Post on 02-Jun-2020
Guidance : Guide for
BEAR DataShare Client - Menus
Document Details
Document Number: ITSRCT-USR-004
Document Author: Jenny Harrison – Research Data Specialist
Last Reviewed By: Aslam Ghumra – Research Data Manager
Date Last Reviewed:
Next Review Date:
Version History
Revision Author Version History Date
0.1 Jenny Harrison 1st Draft 23/06
Classificaton: Open
ITSRCT-USR-004 – DataShare Client - Menues Page 2 | 11
INTRODUCTION
This document is designed to provide information regarding BEAR DataShare client installation.
INFORMATION CLASSIFICATION OVERVIEW
The University Information Classification Standard defines data into three categories (more information
can be found in Guidelines for Information Handling on the IT Services Policies web page
https://intranet.birmingham.ac.uk/it/governance/policy/index.aspx) :
Open
Restricted
Confidential
IMPORTANT INFORMATION
IMPORTANT:
UNDER NO CIRCUMSTANCES SHOULD YOU PLACE SENSITIVE/CONFIDENTIAL DATA WHICH IS NOT ENCRYPTED IN BEAR DATASHARE. AS OF THIS WRITING, FILES ARE NOT AUTOMATICALLY ENCRYPTED AND MUST BE ENCRYPTED USING 7-ZIP OR OTHER ENCRYPTION SOFTWARE.
IMPORTANT:
IF IN DOUBT, SEEK ADVICE FROM IT SUPPORT. IT CAN ADVISE ON ANY DATASHARE PROBLEMS THAT YOU MAY HAVE.
GENERAL TIPS
1. It is STRONGLY RECOMMENDED that a copy of data, not the original, is transferred. a. For file encryption, copy the file to be encrypted and encrypt the copy. ENSURE THAT
THE ORIGINAL COPY IS NOT ENCRYPTED AND REMAINS ON THE FILE STORAGE SYSTEMS.
2. Do not re-use passwords for encrypting files. The most secure method is to have entirely unique
passwords for each encrypted file.
You must be a research academic or post graduate researcher at the University of Birmingham or an
invited participant. Submit a request via the Service Desk at https://universityofbirmingham.service-
now.com/
Classificaton: Open
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Features Matrix Feature Client Web
Create new folders
Invite and manage users
Change permissions to files and directories (folders)
Share links to files and directories (folders)
Upload multiple files via drag and drop
Download files via browser
Download directories (folders) as ZIP
Open, create, edit documents, spreadsheets, presentations
Play media files
View Images
Change password
Revoke file links
Restore deleted files
Download client / apps
Rename files, directories (folders)
Resume uploads / downloads
Data recovery of previous versions and deleted files
Data recovery of previous versions to alternative locations
Instant change detection to automatically uploaded locally changed files
Enable/Disable peer to peer sync
Create log files
Controlled data-synchronization
Define automatic start and exit behaviour
Classificaton: Open
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Folder Menu In the main BEAR Data Share window, you can right-click on a directory (folder) to acquire the menu that
you see below.
Classificaton: Open
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Explore
By clicking on Explore, an explorer window will open allowing you to add
and/or move files into and out of your directory.
NOTE: Because this is a Windows Explorer window, you cannot invite others from this
window.
Sync
If you click Sync, your files will be synchronised if you or any of your invitees have
made changes. If no changes have been made, you will see a window similar to the
one below, click OK to continue.
If you open a second explorer
window, you can drag and drop files
from one window to another.
Classificaton: Open
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Show Contents
If you select Show Contents, you should see any File(s) located in the current
directory (Test1), in this case there are no files in the directory.
NOTE: You can also double-click on the folder name (Test1) to see the contents of
the directory.
Recent Changes
If you select Recent Changes, you will be taken to the Files tab where you will see
any recently downloaded files.
Classificaton: Open
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Invite
If you select Invite, an invitation window will open where you can invite internal or
external individuals to share the folder and allocate what permissions they have to
the folder.
Permissions
If you select Permissions, you will be taken to the Members tab where you will be
able to see who presently has permissions to this directory.
For individuals from the
university, use their user ID. For
individuals outside of the
university, use their email address.
You can assign permissions
to the folder for each
individual that you invite.
You can invite others
from this window by
clicking the Invite
button.
Classificaton: Open
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Settings
When you select Settings, you are presented with the following window. In this
window, you can stop online backup, stop sync, and clean up database.
Stop Online Backup By clicking Stop Online Backup from the Settings window, you will see a window like the one
below which will remove the online backup. Click Next to continue.
NOTE: You can also access Stop Online Backup by right-clicking on the folder (Test1) in the
Folder view.
See
below.
Verify that you are
removing the correct
backup.
Classificaton: Open
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Stop sync
i. Selecting Stop Sync from the Settings window will open the following window
allowing you to stop local synchronization and/or delete archived files and
meta-data. Tick the appropriate box(s) and select ‘Stop sync’ to continue.
NOTE: You can also access Stop Sync by right-clicking on the folder (Test1).
Cleanup Database ii. Selecting Cleanup Database from the Settings window will start the Database
clean-up which basically does what it says on the tin. Click ‘OK’ to continue.
Move
By selecting Move, you will be able to move the directory (Test1)
to another location.
Stop local synchronization will
stop a copy of the data from
being synchronized to your local
computer.
Delete archived files and meta-
data will delete any information
that is already on your
computer.
Classificaton: Open
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a. At this point, you could open multiple Explorer windows to drag and drop files into your
new directory (folder).
NOTE: Because this is a Windows Explorer window, you cannot invite others from this
window.
Classificaton: Open
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SUPPORTING DOCUMENTATION
To be determined.