I (and I suspect quite a few others…) have already been keeping my DTPO databases in a folder on Dropbox.
I simply load up the database on one Mac, making sure DTPO is closed on the other one. I’d get the odd warning about being in use by another user but it wasn’t ever an issue.
My question is…
with the new sync feature, what is the best route for me here? Does the new Sync feature presume that the DTPO databases live outside the Dropbox folder? and then sync with the version in the Apps subfolder inside the Dropbox folder?
We recommend against placing a database in Dropbox and running it there. There are entirely too many possibilities for database damage to make this safe.
Instead, the new Sync procedure places a “Store” of database files (not the database itself) into Dropbox if Dropbox is chosen as the sync vehicle. Currently, Sync is specifically tuned to the idiosyncrasies of Dropbox, and may or may not work if another similar service such as Box is chosen as the transfer vehicle.
If you encounter a problem with a Sync attempt, check the message in the Activity log (Window > Log). For example, Sync will (by design) stop if it finds that a database has verification errors. In that case the proper thing to do is to clean up the database before trying Sync again. DEVONthink provides tools to do that, including Tools > Restore Backup or Tools > Rebuild Database.
When the instructions tell you to “clean up” the Sync Store, e.g, in Dropbox, that means simply to delete the existing Store and create a new one.
Please read the instructions carefully. If you encounter problems up to and including a DEVONthink crash during Sync, send a message to Support that includes the logs created by Sync, rather that the normal DEVONthink application crash report. Those logs will be useful to the developer to analyze what happened during the sync attempt.
I have to admit that I’m confused by the dropbox sync.
I’ve got it to work. I’m all synced up. But how, then, do the other people I want to be able to access this database access it? Do they need to log into my dropbox account?
I.e. if I have a team of people, is it possible to sync via dropbox? Or must I use one of the other options?
At the moment the material on the support site tell me how I can upload data to the cloud, but doesn’t do a very good job of explaining how the other people who will sync to this cloud can go about accessing the data…
Please do not misunderstand what the Sync Plugin is for. It is for keeping a DEVONthink database MIRRORED on multiple accounts or machines. Dropping files into DropBox will NOT add them to a DEVONthink database. It is also NOT for allowing other access to the contents of a DEVONthink database outside of using DEVONthink.
You really should not keep your database in a DropBox folder. I have more than a handful of tickets of data loss from doing exactly that, and from people who have “closed it and only had it opened on one machine at a time”.
You cannot have two people accessing the same exact database at the same time. You can’t even do this with DropBox alone. Even with DropBox alone you are working on a local copy and syncing to a shared location. The second User works on their local copy, syncing to the common location. This is what the Sync plugin is doing with the DEVONthink database but safely and correctly for your database.
The tutorial video should show the basic setup for DropBox sync.
@Ray: Yes you can both have a synced copy of a database but remember, it is for mirroring, so if you and your wife are making changes to a common database, you could run into collisions. (This is a familiar situation with any shared resource like this.) The way I think of it is this…
You have a database called Rays Stuff.
She has a database called Rays Wifes Stuff.
You both share a database called Our Stuff (…awww, cute ).
You both would add and remove things to this common database and draw things of interest into your own individual databases as you see fit.
This is NOT the only way to do this but it’s a nice, low impact way to do this without causing unintended grief because someone deleted something out of the database that’s “mine”. Plus this way you can have individual, non-mirrored databases for yourselves and still share resources you’ve gathered independently. Again, this is ONE way to deal with it (and one I happen to like personally). Cheers!
Check the Activity log (Window > Activity). Prior to initiating sync, the Sync procedure will check for errors in the database and stop if errors are present, leaving a message about database validation. If that happens, use an appropriate procedure to eliminate the error(s), such as Tools > Restore Backup, Tools > Rebuild Database, or replace the damaged database copy (while the database is closed) with an undamaged backup copy, e.g., from Time Machine or a Database Archive.
Please be aware that the video contains a serious error where it recommends to deselected /Apps in the advanced syncing preferences of DropBox. This might cause problems with other apps (other than DEVONThink I mean) and even data loss. Instead deselect /Apps/DevonThink/.
A disadvantage of your method is that the original dropbox sync is disabled before DEVONThink’ s dropbox sync works. This means that if something goes wrong with setting up DEVONThink’s sync your databases do not sync anymore. For that reason, I would in step 1 create a new DT database folder in the Documents folder and copy the database from the Dropbox folder to that folder (on relevant computers) and remove the original databases from Dropbox only after the DevonThink sync works fine.
Furthermore, it is my experience that databases on Dropbox get easily corrupted. For that reason I recommend that:
(1) clean up your database before you copy it out of dropbox on your first computer (or, better but more work, after clean up the copies after copying on all your computers) by opening the database package in the Finder (control-click on the database and choose ‘show package content’) and removing all the .dtMeta files that have ‘conflicted copy’ in their name).
(2) before you sync the database for the first time do a ‘verify and repair’ followed by ‘back up and optimize’ (both are in the tools menu) (this should be done on each computer, before the first sync on that computer)