Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 1 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
Manual: bwSync&Sha e
A Quick Guideline o Resea che s
Con en s
In oduc ion ..................................................................................................................................................... 1
Role o bwSync&Sha e in Resea ch Da a Managemen (RDM) ..................................................... 2
Regis a ion and login a bwSync&Sha e ............................................................................................. 2
Na iga ion h ough “Welcome” page ...................................................................................................... 3
Na iga ion h ough he home page ......................................................................................................... 4
Uploading and o ganizing iles ................................................................................................................. 4
Na iga ion h ough op ions wi h each ile ............................................................................................ 5
Na iga ion h ough cus om pe missions .............................................................................................. 6
Synch onizing iles ac oss de ices ........................................................................................................ 7
Managing s o age space............................................................................................................................. 8
Conclusion ...................................................................................................................................................... 8
Sou ce .............................................................................................................................................................. 8
In oduc ion
bwSync&Sha e is a secu e online s o age, synch oniza ion, and collabo a ion pla o m
ope a ed by Ka ls uhe Ins i u e o Technology (KIT) o Baden-Wü embe g’s
highe -educa ion ins i u ions. I allows s uden s and s a o:
S o e up o 50 GB o iles (basic quo a), which can be aised up o 200 GB by he KIT
admins upon eques .
Synch onize ac oss de ices: desk op (Windows/Mac), mobile (iOS/And oid), and web.
Collabo a e ia online edi ing (Nex cloud).
Sha e secu ely wi h in e nal use s, gues s, and ia public links wi h op ional
passwo d/expi y.
Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 2 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
Role o bwSync&Sha e in Resea ch Da a Managemen (RDM)
bwSync&Sha e suppo s he secu e and collabo a i e exchange o da a, pa icula ly wi hin
he academic landscape o Baden-Wü embe g. I enables esea che s om Uni e si ies o
Applied Sciences and hei pa ne s o sha e and synch onize iles e icien ly du ing he ac i e
phases o esea ch p ojec s.
Howe e , i is impo an o no e ha bwSync&Sha e is no a esea ch da a eposi o y and
should no be used o he long- e m publica ion o a chi ing o esea ch da a. I lacks
essen ial eposi o y ea u es such as me ada a managemen , long- e m p ese a ion, and
pe sis en iden i ie s (e.g., DOIs). Fo publishing esea ch da a acco ding o Open Science and
FAIR p inciples (Findable, Accessible, In e ope able, Reusable), dedica ed eposi o ies such
as RADAR [h ps://www. ada -se ice.eu], bwDa aA chi e [h ps://www. da.ki .edu] o o he ce i ied
pla o ms should be used.
A ypical use case o bwSync&Sha e is a join esea ch p ojec be ween wo o mo e
Uni e si ies o Applied Sciences in Baden-Wü embe g, po en ially including ex e nal
pa ne s such as indus y collabo a o s o esea ch ins i u es. In hese cases, eams need o
sha e wo king da a secu ely and e icien ly h oughou he p ojec li ecycle. bwSync&Sha e
acili a es he exchange o da ase s, d a pape s, and analysis esul s in a con olled
en i onmen , suppo ing eamwo k and accele a ing collabo a ion. Once he p ojec
concludes and he da a is eady o publica ion o long- e m s o age, i should be ans e ed
o an app op ia e esea ch da a eposi o y.
The ollowing guide o e s a de ailed o e iew o how o use bwSync&Sha e e icien ly in you
esea ch p ojec s.
To ge s a ed wi h he ool, na iga e o: h ps://bwsyncandsha e.ki .edu/
Regis a ion and login a bwSync&Sha e
The ool sha es h ee di e en login/ egis a ion op ions as shown in Figu e 1:
Op ion 1: You ins i u e is al eady a membe o he bwSync&Sha e associa ion.
Op ion 2: I you ha e a Helmhol z ID.
Op ion 3: I you a e a gues o ex e nal use , i.e., a e no a pa o bwSync&Sha e
associa ion.
This use guide is designed by keeping Op ion 1 in ocus, i.e., when he ins i u e is al eady a
membe o he bwSync&Sha e associa ion.
Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 3 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
Figu e 1: Login page o bwSync&Sha e
Na iga ion h ough “Welcome” page
As you en e he pla o m h ough he
“Mi glied im bwSync&Sha e – Ve bund”
op ion, you
will be edi ec ed o he au hen ica ion page, whe e you will need o selec you
egis e ed ins i u e.
As you ind you ins i u e, i is impo an o check he
“Remembe home o ganiza ion”
bu on o a oid any epe i i e s ep du ing he u u e login sessions.
Once you selec you ins i u e, click
“Con inue”
. This will edi ec you o you ins i u e’s
login p o ile as show in Figu e 3.
Figu e 2: Ins i u e au hen ica ion page Figu e 3: Ins i u e login page
Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 4 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
Na iga ion h ough he home page
As you en e he bwSync&Sha e en i onmen , you will be di ec ed o he home page, whe e
you can ind all he in o ma ion abou you iles (bo h pe sonal and sha ed):
Figu e 4: bwSync&Sha e Home page
On he le -hand side o he home page (Figu e 4), you can na iga e h ough a ious op ions,
including:
Viewing he mos ecen ly modi ied iles and olde s
Ma king iles as a o i es o quick access
Viewing sha ed iles, olde s, and links
Viewing he sha ed iles and olde s you a e no longe a pa o .
Checking he s o age space used and emaining in you bwSync&Sha e accoun
Se ing di e en ile se ings
Uploading and o ganizing iles
bwSync&Sha e allows you o easily upload and o ganize you esea ch iles, making hem
accessible ac oss you de ices and simpli ying collabo a ion wi h you eam.
Uploading Files
To upload a ile o olde , na iga e o you Homepage o he desi ed p ojec olde .
Click
“New”
bu on.
Selec
“Upload iles”
o
“Upload olde s”
, hen choose iles om you local de ice.
You can also d ag and d op iles di ec ly in o he b owse window o upload hem.
Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 5 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
Uploaded iles will immedia ely appea in you selec ed olde and can be accessed, sha ed,
o edi ed based on you pe missions.
Na iga ion h ough op ions wi h each ile
Fo e e y ile, you can pe o m a ange o ac ions. These include adding he ile o you
a o i es, opening i s de ails, iewing, enaming, mo ing o copying, se ing a eminde ,
edi ing i locally, locking he ile, downloading, o dele ing i .
On hi ing
“Open de ails”
(Figu e 5), you can na iga e h ough h ee op ions:
Ac i i y: The Ac i i y ab shows a log o all ac ions ela ed o he selec ed ile. This
includes uploads, downloads, edi s, sha es, enames, and dele ions. I helps you ack
who accessed o modi ied he ile and when hose ac ions occu ed, p o iding
anspa ency and accoun abili y o ile changes.
Sha ing: The Sha ing ab allows you o manage how he ile is sha ed wi h o he s. You
can:
C ea e public sha ing links o ex e nal access
Se passwo d p o ec ion o expi a ion da es o links
Sha e he ile wi h speci ic use s o g oups wi hin bwSync&Sha e
Adjus pe missions (e.g., iew-only o edi ing igh s)
This op ion helps you con ol access and collabo a ion secu ely.
Bes p ac ices on olde s uc u es
A well-o ganized olde s uc u e helps esea ch eams collabo a e smoo hly and ind
in o ma ion quickly. He e a e some bes p ac ices:
Use a clea hie a chy: C ea e op-le el olde s by majo ca ego ies like P ojec s, Da a,
Publica ions, o Mee ing No es. Inside each, add sub olde s o speci ic expe imen s,
da es, o documen ypes.
Be consis en wi h naming: Ag ee on a consis en naming con en ion o olde s and
iles. Fo example, use da es in YYYY-MM-DD o ma (2025-07-03_Expe imen 1) and
a oid spaces o special cha ac e s.
Include a “ReadMe” ile: Place a simple ex o PDF ile in each majo olde explaining
i s con en s and any special no es. This is help ul o new eam membe s o
collabo a o s.
Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 6 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
Ve sions: The Ve sions ab keeps a his o y o he ile's p e ious e sions. Whene e a ile
is modi ied, a new e sion is sa ed au oma ically. F om his sec ion, you can:
View and compa e p e ious e sions o he ile
Res o e an ea lie e sion i needed
Dele e olde e sions o ee up space
This ea u e helps p e en da a loss and allows easy eco e y om unwan ed
changes.
Figu e 5: Op ions unde “Open de ails” menu
Na iga ion h ough cus om pe missions
bwSync&Sha e o e s a wide ange o cus omizable pe missions unde he “
Sha ing”
op ion
(Figu e 6). When sha ing a ile o olde , you can con ol who has access and wha ac ions
hey can pe o m. Pe missions include allowing use s o iew, edi , o download iles. You
can also se expi a ion da es o sha ed links, p o ec hem wi h passwo ds, and es ic
esha ing o o he s. These op ions help you sha e con en secu ely while main aining con ol
o e how you da a is accessed and used.
Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 7 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
Figu e 6: Cus om pe missions in sha ing iles and olde s
Synch onizing iles ac oss de ices
bwSync&Sha e o e s desk op and mobile clien s ha allow you o synch onize you iles
seamlessly ac oss all you de ices. By ins alling he bwSync&Sha e app on you compu e
o sma phone, you iles au oma ically s ay up o da e wi hou manual uploading o
downloading. This synch oniza ion ensu es ha any changes you make—whe he adding,
edi ing, o dele ing iles—a e e lec ed ins an ly ac oss de ices.
Bes p ac ices o sha ing iles secu ely
Se expi a ion da es: Always se an expi a ion da e o public sha ing links o p e en
unwan ed long- e m access.
Use passwo d p o ec ion: P o ec sha ed links wi h s ong passwo ds, especially when
sha ing sensi i e in o ma ion ex e nally.
Limi pe missions: G an only he le el o access needed (e.g., iew-only i edi ing is
no equi ed) o educe he isk o acciden al changes.
Res ic esha ing: Disable he op ion o ecipien s o esha e he ile unless
absolu ely necessa y.
Re iew sha ed iles egula ly: Pe iodically check you sha ed iles and emo e any
links o pe missions ha a e no longe needed.
Manual: bwSync&Sha e
H15
Wiki: o h-bw.h wu.de
Kon ak : [email p o ec ed]
Sanghmi a Bane jee, July 2025 8 / 8
„FORTH-BW: En wicklung und Implemen ie ung eines beda sge ech en Fo schungsda enmanagemen s an HAW in Baden-Wü embe g“, BMFTR-ge ö de es Ve bund o haben, Lau zei 2022-2025.
One o he key bene i s o his ea u e is o line access: you can wo k on you iles e en
wi hou an in e ne connec ion, and any changes will sync au oma ically once you’ e back
online. This seamless in eg a ion s eamlines you wo k low, enhances p oduc i i y, and
ensu es you always ha e he la es e sion o you esea ch iles a you inge ips.
Fo mo e in o ma ion on clien s, isi : bwSync&Sha e-Clien s
[h ps://help.bwsyncandsha e.ki .edu/english/147.php?].
Managing s o age space
Keeping ack o you s o age quo a in bwSync&Sha e is impo an o ensu e unin e up ed
access and smoo h ile managemen . You can moni o you cu en s o age usage di ec ly
om he dashboa d o he sideba , whe e he sys em shows how much space you ha e used
and how much is s ill a ailable.
To op imize you s o age, egula ly e iew you iles and emo e any ha a e no longe
needed. Addi ionally, ake ad an age o he
“Ve sions”
ea u e by dele ing old ile e sions ha
a e no longe necessa y, eeing up aluable space wi hou losing you la es wo k. Regula
cleanup helps main ain e icien pe o mance, p e en s s o age limi s om being exceeded,
and ensu es you always ha e oom o new esea ch da a and documen s.
Conclusion
bwSync&Sha e p o ides esea che s wi h a secu e and collabo a i e en i onmen o
managing and sha ing hei iles. By unde s anding he pla o m’s na iga ion, ile
managemen op ions, and cus omizable sha ing pe missions, use s can s eamline hei
wo k lows while p o ec ing sensi i e da a. Following bes p ac ices o sha ing and egula ly
e iewing ile ac i i y ensu es ha you esea ch da a emains bo h accessible and secu e.
Wi h i s use - iendly in e ace and obus secu i y ea u es, bwSync&Sha e is an essen ial
ool o collabo a i e esea ch wi hin academic and scien i ic communi ies.
Sou ce
KIT – The Resea ch Uni e si y in he Helmhol z Associa ion: In o ma ion on he
bwSync&Sha e se ice, URL: h ps://help.bwsyncandsha e.ki .edu/english/161.php
