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EndNote and iCloud do not like each other. Here we explain why and what to do.
EndNote and iCloud
iCloud is a cloud-based file sharing service (like Dropbox, Onedrive, box, etc.). EndNote is a database product that was not designed for compatibility with these kinds of services. While you can use any of the services to keep a backup copy or a compressed copy of your database file(s), we do not recommend opening and/or using the database from that location.
The same applies to both Mac and Windows: Storage location for Endnote libraries
The technical reason is that EndNote needs to save several files in a specific order. If one of these files is simultaneously synced, then EndNote cannot save to it and the library may be corrupted. You can read more about this here, Technical reason to use EndNotes sync functionality and nothing else
Always make sure your library file is local to the system’s hard drive, and not on a network drive, or in an iCloud, DropBox, Onedrive-style synchronized folder.
Actions, move your library
Make sure your EndNote library is not saved in the Documents or Desktop folders on your Mac. iCloud is per default syncing these folders (and subfolders) and will damage your library over time.
To check where your EndNote library is saved, open your library and choose EndNote: Tools > Library summary. The location for your library is stated in the Location field.
We recommend saving your EndNote library in your Home folder. This folder is usually not synced or backed up by any other syncing service. Another solution would be to save the library in its own folder in the application folder.
- Open Finder and navigate to your Home folder (Finder: Go to > Home. It's the folder with a house icon). Create a new folder in your Home folder, and name it i.e. "EndNote library". Click-hold and drag this folder to your Favorites in Finder. Now you have easy access to this folder in Finder and EndNote.
- Open your EndNote library and save it to your new folder. EndNote: File > Save a copy. Choose another name than your original library to better be able to differentiate between your old and "new" library.
- Close EndNote. Open Finder and navigate to your Home: EndNote library folder. Double-click your "new" library to open it in your EndNote. Your EndNote should open this library by default next time you open EndNote, but please check next time to make sure you are working in your "new" library, and not the old one (EndNote opens per default the most recent library. EndNote: EndNote > Preferences > Libraries).
You should now have a library that is the same as the old one but with changed location to a safe folder on your Mac hard disk.
Automatic syncing to iCloud and what it means
macOS versions 10.12 (Sierra), and higher contain features to save the contents of the Documents folder in iCloud and to "optimize" storage by storing less-used files only in iCloud online. EndNote libraries stored in iCloud, even when stored on both the hard drive and online, are subject to corruption over time.
If you choose to store your documents in iCloud, we suggest creating a separate folder in your home folder and saving your EndNote libraries there. Do not store EndNote libraries in iCloud or any other cloud-syncing folder, and do not store EndNote libraries in the Documents folder if you have selected the option to store documents in iCloud.
iCloud sync is controlled in 2 locations on your Mac.
- Under “System Preferences”
- and in the Apple menu under About This Mac>Storage
1. Desktop/Documents (location 1)
On your Mac, go to Apple menu>System Preferences>iCloud. Next to iCloud Drive, click Options to see if your desktop and/or documents are synced to iCloud.
2. Storage allocation (location 2)
To save space on your hard drive you can let Apple handle your storage. This means that some files will be moved to iCloud and will only be downloaded whenever you need them. Basically, some files are not physically located on your local hard drive but on iCloud instead.
If you just disable iCloud you will lack the uploaded files on your local hard drive as iCloud does not automatically restore them on your computer.
You can check whether the above is the case on your computer by going to the Apple menu>About This Mac>Storage>Store in iCloud, see below.
For more information see your Mac-computer manual.
EndNote synchronization
The EndNote Synchronization process is sensitive to the location where the library is stored.
If the storage location is a network drive or an external drive, this can pose a latency issue with saving and sending information that can disrupt the library. Even more disruptive can be ANY process that attempts to Copy EndNote Library files while the EndNote library is open.
This includes any backup process that dynamically scans, and transfers data. Backup processes like Time Machine, Backblaze, Carbonite can perform this way. As does most synchronization services: iCloud, DropBox, OneDrive, SuiteSync, GoogleDrive, Box, etc.
If the EndNote library is stored in a hostile location, Sync is eventually going to collapse as the library becomes more and more damaged by conflicts during EndNote’s save process.
The solution is to save the library in a location that is not hostile (local and not synced by anything).
Helpful tips
Before you turn off a feature on your Apple devices, or before turning off iCloud completely, you can make a copy of the information you keep in iCloud on your computer. https://support.apple.com/en-us/HT204055
Read more about iCloud features on the below link
How to free up storage space on your Mac
How to use Pro apps [and EndNote] with optimized storage