Welcome to the NZRT Wiki Podcast. Today we’re looking at the Nextcloud Files App.

If you’ve ever wondered where all the team’s documents live and how they stay organised, this is the episode for you. The Nextcloud Files App is the core file management interface — your central hub for uploading, organising, sharing, and collaborating on files across the business.

Let’s start with what it can do. First, you’ve got a web interface and a desktop client, so you can upload, download, and sync files across your devices whether you’re at your desk or on the go. There’s also sharing built right in — you can create public links or share directly with specific users or groups, and you can attach expiry dates and password protection to those links for added control. The app supports tagging too, which lets you label your files with keywords that are searchable across the entire vault, making it much easier to find things when you need them. Versioning is another powerful feature — Nextcloud automatically keeps a history of your files, so if something gets changed or overwritten by mistake, you can go back and restore a previous version. For sensitive material, end-to-end encryption is available, meaning only the intended recipients can read the content. And finally, there’s an activity feed that tracks who changed what and when, giving you full visibility over everything happening in your file space.

Now let’s talk about how files are actually organised. The recommended folder structure has three top-level areas. The first is a Shared folder, which is designed for team collaboration. Inside it you’ll find subfolders for Finance, HR, Sales, and Projects — think of this as the communal workspace where multiple people need access. The second top-level area is a Documents folder, which is your personal storage space. It contains subfolders like Invoices and Reports, things that belong to you individually. The third area is an External folder, which connects to storage outside of Nextcloud itself, such as a NAS backup device. So to summarise: Shared for the team, Documents for yourself, and External for anything coming in from outside the platform.

Now for the NZRT-specific context, and this is important if you’re part of the team. The Files App doesn’t operate in isolation. It integrates directly with Dolibarr, NZRT’s ERP system, which means invoices, contracts, and purchase orders can be stored here and referenced from there. It also connects with WordPress, so media assets and blog drafts can flow through Nextcloud straight into the website. The person responsible for managing folder structure and permissions across all of this is the EDM role, which in NZRT’s agent framework corresponds to the ema agent.

If you want to dig deeper, the wiki links out to related articles on External Storage, File Sharing and Links, Versioning and Trash, and Encryption — each with its own dedicated page.

That’s it for this episode of the NZRT Wiki Podcast. Thanks for listening.