Nextcloud files - overview

Nextcloud offers an easy way to back up, share, and upload files to the cloud so you can work on and manage them alone or together. In addition, they can be synchronized across multiple devices (PCs, laptops, cell phones, tablets, etc.) so that you always have the correct data on your devices.

Nextcloud files

This is the base of Nextcloud and it is perfectly suitable for sharing information/files/folders and to archive with other communication partners (internal/external). Thomas-Krenn.AG uses Nextcloud files, for example, to enable file exchange with our customers that would exceed the conventional maximum file size for email attachments. Here is a brief overview of the Nextcloud Files GUI.

Overview

All files

All your personal files and folders that belong to you or that you are authorized to view are displayed here. These are your "My Documents" or your private "home directory". You will also see files that have been shared with you. You can view and edit these files, but you cannot delete them because you are not the owner of the file.

Newest

Contains a chronological view of all files and folders uploaded by you or shared with you.

Favourites

Here you can see all files and folders marked with an asterisk for quicker access.

Releases

Here you can see all the shares that have been created for you and to which you therefore have access. You can also see all the shares that you have enabled for other users or external participants. You can distinguish both categories by the approval icon. If the symbol is available, this is a release that you have created. In addition, you can hover your mouse over the user avatar (round circle) to see whether it is a share for someone or from someone.

Tags

Tags are keywords in German and can be set for files from any source. This can be useful for certain scenarios. Under "tags" you can search for keywords and display only files that have been tagged with Tag1 and/or Tag2, etc. Please note: When used in combination with Nextcloud Talk, there are currently issues with setting tags.

Create release

Nextcloud offers the possibility to forward contents to registered users as well as external users. Attached, you will find possibilities for sharing objects in Nextcloud:

Release file or folder

To release a file to somebody, you have to click on the approval symbol (1)

For external users

Enter the email address of the desired recipient at (1). This recipient will then receive a link for the release.

For created users

Enter the email address of the desired recipient at (1). This recipient will then receive a link for the release.

For other Nextcloud instances

You can also forward files or folders to other Nextcloud instances. For this, enter the Federated-Cloud-ID of your sharing partner at (1). This feature has not been tested yet by Thomas-Krenn.AG.

Share link

Here (2), you will receive a release link for the object and you can also set additional options, for example if preparing the document is allowed, the download is prohibited or if a password or expiration date should be set. In addition, you can leave a note for the recipient that will be added when sharing the link. Example: "Hello colleagues, please take a look on this file and give me feedback."

Others with access

Here (3), you can see internal users, that do also have access onto this file.

Internal link

This link (4) can be copied as direct link into the clipboard and manually sent to a recipient. This only functions for users that already have access on these files (internal users).

Deleted files

If you have deleted one or more objects, you can view a list of the files you have deleted under "Files" > “Deleted items” and permanently delete or restore them as needed. You can also use bulk editing to delete or restore multiple objects or even all objects.

Recreate object

To recreate a file or a folder, click on the "Restore" button to the right of the file name. The object is recreated and integrated at the original location.

Delete object permanently

Nextcloud files - delete files permanently

Follow the steps 1 and 2 to permanently delete files or folders. Please note that there will be no further security prompt!

Retention period

By default, Nextcloud allows deleted files to occupy up to 50% of the total storage space. Once the 50% limit is reached, Nextcloud deletes the oldest deleted files until the limit is again below 50%. Regardless of this rule, deleted files are retained for 30 days and then automatically deleted.

Display hidden files

If you want to upload files that are hidden by default in the operating system and contain a "." before the file name, you must explicitly set this so that they are displayed in Nextcloud.

To do this, click on the Settings menu item (1) under Files and then select "Show hidden files".

Examples for these files are .htaccess files or certain configuration files from Linux operating systems. You will not know if you have uploaded or possess hidden files. This can be determined in the folder browser:

More information

• Nextcloud Manual (docs.nextcloud.com)

Author: Jonas Sterr Jonas Sterr has been working for Thomas-Krenn for several years. Originally employed as a trainee in technical support and then in hosting (formerly Filoo), Mr. Sterr now mainly deals with the topics of storage (SDS / Huawei / Netapp), virtualization (VMware, Proxmox, HyperV) and network (switches, firewalls) in product management at Thomas-Krenn.AG in Freyung.

Translator: Alina Ranzinger Alina has been working at Thomas-Krenn.AG since 2024. After her training as multilingual business assistant, she got her job as assistant of the Product Management and is responsible for the translation of texts and for the organisation of the department.