Data Sharing and Synchronization using Dropbox

STOP Important Note This document applies only to computers running Microsoft Windows XP, Windows Vista, and Windows 7 operating systems 2

Introduction In almost every ward using LDS Leader Assistant there is a need, or at least a desire, to share an up to date and common set of LDS Leader Assistant data among multiple users in the Bishopric. Dropbox is a free* service that provides an excellent solution for sharing and synchronizing data in a multi user LDS Leader Assistant environment. Setting up Dropbox and LDS Leader Assistant to work together is described in this document. Because Dropbox is a service, and in on way affiliated with LDS Soft, you should refer to Dropbox s help when you have questions about Dropbox. *First 2GB of data is currently free 3

How it Works Automatic data sharing and synchronization in a multi-user LDS Leader Assistant environment with Dropbox Regular User #1 Admin User #1 Regular User #2 Files Files Files LDS Leader Assistant v3 Public folder tied to Dropbox LDS Leader Assistant v3 Public folder tied to Dropbox (Master) LDS Leader Assistant v3 Public tied to Dropbox Files Files Files Dropbox application File transfer via Internet Dropbox application File transfer via Internet Dropbox application File transfer via Internet Dropbox is a free client side application and web-service from Dropbox available at www.dropbox.com Each participant requires a Dropbox account. A user does not have to be connected to the Internet or Dropbox to use LDS Leader Assistant. Once connected to the Internet and Dropbox there will be an automatic exchange of data among users so that updates and new files at both ends are exchanged, thus synchronizing the data sets in each location. However, failure to connect to the internet often may result in data loss when working with others in the Bishopric using Leader Assistant. 4

LDS Leader Assistant v3 Data Structure with Dropbox Program Files Leader Assistant application Data Maps Master Agenda Templates Hymn Data Help Files Private Data Personal Settings Private Notes Sticky Notes Backups Exports User Data Public Data* MLS Data Member Preferences Bishopric Calendar Calling Manager Data Missionary Prep Sacrament Meeting Plans Sacrament Meeting Attend. Custom Agenda Templates Tasks, Business, Announce. Bishopric Visits C:\Program Files\LDS Soft\LDS Leader Assistant t v3 +C:\Documents and Settings\<User>\LDS Soft\LDS Leader Assistant v3 Private *+C:\Documents and Settings\<User>\My Documents\My Dropbox\LDS Leader Assistant v3 Public * Only Public Data is setup for synchronization among Bishopric members with Dropbox + On Windows Vista and Windows 7 the Documents and Settings folder is actually called Users 5

Setting Up Dropbox for LDS Leader Assistant If not already decided, please make a decision regarding which LDS Leader Assistant user will be the administrator whose LDS Leader Assistant folder will be shared as the master. The best candidate for this is likely the user whose computer is on and connected to the Internet the highest percentage of the time, even if that isn t the current administrator. The administrator should be the first person to follow the steps to setup Dropbox. Administrator Instructions Follow the steps labeled 1 to 10 on the following slides and then skip ahead to step 18 on the last page Regular User Instructions Follow the steps labeled 11 to 18 on the following slides only after the Administrator tells you that he has completed his steps and you receive an e mail invitation from him to join your Dropbox folder 6

1 Install and setup LDS Leader Assistant v3 if it isn t already. Carefully follow the instructions in the Installation & Setup Guide 2 If you have been using LDS Leader Assistant among multiple users already, and you have not previously been the administrator, then make sure that your LDS Leader Assistant data is as up-to-date as possible because the data on your hard drive is going to be considered the master data set. 3 Visit www.dropbox.com and go through all of the steps to download the software, install it, and create an account. 7

4 Start LDS Leader Assistant, create a backup of your data, and then exit the application. This step is not just for securing your data, but it is an important step in the actual setup of LDS Leader Assistant to work with Dropbox. Start End 8

5 Edit LDS Leader Assistant Preferences, click the Data Sharing tab and click 4) Share data using Dropbox (see Important Note below), and lastly exit LDS Leader Assistant. Start Important Note: If the My Dropbox path does not appear here then you must click the folder icon and point to your My Dropbox path on your hard drive, which should be under My Documents End 9

6 Start LDS Leader Assistant, and you should see the Import Data warning message because LDS Leader Assistant is now pointing to your Dropbox folder and there is no data there yet. Proceed by importing the backup file created in Step 4. Start End 10

7 Start LDS Leader Assistant and confirm that your data was properly imported by looking at various screens. 11

8 Open your My Dropbox folder to confirm that LDS Leader Assistant v3 Public folder is synchronized and ready to share with others in the Bishopric. The green checkmark at the lower left corner of the folder is an indication that your data is ready to share. If it is not ready, as indicated by a blue icon, you should simply wait until the green icon appears. 12

9 Log-in to Dropbox website and find the LDS Leader Asssitant v3 Public folder, choose Invite to Folder from the dropdown menu 13

10 In the two spaces provide please enter the desired e-mail address of the member of your Bishopric that you will be sharing with, and type a message and then click Share folder, which will send an e-mail invite to that member of your Bishopric. Dave.Doe@anywhere.com ADMINISTRATOR S SETUP COMPLETE. GO TO STEP 18 ON LAST PAGE 14

Setting Up Dropbox to work with LDS Leader Assistant (Regular User) 11 Install and setup LDS Leader Assistant v3 if it isn t already, carefully following the instructions in the Installation & Setup Guide. Stop after the initial setup and do not attempt to import any data. If you already have data in your LDS Leader Assistant when you switch to Dropbox you will retain your own personal/private data, but you will now point to the shared data among your Bishopric that is managed by Dropbox. 12 Before proceeding any further, you need to have an e-mail invitation from the LDS Leader Assistant administrator in your Ward or Branch inviting iti you to join the shared the LDS Leader Assistant data folder. If you do not have such an e-mail, contact your administrator and tell him to refer to steps 9 & 10 earlier in this document. 15

Setting Up Dropbox to work with LDS Leader Assistant (Regular User) 13 Follow the instructions in the e-mail to accept and join the LDS Leader Assistant data sharing folder, and make sure to install the Dropbox application on your computer. After installing Dropbox, make sure you are logged into the service. 14 After installing Dropbox, and logging into the service, your computer should notify you of the LDS Leader Assistant shared folder and proceed to retrieve those files and store them on your hard drive. 15 Find the small Dropbox icon at the lower right corner of your Windows operating system and then right click it, then click Open Dropbox Folder and then look for the LDS Leader Assistant v3 Public folder. A small green/white checkbox in the lower left corner of the folder indicates Dropbox has synchronized all files. If there is a small blue/white icon that indicates the files are still being loaded to your computer, and you should wait before proceeding to the next step. Start End 16

16 Start LDS Leader Assistant, edit LDS Leader Assistant Preferences, click the Data Sharing tab and click 4) Share data using Dropbox (see Important Note below), and lastly exit LDS Leader Assistant. Start Important Note: If the My Dropbox path does not appear here then you must click the folder icon and point to your My Dropbox path on your hard drive, which should be under My Documents End 17

17 Start LDS Leader Assistant again and confirm that your Ward/Branch data is present. You are now sharing LDS Leader Assistant data with others using Dropbox! See step 18 on next page. 18

Setting Up Dropbox to work with LDS Leader Assistant (All Users) 18 As often as possible, connect your computer to the Internet and make sure that you are signed-in to the Dropbox service. Doing this will help ensure that data requiring synchronization does not build-up. Letting data build up for long periods may result in data conflicts if changes are made to the same file by two or more users while off-line. END OF DOCUMENT 19