Warning

.gitignore

It's highly recommended to add TrainingBackupCredentials/ to the .gitignore file if there is any intention of commiting this repository to a shared/public space. Never commit live tokens or secrets. For this setup, credentials files will be managed locally within this directory.

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Setup Instructions

1. Clone Repository:

   git clone <your_repository_url>
   cd Training_Backup

2. Create Conda Environment:

   • Ensure Anaconda or Miniconda is installed.
   • From the repository root, create and activate the environment:

     conda env create -f TrainingBackup.yml
     conda activate TrainingBackup

3. Configure Cloud Service Credentials:

   • Create the TrainingBackupCredentials directory in the repository root if it doesn't exist.
   • OneDrive:
     • Follow the Azure App Signup step-by-step guide to register an application in Azure.
     • Ensure Files.ReadWrite.All (or a more specific Files.ReadWrite) and offline_access permissions are granted under Microsoft Graph API.
     • Set the Redirect URI in Azure to http://localhost:8080/ (type: Web).
     • Create a client secret.
     • Create a file named TrainingBackupCredentials/onedrive_credentials.json with the following content:

       {
           "client_id": "YOUR_AZURE_APP_CLIENT_ID",
           "client_secret": "YOUR_AZURE_APP_CLIENT_SECRET_VALUE"
       }

   • Google Drive:
     • Go to the Google Cloud Console.
     • Create a new project or select an existing one.
     • Enable the Google Drive API.
     • Go to OAuth consent screen. Configure it for External users (unless you have a Workspace account and want internal). Add your email as a Test user during development.
     • Go to Credentials, click Create Credentials, and choose OAuth client ID.
     • Select Desktop app as the application type.
     • Download the JSON credentials file and save it as TrainingBackupCredentials/google_credentials.json.

4. Configure Local Paths (configuration.json):

   • In the root of the repository, create or edit configuration.json.
   • Add an entry for each Windows machine (hostname) you'll run this on. The hostname must match the output of socket.gethostname() in Python (usually your computer's network name).

     {
         "Laptop-Win11": {
             "training_folder": "C:\\Users\\YourUser\\Path\\To\\TrainingFiles",
             "credentials_folder": "C:\\Users\\YourUser\\Path\\To\\Training_Backup\\TrainingBackupCredentials"
         },
         "PC-Win11": {
             "training_folder": "E:\\SomeOtherPath\\Training\\2026",
             "credentials_folder": "E:\\Path\\To\\Training_Backup\\TrainingBackupCredentials"
         },
         "YOUR_HOSTNAME_HERE": {
             "training_folder": "Path\\to\\your\\local\\working\\folder\\for\\ThePRogram2026.docx",
             "credentials_folder": "Path\\to\\your\\Training_Backup\\TrainingBackupCredentials"
         }
     }

     • Replace "YOUR_HOSTNAME_HERE" with your actual machine's hostname.
     • Ensure credentials_folder points to the TrainingBackupCredentials directory within your cloned repository.
     • training_folder is where ThePRogram2026.docx will be downloaded to and worked on.

5. Configure Batch Script (TrainingBackup.bat):

   • Open TrainingBackup.bat for editing.
   • Python Script Path:
     • If your computer's name (%COMPUTERNAME%) is PC-WIN11, ensure the path E:\Development\GitHub\Training_Backup\TrainingBackup.py is correct.
     • For other computer names, ensure C:\Users\Ivan\Development\GitHub\Training_Backup\TrainingBackup.py points to TrainingBackup.py in your cloned repository. Adjust this line or add more else if conditions if needed:

       if "%COMPUTERNAME%" == "PC-WIN11" (
           set "python_script=E:\Development\GitHub\Training_Backup\TrainingBackup.py"
       ) else (
           set "python_script=C:\Path\To\Your\Clone\Training_Backup\TrainingBackup.py"
       )

   • Conda Activation Path:
     • Verify the path to your Miniconda/Anaconda installation and activate.bat. The script currently uses:

       call "C:\Users\Ivan\miniconda3\Scripts\activate.bat" "C:\Users\Ivan\miniconda3"
       call conda activate TrainingBackup

       Adjust C:\Users\Ivan\miniconda3 if your installation is elsewhere.

6. Configure PowerShell Profile (Optional, for Training-Backup command):

   • Open your PowerShell profile script. You can find its path by typing $PROFILE in PowerShell. If it doesn't exist, create it.
   • Copy the content of Training-Backup.ps1 from this repository into your profile script.
   • Modify the Set-Location line within the Training-Backup function to point to the root directory of this cloned repository (where TrainingBackup.bat is located):

     # Example:
     # $MachineSpecificPaths.TrainingBackupDirectory might be defined elsewhere in a more complex profile.
     # For a simple setup, directly set the path:
     # Set-Location -Path "C:\Path\To\Your\Clone\Training_Backup"
     # Or, if $MachineSpecificPaths is used:
     function Training-Backup {
         $currentDirectory = Get-Location
         # Ensure this path points to the directory containing TrainingBackup.bat
         Set-Location -Path "C:\Path\To\Your\Cloned\Training_Backup_Repository" # <--- MODIFY THIS
         
         try {
             & ".\TrainingBackup.bat"
             Write-Host -ForegroundColor Green "`n=> Training Backup Completed!"
         }
         catch {
             Write-Host -ForegroundColor Red "`n=> Error during Training Backup!"
             Write-Host -ForegroundColor Red $_.Exception.Message
         }
         finally {
             Set-Location -Path $currentDirectory
         }
     }

   • Save your PowerShell profile and restart PowerShell or reload the profile (. $PROFILE).

7. Review Python Script Constants (Optional Customization):

   • The TrainingBackup.py script defines several constants at the top that control filenames and cloud folder names:

     ONEDRIVE_TARGET_FOLDER = "Training"
     FILE_TO_DOWNLOAD_AND_EDIT = "ThePRogram2026.docx"
     PDF_OUTPUT_FILENAME = "ThePRogram2026.pdf"
     ONEDRIVE_TRAINING_PDF_FILENAME = "Training.pdf" # Last page of PDF_OUTPUT_FILENAME
     GOOGLE_DRIVE_UPLOAD_FOLDER = "PRogram"
     GOOGLE_DRIVE_UPLOAD_FILENAME = "ThePRogram2026.pdf"

   • If you need to change these default names/folders, modify them directly in TrainingBackup.py.

Running the Script

1. Open a new PowerShell terminal (ensure your profile changes are loaded if you modified it).
2. Type the command:

   Training-Backup

3. First Run: You will be prompted to authenticate with OneDrive and Google Drive via your web browser. Follow the on-screen instructions. Access tokens will be stored in the TrainingBackupCredentials folder for future runs.
4. Manual Editing: The script will open ThePRogram2026.docx. Edit the document, save it, and close Microsoft Word.
5. Press Enter in the console window when prompted to continue the process.
6. The script will then proceed with PDF conversion and cloud uploads.

Alternatively, you can run the batch script directly if you don't want to use the PowerShell wrapper:

1. Open Command Prompt or PowerShell.
2. Navigate to the repository root.
3. Activate the conda environment: conda activate TrainingBackup
4. Run the batch file: .\TrainingBackup.bat

Python Script (TrainingBackup.py) Details

The main Python script orchestrates the entire backup process. Key components include:

• Constants: Defines fixed names for files and cloud folders (see "Setup Instructions" Step 7).
• Configuration Loading: Reads configuration.json to determine training_folder and credentials_folder based on the machine's hostname.
• Authentication Functions:
  • authenticate_onedrive(), exchange_code_for_tokens(), refresh_access_token(): Manage OneDrive OAuth 2.0 flow.
  • authenticate_google_drive(): Manages Google Drive OAuth 2.0 flow.
• OneDrive File Operations:
  • download_file_from_onedrive(): Downloads FILE_TO_DOWNLOAD_AND_EDIT from ONEDRIVE_TARGET_FOLDER.
  • delete_file_from_onedrive(): Deletes the specified file from OneDrive.
  • upload_to_onedrive(): Uploads FILE_TO_DOWNLOAD_AND_EDIT (the .docx) and ONEDRIVE_TRAINING_PDF_FILENAME (single-page PDF) to ONEDRIVE_TARGET_FOLDER.
• Google Drive File Operations:
  • upload_to_google_drive(): Uploads PDF_OUTPUT_FILENAME to GOOGLE_DRIVE_UPLOAD_FOLDER, replacing any existing file.
• Local Operations:
  • Uses docx2pdf.convert() for DOCX to PDF conversion.
  • Uses pypdf to extract the last page for ONEDRIVE_TRAINING_PDF_FILENAME.
  • os.startfile(): Opens the DOCX file for editing.
  • clean_local_folder(): Deletes specified local files.

Error Handling

• Authentication Errors: If tokens are invalid/expired, the script attempts to refresh them. If unsuccessful or on the first run, it initiates a new browser-based authentication flow.
• File/Path Errors: The script checks for the existence of critical files and prints error messages if they are not found. configuration.json errors will halt the script.
• API Errors: Catches exceptions during cloud API calls and prints error information.

Security Considerations

• Credential Management:
  • API client secrets (onedrive_credentials.json, google_credentials.json) are stored locally. Ensure the TrainingBackupCredentials folder and its contents are appropriately secured and not committed to public repositories if they contain live secrets.
  • OAuth tokens (*token.json) are generated and stored locally. These should also be protected.
• Token Handling: The script uses standard OAuth 2.0 libraries for token management, including refresh tokens to minimize re-authentication.
• HTTPS Usage: All API communications with OneDrive and Google Drive are over HTTPS.

Helpful Sources

These resources were instrumental in developing this script:

• Google Drive Backup: Automated Google Drive Backups in Python (YouTube)
• OneDrive Backup: Access-OneDrive-via-Microsoft-Graph-Python (GitHub)