Synchronizing data: Difference between revisions

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{{Stamp|2016-09-17|3.9.7|1.0.3}}
{{Stamp|2017-01-13|4.2.1|1.0.7}}


There are currently two facilities in Memento for synchronizing data. One is to the Memento Cloud. The other is to the Google Sheets application via files stored on Google Drive. They are generally quite separate services, used for mostly distinct purposes.
There are currently two facilities in Memento for synchronizing data. One is to the Memento Cloud. The other is to the Google Sheets application via files stored on Google Drive. They are generally quite separate services, used for mostly distinct purposes.
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== Synchronization with the Memento Cloud ==
== Synchronization with the Memento Cloud ==


The Memento Desktop Edition accesses libraries and resources stored in the Memento Cloud, and there is no local copy explicitly stored on the device.
The Memento Desktop Edition accesses libraries and resources stored in the Memento Cloud, and there is no local copy explicitly stored on the device. Though there is a download that occurs, this is specifically a cached working copy; the cloud contains the real library.


The Memento Mobile Edition stores libraries and associated resources in local storage, whether internal to the device or on mounted external media. Each of these libraries, together with associated files, may be synced to the Memento Cloud, after which the local copy and that in the cloud will be kept in sync.
The Memento Mobile Edition stores libraries and associated resources in local storage, whether internal to the device or on mounted external media. Each of these libraries, together with associated files, may be synced to the Memento Cloud, after which the local copy and that in the cloud will be kept in sync.


The Memento Google Sheets synchronization service is used to enable supported mobile devices to:
The Memento Cloud synchronization service is used to enable supported mobile devices to:
* Enable access to Memento libraries and associated resources across multiple devices and platforms as if they are local.
* Enable access to Memento libraries and associated resources across multiple devices and platforms as if they are local
* Share access to Memento libraries and associated resources with the public or with specific other accounts.
* Share access to Memento libraries and associated resources with the public or with specific other accounts
 
Data analysis features, such as filters, grouping, charts, and sort order are client-specific, and are not synced via the Memento Cloud.


== Synchronization with Google Sheets ==
== Synchronization with Google Sheets ==
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To initiate Sheets synchronization for a library:
To initiate Sheets synchronization for a library:
# Link the library to a new or existing Sheets file on Google Drive by opening the Library Entries List screen and then its Action menu. If the library is already set up to synchronize with a Sheets file, the option will be entitled "Sync with Google Sheets". If not, it will be entitled "Link To Google Sheets". Since we are initiating sync, select ''Link to Google Sheets''.
# Link the library to a new Sheets file on Google Drive by opening the Library Entries List screen and then its Action menu. If the library is already set up to synchronize with a Sheets file, the option will be entitled "Sync with Google Sheets". If not, it will be entitled "Link To Google Sheets". Since we are initiating sync, select ''Link to Google Sheets''.
# A card will appear with options ''Link to new document'' and ''Link to existing document''. If you want to create a new Google spreadsheet with records from the Memento library, select ''Link to new document''. In this case, a new Google Sheets file will be created on the Google Drive (access to that account required) in the root (My Drive) directory, and a sheet row will be created for every library entry. You can then use Google Sheets to view, edit, add, and delete rows/entries.
# A card will appear with an option ''Link to new document''. If you want to create a new Google spreadsheet with records from the Memento library, select ''Link to new document''. In this case, a new Google Sheets file will be created on the Google Drive (access to that account required) in the root (My Drive) directory, and a sheet row will be created for every library entry. You can then use Google Sheets to view, edit, add, and delete rows/entries.
# Select ''Link to existing document'' if you already have a Google spreadsheet created previously, with data that you want to link to your Memento library.<br/>'''Please note''': When establishing the link to an existing Google spreadsheet, the data is transferred in just one direction &mdash; either from Memento to Google or from Google to Memento. The user is prompted for the direction.
# To synchronize changes made in Memento and Google Sheets, open the library's Action menu and select ''Sync with Google Sheets''.
# To synchronize changes made in Memento and Google Sheets, open the library's Action menu and select ''Sync with Google Sheets''.


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* All files attached to entries of a library are uploaded to Google Drive, in a folder called Name_library.files
* All files attached to entries of a library are uploaded to Google Drive, in a folder called Name_library.files
* Links to uploaded files are saved in a column of the Google spreadsheet with the name Name_field.http
* Links to uploaded files are saved in a column of the Google spreadsheet with the name Name_field.http
=== Restoring the library from Google Sheets ===
You can restore libraries that have been synchronized with Google Sheets.
In the Libraries List screen, select ''Add library'' from the Action Menu. In the list of templates that opens, select ''Restore from Google''.
Then you will see all the libraries synchronized with the current Google account. After selecting a library, it will be created on your mobile device and will receive all the data from the linked Google spreadsheet.


=== Notes ===
=== Notes ===


; New MEMENTO_ID column
:; New MEMENTO_ID column: When the link to Google Sheets is created (called ''binding''), an additional column will be created in the Sheet, with a title of '''MEMENTO_ID''', to enable matching of rows to entries in Memento. '''Do not modify or delete this column.'''
: When the link to Google Sheets is created (called ''binding''), an additional column will be created in the Sheet, with a title of '''MEMENTO_ID''', to enable matching of rows to entries in Memento. '''Do not modify or delete this column.'''
 
; Matching locale settings
: The locale setting on your device should match the locale setting in Google Sheets.
 
; Editing the same rows/entries
: If you edit the same entries/rows in Memento and Google Sheets, you will be prompted to choose which version is correct.
 
; Adding a new field
: Whenever you add a new field for synchronization, the Sheet file on the Google Drive is created anew.


; Keep data together
:; Matching locale settings: The locale setting on your device should match the locale setting in Google Sheets.
: All entries in the Google Sheet should follow one after another. There should be no empty rows.


; Some one-direction-only field types
:; Editing the same rows/entries: If you edit the same entries/rows in Memento and Google Sheets, you will be prompted to choose which version is correct.
: Memento allows you to synchronize fields of all types.<br/>However, Calculation, JavaScript, & Contact fields are synchronized in one direction only &mdash; from Memento to Google.


== Synchronization between two or more devices without the Memento Cloud, using Google Sheets ==
:; Adding a new field: Whenever you add a new field for synchronization, the Sheet file on the Google Drive is created anew.


To sync a library between devices, synchronization with the Memento Cloud is the recommended solution. See [[Cloud storage and Teamwork]]. If use of the Memento Cloud is not possible or desired, you can use the following method, but note the caveat below.
:; Keep data together: All entries in the Google Sheet should follow one after another. There should be no empty rows.
# On all devices, select the same Google account. On the main device, synchronize the library with Google Sheets.
# On the other devices, download the library, as described in the previous section.


'''Caveat:''' If the library is restructured, changes on one of the devices (for example, adding new types of fields) are not transferred to the other devices. You need to repeat the procedure for linking libraries for all the other devices.
:; Some one-direction-only field types: Memento allows you to synchronize fields of all types.<br/>However, Calculation, JavaScript, & Contact fields are synchronized in one direction only &mdash; from Memento to Google.


[[Category:Overview]]
[[Category:en]] [[Category:Overview]]

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