Managing users and groups for Office

As an administrator, you decide who works in your WebOké Nextcloud and who can work with Euro-Office. You do this in My WebOké, under User management for your Nextcloud package.

How the Office Suite licence works

An Office Suite licence in Nextcloud is membership of the office group. Only members of that group can open files in Euro-Office. If you switch on the Office Suite toggle in User management, we add the user to that group. If you switch it off, we remove them and the licence becomes available again.

Every user can check for themselves whether they have a licence. In Nextcloud, click your profile photo in the top right and choose Settings. At the bottom of the Profile & contact page, under Your groups, you'll see which groups you belong to. If office is listed there (1), you have an Office Suite licence.

Please note: always assign Office using the toggle in My WebOké, rather than adding someone to the office group any other way. Only then will your licence count stay accurate.

Adding a user

1. In My WebOké, go to My Products, click Admin next to your Nextcloud package and scroll to User management.
2. Click Add user.
3. Fill in the Username. This is what the user logs in with. Use lowercase letters, numbers, a dot or a hyphen. You can't change the username later.
4. Fill in the Display name and Email address.
5. Choose a Password of at least 10 characters, with at least one number and one special character, or click Generate. Share the password securely with the user.
6. Does the user need to work with Euro-Office? Tick Assign Office Suite licence.
7. Click Create user.

Have you reached the maximum number of users or licences for your package? You'll receive a notification about this. Increase the number under Configurable options, see Ordering Office licences and assigning them to users.

Managing a user

In User management, you can see for each user whether they're active, whether they have Office Suite and when they last logged in. From the actions menu next to a user, you can choose:

• Change password: for example, if someone has lost their password.
• Disable and Enable: temporarily deny someone access without deleting anything.
• Delete: permanently remove the user.

You can edit the display name and email address directly in the user's row: change the name or address and click Save.

Please note: using Delete permanently removes all of that user's files, calendars and contacts. This cannot be undone. So save important files elsewhere first, for example by sharing them with a colleague who copies them to their own folder.

Someone is leaving or no longer needs Office

• Does someone no longer need Euro-Office but still needs Nextcloud? Then just switch off the Office Suite toggle. The licence becomes available for someone else.
• Is someone leaving? Disable the user first. Only delete them once you're certain all files are safe.

Working together in groups

Do you want a team to work together on the same documents? Create a shared folder and share it with the colleagues who need to work in it. Anyone with an Office Suite licence can then open and edit the documents in that folder together in Euro-Office. You can read how sharing works in Sharing a document with a colleague. You can read how to work on a document at the same time in Working on a document at the same time.