Nextcloud guide

Infrastructure/Implementation Runbook.md

@@ -1155,29 +1155,23 @@ For each user, provide:
 
 ### 3.19 Create Nextcloud Users
 
-Objective
+**Objective**
 
 Provision user accounts in Nextcloud aligned with your email identities so that:
 
-✔ Each internal user has access to the platform
+- Each internal user has access to the platform
-✔ Identity is consistent across email and Nextcloud
+- Identity is consistent across email and Nextcloud
-✔ Permissions can be assigned cleanly in later steps
+- Permissions can be assigned cleanly in later steps
-Architectural Context
+
+**Architectural Context**
 
 You now have:
-
+```
 Fastmail     → user@company.com (email identity)
 Nextcloud    → username (application identity)
+```
 
-For this pilot:
+**Step 1 - Log into Nextcloud as Admin**
-
-✔ Keep usernames identical (jsmith ↔ jsmith@company.com)
-Prerequisites
-[✔] Nextcloud deployed and accessible (Task 3.15)
-[✔] HTTPS working: https://drive.company.com
-[✔] Admin account available
-[✔] Email accounts created (Task 3.18)
-🌐 Step 1 — Log into Nextcloud as Admin
 
 Open:
 

Training Guides/How to use Nextcloud webapp.md

@@ -0,0 +1,323 @@
+# Nextcloud Basic User Guide
+
+## Purpose
+This guide helps new users log in, secure their account, manage files, and safely share content in Nextcloud.
+
+## 1. Accessing Nextcloud (First-Time Login Experience)
+
+Objective: Ensure every user can confidently access the system and understand what they are looking at from the very first interaction.
+
+### 1.1 What You Are Accessing
+
+Nextcloud is your organization’s private cloud workspace. Unlike public services such as Google Drive or OneDrive, this environment is managed specifically for your company. This means your files, communications, and shared content are stored in a controlled system designed for business use, privacy, and security.
+
+When you log in, you are not just opening a file storage tool—you are entering your organization’s central document and collaboration environment.
+
+### 1.2 Opening the Nextcloud Login Page
+
+To begin, open a modern web browser such as Chrome, Edge, or Firefox.
+
+In the address bar, enter the Nextcloud URL provided to you during onboarding. This will typically look like:
+```
+https://drive.gaussianwellworks.com/
+```
+Press Enter, and you will be taken to the Nextcloud login screen.
+
+This page is your secure gateway into the system. If the page does not load, double-check the address for typos or confirm you are connected to the internet or VPN if required by your organization.
+
+### 1.3 Logging In for the First Time
+
+On the login screen, you will see fields for your username (or email address) and password.
+
+- Enter the username or email address provided to you.
+- Enter your temporary or assigned password.
+- Click Log in.
+
+During your first login, one of the following may occur:
+
+- You may be prompted to change your password immediately.
+- You may be asked to set up multi-factor authentication (MFA).
+- You may be taken directly into the system if no additional setup is required.
+
+Take your time during this step—this is where your personal security within the system is established.
+
+### 1.4 What to Expect After Login
+
+Once authentication is successful, you will be brought into the Nextcloud interface. Most users will land on the Files screen by default.
+
+At first glance, the interface may appear minimal, but it is intentionally designed to be simple and focused. The main window represents your file space, while navigation options are typically located on the left side or top of the screen.
+
+You may also notice:
+
+- A welcome message or onboarding tips
+- A notifications icon indicating recent activity
+- Your profile icon in the upper-right corner
+
+This initial view is your “home base” within Nextcloud.
+
+### 1.5 Understanding Credentials and Sessions
+
+Your login credentials are unique to you and should never be shared. Nextcloud may also remember your session depending on your organization’s security settings.
+
+Be aware of the following:
+
+On a personal device, you may remain logged in between sessions.
+On a shared or public device, you should always log out when finished.
+If your organization enforces security policies, you may be automatically logged out after a period of inactivity.
+
+If you ever receive an error such as “invalid credentials,” carefully re-enter your username and password. If the issue persists, use the password reset option or contact support.
+
+1.6 Accessing Nextcloud from Other Devices (Overview)
+
+While this guide focuses on web access, it is important to understand that Nextcloud is not limited to your browser.
+
+You may also access your files through:
+
+A desktop sync application installed on your computer
+A mobile app on your phone or tablet
+
+These options allow you to work with files more seamlessly, but for initial setup and training, the web interface is the standard starting point.
+
+1.7 Common First-Time Issues and How to Respond
+
+It is normal to encounter minor issues during your first login. Below are common scenarios:
+
+Page does not load
+Verify the web address and check your internet connection.
+Login fails
+Confirm correct username and password (watch for capitalization and spacing).
+Password reset required
+Follow the on-screen prompts carefully and choose a strong password.
+Unexpected prompts (MFA, permissions)
+These are part of your organization’s security setup—follow the instructions provided.
+
+If you are unsure at any step, pause and reach out to your support contact rather than guessing.
+
+1.8 Key Takeaways
+Nextcloud is your organization’s secure file and collaboration environment.
+Always use the official URL provided to you.
+Your first login establishes your personal security settings.
+Take note of what you see on first entry—this is your working environment.
+When in doubt, ask for assistance rather than proceeding incorrectly.
+
+2. Change Your Password
+Click your profile icon in the upper-right corner.
+Select Personal settings or Settings.
+Go to Security.
+Find the Password section.
+Enter your current password.
+Enter your new password.
+Confirm the new password.
+Click Change password.
+
+Use a password that is long, unique, and not reused from another account.
+
+3. Set Up Multi-Factor Authentication
+
+Multi-factor authentication protects your account by requiring both your password and a second verification code. Nextcloud supports TOTP authenticator apps when enabled by the administrator, and backup codes are used for recovery.
+
+Install an authenticator app on your phone, such as:
+Microsoft Authenticator
+Google Authenticator
+Aegis
+1Password
+Bitwarden
+In Nextcloud, click your profile icon.
+Select Personal settings or Settings.
+Go to Security.
+Find Two-Factor Authentication.
+Choose the authenticator / TOTP option.
+Scan the QR code with your authenticator app.
+Enter the verification code shown in the app.
+Save or print your backup codes and store them somewhere safe.
+
+Do not store backup codes in the same account they protect.
+
+4. Understand the Main Screen
+
+After login, you will usually see the Files area.
+
+Common areas include:
+
+Files — your documents and folders
+Recent — recently changed files
+Favorites — files or folders you mark for quick access
+Shared with you — files others have shared with you
+Shared with others — files you have shared
+Deleted files — recover recently deleted items
+Settings — account, security, and preferences
+5. Upload Files
+Open Files.
+Go to the folder where the file should be stored.
+Click the + button or New button.
+Select Upload file.
+Choose the file from your computer.
+
+You may also drag and drop files directly into the browser window.
+
+6. Create a Folder
+Open Files.
+Click + or New.
+Select New folder.
+Enter the folder name.
+Press Enter or click the confirmation button.
+
+Recommended folder names should be clear and business-friendly, such as:
+
+Client Name - Project Name
+2026 Contracts
+Internal - Policies
+
+7. Move or Copy Files
+Locate the file or folder.
+Click the three dots menu beside it.
+Select Move or copy.
+Choose the destination folder.
+Click Move or Copy.
+
+Use Move when relocating the file. Use Copy when you need a duplicate.
+
+8. Rename a File or Folder
+Locate the item.
+Click the three dots menu.
+Select Rename.
+Enter the new name.
+Press Enter.
+
+Avoid vague names like Document1, New Folder, or Final_Final_v3.
+
+9. Delete and Restore Files
+Delete a File
+Locate the file or folder.
+Click the three dots menu.
+Select Delete.
+Restore a Deleted File
+Open Deleted files.
+Find the item.
+Click Restore.
+
+Deleted files may only be retained for a limited time depending on system settings.
+
+10. Share a File or Folder Internally
+Locate the file or folder.
+Click the share icon.
+In the sharing panel, search for a user or group.
+Select the user or group.
+Set the appropriate permissions.
+
+Common permissions may include:
+
+Read only — user can view/download
+Edit — user can modify content
+Create — user can add files to a folder
+Delete — user can remove files
+Reshare — user can share with others
+
+Only grant the access needed for the task.
+
+11. Share with an External Person
+Locate the file or folder.
+Click the share icon.
+Choose Create public link or Share link.
+Set a password.
+Set an expiration date.
+Copy the link.
+Send the link to the external person.
+
+For sensitive files, send the password using a separate method, not in the same email as the link.
+
+12. Create an Upload-Only Folder
+
+Use this when someone needs to send files to you but should not see the contents of the folder.
+
+Create or select the destination folder.
+Click the share icon.
+Create a public share link.
+Change the link permissions to File drop, Upload only, or similar wording.
+Set a password.
+Set an expiration date.
+Copy and send the link.
+
+The exact label may vary depending on how Nextcloud is configured.
+
+13. Check Who Has Access
+
+Nextcloud allows users to review direct shares and, when permitted, inherited access from parent folders. The Others with access section can show users, groups, or chats that have access through a higher-level shared folder.
+
+Locate the file or folder.
+Click the share icon.
+Review the list of users, groups, and links.
+Look for:
+Named users
+Groups
+Public links
+“Others with access”
+Remove anything that is no longer needed.
+14. Remove Access
+Locate the file or folder.
+Click the share icon.
+Find the user, group, or public link.
+Click the permissions menu or three dots.
+Select Unshare, Remove, or Delete link.
+
+When in doubt, remove access and create a new share with the correct permissions.
+
+15. Use Favorites
+Locate an important file or folder.
+Click the star icon.
+Access it later from Favorites.
+
+Use Favorites for frequently used work folders, not every file.
+
+16. View File Activity
+Select a file or folder.
+Open the details/sidebar panel.
+Review Activity.
+
+Activity may show edits, uploads, deletions, and sharing changes depending on system configuration.
+
+17. Install the Desktop Sync Client
+
+Use the desktop client if you need files synchronized to your computer.
+
+Download the Nextcloud Desktop Client.
+Install the application.
+Enter the Nextcloud server address.
+Log in with your account.
+Approve the connection.
+Choose what folders to synchronize.
+
+Be careful syncing large shared folders to laptops with limited disk space.
+
+18. Use the Mobile App
+Install the Nextcloud app from the iOS App Store or Google Play Store.
+Enter the Nextcloud server address.
+Log in.
+Complete MFA if prompted.
+Access, upload, or share files as needed.
+
+Do not save company files to unmanaged personal apps unless approved.
+
+19. Security Rules to Remember
+Do not share passwords.
+Do not reuse passwords from other services.
+Always use MFA when available.
+Use public links only when necessary.
+Always use passwords and expiration dates on external links.
+Review shared access regularly.
+Remove access when a project or client exchange is complete.
+Contact support immediately if you believe a file was shared incorrectly.
+20. Getting Help
+
+For help, contact:
+
+Support Contact: ________________________
+Email: ________________________
+Phone: ________________________
+
+When requesting help, include:
+
+What you were trying to do
+The file or folder name
+Any error message
+Whether you were using web, desktop sync, or mobile app