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

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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.