Sync SharePoint User Libraries to Your Computer

Instructions for syncing user's library in UMS Power BI HUB with your computer

Instructions

The UMS Power BI HUB SharePoint site is a secure place to store, share, and access data for Power BI files and reports within the University of Maine System. SharePoint has a version history as well as the ability to sync files to your computer. It makes us easier to collaborate and manage content management. Follow the instructions below to sync the user's libraries in UMS Power BI HUB to your local drive. 

1. If you already have OneDrive for Business, please skip this step and go to #2. If you don't have OneDrive, please go to Software Center from your desktop and install "OneDrive For Business". If you don't see "OneDrive" on the Software Center, please go to Download OneDrive Page to download OneDrive.
   
   
   
2. Go to UMS Power BI HUB. Sign in with your single sign-on (SSO). Then click "User Libraries" on the left-hand column
   
   
    
3. Choose your library from the list. You might only see one library.
   
   
    
4. Click "Sync" icon on the bar at the top of the page.
   
   
    
5. Click “Sync now” on the pop-up screen
    
6. Click "Open Microsoft OneDrive" on the pop-up window.
   
   
7. Open File Explorer from your desktop. You will see your libraries in the File Explorer under "University of Maine System." You can open and download files directly from here.
   Do not use the check-in/check-out feature on SharePoint for your Power BI files. Please communicate with your library members when you modify existing files. If the files are opened by multiple people at the same time and they both make changes, two versions of the file will end up saved in the document library.
    
8. To move your local file to the Sharepoint library, using File Explore on your desktop is the easiest way. Open a file explore with a SharePoint connection and copy and paste your file there.

Version History

The UMS Power BI HUB SharePoint site has a version control function, called version history. A new version is automatically saved when you save the file in the SharePoint folder. It is a very useful function for keeping track of changes. To check the version history, click the ellipses next to the file name and select 'Version History.'Clicking the ‘Modified Date’ will allow you to View, Restore, or Delete that version.

Troubleshooting

• Issue:  I got an error message "You're already syncing a shortcut to a folder from this shared library."
• Solutions: Open File Explore from your desktop and check if the folder is already under "OneDrive - University of Maine System". If the folder is there, click the folder and find the file. If the folder is not there, go back to the SharePoint site and click "Add shortcut to OneDrive" The folder should appear on File Explore now and you can open the Power BI Desktop file from here.