A club or family folder that doesn't disappear when someone leaves

The question: "Everything for our club is in a shared folder belonging to the previous secretary. They're stepping down now. What happens to the folder, and how do we avoid this next time?"

The problem: a shared folder always belongs to one person. If that user is deleted, the folder disappears for everyone else too. The same applies to a family where everything is in one parent's folder.

Right now: securing the folder

1. Have the departing person transfer ownership of the folder to someone who's staying, via Settings, Sharing and the Files section. See Transferring ownership when a colleague leaves.
2. Only delete the user in My WebOké once the transfer is complete. If you want to keep the account around for a while, disable it instead of deleting it.
3. Can the person no longer log in? Then follow Colleague leaving: safely taking over files, calendar and shared folders.

From now on: a team and a team folder

1. Create a team

In the Teams app, create a team, for example "Committee" or "Family", and add the members (see Creating teams and sharing a folder with your whole team). If someone joins or leaves, you only need to update the team.

2. Request a team folder

A team folder belongs to the team, not to one person. It stays in place when someone leaves, and the storage isn't counted against one member. WebOké sets up a team folder for you: request one with a ticket in My WebOké and provide the name of the folder and the team (see Team folders: a shared folder that belongs to the team). Team folders are available on Personal, Family and Max, but not on Nextcloud Free.

3. Move the files

1. Open the old shared folder in Files.
2. Select everything (the checkbox above the list selects all items).
3. Click Move or copy at the top, choose the team folder and click Move with the name of the team folder (see Creating, moving, copying and renaming folders).
4. Check that everything has been moved across, then remove the old share.

Tips for setting it up

• Use a fixed folder structure, for example Minutes, Finances, Members, Activities. Add a short explanation with Add folder description (see Creating notes and text files with Text).
• Decide who's allowed to do what. Not everyone needs to be able to edit the financial documents.
• When sharing outside the club (with members, parents, the local authority), always use a link with a password and expiry date (see Creating a public link: viewing, editing, password, expiration date and download limit).