Nextcloud

Overview

Nextcloud is a suite of client-server software for creating and using file hosting services. It's similar to Dropbox, Office 365 or Google Drive. PBS has replaced Salesforce with Nextcloud and uses it to manage and share reporting. 

Before using Nextcloud, the PBS Support team will first set up your station with an admin account. After the account is created and the account credentials are sent to your station admin, the station admin is responsible for creating accounts for each station user who will be eligible to receive reports.

Each station has its own unique folder in Nextcloud that contains subfolders holding various reports that were previously accessible in Salesforce. Only designated station admins can access the folders. It is up to your station admin to grant permissions to additional staff.

The initial launch features access to Prospect reports only.

Getting started

To begin using Nextcloud, contact PBS to have an account set up and a unique folder assigned to your station. The name of the folder is typically your station call letters (ex: WETA). Once PBS has set up and assigned a station admin to your Nextcloud account, the station admin is responsible for creating users and assigning permissions. Station admins can also create groups and organize users within the groups. 

How to create a user

Station admins are responsible for creating users and managing folders. 

• Click your login in the upper right side of the page (Figure 1.1).
• When the menu displays, click Users (Figure 1.2).

Figure 1

• On the left side of the page, click New user (Figure 2). 

Figure 2

• Fill out all applicable fields at the top of the page (Figure 3).
  • Type the username for the person whose account is being created (Figure 3.1)
  • Type the user's Display name (Figure 3.2). This is the name that displays in the Nextcloud console.
  • Type the user's password (Figure 3.4). The user can go into the console and change this after their account is created.
  • Type the user's email address (Figure 3.5). This is the email address the user will use to log in to Nextcloud.
  • Click the Add user in group textbox and select the group to which the user should be associated (Figure 3.6).
  • If the user should be a group admin, click the Set user as admin for textbox and click the station that is associated with the user (Figure 3.7).
  • Click the Default quota textbox and select the amount of data the user should be allowed to add to the account (Figure 3.7).
  • When finished, click the blue circle to commit the changes (Figure 3.8). 

Figure 3

• The new user displays in the console with all assignments (Figure 4).

Figure 4

How to delete a user

Station admins can delete users. Once a user has been deleted, they are deleted permanently and must be created again. 

• Click the three horizontal dots to the right of the user you want to delete (Figure 1.1).
• When the menu displays, click Delete user (Figure 1.2). 

Figure 1

• Click the red Delete button to confirm the deletion (Figure 2). 

Figure 2

• Enter your Nextcloud password in the authentication textbox to complete the deletion (Figure 3.1). This is the password associated with your Nextcloud login.
• After entering your password, click Yes to complete the deletion (Figure 3.2).

Figure 3

The user is permanently removed from Nextcloud and must be created again.

How to share content

Content in Nextcloud is stored in folders that can be shared between registered users or groups. Only station admins can share content in Nextcloud and they are responsible for managing folders and making sure content is shared with the appropriate people.

There are four ways to share content:

1. By folder
2. By file
3. Share with groups
4. Send a link

How to share folders 

Station admins can share entire folders or individual files within a folder. This section illustrates how to share entire folders.

• From the main files dashboard (Figure 1.1), click the share icon to the right of the folder name that holds the content you want to share (Figure 1.2).

Figure 1

• In the the textbox on the right side of the page, begin typing the name or email address of the user with whom the content is being shared (Figure 2.1).
• When a list of matching entries displays, click the name of the person with whom you want to share the content (Figure 2.2).

Figure 2

• The person with whom the folder was shared receives an email from their station's Nextcloud account and should click the blue button at the bottom of the email to access the content on the Nextcloud site (Figure 4). The email is sent to the email account associated with the user's Nextcloud login. 

Figure 3

The user has access to all of the files in the folder (Figure 4). 

Figure 4

How to share files 

• Click the name of the folder that holds the files you want to share (Figure 1).

Figure 1

• Click the share icon next to the file you want to share (Figure 2.1).
• In the textbox on the right side of the page, begin typing the name or email address of the user with whom the file is being shared (Figure 2.2).
• When a list of matching entries displays, click the name of the person with whom you want to share the content (Figure 2.3).

Figure 2

• The person with whom the folder was shared receives an email from their station's Nextcloud account and should click the blue button at the bottom of the email to access the content on the Nextcloud site (Figure 4). The email is sent to the email account associated with the user's Nextcloud login. 

Figure 3

Click the group name (Figure 4).

Figure 4

The entire folder and all of its contents are now shared with all members of the group. 

How to share content with a group

Sharing content with groups

• To the right of the folder or file you want to share, click the share icon (Figure 1). In this example, we are sharing a folder.

Figure 1

• In the textbox on the right side of the page, begin typing the name of the group with whom the folder is being shared (Figure 2.1).
• When a list of matching entries displays, click the name of the group with whom you want to share the content (Figure 2.2). Groups are indicated by a multi-person icon (). 

How to share content using a link

• After clicking the share icon on a file or a folder, click the Share link on the right side of the page in the share section (Figure 1).

Figure 1

 

• An alert notifying you that the link has been copied displays (Figure 2). You can now paste the link into an email and send to a registered Nextcloud user.

Figure 2