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Nextcloud Teams: essential hacks for better team sharing and management

Beitragsdatum

25. Juni 2024

Kategorien

Autor

Mikhail Korotaev

Nextcloud Teams is a team management app in the Nextcloud Hub ecosystem that provides an organizational structure similar to channels and user groups in Microsoft Teams, designed for digital sovereignty and self-organization.

The purpose of Nextcloud Teams app is to streamline team activities within your cloud by setting up group sharing features for various apps like Nextcloud Files, Nextcloud Talk, Nextcloud Deck, and Collectives — all from a single place. It also includes a dedicated Teams Dashboard Widget for quick access to team activities, recent files, and active Talk rooms.

What makes it different from casual group sharing? Nextcloud Teams is perfect for smaller, temporary projects and can combine users from different groups into any number of teams. Teams can also be created by any authorized user, making work much more flexible and saving the precious time of your admins.

Read on as we explore this hidden gem of Nextcloud Hub that can amplify your team’s productivity and enhance core sharing capabilities.

Manage teams like a pro

Any authorized user can create a Team to share files, Deck items, Collectives and other Nextcloud Hub items. Accessible through Contacts app, Nextcloud Teams adds versatility to user management: you can invite not only the users of your Nextcloud, but also federated users from your network, contacts from your address book, and even external contacts by email.

When creating a Team, you can set the following rules in settings:

Invitation policy: Define who can request membership and invite others to the team, whether new members need to accept the invitations, and if the Moderator confirmation is needed to accept new members.
Visibility: Make the Team publicly visible or private.
Membership policy: Decide if members can participate in other teams.
Password protection for shared files: Set up a password protection policy for teams working with sensitive data by making password protection mandatory, and even set your own unique password for all the shared files.

In Nextcloud Teams, you can set a fine-grained control adding an extra layer to rights management. Within a Team, users can be simple Members, Moderators, Admins or Owners (only one per team):

Member

Member has the most basic permissions. They can only access the resources shared with the team and view the team members.

Moderator

Moderator can also invite, confirm invitations and manage the team members.

Admin

In addition to Moderator permissions, an Admin can configure Team settings.

Owner

Owner is the highest user rank that, in addition to all other levels of permissions, can also transfer the circle ownership to another member of the circle.

Once a Team, always a Team!

The real magic of Nextcloud Teams is that it works with the entire Nextcloud Hub. It acts as a smart permission layer across the entire Nextcloud ecosystem. So once a Team is established, every app in Nextcloud Hub automatically recognizes it, and you can search for teams available to you with a Unified Search feature and get updates on team activity through the Activity app.

Set up team sharing across apps

Starting a new project, or maybe an internal group of friends? Set up up your Team and work together in other Nextcloud Hub apps — feels as natural as normal group sharing! To share an item in any Nextcloud Hub app with a Team, just search the Team name in the Sharing menu and create the share.

What items can be shared among your Team:

Documents, folders and media in the Nextcloud Files app
Collectives pages
Talk rooms
Deck boards and cards
Calendar sharing

Browse Teams and resources from one place

With the recent Nextcloud Hub 26 Spring release, we reworked the app, adding a few new features. You can now browse all resources from Nextcloud Hub apps shared between team members for quick access to project files, Deck, related Collectives pages, and more. Besides, Unified Search and Dynamic Actions allow team members to instantly locate and interact with any Deck card, Collective page, or file assigned to their Team without needing to open individual apps manually.

Boost team management and sharing with Nextcloud Hub

With Nextcloud Teams, you can build a solid collaboration and sharing platform for your organization, integrating team sharing with many other Nextcloud Hub apps like Nextcloud Talk for chats and videoconferencing, Nextcloud Files for file sharing and management, Nextcloud Deck for running projects, and other apps.

If you’re part of a larger organization, take a look at the Nextcloud Enterprise plan. It gives you access to the full Nextcloud Hub product suite combined with the reliability, security, and compliance guarantees needed for critical deployments.

New to Nextcloud? There’s no better time to try it out! Get control over your data today with the most secure open-source collaboration platform.