You can use groups to share folders, files or libraries (a collection of files and folders) with several users at the same time. Instead of sharing the data with each person individually, you share it with the whole group. Using groups also makes it easier to keep track of your shares. It makes sense to use groups as soon as you collaborate with more than 2 people or share files or folders with the same people more than once.
A group can replace access via a "function identifier" (as with Nextcloud) in parts. Group libraries allow you to transfer to a new owner - so you can transfer all files & shares to a new owner regardless of the duration of a person's contract.
Working with a group involves the following steps:
- Create group
- Share libraries, folders or files for the group with the desired rights
- Adding group members
You can also add and remove users from a group at a later date. The content of shared libraries can be synchronized for members of the group.
Create and release a group
To create a new group, click on "# All groups" in the left-hand navigation bar under "For my groups". A new page opens on the right-hand side, in the top left-hand corner you can create a new group using the "+ New group" button.
Give your new group a name and save it. The group will then appear in the overview under "# All groups".
Libraries
A created group is initially only an administrative unit that does not have its own file storage. If you then want to make shared storage space available to all members, you can do this via a library.
If you are still on the newly created group on the left-hand side, you can click on "+ New library" to create new libraries that are automatically shared with every member of the group. An existing library can of course be assigned to a group at a later date.
Rights for shared libraries
Libraries that are shared with the "Read and write" permission can be downloaded and changes are synchronized with all group members.
If you assign "Read only" rights, the libraries can be downloaded by everyone. However, changes made by other group members are neither uploaded nor synchronized.
If the "Administration" right is selected when sharing a library, group members can add new participants to the group in addition to downloading and editing.
The rights can be set individually for each group member.
Group settings
On the overview page of a group (you must first select the group on the left-hand side), the libraries, folders and files shared for the group are displayed, among other things. In the top right-hand corner you will find a cogwheel symbol for the group settings.
Under "Settings" you will find the following actions if you are the administrator of the group:
- Rename the group
- Transfer the owner of the group
- Activate the wiki for the group
- Import members
- Manage members (add, remove members and change roles)
- Delete the group
If you are not an administrator of the group, you can only leave the group.
Member administration
Individual persons can be added to a group using "Manage members". The roles of members can also be changed. To change a role, move the mouse over the name of the person in question. A pencil symbol will then be displayed. This allows you to change the role.
With "Import members", you can add several people to a group using a .csv file. Only one email address in the form account@rptu.de may appear in a line. Unfortunately, we cannot provide a list of members from Nextcloud.
Every student or employee of a university or college in Rhineland-Palatinate has a Seafile account. However, in order to be added to a group, the person must have logged into Seafile at least once. To add an external user to a group, the person must first apply for an account.
To remove a member from a group, move the mouse over a user name. A button with a cross will then appear on the right-hand side of the line. Click on it to remove a member from the group. If the person is removed from the group, they can no longer access the libraries, folders or files or the discussions.
You can transfer the administration of the group to another person by clicking on Transfer. To do this, enter their e-mail address in the field. You will then lose all administrative rights yourself, e.g. manage members, etc.
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