• Background
• Proposal
  • Move root-level shared folders to external storage
  • Create "TPI" and "Common" shared folders
  • Set system-wide default incoming shared folder to "Incoming"
  • Reorganise shared folders and documents
  • Goals
  • Scope

Background

In the Tor Project Nextcloud instance, most root-level shared folders currently exist in the namespace of a single Nextcloud user account. As such, the management of these folders rests in the hands of a single person, instead of the team of Nextcloud administrators.

In addition, there is no folder shared across all users of the Nextcloud instance, and incoming file and folder shares are created directly in the root of each user's account, leading to a cluttering of users' root folders. This clutter is increasingly restricting the users' ability to use Nextcloud to its full potential.

Proposal

Move root-level shared folders to external storage

The first step is to activate the External storage support Nextcloud app. This app is among those shipped and maintained by the Nextcloud core developers.

Then, in the Administration section of Nextcloud, we'll create a series of "Local" external storage folders and configure sharing as described in the table below:

Create "TPI" and "Common" shared folders

We'll create a shared folder named "Common", shared with all Nextcloud users, and a "TPI" folder shared with all TPI employees and contractors.

• Common would serve as a repository for documents of general interest, accessible to all TPO Nextcloud accounts, and a common space to share documents that have no specific confidentiality requirements

• TPI would host documents of interest to TPI personnel, such as holiday calendars and the employee handbook

Set system-wide default incoming shared folder to "Incoming"

Currently when a Nextcloud user shared documents or folders with another user or group of users, those appear in the share recipients' root folder.

By making this change in the Nextcloud configuration (share_folder parameter), users who have not already changed this in their personal preferences will receive new shares in that subfolder, instead of the root folder. It will not move existing files and folders, however.

Reorganise shared folders and documents

Once the preceding changes are implemented, we'll ask Nextcloud users to examine their list of "shared with others" files and folders and move those items to one of the new shared folders, where appropriate.

This should lead to a certain degree of consolidation into the new team and common folders.

Goals

• Streamline the administration of team shared folders
• De-clutter users' Nextcloud root folder

Scope

The scope of this proposal is the Nextcloud instance at https://nc.torproject.net