Table of contents
Sharing data with a general sharing link
Sharing data between JYU Nextcloud users
Sharing data via email to an external recipient
Sharing data with several recipient qroups with differing share settings
Sharing data with a general sharing link
You can create a general sharing link without assigning it in Nextcloud to a particular email address. This option is handy in cases where you want to share data with a larger group, e.g. to the whole research team, or to a class of students.
Start by clicking the link icon to to the right of the item that you want to share:
In the 'Share link' menu that opens, click the plus icon to create the link:
Open the share settings menu from the three dot icon:
In the menu, choose the desired share settings. You can uncheck the expiration date if it is not needed. You can also set a password for the share:
Lastly, just copy the generated link to clipboard and paste it to wherever you want to share the link:
Sharing data between JYU Nextcloud users
Files and folders are shared between JYU Nextcloud users directly by first name and surname. Again, start by clicking the share link to the right of the item you want to share. Then type the name (surname, first name) of the recipient in the address field. Please note that you can only type one recipient's name at a time in the field:
When you click Enter after typing the name, the item appears directly in the Nextcloud main directory of the other Nextcloud user.
Sharing data via email to an external recipient
To recipients who are not JYU Nextcloud users, data are shared either via general sharing links (see above) or via email using the Nextcloud address field. First, again click the link icon to the right of the item that you want to share, and then type the recipient's email address in the address field of the Share link view:
After typing the address, just click Enter. The Enter command creates and opens the link. Please note that you can only type one address at a time in the field.
Now, the recipient's email address appears in the Share link menu. You can manage the share settings from the three dot icon to the right of the recipient address:
When creating a share link to email, a password is automatically generated. At this point, the creator of the link automatically receives an email from Nextcloud containing the generated automatic password. If the sender wants to change the password or uncheck the password box altogether, you can do it in the menu. Important: the recipient does not receive the password with the Nextcloud link; the sender must send it to them separately. If you uncheck the password, you can ignore the received automatic password notification, and the recipient accesses the data directly via the link:
You can unshare the item at any point by clicking Unshare in the share settings menu:
Sharing data with several recipient groups with differing share settings
You can share the same item simultaneously to several recipients and/or recipient groups with differing share options. This means that you can e.g. share material to your research team without a password or an expiration date, and share the same material with your students with a set expiration date.
In the sharing settings of the shared item, select Add another link:
Now, another share appears in the Share link view. After this, you can manage the settings of the new link and then send it to the recipients as needed:
Opening a share link in email
When an external recipient receives data via an email link, they get to access the data via the link in the notification email:
If the sender has set a password to the share, the recipient first lands on an authentication page where they type the password that the sender has sent to them separately. If the sender has unchecked the password, the recipient accesses the shared Nextcloud content directly. In the share window, the recipient can view the data, and download them if the sender has checked the 'Allow upload and editing' setting in the sharing settings: