File Sync
Sync a Space through a cloud folder on your computer - iCloud Drive, Dropbox, OneDrive, Google Drive, or a network share. Cross-platform, private or collaborative.
File Sync is PrimeTask's most flexible sync mode. Instead of going through a specific cloud service that PrimeTask provides, you point the Space at a folder on your computer - and that folder takes care of moving the files. Put it in iCloud Drive and it syncs to your Macs. Put it in Dropbox or OneDrive and it syncs across macOS and Windows. Put it on a network share and a household or small team can share it.
File Sync comes in two sub-modes:
- Personal - just your own devices.
- Collaboration - shared with other people.
For the Space concept, see Spaces Overview. For the sync-modes comparison, see Sync Modes Overview.
File Sync works on macOS and Windows
As long as the folder you pick is reachable from every device, File Sync works across platforms.
What you can do
Sync a Space across macOS and Windows
using any folder you choose.
Use the cloud provider you already have
iCloud Drive, Dropbox, OneDrive, Google Drive, a NAS, or a network share.
Keep Spaces private to yourself
or share them with other people.
Protect the Space with a password
when you want an extra layer of privacy on top of the folder provider.
Mix with iCloud Sync and Local
each Space picks its own mode.
Change your folder provider
later if your setup evolves.
The two sub-modes
File Sync Personal
A Space synced through a folder only you have access to - your own Dropbox, your iCloud Drive, your OneDrive. No one else joins.
Best for - one person working across a Mac and a Windows PC, or two of your own computers, using your existing cloud storage.
See File Sync Personal.
File Sync Collaboration
A Space synced through a folder that other people can access too. Every member runs PrimeTask; their devices sync through the shared folder. One owner, optional admins, members, and viewers.
Best for - a small team, a partner, a family, or a contractor engagement.
Start Personal, upgrade to Collaboration later
You can turn collaboration on for a File Sync Space at any time. Start with Personal for yourself; flip collaboration on when you bring someone in.
Supported folder providers
File Sync works with any folder on your computer. Providers most people use:
- iCloud Drive - reliable across Macs; works on Windows through the iCloud client.
- Dropbox - the classic for cross-platform file sync.
- OneDrive - built into Windows, works on macOS.
- Google Drive - works through the Google Drive client on both platforms.
- Synology Drive and other NAS clients - great for household or home-office setups.
- Network shares (SMB, NFS) - works when both devices can mount the share.
Whatever syncs a normal folder across your devices will sync a PrimeTask Space.
Choose your folder
When you set a Space to File Sync, you pick a folder. Some patterns that work well:
- A dedicated PrimeTask folder inside your Dropbox - for example,
Dropbox/PrimeTask/Work Space/. - A folder inside iCloud Drive you reserve for sync Spaces.
- A shared team folder when you're setting up collaboration - same destination on every member's computer, via their own sync client.
Don't put the folder inside a folder that syncs via a different service
Nested sync (for example, a Dropbox folder inside iCloud) can race and corrupt data. Pick one provider per folder.
What syncs
File Sync covers the core of a Space:
- Tasks, subtasks, checklists, time entries
- Projects, goals, milestones, notes, metrics history, team members
- CRM - contacts, companies, activities, CRM tasks (shared and project-scoped)
- PrimeFlow canvases
- Custom fields, tags, statuses, priorities, templates
- Space members - so collaboration works
- Attachments - files uploaded into the Space
What stays device-local
A few things are device-specific on purpose:
- Your profile and avatar - each device keeps its own identity.
- App settings - preferences per device.
- View preferences - UI layout per device.
- PrimeFlow Folder nodes - Folder nodes link to a specific folder on one computer, so they aren't available in synced Spaces.
Optional password protection
You can protect a File Sync Space with a password. When protected, the Space's data is unreadable from the sync folder without that password.
- Turn protection on when you set up or edit the Space.
- Set a password hint you'll recognise when logging in.
- Keep the password safe - without it, the Space can't be opened.
Lose the password, lose the Space
There is no recovery for a File Sync Space password. If you forget it, the protected data can't be read. Store the password somewhere you trust.
When to pick File Sync
Pick File Sync when you want:
- Cross-platform sync across macOS and Windows.
- Control over where your data lives - your own folder, your own provider, your own terms.
- Collaboration - share a Space with other people.
- Compatibility with your existing cloud setup - you already use Dropbox, OneDrive, or a NAS for everything else.
Pick iCloud Sync instead when you only use Macs and want the simplest possible setup.
Things worth knowing
The folder is the connection
File Sync relies on your folder provider (or your network) to move files between devices. If the folder isn't reachable on both sides, sync can't happen. Once the folder is back, sync resumes.
PrimeTask handles common sync conflicts
If two devices edit the same item at nearly the same time, PrimeTask handles the conflict automatically. For normal work, this usually stays invisible. If a teammate was editing the same item at the same time as you, review the final version afterwards.
Folder choice is deliberate
You can change a Space's folder later, but moving mid-sync is disruptive - coordinate with any collaborators. Pick a folder you'll be happy with.
The folder path is stored for this device. Other members can point the same Space at a different local path on their own computers. If you move your local Dropbox, OneDrive, Synology, or network-share folder, update the path on your device; other devices do not have to change unless their local folder moved too.
Turning collaboration on
A Personal File Sync Space becomes Collaborative when you turn collaboration on in the Space modal. Disabling collaboration later disconnects other members from the shared sync - coordinate with your team before flipping it off. See the Collaboration article.
Disabling collaboration turns off PrimeTask's team features for that Space. It does not revoke folder access in your cloud provider. If someone should no longer have access to the files, remove them from Dropbox, iCloud Drive, OneDrive, Synology, or the network share as well.
Password-protected sync pauses safely
If a device does not have the password for a protected Space, sync pauses for that Space and a notification points to File Sync settings to enter the password. This can happen when you join a protected Space, when the owner enables password protection after you joined, or when the owner changes the password. PrimeTask does not write unprotected data into a password-protected sync folder.
If the owner later removes password protection from a Space you've joined, a separate notification confirms the change. Sync continues automatically and no action is needed, but the Space's data is now stored without password protection. This makes every owner-driven change to a Space's protection state visible on every member's device.
Tier matters for Collaboration
File Sync Personal is available on every PrimeTask license, including the flow for bringing your own Personal Space onto a second device. File Sync Collaboration (team sync) and joining a collaborative Space owned by someone else require Pro. See License Settings.
Common questions
"Does File Sync use a PrimeTask server?"
No. File Sync goes through the folder you chose. PrimeTask does not run a sync server for File Sync.
"Which provider is best?"
The one you already use and trust. Dropbox is popular for cross-platform; iCloud Drive is great for Macs; OneDrive is convenient on Windows. Any of them work.
"Can I sync without any cloud service?"
Yes - use a network share (SMB or NFS) that both devices can reach. That works for home networks and offices.
"Can someone read my sync folder without the password?"
With the optional password, your Space's data is protected before it is written to the folder. Without a password, protection depends on the folder provider you use.
"Do I need Pro for collaboration?"
Yes for Collaboration. File Sync Collaboration (team sync) and joining a collaborative Space owned by someone else require Pro. File Sync Personal, including importing your own Personal Space onto another device, works on every license. See License Settings.
"Can I change my folder provider later?"
Yes. Open the Space's settings, change the folder path. Coordinate with any collaborators so everyone re-points their Space to the new location.
Where to go next
| If you want to… | Read this |
|---|---|
| Sync just your own devices | File Sync Personal |
| Share a Space with other people | File Sync Collaboration |
| Join a Space someone else is sharing | Joining a Shared Space |
| Sync only across your Macs | iCloud Sync |
| Compare sync modes | Sync Modes Overview |
| Change a Space's sync settings | Creating and Managing Spaces |