File Management & File Sharing
Learn how to upload, organize into folders, and securely share files, both within and outside your company.
Nextcloud is your own private corporate cloud. It allows you to access your documents from anywhere, eliminating the need for insecure USB drives or sending large files via email. Managing and sharing files is easy in a secure and modern environment.
Uploading and Organizing Files
To add files and keep your Cloud organized:
- Log in to your company's Nextcloud and make sure you're in the app Files (the folder icon in the upper-left corner).
- Create a Folder: Click the icon “+” (Add) At the top, select New Folder, give it a name, and press Enter.
- Uploading Files: You can simply drag and drop files from your computer into the Nextcloud window. Alternatively, click the “+” and select Upload File.
[ Screenshot: The “+” button in Nextcloud and the “Upload file” and “New folder” options ]
Sharing with Internal Users (Collaborators)
If you want to share a folder or a document with a colleague who already has an account on your Nextcloud:
- Find the file or folder and click the icon Share (the icon with the three connected dots or the little person) to the right of the name.
- In the search field on the right-hand sidebar that appears, type name or the email your colleague's name or the name of a group (e.g.,. Accounting Department).
- Once you select it, the file will automatically appear in their Cloud as well. You can tap the three dots next to its name to set whether they will have read-only access or editing access.
[ Screenshot: The “Sharing” tab on the right, showing the internal user search ]
Sharing with External Users (Public Links)
If you need to send a file or an entire folder to an external client or supplier who not has an account in your system:
- Open the sharing panel to the right of the file again.
- Find the option Share link and click the icon “+” next to her.
- Nextcloud will generate a unique link. Click the icon Copy to clipboard. Now you can paste the link into an email, Viber, or WhatsApp message to send it to the customer.
Do you want a customer to send you large files (e.g., invoices or photos) but they don't have cloud storage? Create a folder, then create a Share Link, tap the three dots next to the link and select File Upload (File Drop / Upload Only). Send him the link. When the customer opens it, he'll see a page where he can upload files directly to your folder—but without seeing what else is in that folder!
When you create a public link for sensitive company documents, anyone who finds that link can download them. For maximum security, always click the three dots next to “Share Link” and: 1) Select Protect with a password by setting a password, and 2) Select Set expiration date so that the link will automatically «expire» after a few days.
[ Screenshot: The advanced settings for a Public Link (Password, Expiration Date, Allow editing) in the Nextcloud menu ]
Do you want to free up space on your computers?;
Managing the cloud through a browser is convenient, but true productivity begins when Nextcloud is fully integrated into your company’s computers. At Skynetix, we handle the installation and configuration of the **Nextcloud Desktop Sync Client**. With the *Virtual Files* feature, your entire team can view company files directly from their Windows or Mac computers (just like a regular folder), without the files taking up even a single megabyte of hard drive space until they’re opened!
