FAQ and Knowledge Base

File Synchronization (a.k.a. File Sync) is the process of ensuring that two or more locations contain the same, up-to-date, files. If you add, change, or delete a file from one location, the synchronization process will add, change, or delete the corresponding file at the other location.

Synchronization can be “two-way” or “one-way”.

Two-Way Synchronization (a.k.a. bi-directional synchronization or both-ways synchronization):

This synchronization process copies files in both directions to reconcile changes as needed. Files are expected to change in both locations. The two locations are considered equivalent.

Example: if a file is newer in Location A, it will be copied to Location B. But if a file is newer in Location B it will be copied to Location A. Similarly, if a file is deleted from Location A, it will be deleted from Location B as well and vice versa.

One-Way Synchronization (a.k.a. file mirroring / file replication / file backup):

Files are expected to change in one location only. To reconcile the changes, the synchronization process copies files only in one direction. The two locations are not considered equivalent. One location is considered the Source and the other is considered the Target. Files are pushed from Source to Target (or files are pulled from Source to Target, but always in one direction only). Source is said to be mirrored to Target.

This creates an exact 1:1 replica of all files in Source to Target. This is very useful and effective for backup purposes since only changed/new files are copied.

Example: If a file is newer in Location A (Source), it will be copied to Location B (Target). But if a file is newer in Location B, it will NOT be copied to Location A. Similarly, if a file is deleted from Location A, it will be deleted from Location B. But a file deleted in Location B is restored using the file in Location A.

ViceVersa PRO supports several One-Way and Two-Way Synchronization methods: see List of File Synchronization, Backup and Replication Methods Supported by ViceVersa

About Visual Synchronization (Side-by-Side)

With ViceVersa you can synchronize files visually. ViceVersa will compare and analyze the files and folders in two or more locations and show you the files side-by-side, with all the changes that happened since last synchronization clearly marked. Show Me

Automatic Synchronization

File synchronization can be run automatically, without user intervention, at intervals (i.e. every 10 mins, every 2 hours, etc.), scheduled (i.e. Monday and Friday at 7:00), real-time (i.e. as soon as file changes are detected), at startup or at shutdown.

Common Synchronization Scenarios

Synchronization between computers connected to the local network (LAN). Computers can be laptops, desktops, workstations, servers. Selected folders across computers are shared, using Windows File Sharing, and synchronized using ViceVersa.
Synchronization between computers connected to the Internet (WAN). This requires a VPN tunnel. Computers can be laptops, desktops, workstation, servers. ViceVersa is used to synchronize files over VPN.
Synchronization between computers and external (USB) drives.ViceVersa is used to synchronize files to USB devices.
Synchronization between computers and NAS.ViceVersa is used to synchronize files to NAS devices.
More Scenarios

The end-goal is to make sure that the selected folders on computers and/or drives have the same, most current files.

Synchronization Between Non-Connected Computers

For computers that are not connected to a network, synchronization can be achieved by using a portable USB drive.
If there are files on a computer at home (PC-1) that must be kept synchronized with files on a computer at work (PC-2), synchronization can be achieved by synchronizing PC-1 versus a portable USB drive and then taking the drive to work and performing the same synchronization between PC-2 and the portable USB drive.
At the end of the process the same up-to-date files will be on both PCs (and on the USB drive, useful for data backup purposes). Read More

Additional Features

ViceVersa PRO provides an extensive set of options that allow you to control and customize the synchronization process in detail. Here are some examples:

File Archiving. During synchronization, older files (in Source and/or in Target) are not simply overwritten with newer files. Instead, they are moved to an archive location for archiving purposes. Learn More
File Verification. ViceVersa calculates the CRC value of a file and compares it to the CRC value of the corresponding file in the other location. If the CRC values differ, the files differ. This ensures that files are copied properly. Learn More
File Encryption. ViceVersa can keep files in Source and/or Target encrypted. This is especially important when copying files to an external USB drive or over the Internet. Learn More
File Compression. ViceVersa can keep files in Source and/or Target compressed to save space, e.g. on a USB drive or a NAS. Learn More
Copy Open Files. ViceVersa can copy files even if they are open and in-use (e.g. Documents, Spreadsheets, E-Mails, Music, etc.). ViceVersa uses the Windows Volume Shadow Service for this. Details
Bandwidth and Processor Load Control. You can control the bandwidth used and the max processor load to prevent overloading your system while copying files. Details
Real-Time Backup, Synchronization and Replication. ViceVersa PRO can backup, replicate and/or synchronize your files continuously, as they are being modified. Files can be saved to another location, such as another computer, a network drive, a USB drive, or even another folder on the same computer. Read More

Further Reading

Common Solutions ViceVersa Provides
Copy / Backup Open Files and Databases Using the Volume Shadow Service
VVEngine: Advanced Scheduling

Backup Software for Professionals

ViceVersa is designed to make backup of your data fast and easy.

Backups are essential for all data. To "backup files" is to make copies of files (replication/mirroring) and store them on a separate media to be used in case the primary files are lost or corrupted. It means that your files are safe and secure. You never know when your hard disk may crash or be attacked by a virus. You can feel secure knowing that ViceVersa has made a backup copy of all your data to a secondary location.

With ViceVersa, you choose where you want to backup your data to. You can backup your data to different types of media such as a USB drives, external hard drives, to the LAN/network, to NAS, to CD/DVD, etc. Backup files can be stored compressed to save space and/or encrypted for security reasons, especially when the backup files are stored on portable hard disks.

ViceVersa PRO makes backup easy by allowing you to create ‘profiles’ (descriptions of what and where you want to back up your data to). You can schedule backups to run hourly, daily, weekly, it is up to you.

Where older backup tools took hours to backup data, ViceVersa makes backup of your files and folders fast because it detects and copies only those that have changed from the last backup. And with the innovative ViceVersa comparison window, you can clearly see which files have changed, which have been deleted etc.

The PRO version of the ViceVersa software offers a vaste array of options for advanced users: you can control bandwidth and amount of CPU used by the backup process, you can copy files even if they are in use (e.g. Outlook files, Quicken files, SQL/database files, etc.), you can verify file's CRC values after copying to make sure your backup fils are integer, you can run custom scripts before and after the backup opration, you can keep multiple version of backup files (file archiving), run ViceVersa as a service on a server or on a client.

ViceVersa PRO is the perfect backup solution for all users. From single users to corporations, ViceVersa makes securing your data easy, fast and reliable.

Bandwidth and Processor Load Control in ViceVersa

In ViceVersa PRO you can easily control the Bandwidth used and the Processor Load to prevent overloading your system while copying files.

The Bandwidth that ViceVersa PRO uses while copying files can be set as a MB/Sec or KB/Sec max value.

The Processor Load can be set as a percentage of the max CPU speed available.

By using these settings you can setup ViceVersa PRO to work transparently without any impact on the resources of your system.

Best Way to Sync Files Between 3 Computers (PCs or Servers)

Given 3 folders on 3 computers (PCs or Servers):

Computer 1 with Folder A
Computer 2 with Folder B
Computer 3 with Folder C

What is the best way to synchronize files between them, using ViceVersa PRO?

The easiest way is to install ViceVersa PRO on one computer (e.g. Computer 1) and setup two ViceVersa profiles, Profile 1 and Profile 2:

Profile 1 synchronizes Folder A on Computer 1 vs. Folder B on Computer 2
Profile 2 synchronizes Folder A on Computer 1 vs. Folder C on Computer 3

Both profiles use the "Synchronization" method.

This setup makes sure that if a file is added or changed at any of the 3 locations, the file will be copied to the other 2 locations.
For example, if a file is added to Folder B on Computer 2, it will be copied to Folder A on Computer 1 by Profile 1. It will then be copied from Folder A on Computer 1 to Folder C on Computer 3 by Profile 2.
Instead, if a file is removed from Folder B on Computer 2, it will be removed from Folder A on Computer 1 by Profile 1. It will then be removed also from Folder C on Computer 3 by Profile 2.

Profile 1 and Profile 2 can be scheduled to run every X minutes, using the VVEngine add-on or VVScheduler (included in the ViceVersa PRO software). The advantage of using VVEngine is that it can run as a service on Windows Servers and it can run profiles sequentially, one after the other.

Note about Real-Time Synchronization
To run the synchronization between the 3 computers in 'real-time' (i.e. not simply scheduled every X minutes, but as soon as file changes are detected), the VVEngine add-on needs to be able monitor file changes on all 3 computers. But it is not always possible to monitor files at remote locations (it depends on the network topology). VVEngine may report an error when trying to monitor a folder on a remote machine (e.g. trying to monitor Folder B on Computer 2 or Folder C on Computer 3 from Computer 1). In this case, VVEngine must be installed locally, on each machine, and 4 ViceVersa profiles must be setup:

Profile 1 on Computer 1 synchronizes Folder A on Computer 1 vs. Folder B on Computer 2. VVEngine monitors source Folder A for file changes.
Profile 2 on Computer 2 synchronizes Folder B on Computer 2 vs. Folder A on Computer 1. VVEngine monitors source Folder B for file changes.
Profile 3 on Computer 1 synchronizes Folder A on Computer 1 vs. Folder C on Computer 3. VVEngine monitors source Folder A for file changes.
Profile 4 on Computer 3 synchronizes Folder C on Computer 3 vs. Folder A on Computer 1. VVEngine monitors source Folder C for file changes.

This setup is only needed to achieve real-time synchronization.

Common Solutions ViceVersa Provides

Solutions for Desktop / Laptop

Keep files and folders in sync between computers. This enables you to work with files on either computer and always be sure you are working with the latest version.
Create backup replicas of your files to another computer or to a second hard-disk, external hard-disk, USB flash drive, DVD-RW and CD-RW. ViceVersa only copies files that have changed since last run, so backups are really fast. Restore are also very fast and easy, because ViceVersa creates an exact replica of your folders' structures. ViceVersa can also compress and encrypt files for saving disk space and data security on any media, and can keep several former versions of files, using a feature called 'file archiving'.
Create backup replicas of your files to a network folder, over LAN or VPN.
"Subscribe" to a network folder, so that the network folder content is "pushed" to your computer every time you run ViceVersa.
Synchronize several computers against one master network folder. This enables a team to share the same set of files.

Solutions for Servers

Disk-to-Disk file server backup.
Backup Exchange and SQL Database.
Pulling files to a server from workstations. (LAN, VPN)
Pushing files from a server to workstations. (LAN, VPN)
Web Server mirroring, aka "Web Farms", i.e. a number of servers providing identical HTML pages to web-users. The web-users' connections are distributed across all the servers (which need to have identical content) for optimized load balance.

Solutions for Data Verification

Compare files in two locations to make sure both locations are identical, bit-by-bit. For example, verifying that data stored on a media such as DVD or CD is identical bit-by-bit to the source.
Create a snapshot of a folder containing information on folder structure, file timestamps and file CRC, and then later on make sure that the snapshot is still identical to the live folder, which guarantees that the folder content has not changed. Snapshots can be added to DVDs and CDs to periodically verify their integrity.

Solutions for File Compare

Visually compare files in two or more locations and see what files have been changed, deleted or added. A unique side-by-side hierarchical view makes it very easy to spot differences.
You can use ViceVersa to compare source code, compare program output and validate copies of your files.
Use ViceVersa in combination with CompareAndMerge for the ultimate file compare solution.

Copy / Backup Open Files and Databases Using the Volume Shadow Service

Now you can copy and backup open files and databases with ViceVersa PRO 2. This includes Outlook files, Quicken databases, open SQL databases, documents, etc. ViceVersa PRO 2 is now fully integrated with the Volume Shadow Service (VSS) on Windows XP, Windows Server 2003 and Windows Vista.

You can activate VSS under Profile Settings->Advanced Settings

How It Works

Before starting a new file copy operation ViceVersa calls the Volume Shadow Service (VSS) and requests the creation of a Volume (=Disk) Shadow Copy for the files to be copied. This is not a full copy of the entire disk, but a differential copy. Hence, its creation will take only a few seconds.
Once the Volume Shadow Copy is available, ViceVersa uses it to access the files to be copied.
Finally, ViceVersa releases the Volume Shadow Copy.

Advantages

By using the Volume Shadow Copy ViceVersa can access and copy files even when they are open, locked or in-use.
You can change and work on your files while ViceVersa is copying them. ViceVersa uses the Shadow Copy to access the files, so it will never interfere with your work.

Disadvantages

It takes a few seconds to create the Volume Shadow Copy before file copying can start.

Limitations

It is available only on Windows XP, Windows Server 2003 and Windows Vista.
At least one NTFS volume needs to be present locally.
The file being copied must be on a local disk, not on a network disk.
The account running ViceVersa must have administrator access rights.

Note: This new feature is integrated in ViceVersa PRO 2. It can be activated in the profile settings. It does not require any additional plug-ins.

File and Folder Synchronization with ViceVersa: Benefits

ViceVersa is a File and Folder Synchronization Tool for Windows. It allows two replicas of files and folders to be stored on different computers or on different disks and media, to be modified separately, and then synchronized, by applying the latest changes in each replica to the other.

Distinctive File and Folder Synchronization Features and Benefits:

Unlike simple synchronization and mirroring utilities, ViceVersa will deal with changes to both sides (Source and Target) and implement bi-directional synchronization. Files that are not in conflict are copied automatically, conflicting files are detected and displayed.
Unlike the vast majority of file synchronizers, ViceVersa will visually show changes to Source(s) and Target(s) in a side-by-side, easy to understand display and preview. No more running jobs blindly. And on top of that ViceVersa can also perform synchronization at scheduled times, real-time as soon as changes are detected, at log-on or at log-off.
Unlike the vast majority of file synchronizers, the ViceVersa file synchronization process is resistant to failure. If connection between Source (s) and Target(s) is lost at any point during synchronization, files will be left in a valid status. We validate this constantly with our "pull-the-plug" test, your data is 100% secure.
ViceVersa supports encryption and compression of Source(s) and Target(s). A key feature when data needs to be carried or stored remotely. Your data is 100% protected.
ViceVersa allows users to control total bandwidth and CPU utilization during synchronization. ViceVersa runs in the background silently, you will not notice any performance degradation.
ViceVersa supports file archiving and file versioning. Instead of removing older files from disk, they can be stored in a separate location for a period of time. Your data is 100% safe from accidental deletion.

File Synchronization Common Uses:

You use more than one computer and want to keep the same set of files on all computers. Computers can be connected via a LAN, a serial cable, over VPN (Virtual Private Network), with Bluetooth dongles or using a intermediary media (e.g. USB disks and USB memory keys).
You work in a team and share some files and folders. You can use file synchronization to get and put the latest versions of the documents you are sharing with your team and make them available offline.
Continuous synchronization of two or more servers to provide load balancing and fail-over: files need to be the same on each server and when one file is updated, it needs to be copied to all other servers.

Keywords: File Synchronization Software, Folder Synchronization Software, Folder Sync, File Sync, Synchronize Files, Synchronize Folders

File Replication (File Mirroring) with ViceVersa: Benefits

ViceVersa is a File Replication and File Mirroring Tool for Windows. ViceVersa is designed to replicate a collection of files or folders from one location (=Source(s)), to another (=Target(s)). During each replication, ViceVersa will only copy files that have changed since last time, saving a considerable amount of time.

Distinctive File Replication Features and Benefits:

When required, ViceVersa will show changes to Source(s) and Target(s) in a side-by-side, easy to understand display. No more running of jobs blindly.
The ViceVersa replication process is resilient to failure. If the connection between Source (s) and Target(s) is lost at any point during replication, files will be left in a valid status. We validate this constantly with our "pull-the-plug" test. Your data is 100% protected.
ViceVersa supports encryption and compression of Source(s) and/or Target(s). A necessary feature when data needs to be moved over the web or replicated remotely. Your data is 100% safe.
ViceVersa allows users to control the bandwidth and the CPU power to be utilized during replication. ViceVersa silently runs in the background. You will not notice any performance degradation.
ViceVersa supports file archiving and file versioning. Instead of removing older files from disk, they can be moved to a separate location for a period of time. Your data is 100% protected from accidental deletion.
Successful file copy can be verified using CRC, which compares files bit-by-bit.
NTFS file and folder permissions can also be replicated.
Variable Path Selection inserts variables into the source or target path to create unique replications based on these variables.
Replication can occur on demand, scheduled, as soon as file changes are detected, at log-on or at log-off.
Replication can be performed as a Windows Service.

File Replication Common Uses:

Continuous file backup and file mirroring to a separate location, such as to a network hard disk, a NAS, CD-RW, LAN, another PC, server or storage device.
Server backup to another server.
Continuous one-to-one or one-to-many replication of two or more servers to provide load balancing and fail-over. Files need to be the same on each server and when one file is updated, it needs to be pushed to all other servers.
Distribution of files from a server to workstations / laptops (push).
Backup of workstations / laptops to a server (pull).

Keywords: File Replication, File Mirroring, Replicate Files, Replicate Folders, Mirror Folders, Mirror Directory

List of File Synchronization, Backup and Replication Methods Supported by ViceVersa

ViceVersa supports the following Synchronization, Backup and Replication methods:

Synchronization (Bidirectional) - ViceVersa PRO only
This method performs a two-way file synchronization between Source and Target. New and updated files are copied both ways. Renames and deletes on either side are repeated on the other. Details:
* All new files/ folders added to Source (single files) are copied to Target
* All new files/folders added to Target (single files) are copied to Source
* All deleted files/folders in Source are deleted from Target
* All deleted files/folders in Target are deleted from Source
* All updated files in Source (newer) are copied over older files in Target
* All updated files in Target (newer) are copied over older files in Source
N.B.: If a file changes both in Source and in Target, the file is in conflict. Conflict files need to be reconciled manually.

Backup (Mirror Source to Target)
This method will backup Source to Target by creating a mirror/replica of the Source to the Target. New and updated files are copied from Source to Target. Renames and deletes from the Source are repeated to the Target. Details:
* All new files/folders added to Source (single files) are copied to Target
* All deleted files/folders in Source are deleted from Target
* All updated files in Source (newer) are copied to Target
NB: If you wish to preserve the old version of files in Target instead of just deleting/overwriting them, enable the archiving feature.

Replication (Augment)
* All new files/folders added to Source (single files) are copied to Target

Replication (Refresh)
* All updated files in Source (newer) are copied to Target (older)

Replication (Update)
* All new files/folders added to Source (single files) are copied to Target
* All updated files in Source (newer) are copied to Target (older)
N.B.: Files deleted in Source are NOT deleted from Target. This is different from the Backup method.

Consolidation
This method performs consolidation between Source and Target. This method does not keep track of file conflicts or file deletions.
* All new files/ folders added to Source (single files) are copied to Target
* All new files/folders added to Target (single files) are copied to Source
* All deleted files/folders in Source are copied back from Target
* All deleted files/folders in Target are copied back from Source
* All updated files in Source (newer) are copied over older files in Target
* All updated files in Target (newer) are copied over older files in Source

Network Backup

It is easy to backup files and folders with ViceVersa for users on a computer network. It is a fast and reliable backup solution whether it is for two users or thousands of users. It is perfect for home users who work in a network environment and for companies with many users whose data they want to secure.

ViceVersa can backup multiple users data or ‘profiles’ (name you give to the descriptions of what and where you want to back up your data to) that are connected to the network at the same time.

Key Features:

Copy files between two or more locations on the network very quickly, only files that have changed since last backup are copied
Copy open files and locked databases using Volume Shadow Copy
Schedule ViceVersa to run unattended, as soon as file changes are detected, at start-up and shut-down
No limit on data size or file size
Run custom scripts before / after network backup
Encryption, compression, bandwidth control, archiving, password protection, CRC verification, file permissions and much more! View Complete List of Features

Backup from Clients to a File Server over the Network

Backup from Clients to a File Server over the Network

Backup from Servers to a Backup Server over the Network and then to an External Hard Drive

Backup from Servers to a Backup Server over the Network and then to an External Hard Drive

ViceVersa is the perfect network backup solution for users on a computer network whether that be two users or thousands of users. For corporate licensing enquiries, please contact sales@tgrmn.com

Real-Time Backup, Synchronization and Replication

Many backup and synchronization solutions only work when scheduled or on demand. But what if something happens to the documents and files you are currently working on and the last backup only ran last night? You may have spent hours working on important documents and suddenly there's a power outage. Your documents are lost.

If you setup ViceVersa PRO to backup, replicate or synchronize files in real-time this won't be a problem.

ViceVersa PRO can backup, replicate or synchronize your files continuously, while they are being modified. Files can be saved to another location, such as another computer, a network drive, a USB drive, or even another folder on the same computer. ViceVersa PRO monitors files for changes in the background, using very little system resources. As soon as a file change is detected, the file is saved to the secondary location.

Real-Time Backup is also known as Continuous Data Protection (CDP). Traditional backups can only restore data to the point at which the backup was done. With continuous data protection, there are no backup schedules. When data is written to disk, it is also written to a second location, usually an external USB drive, a NAS or another computer over the network.
With ViceVersa PRO setup in real-time you will always have a mirror copy of all your files. You can combine this feature with File Archiving to keep an archive copy of previous versions of your files.

Synchronization vs. Backup / Mirroring / Replication

Synchronization, Backup, Mirroring and Replication are all methods of copying files between 2 or more locations / folders.

Synchronization potentially copies files in either direction, while Backup, Mirroring and Replication always copy files in one direction (a.k.a. \'pushing files\').

ViceVersa uses the modification timestamp of files to determine which files are newer. All methods copy only those files that are different. This means that repeating a backup will not copy any files, if no files have changed.

Further Reading:

Synchronize Files and Folders: Step by Step

It is very easy to synchronize files and folders with ViceVersa PRO.

This article shows how to use ViceVersa PRO for visual file synchronization. Beside visual file synchronization, ViceVersa can also be setup to run on-demand, at scheduled times, every x minutes, or continuously, while monitoring files for changes.

Step 1: Select Source and Target folders.

Step 2: Click the 'Compare' button. The Comparison Window opens. Files and folders are shown side-by-side. Files are clearly marked as newer, older, added or removed since the last synchronization.

Step 3: Select 'Synchronization' as execution method (or Backup, or Replication) and then click the 'Execute' button.

Done! Your source and target folders are synchronized.

Note that all your settings can be saved to a file for the next time you start ViceVersa.

You can also copy / delete individual files or group of files by using the context menu (right mouse-button click over a file)

Synchronize Files Between Computers Not Connected

For computers that are not connected to a network, file synchronization can be achieved using a portable USB drive.

The objective is to synchronize files between a computer at home (Computer 1) and a computer at work (Computer 2), as shown in this illustration.

File synchronization is achieved in 2 steps:

First synchronizing files on Computer 1 vs. a folder on the portable USB drive (1)
Then using the USB drive at work and performing the same synchronization between the files Computer 2 and the same folder on the portable USB drive (2)

At the end of the process the same up-to-date files will be on both computers and on the USB drive, useful for backup purposes.

Steps 1 and 2 are repeated each time a synchronization is needed between the two computers.

A printable version of the entire ViceVersa FAQ and Knowledge Base is also available.

For further queries, please contact us by E-Mail at support@tgrmn.com.