One place to run your team
Team & Data brings people, shared storage and access control together in Nextcloud. Handle daily administration yourself: invite people, allocate space, organise public links and download data exports.
The app uses Nextcloud groups, accounts and shares instead of maintaining another membership list. The permissions shown therefore match the real server configuration.
What you can do
Team
Create teams, manage invitations and joining policies, and allocate a shared folder and storage.
Access from outside
Review public links, set expiry dates and passwords, disable links and restore them under a new address.
Copies of data
Create standard ZIP archives with files, calendars, contacts and settings, then restore without overwriting.
Offboarding
Transfer files to a successor, invalidate sessions, close public links and block the account.
Domains and website publishing are covered separately in Website hosting.
Quick start
Open Team & Data
Sign in to arkDisk and select Team & Data in the Nextcloud app bar.
Create a new team
Select Create a group. Enter a name, joining policy and storage allocation, then click Create. To join an existing team, choose I have an access code.
Invite the first person
Open the team card, select Add someone to the team, enter an email address and click Invite.
Adjust storage and policies
To change the allocation later, use Space for the team. The shared folder does not consume members’ individual quotas.
Check your team views
I run shows teams you manage, while I belong to lists those where you are a regular member. Invitations and dissolved teams appear there too.
Teams and shared storage
Creating a team produces a Nextcloud group, a technical account and a shared folder visible in every member’s Files. Nobody signs in to the technical account; it only stores team data.
Each team receives an access code such as SPRZ-4821. Renaming does not change it, so an existing code keeps working.
How storage allocation works
Team storage comes from the owner’s account limit. Assigning 100 GB to a team removes that amount from the personal account. The total remains unchanged and moving storage itself has no extra charge.
| Situation | What the app does |
|---|---|
| Increase or decrease allocation | Moves gigabytes between the personal account and team. |
| Reduce below stored data | Blocked — the limit cannot be lower than occupied storage. |
| Members use the folder | The shared folder does not consume their individual quotas. |
| Transfer ownership | The allocation moves to the new owner. |
| Permanently delete the team | Only then does storage return to the owner. |
Set a member’s private-file quota using 500 MB, 20 GB or 1 TB. default restores the server setting and none removes the limit. This is separate from the team allocation.
Invitations and joining
| Policy | What happens after entering a code |
|---|---|
| Anyone who knows the code | The person joins immediately. |
| After my approval | A request is created for the owner to accept or decline. |
| Closed — invitation only | The code alone is not enough; an owner invitation is required. |
A pending request can be withdrawn. Decisions and new requests appear in the app and Nextcloud notifications, with some events also delivered by email.
Inviting by email
| Recipient | How they join |
|---|---|
| Existing account | They receive an invitation in Team & Data and accept or decline it themselves. Nobody is added without consent. |
| No account | They receive a code by email, create a free arkdisk.com account and enter it under I have an access code. The invited address works even for closed or approval-only teams. |
Resend a pending invitation to renew its validity, or withdraw it.
Everyday management
Team card
See members, storage usage, invitations and requests. Search for a person, open the folder in Files, copy the code, change the name or joining policy, adjust allocations and review history.
Removing a member revokes shared-folder access but does not delete private files.
Transferring ownership
The new owner must already belong to the team, have an active account and enough free storage for the allocation. They take over people, code and requests. The previous owner remains a regular member and cannot reclaim ownership alone.
Leaving and dissolving
A regular member can leave at any time. The owner must first transfer or dissolve the team.
Dissolving immediately hides the shared folder without touching private files. By default, the team remains under Dissolved teams for 30 days. It can be restored with files and membership, while its storage continues to count against the owner until permanent deletion.
If an administrator deleted the group directly in Nextcloud, members join again with the code. Older teams using the legacy folder model may not be restorable here.
Activity history
What has been happening records creation, joins, removals, quotas, transfers and offboarding. Default retention is 365 days.
Employee offboarding
This function transfers data ownership and closes access. An owner can use it only for a member who joined through the app. The successor must belong to the team and have an active account.
Choose the correct successor and review every result. To revoke only shared-folder access, remove the member instead.
| Order | Action | Why it matters |
|---|---|---|
| 1. Files | All files go to the successor. | Files go first because ownership transfer may fail after the account is blocked. |
| 2. Sessions | Every session and app password is invalidated. | Closes access from existing devices and applications. |
| 3. Links | Public shares are switched off. | Addresses stop working without sign-in. |
| 4. Account | The account is blocked. | Further sign-in is impossible. |
Each step has its own result. Even if file transfer fails, the app attempts to close access. A failed job therefore does not mean that nothing changed.
Unblock the account restores sign-in only. It does not return files, recreate sessions or restore links. Arrange files with the successor and create shares again.
Access from outside — public links
This view lists your public links and email shares, plus those of members in teams you run. It shows owner, path, expiry, password, write access and whether a file or whole folder is shared.
Items needing attention appear first: no expiry, no password, write access and entire folders. When nothing is public, the app confirms Nothing is open to the outside.
| Action | Effect |
|---|---|
| Set the expiry | The link stops working after the date entered as YYYY-MM-DD. |
| Change the password | Enter your own or generate a strong one, including an easy-to-read-out option. |
| Fix all at once | Fills in expiry and password only where missing; existing settings remain unchanged. |
| Switch it off | The old address stops working immediately. |
| Restore | Recreates the share with its permissions, but under a new address. |
Share passwords through a different channel from the link. Server policy may require a password or expiry and prevent their removal.
Passwords and restoration
Passwords set in Team & Data can be stored encrypted with the installation secret. Only the file owner or the person who set one can reveal it. Passwords created outside the app cannot be read because Nextcloud stores only a hash, but you can always set a new one.
Disabled links appear under Recently switched off. By default, they can be recreated for 30 days, while old addresses intentionally remain dead. If the original link had a password, set a new one; passwords of disabled links are not retained.
Data copies — ZIP export
Archives open without arkDisk or Nextcloud. Use them for migration, archiving and self-service restore, but not as a replacement for independent backups or arkVault restore points.
| Copy type | Included | Not included |
|---|---|---|
| My copy | Your files and database-backed account data. | Other people’s data and items merely shared with you. |
| Team copy | The shared folder and technical team account data. | Members’ private files. |
| Data from the database | Calendars, contacts, settings and other data without files. | Files — keeping the archive small and fast. |
A team copy is not a copy of employee accounts. Private data remains each person’s property.
Formats and contents
- files with their folder structure;
- calendars with events and tasks in ICS, and contacts in VCF (vCard 4.0);
- profile picture and selected settings: language, time zone, Files view and default calendar;
- a share list without passwords or tokens, plus ICS calendar subscriptions;
- Deck boards in Deck’s import format;
- mail configuration without passwords or message content;
- account metadata and a README describing actual archive contents.
The archive excludes Talk, IMAP messages, trash, file versions, bookmarks and Tables. Deck data and the share list are exported records, not automatic restoration by Team & Data.
Create a copy
Large exports may be split into independent ZIP files. Every part opens separately, but restoration requires the whole set. Stop a job after its current file; one person can have one active job at a time.
Completed archives disappear from the server after 48 hours, although the job record may remain. You can delete a copy earlier.
Restoring from an archive
Files go into a new dated folder. Calendars and contacts can be created as new collections or merged while skipping existing objects.
By default, the backup must be no older than 24 hours. Imports containing files require a full account copy; calendar, contact and settings-only imports accept the quick database copy.
Files land in Archive YYYY-MM-DD HH.MM. Merging uses identifiers and does not overwrite objects. Mail configuration in mail.json is for reference only — Team & Data does not restore it automatically, and mail passwords are never included.
Permissions and security
| Role | Scope |
|---|---|
| Member | Uses the shared folder, can leave and manages their own data and links. |
| Owner | Manages teams, invitations, storage, member public links and offboarding. |
| Person added manually by an administrator | Not automatically covered by account operations — they must join through the app first. |
The app does not act on administrator or group-manager accounts above the person performing the action.
Default limits and retention
| Setting | Default |
|---|---|
| Teams owned / people per team | 10 / 50 |
| Invitation validity | 14 days |
| Completed archive retention | 48 hours |
| Backup freshness required for import | 24 hours |
| Maximum export / part / files per part | 5 GB / 50 GB / 50,000 |
| Team or link restoration | 30 days |
| Activity history | 365 days |
A server administrator can change these values. The configuration shown on your account takes precedence.
Frequently asked questions
Can an owner download my private files with Team copy?
No. It contains team data, not member accounts. The separate Offboarding operation transfers files to a chosen successor and must be used deliberately.
Does removing a member delete their files?
No. It only revokes shared-folder access; private files remain.
Does a restored link keep the old address?
No. It receives a new one so a disabled address cannot unexpectedly start working again.
Will import overwrite current files or contacts?
Files go to a new folder. Calendars and contacts can be skipped, created as new or merged without overwriting.
Why cannot I upload an archive?
Check ZIP readability, completeness of all parts, freshness of your own backup and size and file-count limits.
Where can I get help?
Refresh the view and check the job result. If the problem persists, write to info@arkdisk.com with the team name, time and error message. Never send passwords or private keys.
