File Access Control and Workflows

Manage, control and secure the flow of data on your Nextcloud server

Users need to exchange data

The traditional shared data directory in companies has been informally augmented with attachments sent around by email as well as illicit usage of public cloud solutions like Dropbox. This brings significant legal, practical and financial risks.

IT needs to stay in control

A private cloud with File Access Control brings data back under IT policy.

Access on your terms

Through File Access Control and automatic file tagging, Nextcloud gives administrators control over data access by enabling them to define strict rules requests need to adhere to. If users in certain groups or geographic regions should not be given access to certain file types or if data with a specific tag should not be shared outside the company, administrators can make sure their Nextcloud instance enforces these rules.

Combined with our Secure Sharing Outlook addin (and by disabling direct email attachments), File Access Control can play a crucial role in enforcing company policy on data sharing.

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Define automated Workflows and retention

The Workflow engine expands the capabilities of auto tagging and File Access Control, enabling administrators to start any kind of actions based on triggers. Examples would be converting document file types to PDF upon upload by members of a specified group or emailing files put in a specified folder with a given tag to a given mail address.

File retention and deletion can also be controlled based on tags set manually or automatically, ensuring legal or practical requirements for the longevity of data lifespans can be enforced.

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File access control at home

Home users will find that the File Access Control app and other workflow tools can be used to prevent accidental sharing of sensitive data, adding an additional layer of protection to Nextcloud.

The example on the right ensures that files with the "protected" tag are not accessible outside the home network nor synced by the clients. Learn more in our blog.

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