Moving Your Existing Location Documents to Dropbox

Transcription

1 Moving Your Existing Location Documents to Dropbox If you have previously been using Location Documents in SuccessWare 21 and will now be using Dropbox as your storage location, before you perform the SuccessWare 21 side of setup you will need to move your existing files to the Dropbox account. If you feel uncomfortable performing these steps call us at and we ll walk you through the process. In order to use Dropbox as your location document storage location with SuccessWare 21, you must first create a Dropbox account. It is recommended that you create an account for your company, as all users who use SuccessWare 21 will have access to the information you store in the account. To create an account you go to We recommend an Individual Plus account as it has more than sufficient storage space and features required by our customers. The current price for an Individual Plus account is $99 a year. Once you have created the account, make note of the Username ( address) and password. For the purposes of transferring your files you will need to download and log in to the Dropbox desktop app on the workstation (or server) where your Location Documents currently reside using the username and password you created for your account. The Dropbox app can be found at Depending upon the size of your current Location Documents folder as well as the upload speed available to you by your internet provider, the process of moving them to Dropbox could take some time. YOU DO NOT need to install the Dropbox App on all computers that will access Location Documents. Users will access the documents through the Dropbox.com website. COPYING YOUR EXISTING LOCATION DOCUMENTS 1. On the workstation or server where your Location Document folder currently resides or from which you can access them, download and log in to the Dropbox app ( 2. Once the app is downloaded it will appear as a folder in your list of drives and folders in Windows File Explorer Success Ware, Inc. 1

2 You will also now see a Dropbox Icon appear at the right side of your taskbar near the date and time By default, Dropbox will automatically synchronize (upload) anything you place in the Dropbox folder on your computer to the Dropbox.com website. In order to move your existing Location Documents to Dropbox, you are going to put them into the Dropbox folder. 3. Go to your existing Location Documents location. This is either the local folder where you store the documents or the drive letter you have set up in you are using MySecureBackup. You are looking for the folder named (sw21storage). When expanded, the folder should have this structure - Your Master ID (SuccessWare customer number) - Your Company Number (database number) - Folder for locations in that company - Company Number (only if you have multiple databases) - Folder for locations in that company NOTE- IF YOUR CURRENT FOLDER DOES NOT HAVE THIS STRUCTURE CALL OUR SUPPORT TEAM AT and we will help you to clean up the folders. 4. Select the folder name (sw21storage), press Ctrl+C to copy it or right click on it and select Copy. Success Ware, Inc. 2

3 If you are getting a message that you do not have enough storage space on your computer to copy the folder you may want to talk to your IT professional to discuss other options for moving the files. 5. In your folder list in Windows Explorer, click on the Dropbox Folder. This will open you to the Dropbox folder. 6. Right click in the right side of the screen and select Paste This will copy your current Location Documents into the Dropbox folder and Dropbox will begin the process of copying the contents up to your Dropbox.com account. The following window will display showing you an approximate time remaining for the upload. You may minimize this window, BUT DO NOT CLOSE IT, as this will cancel the upload. Do not turn off your computer from which you are copying the files until the upload is complete. 7. Once the upload has been completed you will see the (SW21Storage) folder appear with a green checkmark in front of it. You can also click the Dropbox Icon on your taskbar. This will open the Dropbox App which display to you the status of the synchronization. You re now ready to connect your Dropbox.com account to SuccessWare 21. For instructions on setting up Dropbox to work with SuccessWare 21 review the setup documentation which can be found at here. Success Ware, Inc. 3

4 KEEPING A LOCAL COPY OF YOUR FILES When using Dropbox, you have the option of keeping a local copy of your files or just having them stored on the Dropbox.com site. Keeping a Local Copy If you want to keep a copy of the files stored locally you do not need to do anything. The default setting in the Dropbox app is to keep the files synchronized. Not Keeping a Local Copy If you DO NOT want to keep a local copy of the files you can Unlink the Dropbox App from your computer and if you wish, delete your local copy of the files. Note- Before you turn off synchronization make sure all of your files have been uploaded. To check, click the Dropbox icon on the right side of your task bar. In the window that appears, in the lower left corner you should see Up to Date 1. Now to turn off synchronization, click the gear icon in the upper right and then select Preferences Success Ware, Inc. 4

5 2. Go to the Accounts Tab and click the Unlink this Dropbox button. This will disconnect your local Dropbox folder from the Dropbox.com account. It will have no effect on the files you uploaded. You can now delete the contents of the local copy of the Dropbox folder if you want to free up space on your computer. If in the future you want to bring down a local copy of your location documents folder, just log back into the Dropbox app on your computer and it will re-download the files. Success Ware, Inc. 5