Welcome to the NZRT Wiki Podcast. Today we’re looking at NZRT Folder Structure.

If you’ve ever wondered how NZRT organises its files in Nextcloud, this episode walks you through the whole picture — from the top-level layout all the way down to individual folders for finance, HR, sales, and more. The structure is designed to match how the business actually works, and it ties directly into Dolibarr ERP, WordPress, and the various agent roles you might already be familiar with.

Let’s start at the top. There are four main areas sitting at the root level of Nextcloud. You’ve got Shared, which is the main team workspace. Then WordPress, which holds content for the website. Then Public, for sharing files with clients and vendors outside the organisation. And finally Archive and External, which handle long-term storage and connections to backup systems like a NAS drive or cloud archive on S3.

The Shared folder is where most of the action happens, and it’s owned by the EDM agent, ema. Inside Shared, you’ll find dedicated folders for Marketing, Sales, Procurement, Finance, HR, Analytics, Database, and a few others. Each one is scoped to a specific role — so for example, pam has read and write access to Marketing, cas handles Sales, sun looks after Procurement, fin owns Finance, han manages HR, and dai works across Analytics. There’s also a credentials folder that only xc, the admin, can access.

Let’s look at some of these in more detail.

The Finance folder sits under Shared and contains subfolders for invoices organised by month, purchase orders split into active and completed, bank statements which are end-to-end encrypted, budget files, and monthly reports. Access is limited to fin and xc. Bank statements require encryption — that’s non-negotiable. And everything in Finance is kept for seven years to meet legal requirements.

HR follows a similar pattern. You’ve got an Employees folder with subfolders for active and departed staff, and within each employee’s folder you’ll find things like their offer letter, contract, and performance reviews. There’s also a Payroll folder — also end-to-end encrypted — containing monthly payroll spreadsheets and reports. Then Onboarding, with checklists and forms, and a Policies folder holding documents like the code of conduct and benefits guide. Only han and xc can access HR, and like Finance, retention is seven years.

Sales is managed by cas and gives read access to pam as well. Inside you’ll find a Clients folder where each client gets their own subfolder containing contracts and quotes. There’s also a Proposals folder, a Deals area with a shared spreadsheet linked to the project board, and a CRM Export folder where Dolibarr contact exports land as CSV files. Public share links are enabled for contracts, but they expire after thirty days. Sales records are kept for three years.

Procurement, managed by sun, holds purchase orders organised by year, a Vendors folder where each vendor has their own space for contracts and pricing, a folder for requests for quotation, and a folder for invoices received from vendors. Finance also has read access here. Retention is three years.

There’s a Templates folder that all users can read but only ema can update. It contains finance templates like invoice and budget spreadsheets, sales templates including proposal slides and contract documents, HR templates for offer letters and NDAs, and general templates for things like standard operating procedures and meeting minutes.

The Analytics folder is owned by dai and is used for aggregating data across systems. You’ll find weekly and monthly report folders, and an Exports section with data pulled from Dolibarr and other systems. This folder rolls over on a one-year cycle.

The Database folder is managed by dan and stores daily and weekly backups, system logs, and a yearly archive. Daily backups are kept for thirty days, and weekly backups are retained for a full year.

One of the more technically interesting folders is Dolibarr EDM. This is where Nextcloud and Dolibarr connect directly. Documents generated in Dolibarr — invoices, contracts, purchase orders — are automatically synced into this folder every night at two in the morning via a webhook and REST API integration. You’ll also find a Sync Log folder that records what happened during each sync, including any errors. The folder is owned by ema.

To bring it all together — every folder in this structure maps to a real business role, has defined access permissions, specifies whether encryption is required, and sets a retention period. Nothing is left ambiguous. Whether you’re fin looking for an invoice from three months ago, or dan checking a database backup log, you know exactly where to go.

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