When a colleague tells you "I've updated the file" but you still see the old version — this is something OmniStor Drive users run into occasionally. This article explains why it happens, how to fix it on the spot, and how to avoid it next time.
Why Does This Happen?
OmniStor Drive uses a streaming architecture, and Windows locally applies a temporary lock mechanism on files that are currently open. These two factors together cause the following:
When you have a file open, Windows locks that file. If OmniStor Drive receives an update notification from the cloud, it cannot immediately apply the new content to the version you see locally. Only after you close the file and release the lock can OmniStor Drive complete the synchronization.
If the local file still shows the previous version, it does not mean the cloud update was lost. The latest version is already stored in the cloud and will be synced after the file is closed.
Immediate Fix: Three Steps
- Close the file you currently have open (including Word, Excel, PowerPoint, PDF readers, or any other applications that might have the file open).
- Manually refresh the folder (press F5 in the folder's blank area, or right-click → Refresh).
- Confirm the file’s "Modified Date" has updated to the latest time, then reopen the file.
If the modified date has updated, you are opening the latest version.
How to Prevent This?
Check the Status Before Co-Editing Files
Before opening a file your colleague may be editing, check the file’s modified time in the folder. If the time shown doesn’t match what your colleague told you ("I just saved it"), the file may still be syncing—wait a moment before opening.
Make Use of the "Activity" Window
Ask your colleague to click the OmniStor Drive icon in the taskbar. The "Activity" window shows the current sync status. If the file is "Uploading," it means sync isn’t complete yet—don’t open it in a hurry.
Use OmniStor Web to Confirm the Latest Version
If you’re unsure whether the local version you see is the latest, open the OmniStor Web interface (from the OmniStor Drive taskbar icon → Open OmniStor Web). The version shown on the web is always the latest cloud version.
Best Practices for Multi-Person Collaboration
Confirm your collaboration approach before editing — OmniStor Drive supports multi-user file access but is not a real-time co-authoring tool. When multiple users need to edit the same file, we recommend confirming the current editor first and following your organization's collaboration guidelines, such as taking turns editing or using web-based online editing features, to reduce the risk of version conflicts or content being overwritten.
- Close the file immediately after editing—this allows sync to complete quickly so the next colleague can get the latest version.
Common Scenarios
Q: I closed the file, but refreshing still shows the old version?
A: The file might not have been fully unlocked on the Windows side yet. Try these:
- Make sure all applications that might have the file open are closed (including background resident programs).
- Wait 10–30 seconds before refreshing again (give sync some time).
- If it still doesn’t work, open OmniStor Web from the taskbar to check if the cloud version is really updated—if the web also shows the old version, your colleague hasn’t successfully uploaded the new version yet.
Q: After saving edits, it reverts to the old version after some time?
A: A colleague may have overwritten the file with an older version. Please check the file version history in OmniStor Web.
Q: Can I force a re-download of the latest version from the cloud?
A: Go to Cache Content Management, clear the cache by clicking Clear Now. The next time you open the file, it will fetch the latest version from the cloud.
Still Not Resolved?
Provide the following information to your system administrator or customer support to speed up troubleshooting:
- Full file path (e.g.,
W:\ProjectSpace\Marketing\2025 Budget.xlsx) - The "Modified Date" you see and the "Latest Modified Time" your colleague reported
- Screenshots: the version you see locally + the version seen on the web for comparison
- Open the system log folder via Settings → Log Folder, then package and attach its contents