Syncs vs. Automations

Files.com offers two features for moving files between systems: Syncs and Automations. They overlap in some ways, but they're designed for different jobs.

About Files.com Syncs

Syncs synchronize files between two locations. A location can be a protocol transfer server, a cloud storage provider (such as AWS S3, Azure Blob Storage, or Google Cloud Storage), or a content collaboration provider (such as Dropbox, OneDrive, SharePoint, or Box).

A Sync replicates files between two folders, one-way.

Syncs avoid unnecessary transfers. If a file of the same name and size already exists in the destination, the Sync doesn't transfer it again, unless you've configured the Sync to overwrite.

Sync Use Cases

A company can use a Files.com Sync to move files into a system like SharePoint for distribution on an intranet. For example, the HR or communications team stores documents — rules, news, how-to guides — in a folder on Files.com. Instead of copying those files into SharePoint by hand every time something changes, a Sync does it automatically, so the latest version of each document is always available on the intranet.

A company can use a Sync to pull daily reports off a remote SFTP server. For example, a retail chain has each store send its sales data every night to an SFTP server. A Files.com Sync pulls the files in automatically each morning, so the company can run reports or load the data into analytics tools without anyone downloading files by hand.

A company with offices in different countries can use Files.com to share files between separate CCP systems, such as a SharePoint server in the UK and a Box account in the US. Syncs copy files back and forth between the two locations, so each team only needs to connect to its local service. A file added or updated in New York automatically appears for the team in London, and changes from London flow back to New York.

Overview of Files.com Automations

Files.com Automations are more flexible than Syncs. Rather than synchronizing the contents of two folders, Automations have a wider range of actions available. The examples on this page focus on Move File Automations and Copy File Automations, since those are the closest to what Syncs do.

Automations can move or copy files to multiple destinations rather than a single folder. They can rename files in transit and place them in folders with different names than the source. They can also flatten a source directory structure, locating matching files across many subfolders and combining them into a single target directory.

Automations can operate on paths that use globs (**) covering multiple folders. Paths in Automations can refer to folders (on either the source or the destination) that don't yet exist at the time the Automation is configured.

Automations don't require a remote server as the source or destination, so you can copy or move files within your site. An Automation can be triggered by a file action (upload, download, deletion), by an external webhook, or on a schedule.

Automation Use Cases

Schools and universities collect assignments from students online. With Files.com, students upload their work to an inbox, which automatically places each file in a subfolder for that student. An Automation copies the files from those subfolders into a processing folder for ingestion into a plagiarism checker. A second Automation moves the original submissions into a folder for grading.

In many companies, a single file needs to be shared with multiple departments. When a new invoice is uploaded to a folder like /incoming/invoices/, Files.com automatically copies it to multiple places at once, such as finance/, procurement/, and compliance/. All teams get access to the same file without anyone emailing it or uploading it again.

A media company can use Automations with remote server mounts to distribute programs to affiliates. On a fixed schedule, a Copy File Automation places the program files in each affiliate's folder.

Syncs and Automations Comparison

Choosing Between a Sync and an Automation with a Mount

It's usually possible to use either a Sync or an Automation paired with a mount to transfer files to or from a remote system. A few principles help you pick the right one.

Remote Server Reliability

Some remote servers raise concerns about disconnects or timeouts. A high-performance remote server managed by your own IT department, such as an internal AWS S3 bucket, will typically transfer reliably under normal conditions.

A partner's SFTP server with configuration you don't control is harder to count on. When you're concerned about the reliability of a mount, use a Sync instead. The original files stay at the source if Files.com can't connect to the remote server, and the Sync picks up where it left off on its next run, so no data is missed.

Time Sensitivity

The timing of file transfers is a constraint for some workflows. A POS system, for example, may need to deliver orders to accounting software the moment they arrive. Mounts are typically best for real-time interactions between a remote service and Files.com, because the action (upload, download, delete) happens directly on the remote service.

Volume of Data Involved

How the data is used, and how much of it there is, often determines the best tool. Two backup scenarios illustrate this:

Backing up 2TB of data each week to a remote service. A Sync fits well here. It runs on a recurring schedule, captures any missed files when connections drop, and provides logging as it goes.

Granting an internal support team access to 2TB of backup data for troubleshooting. Keeping a duplicate copy on Files.com may not make sense. A mounted folder with user permissions lets the team find and capture what they need directly from the remote origin.