User Guide Research Computing Team Picasso v4.0 FINAL

Document History

This document describes the BEAR DataShare service which is based on the product PowerFolder version 14.5. This document is subject to change and will be updated as the product and the service develops and in the light of user feedback. Your comments are of great value to us in improving our computer services and the supporting documentation so are always welcome. Advanced Research Computing Team The Computer Centre Elms Road Tel: 0121 414 5877 Email: bearinfo@contacts.bham.ac.uk Web: www.birmingham.ac.uk/bear v3.1 Revisions made June 2017 v3.2 Revisions made November 2018 v4.0 Revisions made September 2019 (upgrade to Picasso)

Contents Document History 2 Introduction 4 Features and Benefits 4 Using the Service 5 BEAR DataShare online 5 Accessing BEAR DataShare Online 5

External users (invited) 5

Creating Folders in the Web Interface 6

Download files or a folder 8

Action menu 8

Creating and Editing Documents 9

Create new documents 9

Edit existing documents 9

Restoring deleted files 9

Purging file versions to free up quota 10

Notifications 10

Sharing Files & Folders 11 Adding members to a folder 11

Granting permissions 12

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Revoking permissions 12

Sharing files and folders via a link 12

Create a link 13

Open a link 13

Managing file and folder links 14

Editing a link 14

Deleting a link 14

Account Profile 14 Creating and Managing Groups 15

Creating groups 15

Editing groups 16

Using BEAR DataShare (Client) 17 Logging into BEAR DataShare on your device 17

Viewing available and synchronised folders 17

Viewing detailed folder information 19

Creating Folders 20

Sharing Folders 21

Adding members to a folder (Advanced Options required) 22

Removing members from a folder 22

Changing permissions on a folder 22

Available permissions 23

Transfer modes for folders 23

Advanced Features (Client) 24 Restore a Previous File Version (Advanced Options required) 24

Deleting folders 25

Connecting via other Devices – Mobile Apps Guide 26 Inviting someone to a folder 26

Download files, directories or complete folders 27

Synchronise files, directories or complete folders 27

Upload files 28

Further Help and Advice 28

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Introduction

BEAR DataShare is part of the Birmingham Environment for Academic Research; a set of services designed to support the University’s researchers. Similar to Dropbox, BEAR DataShare offers a fully integrated and secure solution for synchronisation between devices and for collaboration. It is completely platform agnostic and can be run from any device able to run a web browser. Mobile Applications for Android and iOS are available. The service is built on a product called PowerFolder provided by a medium sized German company called dal33t GmbH.

Features and Benefits

Data Synchronisation BEAR DataShare data will be consistently available across all computers which have the Client installed and running on them. Changes in files are not only backed up in real-time, they also get synchronised to all your computers and devices that are actively connected. All your data is always available on all your computers without having to worry about data consistency. Teamwork & Collaboration Sharing folders with colleagues or team members allows you to work more efficiently by having a common and consistent file-base. A change log shows changes in files at a glance. Rights management allows you to grant and control user’s access rights, while an audit trail ensures that changes are tracked. Mobile Access BEAR DataShare offers not only mobile optimised web access to your synced, shared and backup data, it also offers WebDAV, mobile access and sync apps to keep your data accessible and in your hand on any mobile device. File Versioning Past versions of files are stored in an easily accessible archive. If a user decides they need an earlier version of a file, they can simply restore it. The size of the archive can be fully configured between zero to perpetual and infinite versions, however we would recommend keeping the number of previous versions to 5 in order to make efficient use of the storage allocation. On-line Editing Edit documents together with multiple users or alone directly in the web in a full feature editor and automatically synchronise the changes to all your devices. Real-time collaborative editing is possible with multiple users on one document. There are web-editors available for Word, Excel and Powerpoint documents.

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Using the Service You must be an academic/researcher at the University of Birmingham, or an invited participant to use BEAR DataShare. If you are a researcher or research student at the University of Birmingham (UoB) and are not able to login to BEAR DataShare using your UoB username and password, then please log a call through the IT Service Desk online (www.itservicedesk.bham.ac.uk). See the Installation Guides for details on how to install the application to your device(s) (under the ‘Documentation’ section at https://intranet.birmingham.ac.uk/BEARDataShare Once your registration and set up is complete, there are two ways you can use BEAR DataShare (see our ‘Guide to Getting Started with BEAR DataShare’, also available from https://intranet.birmingham.ac.uk/BEARDataShare

● Using the web-based application: https://beardatashare.bham.ac.uk ● Using the client on your device (see Installation Guides)

Whatever is possible on the web portal can also be done using the local Client, however using the Client allows extra features to help manage files in your local repository.

BEAR DataShare online Accessing BEAR DataShare Online Open an internet browser and enter the following address: https://beardatashare.bham.ac.uk Enter your University username (or email address if external to the University).

Enter your password and select ‘Login’

External users (invited)

If you are an external user then you will need to create a password the first time you login. Click on the link to register in the welcome email from BEAR DataShare. See the ‘Quick User Guide for External Users’ for further information under the ‘Documentation’ section of our webpage: https://intranet.birmingham.ac.uk/BEARDataShare

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Creating Folders in the Web Interface

To create a folder using the web interface, click on the plus sign next to ‘Name’ (highlighted below) and then click on ‘Create Folder’:

Enter a folder name and click on ‘Ok’. The folder name should then appear in your list of folders. To get into the folder click on the folder name.

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Files can be uploaded to this folder by dragging and dropping anywhere in the web browser window. This will bring up a pop-up window (see below). You can then either add additional files by clicking ‘Add file’ or ‘Add Directory’ – this will bring up a pop-up window of File Explorer or Finder (Mac) where you can browse to the file or folder you wish to upload. Once you have chosen all the files you wish to add, click ‘Upload’ to confirm.

The success of the upload is shown as a percentage. Click close to exit the window when the upload is 100% complete.

The folders that are created and files that have been uploaded on the BEAR DataShare Server via the internet are then viewable by the local BEAR DataShare Client (if installed) on your devices. You can also manually open the upload box by pressing on the + sign in a folder and then on ‘Upload File’.

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By default, BEAR DataShare automatically synchronises these files and folders to all your devices.

Download files or a folder You can either download complete folders as zip files or you can download single files. To download a folder, left-click on the relevant folder icon to select it. A menu will appear at the top right of your folder/file-list. You can select as many folders or files as you wish:

After selecting everything that you want to download press the Download button. If you selected multiple files or folder your browser might ask if you want to allow downloading multiple files. If you do not allow it, you will have to download one file/folder after another.

Action menu It is possible to move, delete, rename or copy your files to manage your folder structure. Selecting a file or folder (see above) triggers a menu at the top right corner of your folder list. Some actions can only be done when several files/folders are selected and others are only possible when selecting a single file or folder. The following menu shows up when you select a single file:

and the following menu shows up when you select multiple files:

1. Download: Starts the normal download of the file.

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2. Rename: Opens a dialog to choose a new name for the file. 3. Copy: Creates a copy of that file in the current folder. Opens a box to give the copy a new

name.

4. Cut: Sends the file into the clipboard. After pressing ‘Cut’, the menu only shows Paste. Navigate to the desired location and press paste to move the file to that location. If you wish to abort just press cancel on the left side.

5. Delete: Deletes the file/s. 6. Manage: Allows you to change the number of file versions saved for that file/folder and clear

the file history. Creating and Editing Documents The document editor OnlyOffice allows you to view, create and edit Office documents online. Simply click on a Word, Excel or Powerpoint file and OnlyOffice will automatically open the document, allowing you to edit it.

Create new documents When you are within a folder, the options available under the plus sign change to allow you to create documents:

Click on the file type you want to create, a pop-up box will then ask for a name for the file. After entering this and pressing on ‘Save’ the online document editor will open up and you can start creating the document.

Edit existing documents To edit an existing document, click on the name of the document and a new tab will open with the document editor. In the top left corner is a disk symbol to save your changes, automatic file saving will happen every few seconds. When you close the document editor your file is completely transferred back to your folder and will replace your existing file. It is possible to edit a file with multiple users at once. You will see where the other members are writing and can send chat messages to the other user to communicate with your team while editing the file.

Restoring deleted files There is the option to restore deleted files through the web portal:

1. Navigate to your ‘Recycle Bin’ on the left-hand side menu.

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2. All the folders containing deleted files will be listed and you can navigate through those folders to search for the desired file.

3. Click on the ‘Restore version’ icon on the right-hand side of the file.

Purging file versions to free up quota To check if your file versions are using up your quota, go to your Account Profile.

You can either purge all your file versions to free up space or you can purge file versions per folder.

1) To delete file versions per folder, go to the ‘Purge Versions’ symbol on the right-hand side of that folder when in the Recycle Bin.

You will be asked to confirm, click ‘Yes’.

2) To delete all file versions, go to the ‘Purge all versions’ symbol when in the Recycle bin.

Notifications The web portal tracks activity and gives notifications, you can see recent activity by clicking on the number next to the Account profile link (see below):

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You can also see a list of historical notifications by going to ‘News’ on the left-hand side menu.

Sharing Files & Folders

A key feature of BEAR DataShare is sharing files and folders with other users, sharing via the addition of members to a folder requires them to register an account, sharing via a link does not.

Adding members to a folder The sharing options available are visible through clicking on the share icon:

1) Click on ‘Folders’ to view the folder list.

2) Click the sharing icon on the right-hand side of the folder you want to share. 3) A sharing pop-up window then opens with the two alternative ways of sharing your file.

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Granting permissions 1) Open the sharing window of a top-level folder. 2) Enter the email address of the person you want to give access to your folder in the field

‘Invite by name or email’ and press enter. 3) Proceed until all the people you want to invite are added. 4) Change the permission to the desired level (Note: it is not currently possible to have

different levels of permissions within subfolders).

5) Finally, confirm sending the invitation by pressing enter or

To check the permissions on a folder, click on the Members link of the relevant folder.

Revoking permissions It is possible to change the permissions or completely block access for a user to a folder.

1) Open the sharing window of the relevant folder. 2) Left-click on the drop-down menu next to the user you want to edit. 3) Change the permission or remove access by choosing the desired permission.

Sharing files and folders via a link Sharing files and folders via a link does not require the invited user registering an account. Using this option, the user can only download your files, synchronisation or WebDAV connections are not possible. This is a useful way to share large files such as presentations, it is also possible to track how many people have downloaded your file (see Managing file and folder links).

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Create a link When you create a link, it can either be sent via email or copied for posting somewhere else.

1) Open the sharing window of the relevant folder. 2) Click on the button ‘Create link’. 3) A link URL is instantly created and shown in the window. 4) You can configure the link with the drop-down menu next to ‘Everybody with this link’

a. Can upload: If you send this link to someone else they can upload files to the destination of that link and additionally download the files (only possible for folders and subfolders).

b. Can read: Everybody with this link can download the linked file or folder. c. Settings: Here you can set an expiration date for the link, a maximum number of

downloads or a password to access the link. d. Remove: Deletes the link. After pressing this no further downloads of that link are

possible.

5) Click on to copy the link to your clipboard. You can paste this link anywhere you want to share it.

Open a link When opening the link, a landing page opens up with the option to download and if the link was created with the upload option, an upload button will also be present allowing the user to upload files to this folder. Clicking on ‘Download’ will prompt your computer to save the file.

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Managing file and folder links

On the menu on the left-hand side you should see the links icon , this is where you can manage your links – editing single links or deleting links you no longer require. You can also track how many times your file has been downloaded.

Editing a link To edit a link, simply left-click on the box to select that link and then left-click on the ‘Settings’ icon:

In the pop-up box that opens you can then set or change an expiration date, the maximum number of allowed downloads, set a password or allow uploads on the link by anonymous users.

Deleting a link If you want to delete a link(s) then just select it and press the delete button in the action bar (next to ‘Settings’).

Account Profile To get to your account profile, click on the icon in the top right-hand corner and click on ‘My Account’.

An overview of your account information will open including your quota – by hovering your mouse over the quota bar it will show how much space you are using for files, file history (Versions) and how much free space you have. Note: It is not possible to upgrade the validity of your account (this is controlled by whether you have an active University of Birmingham username) or the quota (this is set at 25GB).

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Creating and Managing Groups By creating a group, you can easily share files with others within it. To create a group, open your Account profile and switch to the tab ‘Groups’.

Creating groups To create a group, click on the plus icon.

1. Enter the group name and you can add a note to describe the group.

2. On the ‘Folders’ tab, you can type in the name of a new folder to create it or enter the name of an existing one that you want to share with the whole group.

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3. On the Members page you can add existing users to your group. You can also assign admin permissions to another user so that they can also add folders or members to the group, delete folders and remove members. When you are finished, click on ‘Save’.

Editing groups After you click on save, the group will appear in your list.

If you click on the group name, you can then edit the information such as members, folders and you can add an Avatar to help identify the group.

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Using BEAR DataShare (Client) Logging into BEAR DataShare on your device The client will usually start when the device has been turned on, you can verify this by checking the system tray (Windows) or toolbar.

If the circle with the checkmark is shown then DataShare is fully synced.

If the rotating circle is shown then DataShare is currently syncing.

If the hourglass symbol is shown then DataShare is waiting to sync your folders, eg. the Client is waiting to connect to the internet.

If the exclamation mark is shown then DataShare needs your attention. Common reasons are that you are not logged in yet, your hard drive is full or your storage quota is exceeded.

If the pausemark shows, then DataShare has been paused. Double-clicking on any of the icons above will bring up the main body of the client.

If you do not see any of these icons then the Client has not yet started. To start the Client, double-click the icon (left) or search for ‘BEAR DataShare’ in your list of Apps/Programs.

Occasionally the Client does not have all the required information and therefore requires activation. Start the application and add your University username and password, then click ‘Next’ to log you in. if the wizard does not close automatically then select ‘Finish’. The main window of the Client should then pop-up.

1) Mac users: If the BEAR DataShare Client does not open automatically upon startup, then go to the Launchpad and click on the icon shown above.

2) Linux users: For details on starting DataShare please see: https://powerfolder.atlassian.net/wiki/spaces/PF/pages/302037/Desktop+Client+Installation+Guide

Viewing available and synchronised folders

By clicking on ‘Show Folders’, you can view both your own folders and shared folders including their synchronisation status.

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1. Status and last check – shows if your folders are synchronised and when the status was last

checked. 2. User account - shows the username the client was activated with. 3. Quota bar - shows how much space you have used out of the 25 GB if you hover the mouse

cursor over it. By clicking on the bar, a web browser page will appear which takes you to your Account profile and shows used storage, file history storage and free space.

4. Auxiliary menu: a. Web – takes you to the user account folder list in the web portal. b. Explore – takes you to the default folder path using your default file browser (e.g.

Windows Explorer on Windows). c. Pause – disables scanning for folder changes and current transfers. d. Preferences – allows you to configure the Client settings. You can choose to ‘Show

advanced options’ to get access to additional features such as restoring file versions. e. Create Folder – allows you to create a folder from the Client window. f. Transfers – only visible when using Advanced options. Shows file transfers that have

occurred in chronological order (most recent first). 5. Folder list – shows all available and synchronised folders. 6. Synchronised folder – clicking on the folder will either open up your file browser or if using

advanced options, will show details such as which files are new or updated (marked in bold). 7. Available (unsynchronised) folder – click on the folder to synchronise it locally.

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Viewing detailed folder information

In order to be able to see further detailed folder information you must first click on ‘Preferences’, then select the tick box next to ‘Show advanced options’ and click ‘OK’.

The client should then prompt you to restart it to complete the change. To view detailed information about a folder, simply click on the folder name. If it is a locally synchronised folder, a new pane will expand to the right of the window and if the folder is available, the wizard will be triggered to synchronise it locally.

1. Navigation bar

a. Files – shows the internal file browser, which allows you to view detailed information about files or restore deleted files.

b. Members – shows a list of members of a folder (including the owner), and their rights on that folder.

c. Settings – allows you to change folder settings including the folder path, number of file versions saved and to remove the folder.

2. Details – see more details on the selected file and view previous file versions.

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3. Restore – restore deleted or previous versions of one or more files. 4. Flat View – view all files in a flat structure, without showing directories. 5. Filter – filter the file list according to some pre-defined profiles (works best with flat view

enabled). 6. Search – search for specific files (click on the magnifying glass to select a search filter). 7. Folder owner – if you see a name in brackets next to a folder then it is owned by that person,

therefore the data storage for that folder comes out of their quota. 8. Path – shows where the folder is located on your hard disk. 9. Local and deleted files – shows how many files are currently in the folder and how many files

were deleted. Creating Folders To create a folder, open up the Client window through the toolbar icon and click on ‘Create Folder’.

Then choose ‘New Directory’, type in the name of the new directory and press ‘OK’.

Then press ‘OK’ again to complete the folder creation, or carry on creating directories until you are finished.

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Sharing Folders At this point you can share the folder by clicking on ‘Invite’:

You will then be asked to enter details of the user you wish to invite (see below).

1) Enter the email address of the person(s) to invite. 2) Optional, when inviting multiple users at the same time, click on this icon to add others to a

list. 3) Define the folder permission (see available permissions).

The folder will now show up in the client of the user(s) you have just invited and they will receive an email notification. You can also share files from the Client window by clicking on ‘Show Folders’ then right-click on the folder you want to invite people to and click on ‘Invite’. Note: You will see a shorter menu if the Client is not set to use Advanced Options.

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Adding members to a folder (Advanced Options required) To add/invite new members to a folder from the Client window:

1) Left-click on the relevant folder in question. 2) Click on the Members tab in the panel which opened up to the right of the main window. 3) Click on ‘Invite’. 4) Enter the email address or username of the person to invite and select the permission the

invitee should have on the selected folder. 5) Click on ‘Next’ to continue. 6) The folder will now show up in the client of the user(s) you've just invited and they will

receive an email notification.

Removing members from a folder To remove members from an existing folder from the Client window:

1) Left-click on the relevant folder. 2) Click on the Members tab in the window which opened up to the right of the main window. 3) Click on the Permission of the member you want to remove and set it to ‘Remove Member’. 4) Once you have selected ‘Remove Member’ from the drop-down box, the member will

disappear from the overview.

Changing permissions on a folder To change permission for an existing member of a folder from the Client window:

1) Left-click on the relevant folder. 2) Click on the Members tab in the window which opened up to the right of the main window. 3) Click on the Permission of the member and select the desired access level.

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4) Once the desired permission for a specific member is changed, it will be synchronised to the server and other clients.

Available permissions Permissions are applied to users, not devices. Please see the list below for available permissions.

Permission Description Admin Grants read, write and invite permissions. Files and directories which are

being placed in a synced folder by that user will be transferred to all other members of the folder. The user will also be able to invite new members to the folder.

Owner Grants owner permissions. The user can modify everything about a folder. The size of the folder will be counted on the quota of this member on the cloud servers. A folder can only have one owner, therefore on assignment the owner permission will be revoked from the original owner.

Read Only grants read permissions to the target user. The user will be able to place files in a synced folder; however, it will not be synced to other clients and will be deleted instead.

Read and Write

Grants read and write permissions to the target user. Files or directories which are being placed in a synced folder by that user will be transferred to all other members of the folder.

Transfer modes for folders A transfer mode controls how the local device synchronises changes with other devices. Combining the right transfer modes is the key to making the Client work how you want it to. The transfer mode can be set differently on every device sharing the same folder. When the Advanced Mode is enabled, you can choose the transfer mode when setting up a new folder, or when joining an existing folder. It can later be changed via the settings tab of a folder. Useful combinations include:

● Auto Sync on all devices: To sync all changes between multiple devices. ● Share/Send and Auto Download: Send files from one device to others. ● Backup Source and Backup Target: For backing up data from one to another device

See the PowerFolder website for more information on pre-defined transfer modes: https://powerfolder.atlassian.net/wiki/spaces/PF/pages/302081/Transfer+Mode+Configuration

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Advanced Features (Client) Restore a Previous File Version (Advanced Options required) BEAR DataShare is setup to make backup copies of all the data that it stores and will retain 25 versions of older files by default. To restore a file version:

1. Open the BEAR DataShare application and then left-click on the folder you wish to view. 2. Click on the file you wish to restore and then on ‘Details’ to view the file versions and their

last modified time.

3. Select (left-click) and highlight the appropriate file version and select ‘Restore’.

4. On the window that pops up, select the version to restore and then we would recommend choosing the ‘Alternative name’ which will give the file version a different name so that it does not overwrite the newest version.

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5. Click on ‘Next’. A window pops up saying ‘Successfully restored 1 file(s)’. Click ‘Finish’. The restored file will then be found in the same folder with the alternative name. New files/folder(s) are marked in bold.

Deleting folders

1. In the Client, right-click on the folder you wish to remove from BEAR DataShare. 2. Left-click on ‘Stop sync’. 3. Check the box next to ‘Delete local files’ and click on ‘Stop sync’. 4. The folder will now be grey instead of yellow. 5. Right-click on the folder and select ‘Leave Folder’ 6. You are then asked to confirm, click ‘Delete Folder’

The folder will now be removed from BEAR DataShare. The free space can be used for other files and folders.

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Connecting via other Devices – Mobile Apps Guide As discussed previously, BEAR DataShare can be accessed via mobile devices such as Apple iOS or Android. To access DataShare on your mobile, download the application (see installation guide) and then run it. When starting BEAR DataShare for the first time, you will be directed to the login screen automatically where you will need to enter your username and password. Choose if you want to be logged in automatically the next time you start BEAR DataShare. If you choose "Off", your username and server will be saved for the next login, but you will be required to enter your password again. Enter the following URL for the server; https://beardatashare.bham.ac.uk

Inviting someone to a folder To invite someone to one of your existing folders:

1. Select the icon next to the folder and select ‘Invite’.

2. A pop-up window will appear. Enter the e-mail address of the person you want to share the

folder with, select the permission the invited person should get on your folder and select OK.

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3. The invited person will receive an email with instructions on how to access the folder.

Download files, directories or complete folders

● To download files, click on next to the file, then on ‘Download’ or simply click on the file. After the download, the file will open automatically.

● To download directories or folders, click on next to the folder, then on ‘Download’. Folder contents will be downloaded to your device.

Android systems: If there is more than one application to open a file, you will be asked which application to use after the file has downloaded.

Synchronise files, directories or complete folders Once you have downloaded a file to your device, it will be included in the synchronisation. To start the synchronisation:

1. Click on the extension function (top right corner). 2. Select ‘Sync now’ to synchronise all files you have downloaded or uploaded before.

Note: All data previously downloaded with BEAR DataShare will be deleted on your device.

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Upload files It is also possible to upload files from your device to one of your folders. Once uploaded, the files will be included in the synchronisation. To upload files:

1. Browse to the folder/directory where you want to upload the file to.

2. Access the ‘Upload’ by clicking on the extension function

3. Browse to the directory where the uploaded file is. 4. Click on the file to start the upload.

Apple iOS devices: Third-party apps are restricted to upload files from the picture or video galleries. Version 2.4 of the mobile apps does not support access to the galleries yet. This function will be implemented in future versions. It is possible to use the upload function to copy files from one folder to another, eg. to quickly share a file in your private folders with a group of people who have access to a folder which you are a member of.

Further Help and Advice We have a number of FAQs on the BEAR web site including some short ‘How to’ videos, see: https://intranet.birmingham.ac.uk/it/teams/infrastructure/research/bear/QandA/bear-data-share-faq.aspx. Please check for answers there before logging a call via the IT Service Desk. To log a call on the ServiceDesk please go to https://universityofbirmingham.service-now.com and select:

● ‘Make a Request’ ● Find our section called ‘Advanced Research Computing Service’ ● Select ‘Log a Fault with BEAR/CaStLeS’ ● Tick the box for ‘BEAR DataShare’ and describe the issues you are facing in detail

We also have regular drop-in sessions where we can answer any queries and show you how to use BEAR DataShare in more detail, see here for upcoming dates and locations: https://intranet.birmingham.ac.uk/bear-drop-in

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