Migration Manager User ManualAdmin, FAQ and SupportFAQ F&QCloud Storage not syncing between PCs

Cloud Storage not syncing between PCs

Migration Manager stores your clients documents (Forms, Word documents, Outlook Messages, pictures etc) within Windows File Explorer in your choice of location (Server, local PC/Laptop).  Migration Manager Cloud clients store these files in their choice of Cloud File Storage such as Dropbox, Google Drive, OneDrive.  If these Cloud services stop working, then documents created on one machine will not flow to the other machines using MM.  The result for these other machines is documents listed in the Documents tab will appear as ‘light grey’ and if you double click to open the file, it will display “File not Found”.

It is very important to note that Migration Manager Technical Support does not support your Cloud File storage software or syncing issues.  Migration Manager will work, and documents will be available on all machines providing your Cloud Storage software is working.  This document is designed to help you understand how Cloud Storage works and how to troubleshoot to find which is the offending machine, as well as some suggestions on what to check to possibly resolve the issue.

If you can’t resolve the issue, then you will need to contact your local IT resource to troubleshoot and correct the issue.

What is Cloud Storage?

Put simply, the term “Cloud” is just a fancy way of saying that documents or applications are stored on a server outside your immediate location.  So for example, if you store a file in Dropbox, that file is simply being stored on a Server owned by Dropbox somewhere outside your office.

How does Cloud File Storage Work?

The basic principal of all Cloud File Storage software (Dropbox, Google Drive, OneDrive, etc) is the same.  When you install the software, it creates a folder on your local C:\ Drive to place the files.  (This folder is traditionally located in a subfolder of C:\Users\your_username\).

Immediately after saving a document to this local Folder, the Cloud Software copies this file up into the Cloud (onto their Data Server).  Then, any other machines using the same account credentials or who have this folder shared to them, then get a copy of that file downloaded to their local machine into their local C:\ drive Folder.

In the below diagram, we can see the first machine saved/upload a document to the Cloud (1), which then flows down to the two other machines which are using the same credentials (2)

If any of the 3 machines pictured above have non-functioning Cloud Software, then documents will not flow between the machines and a synchronisation issue will occur.  Example:

  • If Machine (1) has an issue, then the document will never flow to Cloud for the other machines to get.
  • If either of Machines (2) have an issue, that machine will not be able to receive the file from Cloud.

Diagnosing

In the below example, we are troubleshooting Dropbox. The steps are basically the same for troubleshooting other Cloud software like Google Drive and OneDrive (obviously Google Drive, OneDrive etc have different user interfaces).

 

1. Adding a Test file.

1.  Open Windows File Explorer (you can access this by clicking on the Folder icon on your taskbar).

2.  Click on the Dropbox icon on the left of screen.

 

3.  Go to the Migration Manager folder (maybe called LEAPMM).
(alternatively, if your Migration Manager folder is mapped to a drive letter (like M:\ ), you can browse straight to the M:\ drive.

4.  In the Migration Manager folder, create a test Text or Word document

  • Right click in the Migration Manager folder contents area, then New  => Text Document.

 

5.  Call the file TEST0001.txt.

2. Open Dropbox on the Web to see if the file is there.

1.  Click on the Dropbox icon in the bottom right of your Taskbar.

 

2.  Select the Internet icon to open Dropbox in the cloud.

 

3.  Click on My Files, then go into the Migration Manager (or LEAPMM) folder.

 

4.  You should see the same contents of your folder on your local machine, in particular you should see your TEST0001.txt file.

 

3. Result.

If you don’t see the TEST0001.txt file,, then the problem is with Dropbox on this machine.

If you do see the TEST0001.txt file, then the problem is with the other machine/s. Check the other machine/s and see if the TEST0001.txt file exists on the local drive (within Windows File Explorer). If it doesn’t, then you know the problem is with that machine.

 

Troubleshooting

Once you know the problem machine, some of the things to check:

1. Does the problem machine have the Cloud File Storage software running.

Something may have happened and the Software has not started with the rest of Windows.  Check for the icon down the bottom right of the Taskbar.  Make sure it is there, and if you hover the mouse over it, it says "Up to date".

2. Have you run out of room?

The free versions of these Softwares only come with small space limitations. If you are using the Free version, make sure you have not run out of room. Once you run out of space, new files will not be added/updated.

 

1.  Click on the Dropbox icon in the bottom right of the taskbar.

 

2.  Click on Settings to see percentage of space used.

3. Are you using the same Account details on both machines?

You need to be either using the same account, or for the Migration Manager folder to be shared to other accounts for syncing to work. If you are using the same account, then check the settings to make sure they are the same on both machines. Example:

 

1.  Click on the Dropbox icon in the bottom right of the taskbar.

 

2.  Click on Settings, then Preferences.

3.  Click on Account.

Make sure both machines have the same Account Linking details.

 

4. Is the Folder Shared?

If you are not using the same Account credentials and are instead sharing the Migration Manager folder to other Dropbox Accounts, make sure the folder is correctly shared. This is a little more complex, below are some links to various help guides from the Cloud File storage providers.

Sharing in Dropbox

Sharing in Google Drive

Sharing in OneDrive

 

If you still have no success, contact your local IT support to help troubleshoot the problem for you.

Once you resolve the issue on the problem machine, you should see the TEST0001.txt file appear (although this may take a while if the machine has not synced for a long time).  When it is appearing on all machines, syncing is now working correctly.