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ownCloud✯

ownCloud is an online file hosting and sharing solution with a collaboration platform that integrates the OnlyOffice office suite.

An ownCloud server instance has been set up and allows ISIMA/LIMOS users to:

  • have cloud storage space to share data within the school and laboratory, as well as with external individuals
  • access their personal space (~/shared directory or Personal Network Drive (P:)
  • collaborate using the integrated online office suite on Word, Excel, and other documents
  • synchronize their ownCloud space with their workstation

You can access your ownCloud directory:

ownCloud Web Interface✯

After logging in, ownCloud is displayed in two panels.

In the first panel, you will find:

  • The files you have in your ownCloud space
  • Files that others have shared with you

!owncloud_web1

In the second panel, you will find:

  • The list of favorited folders
  • Folders/files that have been shared with you
  • Folders/files that you share with users who have an ownCloud account
  • Folders/files that you share via an external link
  • Tagged files/folders
  • Access to external storage (personal drive / ~/shared)
  • The trash bin
  • Some settings

Shared Directory✯

Since early 2024, the shared directory is no longer automatically accessible from ownCloud. You must follow this procedure to restore access.

Go to ownCloud settings:

!owncloud_settings

Then, in the Storage section of the left panel. You will add an SFTP storage. Enter the following information:

  • Folder name: shared
  • Authentication: Username and password
  • Host: shared
  • Root: /home/local.isima.fr/<UCA login>
  • Username: <UCA login>
  • Password: <UCA password>

!owncloud_ext_stor_filled

You should see a green dot appear to the left of the line.

Return to your files by clicking the button owncloud_burger

Now, in your file list, you should see the shared directory. The data in this directory is not stored on the ownCloud service; it is a link to your ~/shared directory or Personal Network Drive (P:)

!owncloud_web2

You can also access your shared directory by clicking External Storage in the left banner:

!owncloud_ext_stor_1

Limited functionality for files and directories stored in shared

You cannot share them with others You cannot use the integrated OnlyOffice online office suite

Since the shared directory is simply an entry point to your personal space (or dirs), any addition, modification, or deletion of files or folders in your personal space (or dirs) by any means other than ownCloud will be reflected in this directory.

Conversely, any deletion/modification made from ownCloud will be reflected in your personal space (or dirs)

Adding/Deleting Files or Folders✯

Above your files, you will see a + (see the first screenshot in this documentation), which allows you to create a folder or an office-type file.

To delete a file or folder, you will see three small dots to the right of each file/folder, which open the available options for the selected item. You will find the option to delete this item, of course.

!owncloud_web3

Downloading Documents✯

To download documents:

!owncloud_download_file

Selecting Multiple Documents✯

If you want to perform an operation (deletion or download) on multiple documents at once, click the icons next to these files:

!owncloud_multi_select

Sharing in ownCloud✯

Receiving a Share✯

When someone shares a document with you, you will be notified by email, and another notification will appear in the ownCloud interface (notifications are found under the bell icon at the top of the interface).

The document does not appear directly in your files; you must approve it via the notification first.

!owncloud_sharing_approve

The share then appears at the base of your ownCloud tree. You can then move this document within your files as you wish.

Find shares made with you at any time!

The list of shares made with you is located in the Shared with you tab in the right panel."

Sharing Files/Folders Internally✯

You can share files or folders with any ISIMA or LIMOS user by clicking the share icon owncloud_share_button

Then enter the first name and last name, email address, or username of the person with whom you want to share the document and validate.

You can share with individuals as well as with groups of people. For example, you have student classes (zz1, prepinp1, m2_siad...), as well as teaching, administrative, and research staff (enseignants_isima, chercheurs_limos, administratifs_isima...).

You can then choose what actions you allow on your share and set an expiration date for the share. You do not need to click "Notify by email"; people with whom you share will automatically receive an email notification. This button is useful for resending a notification

!owncloud_sharing_internal

Once done, the file/folder is marked as shared, and clicking the share icon again allows you to modify the share settings.

The recipient(s) of the share will be notified of the new share by email and in the ownCloud interface.

You can allow the people with whom you share to edit the files.

TODO: Sharing with Custom Groups✯

You can also share files or folders with people outside our services by creating a public link. You can protect your share with a password.

Click the share icon owncloud_share_button, then on Public Links and finally on the Create Public Link button. A window opens allowing you to choose a name for your share and the type of share you want to create.

You can:

  • Allow people in the share to only view and download the content
  • Allow people in the share to view, download, add, and edit the content
  • Allow people in the share to view, download, add, edit, and delete the content
  • Create a file drop (Upload only) Very useful for collecting documents from one or more people
  • Protect with a password (Recommended for public links)
  • Set an expiration date
  • Leave a note for recipients by email

You can also create multiple links to give different permissions to these shares depending on the recipients.

!owncloud_sharing_external_1

You can then manage your share with the four icons next to it:

!owncloud_sharing_external_2

  • The first icon allows you to copy the HTTP access link to your clipboard. You just need to paste (CTRL+V) the address to share it with your recipients.
  • The second allows you to reconfigure the share (see above)
  • The third allows you to share directly on social networks (Twitter, Facebook, Diaspora, and by email)
  • The last allows you to delete the share

Share Confidentiality

Be aware that anyone with the public link can access your share according to the permissions you have granted. It is recommended to use a password that you will share with your contacts to secure your share.

Creating a File Drop✯

ownCloud allows you to create a public file drop. If you need to collect documents from multiple collaborators or students, you can do so using file drops.

To do this, simply create a folder and share it publicly. You can then check the Upload only (File Drop) option.

Similarly, you can require a password to upload files and you can also set an expiration date for the drop.

!owncloud_sharing_external_filedrop

Displaying Hidden Files✯

To display hidden files in the browser, click Settings at the bottom left of the window.

Then check the box "Show hidden files":

!owncloud_hidden_files

File Versions✯

When you modify a file in ownCloud, a version of the file is kept each time you make changes to it.

To view, download, or restore a previous version of a file, click on the right side of the file to display the sidebar, then click Versions. By clicking the small downward arrow, you download the file version to your computer; by clicking the time, you open the document in OnlyOffice or download it; and by clicking the rotating arrow, you restore the file in place of the current one.

!owncloud_file_versions

OnlyOffice✯

The OnlyOffice solution was implemented in conjunction with the ownCloud service. It allows you to view and edit office documents directly online. You can collaborate on a document by sharing it with one or more people; you will then be able to edit the document simultaneously with multiple users.

Here is the list of file types supported by OnlyOffice:

!owncloud_onlyoffice_filetype

You can chat with people connected to the document by clicking the button owncloud_onlyoffice_chat located to the left of the document.

  • Using OnlyOffice
  • OnlyOffice in multi-user mode

ownCloud Client✯

Windows / Mac✯

Client Installation✯

Installing and configuring the ownCloud client involves several steps

  • Download the client here and select Windows or Mac
  • Run the installation with default settings (remember to check the "Integration with Windows Explorer" box)
  • Launch ownCloud
  • Synchronize the client with your account by clicking Log in to your ownCloud
  • Enter the URL https://owncloud.isima.fr or https://owncloud.limos.fr in the field and click Next
  • Enter your UCA credentials (if you are already logged in via the web, this is automatic)
  • Choose whether you want to synchronize all your files in your local ownCloud folder or only certain directories

Here is the procedure in images:

Installation Assistant ownCloud Client
!owncloud_win_setup_1 !owncloud_win_setup_2
!owncloud_win_setup_3 !owncloud_win_setup_4
!owncloud_win_setup_5 !owncloud_win_setup_6
!owncloud_win_setup_7 !owncloud_win_setup_8
!owncloud_win_setup_9

You will then see a new ownCloud folder appear in c:\users\<your_uca_login>\ containing the folders and files you chose to synchronize.

Using the Client✯

In the ownCloud synchronization folder, a small icon is added to each file to indicate its synchronization status (synchronized, sync error, shared...)

!owncloud_win_usage_1

You can create and manage your shares the same way as via the Web interface (if you remembered to check the "Integration with Windows Explorer" box during installation)

!owncloud_win_usage_2

Click Share with ownCloud, then you can:

  • share a file directly with internal users -> click share options
  • create a public share and retrieve the link (accessible to all)
  • manage share permissions
  • create an access password
  • set an expiration date

!owncloud_win_usage_3

ownCloud Client for Linux✯

Client Installation✯

Warning, do not install the ownCloud client in AppImage format that can be found on the website

Use the package manager instead

Open a terminal and type the following commands:

wget -qO - https://download.opensuse.org/repositories/isv:ownCloud:desktop:daily:2.6/Ubuntu_20.04/Release.key | sudo apt-key add -
echo 'deb http://download.opensuse.org/repositories/isv:/ownCloud:/desktop:/daily:/2.6/Ubuntu_20.04/ /' | sudo tee /etc/apt/sources.list.d/isv:ownCloud:desktop:daily:2.6.list
sudo apt update
sudo apt install owncloud-client

It is possible to integrate the ownCloud client with your file explorer (if supported), which allows you to have an ownCloud action menu in your context menu (right-click). You can manage shares directly from your explorer, and a small status logo lets you know if your files/directories are correctly synchronized with the server.

The package to install depends on the desktop environment you are using:

  • Standard Ubuntu (Gnome Shell): sudo apt install owncloud-client-nautilus
  • Kubuntu (KDE Plasma): sudo apt install owncloud-client-dolphin
  • Ubuntu MATE (MATE): sudo apt install owncloud-client-caja
  • Ubuntu Budgie (Budgie): sudo apt install owncloud-client-nautilus
  • Ubuntu Cinnamon (Cinnamon): sudo apt install owncloud-client-nemo
  • Linux Mint (Cinnamon): sudo apt install owncloud-client-nemo

The easiest way to know which file explorer you are using is to type its name in a terminal and see if the application is installed:

nautilus
dolphin
nemo
caja

Depending on which ones are installed, you can choose which of the above commands to use.

Using the Client✯

An ownCloud directory is automatically mounted in your home directory ($HOME/ownCloud, ~/ownCloud). A small icon is added to each file to indicate its synchronization status (synchronized, sync error, shared...)

!owncloud_linux_usage_1

You can create and manage your shares the same way as via the Web interface (if you installed the owncloud-client-<nautilus|dolphin|nemo|caja> package, see above)

Hover over ownCloud, then click Share

!owncloud_linux_usage_2

A window opens where you can then:

  • share a file directly with internal users -> click share options
  • create a public share and retrieve the link (accessible to all)
  • manage share permissions
  • create an access password
  • set an expiration date

owncloud_linux_usage_3 owncloud_linux_usage_4