---
type: entity
title: Nextcloud
tags: [cloud-storage, university-service, synchronization, sharing, software, collaboration, urz, campus-it]
related: [nc-connector, onlyoffice, openproject, zentraler-nutzeraccount, zentrale-datensicherungsstrategie, nextcloud-basic-operation, collaborative-editing, format-conversion, universitatsrechenzentrum-urz, nextcloud-account-settings, nextcloud-file-management, nextcloud-sharing-management, internal-versioning, nextcloud-trash-bin-policy, nextcloud-data-recovery, collaborative-conflict, desktop-integration, gdpr-compliance, ums, groupware, web-compliant-file-naming, cli-scripted-uploads, cloud-data-migration]
created: 2026-06-30
updated: 2026-07-01
sources: ["output/rz_uni_greifswald_de_dienste_allgemein_e_mail_e_mail_einrichten_mozilla_thunderb.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_bedienung.md", "output/rz_uni_greifswald_de_dienste-webdienste-nextcloud--1sk6jfj", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_bedienung_bearbeitung.md", "6-output--43-rzunigreifswalddedienste-webdienste-nextcloud--1sk6jfj", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_bedienung_einstellungen.md", "6-output--43-rzunigreifswalddediese-webdienste-nextcloud--1sk6jfj", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_bedienung_erstellung.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud--1sk6jfj", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_bedienung_freigabe.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_bedienung_wiederherstellung.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_clients.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_clients_linux.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_datenschutz.md", "output/rz_uni_greifswald_de_dienste_webdienste_nextcloud_faq_nextcloud.md"]
---

# Nextcloud

**Nextcloud** is a free software, web-based cloud storage and collaboration service provided by the [[universitatsrechenzentrum-urz]] (URZ) for the members of the Universität Greifswald (the university community). It provides a secure environment for hosting, storing, synchronizing, and sharing files, ensuring data sovereignty by providing an alternative to third-party cloud providers and keeping data within university-controlled infrastructure. It allows for the exchange and collaborative editing of data, with the ability to share files with internal and external parties.

## Access and Integration

- **URL**: The university instance is accessible at `https://nextcloud.uni-greifswald.de`.
- **Authentication**: Access is granted via the [[zentraler-nutzeraccount]].
- **Account Integration**: Uses the [[ums]] as the source of truth for primary email addresses used in sharing and account search.
- **Web Access**: Accessible via browser for file management and integrated apps.
- **Desktop Integration**: Available via the Nextcloud Desktop Client, allowing users to synchronize cloud data with local folders and use non-web/external applications for editing.
    - **Windows/macOS**: Dedicated clients available for synchronization.
    - **Linux**: Installed via package manager. For example, on **Ubuntu 20.04**, the command `sudo apt install nextcloud-desktop` is used.

### Desktop Client Setup
The setup process involves a 5-step flow:
1. Log in $\rightarrow$ 2. Enter server address $\rightarrow$ 3. Configure sync behavior/folder $\rightarrow$ 4. Browser authentication $\rightarrow$ 5. Grant access.

## Quota and Storage
- **Storage Limits**:
    - The existing version on disk states the default quota is **10GB per user**, which is displayed/visible within the web interface.
    - The newly generated version specifies quotas based on role: **10 GB for Staff (Mitarbeitende)** and **1 GB for Students (Studierende)**.

## Functionality and Features

### Operational Workflows
The operational use of the platform is categorized under [[nextcloud-basic-operation]]. The URZ defines the basic operation through five key functional areas:
1. **Settings**: User and account configuration.
2. **Creation**: Creating documents and folders.
3. **Editing**: Modifying files.
4. **Sharing**: Managing shares and access permissions.
5. **Recovery**: Restoring documents.

### File Management
- **Creation**: New files and folders can be created using the "Plus" button in the home directory.
- **Uploading**: Files can be uploaded via the web interface or through **Drag'n'Drop** from a local file explorer.
- **Migration**: Supports data migration from other services like the [[groupware]] file module via WebDAV or ZIP archives.

### Document Editing and Collaboration
Nextcloud integrates with an [[onlyoffice]] document server to allow users to edit text documents, spreadsheets, and presentations directly in the browser.

- **Real-time Collaboration**: Multiple users can edit the same document simultaneously via [[collaborative-editing]].
- **In-Browser Workflow**: Basic editing does not require the installation of local software.
- **Format Management**: 
    - Nextcloud supports the conversion of legacy file formats (e.g., `.doc`) to modern formats (e.g., `.docx`) directly through the web interface, which is a prerequisite for editing.
    - The newly generated version specifies that only modern file formats (e.g., `.docx`) are editable and legacy formats must undergo [[format-conversion]] via the web interface before editing is possible.

### Operational Risks
Users must be aware of the [[collaborative-conflict]] that arises when mixing local desktop synchronization (Desktop Client) with real-time OnlyOffice collaboration, as local saves can overwrite web-based changes.

## Sharing and Collaboration
Nextcloud employs a robust [[nextcloud-sharing-management]] system that allows users to share files and folders using the "Share" symbol.

### Sharing Mechanisms
- **Link Sharing**: Generates a URL that can be sent to others.
- **Internal Sharing**: Grants access directly to other university members by searching for their accounts.
- **Search Logic**: The internal user search is restrictive and requires full names, primary email addresses (verified via [[ums]]), or last names. Partial searches/string matches are not supported by default, but require the use of the `*` wildcard.

### Permissions
When sharing, owners can assign specific rights to the recipients, including:
- **Editing** (Bearbeiten)
- **Creating** (Erstellen)
- **Deleting** (Löschen)

### Managing Received Shares
To prevent directory clutter, recipients of shared folders have the flexibility to:
- **Rename** the shared folder.
- **Move** the shared folder into their own personal folder structure.
These local organizational changes do not affect the original owner's file structure.

## Integrated Services and Other Tools
Nextcloud serves as a hub for several other collaboration tools:
- **Project Management**: Integrated with [[openproject]] via a plugin for direct file usage in projects.
- **Email Integration**: 
    - Nextcloud is integrated with the university's email system to allow users to send large files via download links (Filelink).
    - Nextcloud is used as the backend for the "Filelink" workflow in [[mozilla-thunderbird]]. 
    - By using the [[nc-connector]], users can bypass email size limits by hosting files on the university's Nextcloud instance and sharing links instead of attachments.
    - This is also referred to as [[filelink-via-nextcloud]].

## Power User Features
- **Direct Downloads**: Appending `/download` to a share link allows direct file retrieval, bypassing the Nextcloud preview interface.
- **Automation/CLI Uploads**: Supports headless uploads via `curl` using the WebDAV endpoint: `https://nextcloud.uni-greifswald.de/public.php/webdav/` (see [[cli-scripted-uploads]]).
    - **Authentication**: The username is the unique identifier at the end of the share link.
    - **Header**: The request must include the header `X-Requested-With: XMLHttpRequest`.

## Technical Troubleshooting
### Common UI Issues
Many display errors (missing files/folders) are caused by local browser cache. These are typically resolved by:
- Restarting the browser.
- Using Incognito/Private mode.
- Hard refreshing (`CTRL+F5` or `CTRL+R`).

### PDF Viewing
The internal PDF viewer may fail to load files with non-web-compliant names (containing spaces, umlauts, or special characters), potentially returning a "Missing File" error. This occurs because these characters are Unicode-encoded in the URL (e.g., containing `%25XXX`), which can cause the server to fail to locate the file. Users are encouraged to follow [[web-compliant-file-naming]] or download the file directly.

## User Management and Security
Users can personalize their experience and manage data governance through [[nextcloud-account-settings]].

- **Personalization**: Adjustment of language and design themes.
- **Data Governance**: Through [[nextcloud-file-management]], users can transfer ownership of files/folders and verify expiration dates for shared content.
- **Device Management**: Users can manage connected devices/clients via the web interface (**Settings $\rightarrow$ Security**), allowing for:
    - Controlling file access.
    - Revoking access rights for specific devices.
    - Performing a remote wipe of data on a lost or compromised device.

## Data Protection and Privacy
The service adheres to [[gdpr-compliance]] with the following specific policies:
- **Data Collected**: IP addresses, full names, email addresses, profile pictures, storage quota usage, and user-uploaded content.
- **Retention**: 
    - Technical log data (IP addresses) are deleted after a maximum of **seven days**.
    - User data is deleted automatically upon the removal of the [[zentraler-nutzeraccount]] from the university's central account management.
- **Third Parties**: User data is not passed on to third parties.
- **Legal Basis**: Processing is conducted under Art. 6 Abs. 1 lit. e DSGVO, § 6 Abs. 2 of the Data Protection Statute, and § 8 Abs. 6 of the URZ Ordinance.

## Data Recovery and Backup
Nextcloud provides several mechanisms for the restoration of deleted files and previous versions of documents. For detailed recovery procedures, see [[nextcloud-data-recovery]].

### Recovery Mechanisms
1. **Deleted Files Recovery (Trash Bin)**: 
   - A trash bin system that retains files for 7 days (up to 50% of user quota) without counting against the storage limit. See [[nextcloud-trash-bin-policy]].
2. **Self-Service / Internal Versioning**: 
   - Nextcloud maintains periodic backups of files and folders to allow for recovery via [[internal-versioning]].
   - Users can view and restore these using the "Details öffnen" (Open Details) button in the web interface for any file or folder.
3. **Administrative Backup**: 
   - Recovery is available through the URZ's [[zentrale-datensicherungsstrategie]] for comprehensive or significant data loss scenarios.

## Support
Technical support for Nextcloud is provided as part of the Campus-IT central services by the [[universitatsrechenzentrum-urz]] (URZ). Users can report issues via:
- The [[groupware]] ticket system.
- The URZ/Campus-IT hotline (ext. 1420).