Recommended practice for updating CaseWare Cloud SmarSync

Index

1. Option 1 (CaseWare Cloud) .................................................................................................. 3

Abandoning sync copies ................................................................................................................................................. 3 How to delete Child Copies: ........................................................................................................................................... 3 How to abandon sync copies from CaseWare Cloud: .................................................................................................... 4 Proceed with the update ............................................................................................................................................... 4 What to do when the update is completed? ................................................................................................................. 5 How to replace the Server Copy: ................................................................................................................................... 5

2. Option 2 (CaseWare Cloud) .................................................................................................. 7

Clear SmartSync and Download the file ......................................................................................................................... 7 Publish updated file to CaseWare Cloud ........................................................................................................................ 9

3. Option 3 (Network Server) ................................................................................................. 11

Abandoning sync copies ............................................................................................................................................... 11 How to delete Child Copies: ......................................................................................................................................... 11 How to abandon sync copies from the Parent in CaseWare Working Papers: ............................................................ 11

1. Option 1 (CaseWare Cloud)

Abandoning sync copies

Before an Update can be done the user needs to abandon/delete Working Papers SmartSync file(s) in CaseWare Working Papers. An instruction will need to be conveyed to other users:

How to delete Child Copies:

1. In Working Papers | select the Cloud the tab 2. In the Cloud tab ribbon option, you need to select “Delete Copy”

Without abandoning/deleting the sync copies the Update Manager will look as follows:

The hyperlink will navigate the user to the CaseWare Community.

How to abandon sync copies from CaseWare Cloud:

1. Ensure you have the Editor or equivalent role. 2. From the Cloud menu, select Working Papers. 3. Navigate to the SmartSync file you wish to abandon. Select it to open the file details

pane.

4. Select More Actions ( ) | Abandon Sync Copy.

Abandon Sync Copy

5. Select the Sync copies you wish to abandon and select OK.

Note you will need to have one child copy link to the parent that is fully synchronised for you to proceed to update.

Proceed with the update

Once all sync copies are abandoned reopen the file in CaseWare Working papers to continue with the update.

The Update Manager will look as follows:

What to do when the update is completed?

Once the Update is complete the following confirmation message will appear:

The next step is to replace the current copy on the Cloud with a new Server Copy.

How to replace the Server Copy:

1. In Working Papers | select the Cloud the tab 2. In the Cloud tab ribbon option, you need to select “Replace Sever Copy”

3. The following Message Popup will appear

a) When the user selects the [OK] button this will add all the updated changes to CaseWare Cloud by making the updated file the new parent

4. In the bottom right hand corner, you will notice the following status: Publishing. This means the file is still in the progress.

5. Once completed, the status will change to “Online”.

6. You can advise other users to create new child copies only if they have deleted their previous child copies.

2. Option 2 (CaseWare Cloud)

Clear SmartSync and Download the file

From the Cloud landing page, select the relevant Entity. Click the Menu/Hamburger button then click on Working Papers.

Click the CaseWare sync file, then click “Abandon Sync Copy”.

Select the child copies then click the “OK” button.

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Click the CaseWare sync file, then click “Clear SmartSync Information” button. The Icon will change to a non SmartSync file. After you have Cleared SmartSync Information CaseWare file, select the relevant file you want to download, then click on download button:

Open the downloaded file and update it, new update process(link)

Publish updated file to CaseWare Cloud

After the file has been successfully updated, you can now publish the CaseWare file back to CaseWare Cloud. Within CaseWare Working Papers:

• Select the tab labelled Cloud

• The option to Publish will now be available in the ribbon, select Publish

• Ensure the entity has already been created in your Cloud instance and that you have permission to this entity - Click here on steps to setup or import an entity

• Search for the Entity (An entity created on CaseWare Cloud will appear in the dropdown)

• Select the entity which you would like to publish to then click OK

• The file will be published to Cloud under the selected entity and your file will now be available online

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3. Option 3 (Network Server)

Abandoning sync copies

Before an Update can be done the user needs to open the Parent file directly and abandon/delete child copies using CaseWare Working Papers. An instruction will need to be conveyed to other users:

How to delete Child Copies:

1. In Working Papers | select the SmartSync tab 2. In the SmartSync tab ribbon option, you need to select “Delete Copy”

When opening the child copy, Update Manager will look as follows:

How to abandon sync copies from the Parent in CaseWare Working Papers:

1. Open CaseWare Working Papers. 2. Browse to the parent file location and open the parent file directly. 3. Select the “Tools” tab, click the “Maintenance” button 4. Tick the “Abandon Synchronized Copies” tick box.

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5. Click the “Next” button, then select the child copies to Abandon.

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6. Click the “Finish” button, CaseWare will now Abandon all the selected child copies.

The file can now be updated using the new update process(link). After the update has completed, you can advise users to create new child copies.