[#56638] 14.5 Documentation: Enable a storage for multiple projects a… (

#16609)

* [#56638] 14.5 Documentation: Enable a storage for multiple projects at on  https://community.openproject.org/work_packages/56638

[#56638] 14.5 Documentation: Enable a storage for multiple projects at on

https://community.openproject.org/work_packages/56638

* update

* Create nextcloud_not_fully_set_up.png

* Update README.md

removed double space

---------

Co-authored-by: dominic-braeunlein <[email protected]>

docs/system-admin-guide/files/external-file-storages/README.md

@@ -18,18 +18,15 @@ You need to have administrator rights to be able to setup the integration.
 
 For detailed guide on the initial setup, please consult [Nextcloud integration setup guide](../../integrations/nextcloud/).
 
-Please also remember to activate the **File storages** module under [project settings in a respective project](../../../user-guide/projects/project-settings/files/).
-
 For instructions on using the integration after the setup has been complete please refer to [Nextcloud integration user guide](../../../user-guide/file-management/nextcloud-integration/).
 
 ## OneDrive/SharePoint integration (Enterprise add-on) setup guide
 
-> **Note**: OneDrive/SharePoint integration is an Enterprise add-on and can only be used with [Enterprise cloud](../../../enterprise-guide/enterprise-cloud-guide/) or [Enterprise on-premises](../../../enterprise-guide/enterprise-on-premises-guide/). An upgrade from the free Community edition is easy and helps support OpenProject.
+> [!NOTE] 
+> OneDrive/SharePoint integration is an Enterprise add-on and can only be used with [Enterprise cloud](../../../enterprise-guide/enterprise-cloud-guide/) or [Enterprise on-premises](../../../enterprise-guide/enterprise-on-premises-guide/). An upgrade from the free Community edition is easy and helps support OpenProject.
 
 For detailed guide on the initial setup, please consult [OneDrive/SharePoint integration setup guide](../../integrations/one-drive/).
 
-Please also remember to activate the **File storages** module under [project settings in a respective project](../../../user-guide/projects/project-settings/files/).
-
 For instructions on using the integration after the setup has been complete please refer to [SharePoint/OneDrive integration user guide](../../../user-guide/file-management/one-drive-integration/).
 
 ## Health status

docs/system-admin-guide/integrations/nextcloud/README.md

@@ -26,9 +26,7 @@ OpenProject offers close integration with Nextcloud to allow users to:
 - View OpenProject notifications via the Nextcloud dashboard
 
 > [!NOTE]
-> This guide only covers the integration setup. Please go to
-> our [Nextcloud integration user guide](../../../user-guide/file-management/nextcloud-integration/) to learn more about
-> how to work with the Nextcloud integration.
+> This guide only covers the integration setup. Please go to our [Nextcloud integration user guide](../../../user-guide/file-management/nextcloud-integration/) to learn how to work with the Nextcloud integration after the setup.
 
 ## Required system versions
 
@@ -64,19 +62,19 @@ Start by opening your Nextcloud instance as an administrator.
 
 Navigate to the Nextcloud app store by clicking on *your avatar in the top right corner → Apps*.
 
-![Go to the Nextcloud app store ](apps-in-top-right-menu.png)
+![Go to the Nextcloud app store ](openproject_system_guide_nextcloud_setup_select_apps.png)
 
 On the left menu, click on **Integration** and look for the "[OpenProject Integration](https://apps.nextcloud.com/apps/integration_openproject)" app.
 
 You can also use the search field in the top right corner and type "OpenProject" to find it. Once you have found the app, click the **Download and enable** button.
 
-![Download and enable the OpenProject Integration app](Nextcloud_OpenProject_integration_app.png)
+![Download and enable the OpenProject Integration app](openproject_system_guide_nextcloud_integration_setup_openproject_integration_app.png)
 
 Once the OpenProject Integration app is downloaded and enabled, navigate to the settings page by clicking on *your avatar in the top right corner → Settings*. On the left-side menu, click on **OpenProject Integration**
 
 In the configuration page that appears, you'll see a blank text field titled **OpenProject host**. Enter the address of the OpenProject instance you would like to connect with Nextcloud (including "https://").
 
-![Enter your OpenProject instance URL in the OpenProject host field](3_2_01-NC_Step_1.png)
+![Enter your OpenProject instance URL in the OpenProject host field](openproject_system_guide_nextcloud_integration_setup_step_1.png)
 
 Click on the **Save** button.
 
@@ -93,7 +91,7 @@ Navigate to your administration settings page by clicking on *your avatar in the
 
 Click on **+ Storage** to add a new file storage.
 
-![File storages in the Administration settings](admin-file-storages.png)
+![File storages in the Administration settings](openproject_system_guide_admin-file-storages.png)
 
 A new page titled **New storage** will appear, where you will be able to configure your new Nextcloud storage.
 
@@ -103,7 +101,7 @@ Give a **name** to this new storage. This will be visible to all users in all pr
 
 Next, enter the **Host URL** of your Nextcloud instance. This is simply the address of your Nextcloud instance, including the "https://".
 
-![Adding a new storage via OpenProject Administration settings](new-storage-admin.png)
+![Adding a new storage via OpenProject Administration settings](openproject_system_guide_nextcloud_integration_setup_step_2.png)
 
 Click on **Save and continue setup**. Your new storage is now created, but before you can use it, you will need to exchange OAUth IDs and secrets between your Nextcloud and OpenProject instances. You will do this in the next step.
 
@@ -116,13 +114,13 @@ Note that OpenProject has automatically generated an OAuth **client ID** and a *
 > [!IMPORTANT]
 > These generated values are not accessible again after you close the window. Please do not navigate away from this page before copying them over to Nextcloud, as instructed below. Treat these values with care, as you would an important password. Please do not reveal them to anyone else.
 
-![OpenProject generates OAuth values to copy over to Nextcloud](OP-OAuth-values.png)
+![OpenProject generates OAuth values to copy over to Nextcloud](openproject_system_guide_nextcloud_integration_setup_step_3.png)
 
 Go back to the browser tab where you were configuring the **OpenProject Integration** app. (We recommend you have two browser tabs open: the current one with OpenProject and the former one with Nextcloud).
 
 Copy the two generated values (client ID and secret) from the OpenProject tab to the respective fields in Nextcloud, namely **OpenProject OAuth client ID** and **OpenProject OAuth client secret**.
 
-![OAuth values generated by OpenProject are entered into Nextcloud app configuration](3_2_03-NC_Step_2.png)
+![OAuth values generated by OpenProject are entered into Nextcloud app configuration](openproject_system_guide_nextcloud_integration_setup_step_4.png)
 
 Once you have copied the values, click on **Save** to proceed to the next step.
 
@@ -134,77 +132,93 @@ OpenProject will need these values to be able to connect to your Nextcloud insta
 
 Much like in the previous step, you will need to copy these two generated values (**Nextcloud OAuth client ID** and **Nextcloud OAuth client secret**) and paste them into OpenProject.
 
-![Nextcloud also generates OAuth values that need to be copied to OpenProject](3_2_04-NC_Step_3.png)
+![Nextcloud also generates OAuth values that need to be copied to OpenProject](openproject_system_guide_nextcloud_integration_setup_step_5.png)
 
-Navigate back to your OpenProject tab and click on the **Done. Continue setup** button on the screen you previously left it at. You will now see a screen where you will be able to enter the Nextcloud values.
+Navigate back to your OpenProject tab and click on the **Done, continue** button on the screen you previously left it at. You will now see a screen where you will be able to enter the Nextcloud values.
 
-![OpenProject_NC_OAuth_values](openproject-oauth.png)
+![OpenProject_NC_OAuth_values](openproject_system_guide_nextcloud_integration_setup_step_6.png)
 
-Once you have entered the client ID and client secrets on this page, click on **Save and continue setup**.
+Once you have entered the client ID and client secrets on this page, click on **Save and continue**.
 
 ### 5. Automatically managed project folders
 
 As a last step, you will be asked if you want to use automatically managed folders. If you choose this option, OpenProject will automatically create project folders in Nextcloud and manage permissions such that all project members always have the necessary access privileges. Unless you already have a particular folder structure in place, we recommend choosing this option.
 
-![OpenProject Automatically managed folders](openproject-project_folders-default.png)
+![OpenProject Automatically managed folders](openproject_system_guide_nextcloud_integration_setup_step_7.png)
 
 In case you want to use this functionality you will be requested to enter a password. Switch back to Nextcloud and click on **Yes, I have copied these values**. This will open the last step of the process in Nextcloud, where you can also select if you want to use automatically managed folders. Click on **Setup OpenProject user, group and folder** to configure the folders and see the password. Once configured, you can copy the password back to OpenProject.
 
-![Nextcloud Automatically managed folders setup](nc-project_folders-active_default.png)
+![Nextcloud Automatically managed folders setup](openproject_system_guide_nextcloud_integration_setup_step_8.png)
 
-![Nextcloud Automatically managed folders](nc-project_folders-application_password.png)
+![Nextcloud Automatically managed folders](openproject_system_guide_nextcloud_integration_setup_step_9.png)
 
 > [!IMPORTANT]
 > You will need to install the [Group folder](https://apps.nextcloud.com/apps/groupfolders) app in Nextcloud in order to have OpenProject automatically managed your Nextcloud folders. Each storage can only have one group folder with the same name.
 
 At this point, you can click on **Done, complete setup** in both applications and your instance configuration will be completed.
 
-![Integration successfully completed on the OpenProject end](openproject-complete_setup.png)
+![Integration successfully completed on the OpenProject end](openproject_system_guide_nextcloud_integration_setup_step_10.png)
 
 The **OpenProject Integration** page on your Nextcloud tab should also indicate that the integration is complete with three green check marks.
 
-![Integration successfully set up on the Nextcloud end, three green checks visible](nc-complete_setup.png)
+![Integration successfully set up on the Nextcloud end, three green checks visible](openproject_system_guide_nextcloud_integration_setup_step_11.png)
 
 The integration is now complete, and your OpenProject and Nextcloud instances are ready to share information.
 
 Additional settings on this page also allow you, as an administrator, to define default settings for options that are available to each user. These can of course be overridden by a user to their liking:
 
-![Admin settings to configure default settings for all users](NC_admin-defaults-user-options.png)
+![Admin settings to configure default settings for all users](openproject-system_guide_admin-defaults-user-options.png)
 
 - **Enable navigation link** displays a link to the OpenProject instance in the Nextcloud header
 - **Enable unified search for tickets** allows users to search for OpenProject work packages via the universal search bar in Nextcloud
 
 ### 6. Add your new Nextcloud file storage to a project
 
-Now that the integration is set up, the next step is to make the Nextcloud file storage you just created available to individual projects.
+Now that the integration is set up, the next step is to make the Nextcloud file storage you just created available to individual projects. This can be either done by you directly in the system administration under **Enabled in projects** tab of a specific file storage, or on a project level under **Project settings**.
 
-To do so, navigate to any existing project in your OpenProject instance and click on **Project settings** -> **Files** and follow the instructions in the [Project settings user guide](../../../user-guide/projects/project-settings/files/).
+To add a Nextcloud to a specific project on a project level, navigate to any existing project in your OpenProject instance and click on **Project settings** -> **Files** and follow the instructions in the [Project settings user guide](../../../user-guide/projects/project-settings/files/).
+
+To add a Nextcloud storage to one or multiple projects on an instance level, click on a file storage under *Administration -> Files -> External file storages* and select **Enabled in projects** tab. If the file storage setup was not completed properly, you will see a respective message. 
+
+![Storage setup incomplete message in OprnProject file storages administration](openproject_system_guide_nextcloud_integration_setup_incomplete_message.png)
+
+If the storage was set up correctly, you will be able activate the file storage for one or multiple projects. To do that click the **+Add projects** button.
+
+![Add Nextcloud file storage to projects in OpenProject administration](openproject_system_guide_file_storages_add_projects_button.png)
+
+You can you use the search bar to select either one or multiple projects and have an option of including sub-projects. Select the type of project folders for file uploads and click **Add**.
+
+![Select projects to activate Nextcloud storage in in OpenProject administration](openproject_system_guide_nextcloud_setup_activate_in_projects.png)
+
+You can always edit project folders or remove file storage from projects by selecting the respective option. 
+
+![Remove Nextcloud file storage from a project in OpenProject administration](openproject_system_guide_nextcloud_edit_remove_in_projects.png)
 
 > [!NOTE]
 > For information on how to use the file storage (link Nextcloud user accounts at a user level, link files to a work package, view and download linked files, unlink files), please read our [Nextcloud integration user guide](../../../user-guide/file-management/nextcloud-integration/).
 
 ## Reset OAuth values
 
-If you wish to reset OAuth values for any reason, you can do so on either side by clicking on the **Reset OAuth values** button (in Nextcloud settings) or the **Replace OAuth values** button (in OpenProject admin settings).
+If you wish to reset OAuth values for any reason, you can do so on either side by clicking on the **Reset OAuth values** button (in Nextcloud settings or in OpenProject admin settings) or the **Replace OAuth values** button (in OpenProject admin settings).
 
 > [!IMPORTANT]
 > When you reset/replace these values, you will need to update the configuration with the new OAuth credentials from the side you are resetting. This will also require all users to re-authorize OpenProject to access their Nextcloud account by logging in again.
 
-![A dialogue asking the user to confirm they want to replace OpenProject OAuth values](3_2_06-NC_OP_OAuth_Replace.png)
+![A dialogue asking the user to confirm they want to replace OpenProject OAuth values](openproject_system_guide_nextcloud_reset.png)
 
-![A dialogue asking the user to confirm they want to replace OpenProject OAuth values](3_4_03-OP_Replace_Alert.png)
+![A dialogue asking the user to confirm they want to replace OpenProject OAuth values](openproject_system_guide_nextcloud_setup_oaut_replace_alert.png)
 
 ## Delete a Nextcloud file storage
 
 You can delete a Nextcloud file storage either at a project level or at an instance-level.
 
-Deleting a file storage at a project level simply makes it unavailable to that particular project, without affecting the integration for other projects. Project admins can do so by navigating to *Project settings → File storages* and clicking the **delete** icon next to the file storage you would like to remove.
+Deleting a file storage at a project level simply makes it unavailable to that particular project, without affecting the integration for other projects. Project admins can do so by navigating to *Project settings → Files* and clicking the **delete** icon next to the file storage you would like to remove.
 
-![Click on the delete icon next to the file storage in the project settings to remove it from the project](file-storage-list-project.png)
+![Click on the delete icon next to the file storage in the project settings to remove it from the project](openproject_system_guide_nextcloud_setup_delete_storage_icon.png)
 
-Deleting a file storage at an instance level deletes the Nextcloud integration completely and make it unaccessible to all projects in that instance. Should an instance administrator nevertheless want to do so, they navigate to *Administration → File storages* and clicking the **delete** icon next to the file storage they would like to remove.
+Deleting a file storage at an instance level deletes the Nextcloud integration completely and makes it inaccessible to all projects in that instance. Should an instance administrator nevertheless want to do so, they should navigate to *Administration → File storages*, select the file storage and click the **delete** button in the upper right corner.
 
-![Click on the delete icon next to the file storage in administration settings to delete it from this instance](file-storage-list-admin.png)
+![Click on the delete icon next to the file storage in administration settings to delete it from this instance](openproject_system_guide_nextcloud_setup_delete_storage_button.png)
 
 > [!IMPORTANT]
 > Deleting a file storage as an instance administrator will also delete all settings and links between work packages and Nextcloud files/folders. This means that should you want to reconnect your Nextcloud instance with OpenProject, will need complete the entire setup process once again.