Table of contents

What are Nextcloud group folders?

How do i request a group folder?

How do i add new administrators and users to a group folder?

 

What are Nextcloud group folders?

Nextcloud’s group folder is an ideal storage solution for research groups and whenever data needs to be collected, processed, and managed by multiple individuals. Group folders differ from personal Nextcloud accounts in that their lifespan is not dependent on individual researchers’ JYU credentials. This ensures that data remains accessible even if one of the researchers managing the group folder leaves the university. Group folders have the same sharing features as personal Nextcloud accounts.

How do i request a group folder?

The researcher in charge of the project requests the group folder using the form in HelpJYU:

Requesting a group folder requires a connection to an existing project or other valid reason. The life cycle of the folder must be assessable when it is requested.

How do i add new administrators and users to a group folder?

Group folder administrators can add regular users and administrators to the folder. New members must have JYU user accounts. When adding members to the group folder, it’s important to note that only individuals with their personal Nextcloud activated can see the folder and access it. For those without this permission, access must be shared using Nextcloud’s built-in sharing tools.

When you are the administrator of a folder and want to add a new user, do the following:

1. Log in to OMA - My Personal Information service. Go to the Services tab and then to the eWorkspaces view:

2. You will see active the group folders for which you have administrator rights. Click on the folder name:

3. In the menu that opens, you will see the current administrators and other current users. Click "Add members":

4. Search for the person you want to add by surname and first name in the search menu that opens. If the person will take on the role of administrator, tick both "Member" and "Administrator". If the new user becomes a regular user, tick only "Member". Finally, click "Add" and "Save":

5. Done! Now the new member will see the group folder in their Nextcloud home screen in the JYU Groups directory when they log in to Nextcloud with their login at https://nextcloud.jyu.fi:

6. If a new member has not yet set up Nextcloud, you can find help here: Setting up Nextcloud - HelpJYU.