Syncing files with a big document library

%3CLINGO-SUB%20id%3D%22lingo-sub-1794944%22%20slang%3D%22en-US%22%3ESyncing%20files%20with%20a%20big%20document%20library%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-1794944%22%20slang%3D%22en-US%22%3E%3CP%3EMany%20of%20our%20users%20do%20not%20like%20to%20use%20the%20SharePoint%20webapp%20-%20they%20prefer%20to%20work%20in%20their%20file%20explorer%20as%20they%20know%20it.%3C%2FP%3E%3CP%3EFor%20that%20reason%20they%20sync%20a%20lot%20of%20their%20document%20libraries%20with%20local%20folders%20in%20windows.%20This%20works%20fine%20until%20a%20certain%20degree%3A%20If%20they%20have%20a%20document%20library%20with%20hundreds%20(sometimes%20thousands)%20of%20files%2C%20the%20sync%20does%20not%20work%20anymore.%3C%2FP%3E%3CP%3EFiles%20are%20not%20up-to-date%20anymore%20and%20other%20colleges%20that%20are%20syncing%20the%20same%20library%20have%20file%20mismatches.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EWhat%20could%20we%20do%20about%20that%3F%3C%2FP%3E%3CP%3EI%20guess%20that%20syncing%20huge%20document%20libraries%20and%20%22collaborate%22%20with%20that%20is%20not%20wanted.%20Should%20those%20files%20stay%20on%20a%20network%20drive%20(what%20was%20working%20fine)%3F%20Or%20do%20we%20just%20need%20a%20faster%20internet%20connection%20(100MB%2Fs)%3F%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EOr%20is%20there%20any%20other%20fix%20for%20that%3F%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-LABS%20id%3D%22lingo-labs-1794944%22%20slang%3D%22en-US%22%3E%3CLINGO-LABEL%3Eone-drive%3C%2FLINGO-LABEL%3E%3CLINGO-LABEL%3EOneDrive%3C%2FLINGO-LABEL%3E%3CLINGO-LABEL%3ESharePoint%20Online%3C%2FLINGO-LABEL%3E%3C%2FLINGO-LABS%3E%3CLINGO-SUB%20id%3D%22lingo-sub-1794995%22%20slang%3D%22en-US%22%3ERe%3A%20Syncing%20files%20with%20a%20big%20document%20library%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-1794995%22%20slang%3D%22en-US%22%3E%3CP%3E%3CA%20href%3D%22https%3A%2F%2Ftechcommunity.microsoft.com%2Ft5%2Fuser%2Fviewprofilepage%2Fuser-id%2F431566%22%20target%3D%22_blank%22%3E%40David_Elsner%3C%2FA%3E%26nbsp%3B%3C%2FP%3E%3CP%3E%22What%20could%20we%20do%20about%20that%3F%22%3CBR%20%2F%3EShort%20answer%3A%20not%20much%3C%2FP%3E%3CP%3ELong%20answer%3A%3CBR%20%2F%3EThe%20OneDrive%20for%20Business%20client%20has%20a%20limit%20of%20300000%20items%20and%20using%20Files%20on-demand%20capability%20will%20not%20change%20that.%20Throwing%20bandwidth%20into%20the%20mix%20also%20will%20not%20help.%3CBR%20%2F%3ESplitting%20your%20content%20across%20multiple%20libraries%20will%20also%20not%20help.%20They%20all%20count%20towards%20the%20300000%20item%20limit.%20Using%20Internet%20Explorer%20to%20enable%20users%20to%20start%20%22View%20in%20File%20Explorer%22%20is%20not%20a%20long-term%20option%20because%20IE%20support%20will%20end%2017%20August%202021.%26nbsp%3BSynching%20files%20to%20different%20clients%20may%20expose%20your%20content%20(e.g.%20stolen%20laptop%20with%20corporate%20data).%3C%2FP%3E%3CP%3EOptions%3A%3CBR%20%2F%3E1.%20keep%20the%20files%20on%20a%20network%20drive%3CBR%20%2F%3EThis%20may%20pose%20problems%20in%20terms%20of%20accessibility%2C%20no%20versioning%2C%20managing%20permissions%2C%20lack%20of%20search%2C%20...%3C%2FP%3E%3CP%3E2.%20Adopt%20a%20new%20way%20of%20working%3A%20use%20the%20browser%20interface%20and%20e.g.%20Teams%20app.%3C%2FP%3E%3CP%3E3.%20Use%20client-side%20tool%20to%20extend%20File%20Explorer%2C%20e.g.%20%3CA%20href%3D%22http%3A%2F%2Fwww.thinkscape.com%2FMap-Network-Drives-To-Office-365-OneDrive%2F%22%20target%3D%22_blank%22%20rel%3D%22noopener%20nofollow%20noreferrer%22%3Ehere%3C%2FA%3E%3C%2FP%3E%3CP%3E4.%20Use%20browser-based%20apps%20that%20mimic%20File%20Explorer%20in%20a%20browser%2C%20e.g.%20%3CA%20href%3D%22https%3A%2F%2Fwww.slimapplications.com%2Fwp-content%2Fuploads%2F2020%2F09%2FExplorerContextMenu.png%22%20target%3D%22_blank%22%20rel%3D%22noopener%20nofollow%20noreferrer%22%3Ehere%3C%2FA%3E%3CBR%20%2F%3EThey%20offer%2095%25%20of%20the%20File%20Explorer%20functionality%20and%20but%20also%20add%20additional%20functionality%20(e.g.%20support%20for%20metadata%2C%20GPS%20locations%2C%20...)%3C%2FP%3E%3CP%3EPaul%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-1795313%22%20slang%3D%22en-US%22%3ERe%3A%20Syncing%20files%20with%20a%20big%20document%20library%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-1795313%22%20slang%3D%22en-US%22%3E%3CP%3E%3CA%20href%3D%22https%3A%2F%2Ftechcommunity.microsoft.com%2Ft5%2Fuser%2Fviewprofilepage%2Fuser-id%2F431566%22%20target%3D%22_blank%22%3E%40David_Elsner%3C%2FA%3E%26nbsp%3BHi%20David.%20Have%20you%20considered%20mapping%20a%20network%20drive%20to%20the%20files%3F%20It%20should%20help%20reduce%20the%20network%20overhead%20and%20local%20storage%20requirements.%20Microsoft%20have%20their%20WebClient%20drive%20mapping%20tool%20that%20comes%20with%20Windows%20or%20you%20may%20want%20to%20consider%20a%20commercial%20option%20such%20as%20%3CA%20href%3D%22http%3A%2F%2Fwww.thinkscape.com%2FMap-Network-Drives-To-Office-365-OneDrive%2F%22%20target%3D%22_self%22%20rel%3D%22nofollow%20noopener%20noreferrer%22%3EZee%20Drive%20to%20map%20drives%20to%20SharePoint%20Online%3C%2FA%3E.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EMyles%3C%2FP%3E%3C%2FLINGO-BODY%3E
Contributor

Many of our users do not like to use the SharePoint webapp - they prefer to work in their file explorer as they know it.

For that reason they sync a lot of their document libraries with local folders in windows. This works fine until a certain degree: If they have a document library with hundreds (sometimes thousands) of files, the sync does not work anymore.

Files are not up-to-date anymore and other colleges that are syncing the same library have file mismatches.

 

What could we do about that?

I guess that syncing huge document libraries and "collaborate" with that is not wanted. Should those files stay on a network drive (what was working fine)? Or do we just need a faster internet connection (100MB/s)?

 

Or is there any other fix for that?

 

5 Replies

@David_Elsner 

"What could we do about that?"
Short answer: not much

Long answer:
The OneDrive for Business client has a limit of 300000 items and using Files on-demand capability will not change that. Throwing bandwidth into the mix also will not help. Splitting your content across multiple libraries will also not help. They all count towards the 300000 item limit. Using Internet Explorer to enable users to start "View in File Explorer" is not a long-term solution because IE support ends 17 August 2021. Synching files to clients may expose your content (e.g. stolen laptop with corporate data) and complicate managing records.

Options:
1. Keep the files on a network drive
This may pose problems in terms of accessibility, no versioning, managing permissions, lack of search, ... It may also confuse users (do several tasks in the cloud but store files on legacy file shares) and result in questions from management: e.g. why are we still incurring costs for on-premise file shares?

2. Adopt a new way of working: use the browser interface and e.g. Teams app.

3. Use client-side tools to extend File Explorer, e.g. here

4. Use browser-based apps that mimic File Explorer in a browser, e.g. here
They offer 95% of the File Explorer functionality and but also add additional functionality (e.g. support for metadata, GPS locations, document versions, ...)

Paul

@David_Elsner Hi David. Have you considered mapping a network drive to the files? It should help reduce the network overhead and local storage requirements. Microsoft have their WebClient drive mapping tool that comes with Windows or you may want to consider a commercial option such as Zee Drive to map drives to SharePoint Online.

 

Myles

@David_Elsner 

"What could we do about that?"
Short answer: not much

Long answer:
The OneDrive for Business client has a limit of 300000 items and using Files on-demand capability will not change that. Throwing bandwidth into the mix also will not help.
Splitting your content across multiple libraries will also not help. They all count towards the 300000 item limit.

Use Internet Explorer to enable users to start "View in File Explorer" is not a long-term option because IE support will end 17 August 2021.

Synching files to different clients may expose your content (e.g. stolen laptop with corporate data)

Options:
1. keep the files on a network drive
This may pose problems in terms of accessibility, managing permissions, lack of search, ...

2. Adopt a new way of working

3. Use client side tools to access SharePoint (e.g. standard WebClient in Windows)

4. Use commercial apps that mimic File Explorer in a browser.

Paul

@Myles Jeffery  Do you mean this? That is what I found with google quickly.

Thank you! What is the WebClient in Windows? I tried to find more information, but found nothing... do you have a link for me?