of options appears:

1 Menú en Icono Sincronización

Open CIFKM: It opens CIFKM's client program at the PC

Open Sync Manager: It opens a window with several functionalities for handling the synchronised DSB

My Documents: It's a private sync folder for the user (not shared)

CIFKM Sync (...): PC's folder where the sync DSB, files and folders are shown.

Pause sync: It pauses and restarts synchronization

Synchronize now: It starts immediately sync. process

Files with versions in conflict: It indicates that there are some files that either can't be sync. due to version conflict or they are locked in CIFKM by another user

Configure CIFKM Sync: It shows the settings of CIFKM Sync.

About CIFKM Sync.: It shows information about the installed version of CIFKM Sync

Login: Pop-up window for user login

Change user: It closes current user's session and opens a window for new login

7. Sync icons and labels that show the kind and status of sync process

7.1 Icons of CIFKM Sync that show the kind and status of the sync process

icono sync 71 All the files and folders of the DSB are fully synchronized and the process is ready,
icono sync 72 All the files and folders of the DSB- folder will be fully synchronized but the process isn't yet ready
icono sync 73 Only partial synchrony. Only some files and folders of the DSB- folder are synchronized and the process is ready.
icono sync 74 Only partial sinchrony. Only some files and folders of the DSB- folder will be synchronized but the process isn't yet ready
icono sync 76 "My Documents" folder with sync process ready.
icono sync 76 "My Documents" folder wich sync process isn't yet ready.
icono sync 77 Folder in a DSB in full synchrony which sync process is ready.
icono sync 78 Folder in a DSB in full synchrony which sync process isn't yet ready.
icono sync 79 File in a DSB which sync process is ready.
icono sync 79a File in a DSB which sync process isn't yet ready.
icono sync 79b File in a DSB which sync process is ready and it is permanently locked by the current user or somebody else.
icono sync 79c File in a DSB which sync process is ready and it is temporarily locked by the current user or somebody else.

7.2 Sync indicators on DSB windows of CIFKM application

A user with sync items in a DSB visualises a label in the upper left side of the window of the DSB at CIFKM. The label shows whether it is either fully or partially synchronised. Other users that don't have any synchronised item on this DSB don't visualize any label regarding the synchrony.

A label Synchronized Fully synchronized. It indicates that that the user has all the files and folders of the DSB synchronized in the PC at CIFKM Sync (...) folder.

B Synchronized b Partially synchronized.. It indicates that user has only some files and folders of the DSB synchronized in the PC at CIFKM Sync (...) folder.

7.3 Icons (in partial synchrony) on a DSB, that show the sync items on the window of the DSB in CIFKM

Total sync of a DSB doesn't show any icon at the items as all are sync. On the contrary. in partial synchrony of a DSB sync files and folders show their sync status on the window of the DSB, as follows.

icono sync 42 Single sync file in a DSB.

icono carpeta verde 73b Folder fully sync in a DSB.

icono carpeta verde 73c Folder partially sync in a DSB because the user has only selected some files in it for being sync. He hasn't selected the whole folder for sync.

icono rosa 73dSync file permanently locked by the current user or somebody else.

icono naranja 73dsync file temporarily locked by the current user or somebody else.

7.4 icons showing the sync DSB in the lists of "Recent Smart Boxes" and "search results"

icono sync 42 DSB fully synchronized

icono syn parcial 74a DSB partially synchronized

8. CIFKM Sync Manager

icono manager 8 Sync Manager is one of the menu options of CIFKM Sync that opens a user's window for management of the synchrony (it shows management functions that aren't implemented in CIFKM Sync_(...) folder as the latter is an ordinary Windows folder).

In this window are listed all DSB, partially or fully synchronized by the user, as well as My Documents folder (this list is also displayed at CIFKM Sync_(...) folder of the user). Furthermore:

Sinc Guide EN 1- It shows a shorcut button to open, at CIFKM application, the selected DSB.

- You can open DSB from the list by clicking over them, access and modify its sync content (folders and files).

- You can search already existing DSB and sync them.

- You can create new DSB that will be automatically sync.

- You can desync listed DSB.

Functionalities:

icono sinc 8a Update. It refreshes the list of synchronised DSB.

icono buscar 8b Add existing DSB. It opens the search window of DSB enabling to find and select DSB for being synchronized.

Text search window of DSB by title for being synch

DSB search by title for being synch

icono dsb 8c Create New DSB. Shortcut to New DSB window of CIFKM application which once created will be automatically sync.

icono abrir 8d Open DSB in CIFKM. It opens the window of the selected DSB in CIFKM.

icono desincronizar 8e desynchronization. Removes sync of a chosen DSB.

icono carpeta local 8f Open local folder. It opens the DSB in CIFKM Sync_(...) folder where the synchronized files and folders of the user are displayed.

9. User's "CIFKM Sync" configuration

Icono herramientas 9
It opens a window for user's account configuration at CIFKM Sync.

CIFKM Synch Settings

CIFKM Sync Settings

icono uno Events that open CIFKM Sync automatically.

icono dos CIFKM Sync registered Accounts. The accounts of registered users at CIFKM Sync of the PC are shown in a drop down list.

In the same PC can be registered several users. Every registered user of the drop down list in the CIFKM Sync of the PC has his own login (name and password) and there is his CIFKM Sync_(...) folder that contains his sync files and folders.

Synch 4 These are buttons for searching, adding or removing user accounts from CIFKM Sync, respectively.

When a new user account is added, his CIFKM Sync_(...)- folder is automatically created and sync of his sync files and folders starts.

If a user account is removed from CIFKM Sync, its synchronized files and folders are too removed from the computer; but any other device with the same account registered in its Cifkm Sync App will not be affected by this operation.

icono tres It shows a log of all operations made in the sync processes. It helps to localise errors.

10. Full synchronization of a DSB at its CIFKM's window

Window of a DSB

Full synch button at the window of a DSB

Synch 3 On the middle of the upper button bar of a DSB window there is the button for full sync or desync.

Synchronized DSB show a green label with the word "synchronized" in the upper-left part of the windows

11. Partial sync of a DSB at CIFKM application

Synch of selected files and folders through the mouse right click button menu

Synch of selected files and folders through the mouse right click button menu

If you select folders and files at the CIFKM window of a DSB you can "synchronize" them using the right- click button of the mouse, choosing the option "Synchronize".

If it is a folder what is chosen for being synchronized, then its whole content will be synchronized.

12. Full sync of DSB at "Sync Manager" of "CIFKM Sync"

icono manager 8 From the window "Sync Manager" of CIFKM Sync (see point 8 above) you have to choose the DSB and add it to the list of synchronized DSB.

"Sync Manager" of CIFKM Sync

Clicking over the button icono uno peq "Add existing Smart Boxes" at the "Sync Manager", a window for searching and selecting DSB from CIFKM pops up icono dos peq. The selected DSB from the resulting list may be added and synchronized by clicking over icono tres peq "Add selected".

Clicking over any DSB of the list at "Sync. Manager", the corresponding DSB of "CIFKM Sync, (...) folder will open, showing its sync. files and folders.

13. Any file and folder added or modified in a DSB of CIFKM Sync_(...) folder will be automatically sync in CIFKM server

DSB folder

DSB folder

icono sync 71 A DSB of "CIFKM Sync" can be opened through:

(1) icono manager 8 CIFKM Sync Manager (point 8 above).
(2) Icono carpeta azul CIFKM Sync_(...) folder (point 4 above).

Files and folders added or edited in a DSB folder are automatically synchronized with CIFKM server.

14. Any file and folder added or modified in "My Documents" folder of CIFKM Sync will be automatically sync in CIFKM server

"My Documents" folder

"My Documents" is a user's private storage folder in CIFKM Sync. In this folder user can save files and folders that are automatically synchronized with the equivalent folder in CIFKM server.

It's a kind of user's private DSB which isn't shared and hasn't attributes.

15. How to know if synchronization of a file, folder or DSB is activated and ready?

You can see the icons that show sync status of an element in point 7 of this guide.
Already sync elements in the "CIFKM Sync_(...) folder" Icono carpeta azul show a green circle on their icon low-left corner icono sync 71 and elements with sync. in process show a yellow circle on their icon low-left corner icono sync 72.

A fully sync DSB in a CIFKM's window show this green label A label Synchronized on its up-left corner, and a partially synchronized DSB show this split green- yellow label B Synchronized b on its up-left corner.

Fully sync DSB in the CIFKM's window of "Recent Smart Boxes" or on a "search result list" window show this blue icon icono sync 42 and partially synchronized DSB show this split blue-yellow icon icono syn parcial 74a.

Only in the case of partial synchrony of a DSB, fully sync folders in a DSB window of the CIFKM are shown in green colour icono carpeta verde 73b, and partially sync. folders are shown in yellow- green colour icono carpeta verde 73c. Sync files in a partially sync DSB window of CIFKM show this icon icono sync 42

If the DSB is fully synchronized, it is understood that all its items are synchronized, so that they don't show any sort of icon.

16 Warning on file version conflicts. To avoid conflicts lock temporarily a file for other user changes

Users can share and modify files in CIFKM, what means that several users could overlap file changes and provoke version conflicts.

"CIFKM Sync" before starting a sync process warns the user if in CIFKM server is a later version than the one previously synchronized by the user. Keep in mind that the editing programs behave differently when a file is being used and somebody else saves a new version.

For avoiding version conflicts, CIFKM has a check-out/check-in functionality which allows a user, with the appropriate rights over the DSB content, to lock temporarily a file for other user changes. The file is locked only for other users as long as check-out is activated.

16.1 Warning on file version conflicts

E label files with problemes This warning appears at file version conflicts. Clicking on it a window pops up showing the affected files.

The following options are given:

File version conflict warning

File version conflict warning

icono unoOpen DSB in CIFKM: It opens the window of the DSB in the CIFKM application.
icono dos Open local file: It opens the file modified bu the user that could not be synchronized.
icono tres Move local file: It allows to "save as" the modified file in another place.
icono cuatro Delete local file: Deletes the modified file keeping the original one (without modifications).

16.2 Lock temporarily a file for other user changes

Check-out/check-in functions for temporarily locking files are available either at "CIFKM" or at "CIFKM Sync_(...) folder" for users with the appropriate rights over the corresponding DSB. Files are locked only for other users as long as check-out is activated

Clicking the mouse right-click button over a selected file atCIFKM Sync_(...) folder shows the following options:

11-Locks

icono sync 79b Permanent lock: Modification can't be uploaded to CIFKM server afterwards.
icono sync 79c Temporary lock: Only the user who locked the file can upload modifications to CIFKM server; other users aren't allowed until the check-in function is applied by the first user. Therefore, this user hasn't to worry about version conflicts.

17. Users have access to synchronized DSB, files and folders, by means of a web-browser

CIFKM using a web-browser

CIFKM web App

Users, through their Company's CIFKM Website, may access their authorised DSB by a web-browser. This way a user can perform DSB searches, and add, modify and delete files and folders at any DSB according to his rights over it.

Besides, users have a shortcut to their synchronized DSB, files and folders, and to My documents without starting any DSB search.

Printed from: http://info.cifkm.com/en/synchronization-guide .
© 2019.