Conversion of bwSync&Share end of March
General
On this page we provide you with all information regarding the migration of the service bwSync&Share and inform you about what you need to consider.
The service bwSync&Share will be converted to a new software basis from 27 March 2020.
(So far the software "PowerFolder" of the company "dal33t GmbH" was used.) For online editing the software OnlyOffice will continue to be used.
Planned procedure:
1. From 27.03.2020 and until the technical migration is completed on 31.03., the service will be available in a read-only version via the website https://bwsyncandshare.kit.edu, i.e. users will be able to download their data but NOT make any changes.
Please understand that errors may be displayed in read-only mode on the web interface. However, these errors are not relevant for read-only access to the platform and can be safely ignored. The download of your folders and data via the web interface will still work reliably.
Users can send invitations in read-only mode (unfortunately, this cannot be technically prevented), but they are not migrated and must be sent again after the changeover.
Synchronization via the client applications is no longer possible during this period. For example, as of March 27, synchronization from the desktop to the service (e.g. uploading files) via the desktop client or from the smartphone via the mobile apps will no longer be possible. Client and apps can be uninstalled on the mobile devices as of 27.03.
2. From 31.03. the service will continue to be available at the address bwSyncAndShare.kit.edu, but then on the new software base Nextcloud.
Below you will find more detailed information about the migration of the service, as well as under Nextcloud FAQ details about Nextcloud software.
Please note in particular the following FAQ item "What should I do before the migration?"
FAQ for the conversion
Will the name and address of the service change after the conversion?
The service will still be available under the current web address https://bwsyncandshare.kit.edu after the migration. To register for the service on the website, click on "bwIDM", then select your home institution as usual and you can log in with your local user data.
Do I have to register again?
Students and employees of participating institutions do NOT have to register for the service again.
Users of external institutions must reset their password (see Nextcloud FAQ)
Users of external institutions must reset their password (see Nextcloud FAQ)
What happens with my data and invitations?
During the migration from 27.3.20 - 31.3.20 your data will be migrated to the new environment (Nextcloud).
This applies to access rights and also to all invitations, both those you have received from another user and those you have sent to other users.
Since the transfer of data and assignment of additional information, such as invitations and access rights, to the new software base can only be carried out in a highly automated manner, you should follow our instructions under "What should I do before the migration?
This applies to access rights and also to all invitations, both those you have received from another user and those you have sent to other users.
Since the transfer of data and assignment of additional information, such as invitations and access rights, to the new software base can only be carried out in a highly automated manner, you should follow our instructions under "What should I do before the migration?
Which data will not be migrated and what do I have to consider with encrypted folders and password protected download links?
Older versions of your files (file history) and data that you have deleted will not be migrated. Shares that you created in the readonly phase from 27.3.20 - 31.3.20 will not be migrated either. This data is therefore no longer available in Nextcloud.
Download links:
Links that you have sent to other participants for downloading folders and files before 27.03. are still functional. A new password must be set for download links that were secured with a password. Then they can be used with the new password as before the migration.
Encrypted folders:
If you have created encrypted folders, this data will also be migrated, but the contents of encrypted folders will no longer be readable after migration. You can recognize such encrypted folders in Nextcloud by the extension ".crypto" in the folder name.
For this reason, encrypted folders should be downloaded or backed up before the migration and uploaded again after the migration, as described in the following FAQ point "What should I do before the migration? " described in the following FAQ item.
The affected owners of folders with encrypted files and folders will be informed separately by us before the migration.
For this reason, encrypted folders should be downloaded or backed up before the migration and uploaded again after the migration, as described in the following FAQ point "What should I do before the migration? " described in the following FAQ item.
The affected owners of folders with encrypted files and folders will be informed separately by us before the migration.
After the changeover, all files and folders are automatically saved encrypted on the server side. (see Nextcloud FAQ)
What should I do before the conversion?
Since the transfer of data and assignment of additional information, such as invitations and access rights, to the new software base can only be carried out in a highly automated manner, you should carry out the following steps BEFORE the migration on March 27th, in order to have a local backup copy of your previously stored data for security reasons.
Backup via the Web interface
If you have only worked with the service via the web interface so far, download your folders (all folders of the top level, each by clicking on the "Arrow down" button) as a ZIP archive from there. Unfortunately it is not possible to download all folders at once via the web interface. Afterwards you can unpack the downloaded ZIP files into a separate backup directory (e.g. "Backup-bwSyncAndShare"). Make sure to unpack the individual ZIP archives into separate folders to preserve the folder structure.
If you have only worked with the service via the web interface so far, download your folders (all folders of the top level, each by clicking on the "Arrow down" button) as a ZIP archive from there. Unfortunately it is not possible to download all folders at once via the web interface. Afterwards you can unpack the downloaded ZIP files into a separate backup directory (e.g. "Backup-bwSyncAndShare"). Make sure to unpack the individual ZIP archives into separate folders to preserve the folder structure.
Switch off the desktop client:
If you have already used the Powerfolder desktop client, please synchronize again before the migration, so that you have the latest sync version (e.g. the sync client might not have been restarted after a device restart). Your data will then be stored by default in the directory C:Users\username\bwsyncandshare (Windows) or in the home directory under "bwsyncandshare" (Linux and MacOS). Then uninstall the Powerfolder client. For this you need local admin rights on your end device.
If you have already used the Powerfolder desktop client, please synchronize again before the migration, so that you have the latest sync version (e.g. the sync client might not have been restarted after a device restart). Your data will then be stored by default in the directory C:Users\username\bwsyncandshare (Windows) or in the home directory under "bwsyncandshare" (Linux and MacOS). Then uninstall the Powerfolder client. For this you need local admin rights on your end device.
Adjustment of the data stock after the migration:
With these steps you have a local backup of your data on your end device and thus the possibility to subsequently synchronize the automatically migrated data and to upload files from the local backup to the service again in case of irregularities.
With these steps you have a local backup of your data on your end device and thus the possibility to subsequently synchronize the automatically migrated data and to upload files from the local backup to the service again in case of irregularities.
Migrate encrypted files and folders:
If you have encrypted files and folders, you should back them up as described before migration so that you can upload them again after migration. You have received a separate e-mail for your encrypted folders, in which encrypted folders of your account are listed in the form "folder name" + ".crypto" as extension. You do not see the extension .crypto in the bwSyncAndShare interface. However, the folders listed in the e-mail are not readable after the migration and therefore you have to migrate them manually: Download before 27.03., Upload after 31.03.
If you have encrypted files and folders, you should back them up as described before migration so that you can upload them again after migration. You have received a separate e-mail for your encrypted folders, in which encrypted folders of your account are listed in the form "folder name" + ".crypto" as extension. You do not see the extension .crypto in the bwSyncAndShare interface. However, the folders listed in the e-mail are not readable after the migration and therefore you have to migrate them manually: Download before 27.03., Upload after 31.03.
What to do after the migration?
After the conversion, the service is available again via web browser at the URL https://bwsyncandshare.kit.edu. All files and folders will be migrated there automatically.
If you want to synchronize data with your end devices or access it from your mobile devices, download the appropriate Nextcloud client from this address. Available are clients for Windows, Linux, MacOS, iOS and Android. You need admin rights to install the clients. At the first start you have to enter the server address of the service (https://bwsyncandshare.kit.edu). Then you can activate synchronization for the desired folders.
After synchronization, your data will be available in the directory C:\Users\<Username>\\\nextcloud (Windows) or in the home directory under "nextcloud" (Linux and MacOS).
You can still find the previous database including encrypted folders in the directory C:\Users\<Username>\bwsyncandshare (Windows) or in the home directory under "bwsyncandshare" (Linux and MacOS).
If necessary, uninstall the previous bwSync&Share client from all your devices.
If you want to synchronize data with your end devices or access it from your mobile devices, download the appropriate Nextcloud client from this address. Available are clients for Windows, Linux, MacOS, iOS and Android. You need admin rights to install the clients. At the first start you have to enter the server address of the service (https://bwsyncandshare.kit.edu). Then you can activate synchronization for the desired folders.
After synchronization, your data will be available in the directory C:\Users\<Username>\\\nextcloud (Windows) or in the home directory under "nextcloud" (Linux and MacOS).
You can still find the previous database including encrypted folders in the directory C:\Users\<Username>\bwsyncandshare (Windows) or in the home directory under "bwsyncandshare" (Linux and MacOS).
If necessary, uninstall the previous bwSync&Share client from all your devices.
Where can I find a user manual?
A comprehensive German user manual for the operation of Nextcloud - both via web and from clients - can be found here. An English user manual is also available at this address.
What happens if my institution no longer participates in the service?
The institutions that have been participating so far have the choice of continuing to use the service from 2020 onwards or to discontinue its use.
The users of the facilities that no longer participate in the service will be informed in good time before the migration.
If your institution has not renewed its participation, access to the affected user accounts will be blocked as part of the migration at the end of March and the data will then be deleted.
Backup of your data:
If you have synchronized your data with the desktop client, you should perform a final synchronization first and then uninstall the client from all devices.
If you have worked exclusively over the web, you can download the folders with the files as zip archives.
You can find detailed information on this in the section What should I do before the changeover?
The users of the facilities that no longer participate in the service will be informed in good time before the migration.
If your institution has not renewed its participation, access to the affected user accounts will be blocked as part of the migration at the end of March and the data will then be deleted.
Backup of your data:
If you have synchronized your data with the desktop client, you should perform a final synchronization first and then uninstall the client from all devices.
If you have worked exclusively over the web, you can download the folders with the files as zip archives.
You can find detailed information on this in the section What should I do before the changeover?
How can I continue to work on documents in bwSync&Share (e.g. in the context of country working groups)?
If you have made folders available to a working group with participants outside your organisation, clarify the transfer in time. Use the possibility to make another participant who has his own contingent (i.e. is not an external user) the owner of the folder (click on the crown in the member administration of the folder). This person can then invite you to the folder as an external user.
Previous invitations to folders of other owners must also be issued again. Please contact the person responsible for the folder in question. He or she can invite you to this folder as an external user.
As an external user, you must register for the service and set a password with which you can then log on to the service website www.bwsyncandshare.kit.edu. Follow the instructions in the email that you receive after the folder owner invites you to join.