Library size, disk space, cloud space, fair use, syncing (and LibreOffice add-in)

Alain S. shared this question 13 months ago
Answered

Hello.

I decided to migrate from Citavi 5 to Citavi 6. I even converted all my placeholder files to the newer format. So I installed Citavi 6 and pointed it to my main project's .ctv5 file, which is 130MB big, and told it to convert it to a cloud project. It tried, but gave an error message saying something like "not enough free space". I have 10GB free in my disk, so I didn't quite understand.

Looking for an answer here in the forum, I saw people mention a 5GB cloud storage limit, which I then found explained at https://www1.citavi.com/sub/manual6/en/index.html?respect_fair_use.html as a fair use rule. I have +24GB of PDF files linked to my Citavi database, containing more than ten thousand articles, chapters and books. This is my whole digital library, with everything I have read or collected to read or to simply research (using Citavi's full text search, which is an asset). What exactly is expected from users like me which bought Citavi intending to have their full libraries synced?

(At https://www.citavi.com/en/terms-of-use, you say that you "understand that a research team has different needs than an undergraduate student", and I think there is also a difference from someone who started using Citavi one month ago e someone who has been investing time and energy to feed Citavi with all references, attachments, quotations, thoughts etc. since June 10 2013 (that's me BTW), specially considering that Citavi is not an open software in the sense of being easy to switch to other tools without information loss, because of formats etc.)

(I was talking about my own case only, but it made me think if you have studied and programmed a schedule of "fair use threshold" increase for all users. Have you? After all, I did have 5GB at some point, but with information overload, new research projects etc., we gather new materials, which add to the ones we had before, so it doesn't seem really reasonable to work with 5GB in 2019. But even if it is, and I just throw 75% of my library in the trash, I will still need to add more files to it tomorrow, and next week, and next month. So how much will be considered fair use by, say, 2020? And 2024? You get the idea here...)

Back to my error: was that "not enough free space" error related to this fair use limitation?

Or was it related to my local disk free space?

If the latter, how much free space do I need to provide Citavi 6 with for it to convert my local .ctv5 project to a cloud project?

Also, by "syncing", you do mean that I have my full library (with attachments) available both locally and in the cloud, right? No other scenario would justify the use of the word "sync", but it's not absurd to check these things before getting even deeper and more dependent on Citavi.

PS.: BTW when is the LibreOffice add-in coming?

Comments (1)

photo
1

Dear Alain,

Thanks for your questions! At the moment, the fair use threshold is more a general guideline rather than an actual limitation, since there are a lot of issues surrounding it, as you've pointed out.


That means that the "not enough free space" error is not related to the fair use clause but instead to the amount of free disk space you have on your computer. When you convert your project, you will need at least double the project space (including attachment size). So, that means you would need approximately 50 GB. If you're working with Windows with less than 10 GB of free disk space, you'll likely notice that your computer starts behaving strangely. You'll want to have at least 15% free space on a mechanical hard drive and 25% or more on an SSD.


Regarding syncing, I'm glad that you checked, since the project and attachments are saved locally with project changed in a temporary file if you're offline. If you have a cloud project and want to work with PDFs while offline, you can download them, though. To do so, on the Welcome Screen, click the gear symbol and then select Go offline. There you can find a checkbox for downloading your attachments.


At the moment there still has not been a decision made whether or not to develop a LibreOffice add-in. You can register your interest at https://mailchi.mp/citavi/interested-in-libreoffice-addin.

Please just let us know if you have any additional questions!

Best regards,

Jennifer

photo
1

Hello Jennifer.

I have already subscribed to news about the LibreOffice add-in. I would really like it, because, if not, we are "hostage" of Microsoft Office. It may be great, and I happen to have an Office license, but I don't like being forced to use commercial programs. (To use Citavi, a commercial program, was a choice, but I am using it with Microsoft Office because there is no other choice. I really prefer to use LibreOffice.)

As to the fair use, I would like a clear statement of you, please: can I upload my whole library (+24GB) without worries (and keep uploading new material in continual use of Citavi to store my acquired references and respective attachments) or not? This is not something I can postpone. I need to know it now and in a very clear, and binding, way.

As to the local free space, I took notice. Thank you.

Best regards,

Alain

photo
1

Correcting: "... continuous use of Citavi...".

photo
1

Hello Alain,


Please accept my apologies for the very slow reply! It was due to an incorrect setting in our help desk for my inbox, which has now been fixed.


We understand that many users prefer LibreOffice, but since we have a small team of developers we sometimes have to make tough decisions about which features or add-ins have priority. At the moment we are still waiting to see if more LibreOffice users express their interest in an add-in.


I checked with our support team head about the +24GB, since I was unsure, and he said that it is unfortunately not possible at the moment to upload that large a library. However, next year we are planning to offer additional storage space for a fee. I realize that that doesn't help you much in the short term, unfortunately. If working with a local project isn't an option until then, we'd be happy to issue you a refund for your purchase of Citavi 6. Please just get in touch with us by writing to support@citavi.com.


Best regards,

Jennifer

photo
1

Hello again. Is there any news on large projects cloud storing?

photo
1

Hi Alain,

Unfortunately, we aren't yet offering additional storage space for a fee. It will likely be offered around the time that Citavi Web is released, but that could still change.

Best regards,

Jennifer

photo
1

Hello again. I really need to start using Citavi in the cloud, and my project is obviously not getting any smaller, on the contrary. How can I sync only the project itself using Citavi's cloud and use something else (Google Drive or any other similar tool) to sync the files (attachments)?

Also, at https://www1.citavi.com/sub/manual6/en/respect_fair_use.html you say "In Citavi 6.2 and later you can see how much storage space your Cloud project is using. Click File > This project > Properties > Statistics". I am still using a local project and there is no clue of how much storage I'd use if I uploaded to Citavi cloud:


/0e753f191b3d865d50f824979336d1b9

My database file is not huge, below 100MB:

/7dafdb87b52e6da2716b8b298a416745

So I think it would be great to have it properly synced by Citavi itself, and it definitely fits the Fair Use policy, and then find a way of syncing my ~25GB attachments/files by some other way, so that I could have it in two computers.

============

Alternatively, is there a way of having my project in two computers by simulating a local network between two computers using the internet? Maybe the network is not up to you to advise me, sure, but once I have it set up, how should I make Citavi work with it?

============

Edit 1: just found this: https://help.citavi.com/en/topic/working-in-a-cloud-project-but-keeping-the-files-local, about the AllowCloudProjectFileLinks registry key.

I am using Citavi version 6.4.0.35. Will it respond to that key?

Could you explain how it works and how could I integrate it with a parallel file sync tool like Google Drive? Especially what would be risks or best practices to make this work flawlessly or with less chances of mess?

Thank you in advance.

==========

Edit 2: just found the only documented mention to AllowCloudProjectFileLinks at https://www1.citavi.com/sub/manual6/en/index.html?using_msi_assistant.html, where all it's said is: "Setting the value to "true" means that local PDF files can be connected to references in cloud projects."

My attachments are split between two folders, one of them external do Citavi project's folder, the other is the internal "Citavi Attachments" folder. What I understood from what's said above is that the setting AllowCloudProjectFileLinks to true makes the cloud project tolerate links to local files. Would enabling it require me to move all my files out from the internal "Citavi Attachments" folder (i.e., would internal files be uploaded and external ones not)?

If this is how it works, could the moving files from the internal to the external folder) be done automatically somehow?

And, in any case, how does Citavi know which files to upload and which files are to remain local?

=======

Edit 3: could I use the MSI to install Citavi in the second computer so that once it's installed it's ready to sync my (soon-to-be cloud) project? And in what order should I do things in the second computer to have both the project and all attachments synced (the project by Citavi, the attachment files by some third party cloud sync service like Google Drive) and properly recognized by Citavi?

photo