We all run into problems with data eventually in engineering. Usually one of the first hurdles on large projects anyway is “displaced data” or data that is stored in multiple places and used by multiple people. Although it is possible to have fancy software solutions like Projectwise, Autodesk Vault and 12d Synergy automatically controlling your data and syncing it around etc., sometimes we either don’t have the money or the time to setup such elaborate systems. Free File Sync to the rescue.

In this blog, I’ll show you how to setup a sync between your c: drive (local) and your network location. Although the same principles apply for any other syncing. This tends to be the most useful for people working on site, or through VPN’s or at home etc.

Prerequisites

1. Go install free file sync from here. If you use it regularly, I encourage you or your company to donate on the site.
2. Download these scripts to help you change your environment quickly. Download Local Drive Scripts

Setting Up

1. Firstly determine your two locations you want to sync to
   1. Local – c:\drives\b (So that the drive mapping stays the same we will create a fake B: drive to ensure referencing is maintained, you can create whatever drive you want)
   2. Server – \\servername\folder\folder etc.
2. Open the two scripts contained in the zip and edit the paths to match your syncing locations
   1. In “Open B Local.bat” add the path to where you will store your “fake” b: drive
      
   2. In “Open B In Office.bat” add your server path
      
   3. Copy both of these scripts to your desktop for easy access
      
   4. If you only want to sync a specific project determine those paths. Now open free file sync and add the local path to the project in the left folder field and the server path to the right folder field. Then press compare!
      
   5.  So that you don’t have to keep entering the paths everytime, you can save the sync to the project folder. It’s usually useful to give it a name like
      <Project Name>_<Location 1>-<Location 2> and add it to the project folder base directory. This way all your sync pair history comes up on the left as well.
   6. You should now be able to see all the files that will be copied from the server to your local drive. If you have a lot of data you may want to add some filters to reduce the amount of data that needs to be synced everytime. Things like *.bak files *.dwl and *.dwl2 files may not be needed. You can add them to the filters button up the top.
   7. You may also want to exclude certain folders from syncing to reduce space. Down the bottom left you can see the percentage of total space that each folder consumes. To exclude it via the filter just right click on it select “exclude via filter”. Excluding using a filter saves you from having to exclude it every time you sync. You can use wild cards in the filters as well like *\SOURCE* will exclude any folders staring with source etc.
      
   8. Once you are happy you have all the filters and correct paths. Press “Start Synchronisation”. This will copy all the files necessary down to your C drive so you can start working
      

Changing Your Environment.

If your working from home Run the “Open B Local.bat”

If your back in the office “Open B In Office.bat”

Keep on Syncing

1. Once your synced for the first time. You can now run periodic syncing at your leisure. After doing a compare FFS lets you know which files are going where

2. You can turn off the different types of sync by pressing the buttons down the bottom.

3. Its pretty straight forward but:
Purple is files going left
Green is files going right
+ sign means it’s a file
no + sign means its updating an existing file
= means they are the same
BUT MOST importantly the “lightning bolt” means its changed in both locations since the last sync

4. You can change which way things go by clicking the middle bar. This is great for resolving conflicts. Click and drag to do multiple items at once.

5. Press Sync to run. A lot easier than doing it yourself manually! Plus great for working over a vpn as only the files that have changed get sent through. Rather than all the files you access.

In the next blog series on Data Synchronization I’ll talk about how to script this or even use “Real time Sync” that comes with free file sync.