Synchronizing multiple computers

Many people have asked us if it is possible to share/sync their iKnow data. For security reasons PpcSoft iKnow does not allow synchronizing directly, but you can still do it if your company allows it (or if it is your own personal computer).

PpcSoft iKnow is a professional tool for knowledge workers, and may therefore often contain sensitive data for the business. However, the data is stored in plain text in order to be accessible from any platform using any text editor and is therefore only saved locally to protect the data.

Using a USB memory stick

The easiest and simplest (but not the safest) synchronization is storing your iKnow datafile on a USB memory stick.

You will not notice any performance difference as PpcSoft iKnow loads the entire datafile into memory, and then uses your local harddrive for temporary files (like automatic backups etc).

Step 1: Close PpcSoft iKnow, and move your datafile from the default location ('/My documents/iKnow/my.iknow') to the USB stick (and maybe consider renaming it 'myUSB.iknow' to help you remember).

Step 2: Open PpcSoft iKnow again (it will complain that it can't find the datafile).

Step 3: Open the file manager in PpcSoft iKnow by clicking the button in the upper left corner of the ribbon (se picture to the right).

Step 4: Click 'Open File', navigate to your USB stick and open your datafile ('myUSB.iknow')

PpcSoft iKnow will automatically remember the last file and file-location, so the next time you open PpcSoft iKnow it will always open the datafile from the USB stick.

PpcSoft iKnow will update the datafile when you exit the application, so make sure you exit PpcSoft iKnow and then 'Safely remove USB Mass Sorage Device' or choose 'Eject' for the USB drive to ensure that all data are completely stored (you should always do this for USB devices).

For each computer you want to synchronize and use the same datafile, simply repeat the procedure (except step 1 which is only necessary the first time) by opening PpcSoft iKnow, opening the datafile on the USB drive, and closing PpcSoft iKnow again.

That's it ! You can now use the same datafile on multiple computers - just remember that you can only use one at a time, and must open and close PpcSoft iKnow to update the datafile (and don't forget your USB stick :-).

Warning: If you have any sensitive data they should be encrypted before you take them with you (use a 3rd party tool for secure encryption, or use Dropbox as described below) as it is very easy to lose your USB stick while 'on the road'.

Using Dropbox for automatic sync

"Dropbox is a storage application and service that enables users to store and sync files online and between computers. You can drop any file into a Dropbox folder which is then synced to the web and the users' other computers with the Dropbox client."
- Source: Wikipedia

There are many synchronization tools and services available, but I'll use Dropbox as an example here (as I know it works great). Your company may use their own synchronization method, but Dropbox has the following important features:
- automatic synchronization
- strong AES-256 encryption
- automatic revision history

The revision history is very important. Normally, if you accidentally delete a datafile on a computer, the sync will delete the datafile on all the other computers as well (to "synchronize" them). The revision history ensures that you can always recover any deleted file. Dropbox is free for a limited use so you can easily try it out for yourself.

Step 0: Download and install Dropbox on each computer you want to synchronize.

Step 1-4: Follow the same steps as explained above, except that you move the datafile to the dropbox folder instead of the USB stick.

If you use any other synchronization service than Dropbox, the procedure is the same. Set up a synchronization folder, move your datafile there, and remember to synchronize. Dropbox will monitor and synchronize automatically to the web and all your computers for you. Just remember to exit PpcSoft iKnow before synchronizing.

Dropbox is highly recommended for secure and easy synchronization
(much better and safer than manual synchronization using a USB stick).