ShareFile Sync for Windows version 3.5 and later includes a Dashboard you can view from your Task Tray. To access the Dashboard menu, right-click the ShareFile icon in the Task Tray.
You can view currently syncing and synced files, currently checked out files, start or pause the Sync process, open your root Sync location, launch the ShareFile website in your default browser, access Sync Preferences or Exit the Sync program all from this Dashboard. You can navigate directly to a file’s location by right-clicking the file name.
To open a file in its native program, double-click the file. This requires that you have a compatible version of the file’s program installed on your machine.
The Dashboard will also provide you with details for various errors you may encounter while syncing. Click the orange icon to access these details.
To manually initiate a sync job, right-click the ShareFile icon in your system tray, then choose Sync Now in the Settings menu.
To sync additional folders, right-click the ShareFile icon and select Preferences… in the Settings menu as shown above.
Under the Synced Folders tab, use the checkboxes to designate which folders to sync. Click Apply to save your changes.
Any folders that you choose to sync will also sync subfolders contained within. Removing a folder from your list of synced items will move that content to your computer’s Recycle Bin.
Should I sync Favorite Folders that are already in my My Files & Folders section?
- No, as all folders and files in your My Files & Folders are automatically synced by default, unless you edit your synced items manually.
- Doing so will sync the files in two different locations and will cause unnecessary uploads and downloads.
Can I use Sync to upload files to a folder if I don’t have Upload permissions on it?
- No, you cannot add files to the local folder location. If you attempt to do so, you will receive an error message.
Sync Status says “Up to Date” but my files have not completed syncing!
- Click the check mark / pause button on the Sync Dashboard to refresh your sync status, or use the Sync Now option described above. If your folder structure is particularly deep, there may be a brief lag period as your Sync Dashboard Status catches up.
I have a large amount of files in the My Files & Folder section of my account…
- Users with more than 250,000 files in their My Files & Folders may experience issues with the ShareFile Sync for Windows tool.
Deleting Files from Sync Location
When you delete a file from your sync location, it is moved to the local Recycle Bin of your PC. If you share a sync location with another user and you delete a file, the file will be moved to the local Recycle Bin of your PC AND the local Recycle Bin of any user currently synced to that location. For example: Both my colleague and I have installed Sync for Windows on our respective computers and have access to a Shared Folder. When I delete a file from the folder, the file will also be deleted from my colleague’s computer. Either my colleague or I can restore the file from our local Recycle Bins.
Renaming Folders in the Sync Location
As a best practice, ShareFile recommends renaming folders in the ShareFile web application, and not locally. When renaming folder directories locally, Sync will need to perform a new upload or download of data, which may not be ideal for certain use cases.
Accessing the synced folder
To open the local syncing folder, double click the ShareFile icon in your taskbar.
You can also access the folder by clicking the ShareFile link that was automatically added to your Windows Explorer Favorites.
Within the synced ShareFile folder, you will see 3 folders: My Files and Folders, Shared Folders, and Favorite Folders.
You can navigate to any of your synced folders here. To upload a file or folder to ShareFile move or drag the file or folder to within My Files and Folders or within a shared or favorite folder.
You will not be able to place or save files or folders at the ShareFile, Shared Folder or Favorite Folder root levels. Please navigate within My Files and Folders or within a shared or favorite folder to do so.
Use Sync with a Proxy Server
Exclude File Types from Sync
ShareFile automatically prevents the following file types from being synced: .pst , .jit_temp, .tmp, and various file extensions related to ransomware.
To add or remove a file type on the exclusion list, navigate to Program FilesCitrixShareFileSyncShareFileSync.exe.config and edit the file with Notepad.
Creating links to files
You can create a link to a file in the local syncing location in just a few clicks. This link can be provided to others to grant them access to this file. To create this link, right-click any file and select the ShareFile option. You can choose to have the link copied to your clipboard or to have it placed in a new Microsoft Outlook message using the Email ShareFile link option.
A link created by this method will not require the recipient to log in or enter their name and email address. Recipient access will appear in reporting as “Anonymous.”
You can customize the Expiration Policy of links created using this method in the Preferences section of the Sync app.
Change Link Expiration Settings
When sharing files from your Sync app, the expiration date of your download links is dictated by the Expiration Policy. You can modify the default Expiration Policy in the Preferences menu. To do so, right-click the Sync icon in your system tray and click the Settings icon. Choose Preferences.
Modify your Expiration Policy in the Settings tab.
Icons will appear over your files and folders to indicate their syncing status.
Check Out a File
You may check out files using the ShareFile Sync app. This feature requires ShareFile Sync for Windows version 3.4 or later. To check out a file, right-click the file and select Check Out from the Context Menu as shown below: The file will remain checked out for 24 hours. During this time, you may discard your check out, or check in the updated file.
The orange check out icon indicates that the file and folder is currently checked out. While a file is checked out, it is read-only. Please note that the creation of a file under a new name will create a new file in your account, rather than modify the checked out file.
View Status of a Checked Out File
To view the check out details of a file, right-click the file and choose the View check out details. You can also view a list of currently checked out files in the Sync Dashboard.
Check In a File
To check in a file, right-click the checked out file and select the Check In option.
Report an Issue or Send Feedback
When you encounter an issue using ShareFile Sync for Windows, you may submit logs directly to the ShareFile Customer Care team. This information is often critical to resolving technical issues, and it is highly recommended that you provide Logs to ShareFile Support when calling or emailing. To submit logs directly from your ShareFile Sync for Windows app, right-click the ShareFile icon in your system tray and select Report an Issue.
Likewise, you can submit feedback about your experience using the Sync App via the Send Feedback option.
Please ensure Include Sync Logs is checked.
Once you have described your issue, click the Submit button.
Conflict files are created by the ShareFile Sync app when a file is opened in multiple Sync locations (or by more than one user) simultaneously. To avoid accidental overwrites of work, ShareFile will attempt to preserve both versions of the file. Conflict files are commonly created when two or more users are editing files from a Sync location with an auto-saving software such as Microsoft Excel. If a file is left open in a program such as this, conflict files can also be created. If a large number of conflict files are being created for a given file, it is wise to double-check that the file is not open on a computer running ShareFile Sync for Windows.
Avoiding Conflict Files
To avoid conflict files, ShareFile recommends utilizing our Check In, Check Out feature described earlier in this article. When using this feature, other users will be able to see when you are working on a file. This feature will also prevent users from editing the file until it has been checked back in. Alternatively, you can avoid conflict file creation by removing your chosen file from its sync location to a location on your local computer.
Known Issues and Limitations
- Users with more than 250,000 files in the Personal Folders section of their account may experience issues with the ShareFile Sync for Windows tool.
- Some users may experience a known issue related to the Date Modified field of their folders being updated, even when the user has not taken action on the Folder or any of its contents.
- If you have encountered the error message “Folder Restructure Migration Failure” when upgrading, please see this article for troubleshooting help.
- PST files are automatically excluded from being synced, due to the nature of the file type. ShareFile does not recommend syncing this file type, but it can be removed from the exclusion list. See “Exclude File Types from Sync” for more information.
Additional “New Folder” created when creating and renaming a new folder via File Explorer
For accounts that have requested the “Creator Can Delete” setting be disabled, when a user without the Delete permission on a folder creates a new folder within the File Explorer window, an additional “New Folder” is created. This behavior is a byproduct of how the sync app communicates the folder Rename action to the ShareFile account when a user that cannot delete attempts to do so. To avoid this behavior, consider creating new folders locally before adding them to the desired location within Sync, so they may be treated as a uploads by the system.
Cannot save Excel File
If you cannot save an Excel file – its file path may be too long. Click here for more info.
Syncing QuickBooks files
Intuit QuickBooks Database files are continuously in use by the QuickBooks backup software, which will not allow these items to be uploaded by the sync tool. As long as QuickBooks is running, the sync tool will not be able to upload the QuickBooks file. It may be possible to sync a QuickBooks database file, but QuickBooks must be closed completely, which requires you end all QuickBooks processes in Task Manager. To upload QuickBooks database files to ShareFile, log in to the web-based application or use the ShareFile Desktop Widget.
The following characters should not be used in folder or file names.
- A filename ending with a period without an extension
- File names with leading or trailing whitespaces.
Microsoft file path limitations may limit a path name to 250 characters. In newer versions of Windows 10, long file path support can be enabled by following the steps below. Windows Sync 3.16 or later will support long file paths that exceed 250 characters.
For more information on long path support from Microsoft, please see: https://msdn.microsoft.com/en-us/library/windows/desktop/aa365247(v=vs.85).aspx#maxpath
- Windows 10 OS version 1607 or later.
- Windows Sync 3.16 or later
- Enable LongPathsEnabled = 1 (Type: REG_DWORD) under HKLMSYSTEMCurrentControlSetControlFileSystem
- You should reboot your machine after enabling Long Path Support
- Opening files that reside inside a long file path will depend on that application’s compatibility for long file paths. Some applications cannot open a file that resides in a long file path.
- Microsoft Windows Explorer may have limitations preventing users from renaming a file or folder.
- The ShareFile platform restricts a single filename to up to 181 characters.