Frequently Asked Questions (FAQs) on Sync To data Room
Q What is sync to Data Room?
Synchronization to data room
Synchronization (“Sync”) is the process of synchronizing two file stores so that they mirror/duplicate each other – in the case of the Diligentsia this occurs most often with the “Sync All” and section “Sync” buttons in the Data Repository which sync files to a Data Room. This includes reverse sync, where files added to the Data Room are duplicated and mirrored in the Data Repository.
Q How do I sync my data repository to the data room?
You must have undertaken an initial one time connection to your chosen cloud provider. If you have not already done so, please click here for instructions on how to connect your data room.
You can choose to "Sync All" or just sync a single section, where, for example you have made only a change to that section. The sync takes less time with a section sync. Where syncing a single section, simply follow the instructions below.
The following are steps to sync a single section.
Step 1 - click the "Sync" button of the section.
Step 2. The synchronization of files between your data repository on your Diligentsia platform and your Diligentsia Data Room folders in your cloud provider gets completed in a few moments.
Step 3. If you wish, you can click "View Data Room" to view your files in your Data Room:
Or you can check the files in your File Manager.
File manager
To sync all files in your repository, just click on the "Sync All" button and all your files and changes are synced to your data room.
Q What is "Reverse Synchronization(Sync)"?
Reverse Synchronization(sync) is where you add files directly to your data room - for example you have copied across those files from one existing folder in your cloud into your Diligentsia Data Room in your cloud - and now wish to sync them to your Diligentsia Data Repository.
When you "Sync All" or "Sync" a section, the sync process automatically copies any additions and deletions in your Data Room into your Data Repository. For example:
Files are added to your data room:
You then sync as described below.
The files that you added to your Data Room then appear in your Data Repository - in a different color depending upon their source of origination. You can see the representation of each color in your file manager.
And you can see the files in the File Manager and the Audit Log:
Audit log
Q: What can I sync my files to?
We currently support syncing to Google Drive, Microsoft Sharepoint and Dropbox.
Q: Can I sync files from my existing folders in Drive/Sharepoint/Dropbox to Diligentsia?
If that data room is NOT already within Drive/Dropbox or Sharepoint (our supported cloud provider), then we recommend manual upload of your files via the Diligentsia Data Repository, or simply drag and drop into our Diligentsia Filing Assistant and we will allocate them automatically.
Q: Can I selectively sync just one section, not everything?
Yes - we offer section by section syncing. Just click on the sync button at the top of each section to sync.
Q: Is there an audit log to record what was synced?
Yes - there is an audit log at the top of each section.
Q: Can I reverse a sync?
No - unfortunately where you have undertaken a sync you cannot reverse it. If an issue, please contact support@diligentsia.co.uk.
Q: What do the different file colors indicate?
Colors represent the origin of the files, which can be viewed in the File Manager.
Q: Can I sync files added directly to the Data Room?
Yes, reverse sync allows these files to be added to the Data Repository.
Q: How do I view files after syncing?
Click "View Data Room" or check the audit log or File Manager.
Q: How can I speed up a slow sync?
Syncing only relevant sections instead of all files can speed up the process.
Q: Can I automate the sync process?
Currently, syncs must be manually triggered.
Q: What happens if the sync fails?
You can retry the sync or contact support for assistance.
Troubleshooting
Q: What should I do if the sync process doesn’t start after clicking “Sync All”?
A: Check your internet connection, ensure your cloud provider is connected, and retry the sync. If the issue persists, contact support.
Q: Why are some files missing after syncing to the Data Room?
A: Verify that the files are in supported formats and were properly allocated in the Data Repository. Re-sync the section if needed.
Q: Can I pause an ongoing sync process?
A: No, sync processes cannot be paused. Allow the process to complete and then review the results.
Q: What should I do if files are misallocated during sync?
A: Use the File Manager to manually reallocate files to the correct sections in the Data Room.
Q: Why is my sync taking longer than expected?
A: Large file sizes or high volumes of files can slow down the sync process. Sync specific sections instead of using “Sync All” to speed up the process.
Q: Can I sync files to multiple cloud providers simultaneously?
A: No, each Data Room must be linked to a single cloud provider.
Q: Why is reverse sync not working?
A: Ensure the files were added to the correct folders in your cloud provider’s Data Room. If reverse sync still fails, try manually syncing or contact support.
Q: What do I do if the sync fails mid-process?
A: Retry the sync. If it fails again, check your internet connection and cloud provider settings. Contact support if the issue persists.
Q: Can I undo a sync if files were synced incorrectly?
A: No, syncs cannot be reversed. Manually correct any errors or contact support for assistance.
Q: How can I verify that all files were synced successfully?
A: Use the Audit Log or File Manager to review the synced files and their statuses.
Q: Can I set up automatic syncing for my Data Room?
A: No, all sync processes must be manually triggered at this time.
Q: Why is my cloud provider not appearing as a sync option?
A: Ensure your account is connected to a supported provider (Google Drive, Dropbox, or SharePoint). Reconnect the provider if necessary.
Q: How do I check for errors in the sync process?
A: Review the Audit Log for details on any errors or skipped files during the sync.
Q: Why aren’t the file colors updating after a sync?
A: Refresh the File Manager to update the color indicators, which represent file origins.
Q: Can I sync large files without interruptions?
A: Yes, but ensure a stable internet connection and consider syncing sections instead of using “Sync All” for faster processing.
Q: What should I do if syncing causes duplicate files in the Data Room?
A: Use the deduper function in the File Manager to identify and remove duplicate files.