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FAQs tubCloud

Frequently asked questions about tubCloud

Accessing tubCloud

How can I access data in tubCloud?

·         Via your browser: https://tubcloud.tu-berlin.de/

·         Sync clients for Windows, Linux and macOS:  
          https://nextcloud.com/install/#install-clients

·         Mobile apps on Android or iOS

·         WebDAV drive (see below)

·         Apps with WebDAV support

·         You can also find free preconfigured sync clients and mobile apps in the University’s corporate design at: https://updates.tubcloud.tu-berlin.de/

 

 

Do I really have to install something on my computer?

 

No. It is possible to use the cloud through a browser online and keep your cloud folders up to date by uploading and downloading files. Installing a sync client may be preferable after reviewing the advantages listed under “Pros and Cons: Sync client.”

 

 

When do I use the browser and when do I use sync clients?

 

You can use the browser function with any browser and without additional installation as long as you are connected to the Internet. Please use caution when entering your password on foreign devices, as it may be recorded and misused.

 

 

Pros and Cons: Browser (Web UI)

 

Advantages of using tubCloud via browser include:

·         Provides current data status/version when opening

·         Collaborative work possible (e.g. using a text editor or OnlyOffice)


Disadvantages of using tubCloud via browser include:

·         You may need to download, amend, and then re-upload files.

 

·         Data are not available offline.

 

 

Pros and Cons: Sync client

 

Advantages of the sync client

·         Files (or selected files) are available locally

·         Files can be edited directly and are automatically updated in tubCloud

·         You can locally edit files without an Internet connection (files are only synchronized when online)

·         Files on the server and local device are always up to date

·         Enables you to use different devices (at home/work or laptop/desktop)

·         Files from tubCloud can be secured with a local backup

Disadvantages of the sync client:

·         Changes made offline can be overwritten with an even more current version (e.g. by other users) after synchronization

·         Errors that occur during synchronization must be dealt with immediately, as your files on the the local client will no longer be the same as those in tubCloud

Please note that large amounts of data can be saved in tubCloud. Especially when working in teams and sharing folders/files, large amounts of data may be shared with you. Depending on the size of your hard drive (and Internet connection), you may need to selectively synchronize only those folders which you would like saved/synchronized to the local hard drive.

 

 

What is WebDAV

 

WebDAV (Web-based Distributed Authoring and Versioning) is a network protocol for sharing files via the Internet. It is an extension of the Hypertext Transfer Protocol (HTTP/1.1). Using WebDAV you can move entire directories. [...] WebDAV is defined in RFC 4918.

-- https://de.wikipedia.org/wiki/WebDAV

This means that you can integrate the directory of your tubCloud as a network drive to the file explorer/manager of your computer.

All standard operating systems (Linux, Windows, MacOS) support this form of access. Generally, file explorers/managers will automatically support WebDAV resources and no additional software is needed.

https://www.campusmanagement.tu-berlin.de/menue/dienste/datenserver/tubcloud/tubcloudwebdav/

Not all servers and clients are as compatible or stable when using the WebDav protocol, such as those in the current Linux distribution. It may for example be faster to upload larger or multiple files via the browser than WebDAV. Wherever possible, the sync client should be used on Windows and MacOS.

 

 

Which apps/programs can use WebDAV?

 

In addition to traditional operating systems, there are a number of mobile apps which can synchronize your data using WebDAV.

Examples include:

·         Joplin https://joplinapp.org/

·         Orgzly http://www.orgzly.com/

·         OmniFocus https://www.omnigroup.com/omnifocus

·         Notability https://www.gingerlabs.com/

 

 

Showing incorrect disk capacity using WebDAV within Windows

When using WebDAV within Windows, a wrong disk capacity and usage might get displayed.

This is a known WebDAV issue within Windows. It seems that Windows Explorer will show the used/available space from a local disk instead (apparently the same as the system drive).

There isn't anything we can do to change this client behaviour.

The correct information regarding the free/used capacity can be found on web interface or on the sync client.

Connecting issues via WebDAV

Lupe

If you are experiencing problems when connecting via WebDav in Windows, please try the following steps:

Open Computer from your start menu and select 'Map network drive'.

Type in the folder box this path https://tubcloud.tu-berlin.de:443/remote.php/webdav

Select the checkbox for "Connect using different credentials".

Click the finish button and enter you TUB-Account and password to connect.

Sharing

How can files be shared or edited collaboratively?

The underlying principle of tubCloud is that users can centrally save files in folders and access them via a browser, app, or sync client on different devices (at home, in the office, etc.).

You have four options  to edit folders/files with others:

·         A joint unit or team share

·         Sharing with one or more people

·         Federated Sharing (with other research institutions outside of TU Berlin)

·         Sharing via link

Only share content via link if the other solutions are not a viable option.

 

 

What are unit shares?

 

Unit shares can be used by TU Berlin staff. They are named with the unit abbreviation and end with _member (e.g. tubit_member). All members in the unit can automatically see and use this folder.

Files saved in the _member folder are not counted towards your personal maximum storage but rather the unit’s.

 

 

How do I set up a team share and what are its advantages?

You can set up a team share via Teamverwaltung  in the TU Portal. To do so, you must already be assigned the Teamverwalter role.

Team shares will later appear for all team members (the next day at the latest) under /Shared as well as under Shared with you in the tubCloud side menu.

 

 

What is Federated Sharing and how can I use it?

Lupe
Lupe
Lupe

Federated Sharing allows you to share files and folders with other users which are stored on a different Nextcloud or ownCloud.

This cloud must belong to our federation (and identified as trusted). You also require the recipient’s Federated ID.

To learn your own ID, open tubCloud in your browser:

·         Settings > Sharing > Your Federated Cloud ID

·         Direct link: https://tubcloud.tu-berlin.de/settings/user/sharing

 

When sharing documents, the Federated Cloud ID can be entered or pasted in the field Name, email, or federated cloud ID... Clicking the ellipses behind the recipient’s name allows you to determine their rights.

 

 

How can I share via link and what do I need to be aware of?

 

Sharing via link should always be used as your final option if you are unable to share the files internally or via a Federated Cloud ID.

Here, tubCloud creates a hard-to-guess link, which you can share via email, messenger, a website, etc, allowing anyone in possession of the link to access the files.

This means it is susceptible to

·         Systematic attacks against tubCloud (brute force attacks, trying out all possible options)

·         Further sharing of the link (including unintentionally)

·         Spying during communication (such as the interception of emails)

You should always be aware of these potential risks when sharing a link and restrict recipients’ rights as much as possible.

1.       Create a password and share this via a different channel (e.g. link via email and password via messenger)

2.       Set an expiration date and, if necessary, share the files again using a new link.

3.       Wherever possible, do not use this option to edit files.

The default settings include the most important details (expiration date, password). There may, however, be cases in which other settings are useful. You always have the option to de-select or change the default settings.

 

 

What is the Shared folder and what should I do/not do with it?

In the /Shared folder you will find all the files and folders which have been shared with you. You can move these files (when accessing the cloud from a browser) to your preferred location to better organize your work.

Avoid saving your own folders to /Shared. We recommend saving folders you wish to share with others under /Public or a similar place or simply leaving the files where they are.

We also recommend moving content you share with others from the /Shared folder to another place (e.g. /Public). This helps prevent files disappearing from /Shared.

When accessing the cloud via browser, you can view what you have shared and has been shared with you on the left under Shares.

What happens to files shared by colleagues or students after they leave the University?

 

After an interim period, data belonging to anyone no longer at the University are deleted. There are no exceptions to this, as the University no longer has the legal right to store the data.

If data are to remain available after membership at TU Berlin has ended, these data should be stored in a team or unit share or transferred to another person in good time.

→ See "Why is my data missing and how can I prevent this?

 

 

How can I reject or delete shares?

Lupe

  Click on the ellipses behind a shared file in the browser to see the option Unshare. Please do not delete content in a shared folder or use the sync client to do so. Instead, access the cloud via browser to ensure that you only unshare the files and do not accidentally delete the data itself.    

How do I share files with colleagues at other universities?

 

Please use the Federated Cloud IDs. If this option is not available, you can email your colleagues with the share link. For cooperative partners, it may be useful to register them as extraordinary TU members and to then work together in a team.

 

 

Data security and “missing” files

How secure are data in tubCloud?

No matter which cloud solution you use, never treat your cloud as a backup. Always keep a local copy.

The cloud should not be used like an (external) backup hard drive nor can you fully rely on always being able to access the data.

If you use tubCloud to synchronize your local hard drive, any damaged files (such as due to a program error, malware, or a mistake) will also be synchronized with the cloud.

Even though Campus Management makes every effort, including the use of two computing locations, to ensure tubCloud is always available and reliable, it is possible that a malfunction in your own WiFi router or a routing error with the Internet provider means you are unable to access tubCloud.

In short: We secure your data to the best of our ability and are continuously working to improve their availability. However, we strongly encourage you to keep a local copy via the sync client as well as an additional backup, e.g. on an external hard drive.

What steps have been taken to secure data?

 

Data in tubCloud are located in multiple network file systems at two locations within the University and are regularly secured and stored for a maximum of 30 days on a tape backup.

This backup is only used for an emergency restoration in the event of a global malfunction. Individual data are only restored in absolute exceptions as this process is extremely time-intensive for all involved.

 

 

What do I do if my data have disappeared?

 

The number one reason for (seemingly) missing data can be attributed to the Shared directory. Under certain circumstances, all files in /Shared [3] can be “hidden” from tubCloud.

The original idea behind this is that the “Shared” folder is a meta-folder showing files/folders which have been shared with you. However, it is still possible to save your own files to this folder in tubCloud, which can then result in this error.

To prevent this, never store folders or files directly under /Shared.

Malfunctions, such as with the sync client, can lead to data loss. If the information provided here does not help you or your data disappears repeatedly, please contact us with a detailed description of the problem, clear screenshots, and the error messages. [4]

If data were shared with you (e.g. via the team share) and are now missing, we absolutely require the name of the file owner (sender) to look into the issue. In team shares, this is always the service user of the units who created the team. We also need the abbreviated name of the unit, such as zecm.

 

 

Information about the deck tool

False alarm from AntiVir regarding sync client

The AntiVir software from Avira often perceives the tubCloud client as a trojan. This is a false alarm you can ignore.

Maximum file size for uploads

The maximum file size is 20 GB. However, the maximum file size permitted also takes into account the remaining storage available. The number shown is always the maximum storage currently available.

Because metadata are transmitted together with the payload the actual file size may vary by 1-2 GB.

Up to 20 files may be uploaded simultaneously. The upload limit applies to the total size of all the files.

Information about the joint use of OnlyOffice

Files opened in OnlyOffice are only written in Nextcloud after all users have closed the file (e.g. by closing the tab or opening other files in tubCloud). This means, that updates cannot be synchronized until everyone has closed the file in their browser.

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