Begin of the deletion * End of the deletion Research the group folder feature of Nextcloud, its usage and Begin of the insertionlimitations.End of the insertion Begin of the deletion limitationsEnd of the deletion

Begin of the insertion## Acceptance criteria

End of the insertion On installation or migration the following logic should be Begin of the insertionapplied:End of the insertion Begin of the deletion appliedEnd of the deletion

* Check if the installation is "blank" so that we can safely create the missing user, group and group folder.
* Also check if the installation was already complete as it could be that user, group and group folder already correctly exist from an earlier installation. If there is everything in place and correctly setup then reuse the existing ones. The combination of group folder, group user and user is so unique that I believe that it is safe to assume that these objects are there from an earlier installation.
* If any of the objects exists, but the setup appears incomplete, don't proceed in creating them. Instead show an error message explaining that there cannot be a user, group and group folder with the name "OpenProject". The user should either fix the setup manually if she wants to reuse them or rename them.
* In case the it is "blank" then
* Create the group "OpenProject"
* Create the user "OpenProject" and make it group admin of "OpenProject" so that it can manage its group memberships.
* Create the group folder "OpenProject" and bind it to group "OpenProject". Make the user "OpenProject" have "advanced permissions" to manage access control lists for files and folders.
* Generate an app password for the "OpenProject" user and show it to the Nextcloud admin.
* In order to allow this automation, an extra step of both Nextcloud and OpenProject setup will be added in order to select if the users want the "Automatically managed folders" active or not. Begin of the insertionBecause of that the button value of **step 3** also changes to "Yes, I have copied these values" **(**[**visuals**](https://community.openproject.org/#previous-step-step-3)**).**End of the insertion Begin of the deletion (see visuals)End of the deletion
* Begin of the insertionThe switch onEnd of the insertion Begin of the deletion  In caseEnd of the deletion the Begin of the insertionstep 4 is by default active.
* Two flows are possible from a UX perspective in the Nextcloud side:
* **Automatically managed folders active (**[**visuals**](https://community.openproject.org/#automatically-managed-folders-active)**):**
* In the step 4 theEnd of the insertion user Begin of the insertionkeepsEnd of the insertion Begin of the deletion selects to useEnd of the deletion the Begin of the insertionswitch called "AutomaticallyEnd of the insertion Begin of the deletion "AutomaticEnd of the deletion managed folders" Begin of the insertionactive.
* The button "Setup OpenProject user, group and folder" which triggers the creation of all related elements needed to be able tu use this function. This button also saves the switch status.
* If all the checks and creations related to the button are successfulEnd of the insertion a new step Begin of the insertion(#5)End of the insertion Begin of the deletion (number 5)End of the deletion will Begin of the insertionappear called "Project folders application connection" which will contain the input field with the application password that canEnd of the insertion be Begin of the insertioncopiedEnd of the insertion Begin of the deletion addedEnd of the deletion to Begin of the insertionthe OpenProject administration settings.
* There is a possibility that the button action triggers some errors which will be displayed between the explanation text and the buttonEnd of the insertion Begin of the deletion NextcloudEnd of the deletion in Begin of the insertionred. The errors could be because of not havingEnd of the insertion Begin of the deletion order to seeEnd of the deletion the Begin of the insertiongroup folder app installed or becauseEnd of the insertion Begin of the deletion application passwordEnd of the deletion the Begin of the insertionname used for the group folder already exists. When this happens, the button text string should changeEnd of the insertion Begin of the deletion admin needEnd of the deletion to Begin of the insertion"Retry setup OpenProject user, group and folder".
End of the insertion Begin of the deletion copy to OpenProject.
End of the deletion * Begin of the insertionOnce allEnd of the insertion Begin of the deletion  AsEnd of the deletion the Begin of the deletion setupEnd of the deletion steps are Begin of the insertionsuccessfully completed, these will be marked with a green tick in the overview of the setup.
* **Automatically managed folders inactive (**[**visuals**](https://community.openproject.org/#automatically-managed-folders-inactive)**):**
* In the stepEnd of the insertion Begin of the deletion nowEnd of the deletion 4 Begin of the deletion or 5End of the deletion the Begin of the insertionuser deactivateEnd of the insertion Begin of the deletion action onEnd of the deletion the Begin of the insertionswitch "Automatically managed folders".
* The field insideEnd of the insertion Begin of the deletion buttonEnd of the deletion of the step Begin of the insertion4 called OpenProject user, group and folder with and its explanation text are hidden.
* The button label should in this case be "Complete without project folders".
* If the user chose to not activate this option the last step will be marked with a "minus" icon and left grey in the overview of the setup.End of the insertion Begin of the deletion 3 also changes. (see visuals)End of the deletion
* Begin of the insertionEditing the decision taken before hand will always be possible from both sides:
* **Replace application password (**[**visuals**](https://community.openproject.org/#replace-application-password)**):**
* TheEnd of the insertion Begin of the deletion  TheEnd of the deletion user Begin of the insertionclicks on the button of "Replace application password" and access the new password that needs toEnd of the insertion Begin of the deletion shouldEnd of the deletion be Begin of the insertioncopiedEnd of the insertion Begin of the deletion ableEnd of the deletion to Begin of the deletion deactivateEnd of the deletion the Begin of the insertionOpenProject administration settings.
* Can confirm the setup using the button bellow once the new password is copied.
* **From active to inactive (**[**visuals**](https://community.openproject.org/#from-active-to-inactive)**):**
* The users clicks on the button "EditEnd of the insertion Begin of the deletion "AutomaticallyEnd of the deletion managed Begin of the insertionprojectEnd of the insertion folders" Begin of the insertionandEnd of the insertion Begin of the deletion or reset this password once allEnd of the deletion the Begin of the insertioninformation about project foldersEnd of the insertion Begin of the deletion processEnd of the deletion is Begin of the insertiondisplayed with the switch active and a button text saying "Keep current setup".
* The user deactivates the switch and the OpenProject user, group and folder with, its explanation text and the step 5 (Application password) are hidden.
* User can complete the deactivation by clicking the button "Complete without project folders".
* **From inactive to active (**[**visuals**](https://community.openproject.org/#from-inactive-to-active)**):**
* The users clicks on the button "Edit managed project folders" and the information about project folders is displayed with the switch active and a button text saying "Keep current setup".
* The user activates the switch and the OpenProject user, group and folder with, its explanation text are shown. Also the button updates its text to "Setup OpenProject user, group and folder".
* When the users click on the button the triggers, actions and possible errors specified in the on the **"Automatically managed folders active"** flow above are performed.End of the insertion Begin of the deletion completed. (see visual)End of the deletion

## Visuals

Begin of the insertion#### **Previous step (Step 3):**

**<img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52626/content">**

#### **Automatically managed folders active:**

**<img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52627/content"><img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52629/content"><img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52628/content">**

End of the insertion <img class="op-uc-image op-uc-image_inline" Begin of the insertionsrc="/api/v3/attachments/52630/content"><imgEnd of the insertion Begin of the deletion src="/api/v3/attachments/52569/content"><imgEnd of the deletion class="op-uc-image op-uc-image_inline" Begin of the insertionsrc="/api/v3/attachments/52631/content">

#### **Automatically managed folders inactive:**

**<imgEnd of the insertion Begin of the deletion src="/api/v3/attachments/52574/content"><imgEnd of the deletion class="op-uc-image op-uc-image_inline" Begin of the insertionsrc="/api/v3/attachments/52637/content"><imgEnd of the insertion Begin of the deletion src="/api/v3/attachments/52573/content"><imgEnd of the deletion class="op-uc-image op-uc-image_inline" Begin of the insertionsrc="/api/v3/attachments/52636/content"><imgEnd of the insertion Begin of the deletion src="/api/v3/attachments/52575/content"><imgEnd of the deletion class="op-uc-image op-uc-image_inline" Begin of the insertionsrc="/api/v3/attachments/52635/content">**

#### **Replace application password:**

**<imgEnd of the insertion Begin of the deletion src="/api/v3/attachments/52570/content"><imgEnd of the deletion class="op-uc-image op-uc-image_inline" Begin of the insertionsrc="/api/v3/attachments/52638/content">**

#### From active to inactive:

<imgEnd of the insertion Begin of the deletion src="/api/v3/attachments/52572/content"><imgEnd of the deletion class="op-uc-image op-uc-image_inline" Begin of the insertionsrc="/api/v3/attachments/52639/content"><img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52640/content"><img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52641/content">

#### From inactive to active

<img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52642/content"><img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52643/content"><img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52645/content"><img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/52644/content">

## Figma

https://www.figma.com/file/gtLQfPe09X7XugAH8L7dTy/Nextcloud-Integration?node-id=3557%3A102906&amp;t=KiKnF5CTawbBH58o-4End of the insertion Begin of the deletion src="/api/v3/attachments/52571/content">End of the deletion