File Access Control and Workflows

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.

Define automated Workflows and retention

The Workflow engine expands these capabilities, enabling administrators to start any kind of actions based on these triggers, for example 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.

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.

Monitoring your Nextcloud server

The nextcloud Activity app gives users a clear view on what is happening with their files. It tracks file modifications, downloads of shares and changes to comments or tags, providing an overview in the browser or via email notifications and an RSS feed.

activity settings
activity overview

Server Information

in action

Nextcloud scales to millions of users and at that scale it is important to keep an eye on the health of a system. The Server Information app provides a way for admins to monitor the state and performance of a Nextcloud server installation. Besides the graphical UI, an API endpoint provided makes it possible for system administrators to import this data in their monitoring app so they can keep an eye on Nextcloud operations from the same place they monitor the rest of their infrastructure.

Monitoring and systems intelligence tools openNMS and Splunk already have support for monitoring Nextcloud 10+ systems and the openNMS configuration module can be easily modified for other tools like Nagios.

The app lets you track:

  • CPU load and memory usage
  • Number of active users over time
  • Number of shares in various categories
  • storage statistics
  • Server settings like PHP version, database type and size, memory limits and more