Becoming familiar with ICOS Fileshare

In ICOS Fileshare there are different folder icons. Your personal folders are solid blue, while folders that are part of a Group structure have a group icon on the folder and shared folders have a sharing icon on them.

Note

When sharing folders and files from within Group structures, only share folders or files therein publicly when it is safe, necessary, and useful.

Labelled screenshot of the Nextcloud user interface

By default, the Nextcloud Web interface opens to a Dashboard page. From here, the icons along the top of the screen can be used to change between apps within the Fileshare. The most used app is the Files app, represented by the Folder icon. Here, you can add, remove, and share files, and make changes based on the access privileges you have.

The Nextcloud user interface contains the following fields and functions:

  1. App Selection Menu: Located in the upper left corner, you'll find all your apps which are available to you. Clicking on an app's icon will redirect you to the app.
  2. App Information: Located in the left sidebar, this area contains filters and tasks associated with your selected app. For example, when you are using the Files app, you have a special set of filters for quickly finding files, including Personal Files, Shared with you, or Group folders. You'll see different options here for the other apps.
  3. App View: The main central field in the Nextcloud user interface. This field displays the contents or user features of your selected app.
  4. Navigation Bar: Located over the main viewing window (the Application View), this bar provides a type of breadcrumbs navigation that enables you to navigate back to higher levels of the folder hierarchy up to the root level.
  5. New Button: Located to the right of the Navigation Bar, the New button enables you to create new files, new folders, or upload files.

Note

You can also drag and drop files from your file manager into the Files Application View to upload them to your instance. Currently, the only Web browsers that support drag-and-drop folders are Chrome and Chromium.

  1. Search, Notifications, Contacts: In the upper right, to the left of the profile picture, you can find the Search feature (magnifying glass), as well as the Notifications (bell) and the Contacts (person).

  2. Personal Settings: Click on your profile*photo, located to the right of the Search field, to open a quick access drop-down menu, allowing you to access more settings. The Personal settings area will allow you access many settings by navigating the left-hand App Information drop-down menu, including the following:

    • Personal info: Edit your profile.
    • Security: Change your password or manage your sessions. This is where you can manage your two-factor authentication settings.
    • Notifications: Enable email or app notifications when different activities happen.
    • Mobile & desktop: Links to download mobile or desktop apps.
    • Appearance and accessibility: Change between light and dark mode, enable high contrast mode, and configure navigation bar settings.

Note

We highly recommend ALL USERS enable two-factor authentication once their account is enabled in order to safeguard their account and ensure they have access to their data.

If you have any questions about our ICOS services or feedback regarding our documentation, you can email our User Support team at help@icos-ri.eu.