From 804f963f6b0d7c5be590c67be71ec3d5c4b1a302 Mon Sep 17 00:00:00 2001 From: Anja Barz Date: Tue, 24 Jun 2025 14:03:53 +0200 Subject: [PATCH 1/4] first draft --- docs/user/spaces/spaces_best_practices.md | 124 ++++++++++++++++++++++ 1 file changed, 124 insertions(+) create mode 100644 docs/user/spaces/spaces_best_practices.md diff --git a/docs/user/spaces/spaces_best_practices.md b/docs/user/spaces/spaces_best_practices.md new file mode 100644 index 00000000..a93b5e6f --- /dev/null +++ b/docs/user/spaces/spaces_best_practices.md @@ -0,0 +1,124 @@ +--- +sidebar_position: 8 +id: best-practice +title: Best practice +--- +# πŸ“ Best Practices for Organizing Spaces in OpenCloud + +Spaces are collaborative areas meant to be used by multiple users. Unlike personal storage, they must be structured in a way that supports clarity, collaboration, and scalability. This guide helps you set up and maintain well-organized, long-term usable Spaces. + +--- + +## βœ… General Principles + +- **Plan first** – Don't treat Spaces like ad-hoc storage. Think ahead. +- **Think in roles and teams** – Structure based on how people work together. +- **Keep it scalable** – Choose a structure that works now *and* with more users later. +- **Apply consistency** – Naming, access, and structure should follow shared rules. + +--- + +## πŸ“‚ Folder Structure: Recommended Patterns + +### πŸ‘¨β€πŸ‘©β€πŸ‘§β€πŸ‘¦ Example: Family + +``` +πŸ“ Family Space + β”œβ”€β”€ πŸ“‚ Documents + β”‚ β”œβ”€β”€ 🧾 Insurance + β”‚ └── πŸ“‘ Contracts + β”œβ”€β”€ πŸ“‚ Photos + β”‚ β”œβ”€β”€ πŸ“Έ 2024 + β”‚ └── πŸ“Έ 2023 + └── πŸ“‚ Shared Notes +``` + +### 🏫 School / Kindergarten + +``` +πŸ“ Class 3B 2024 + β”œβ”€β”€ πŸ“‚ Teaching Materials + β”œβ”€β”€ πŸ“‚ Parent Communication + β”œβ”€β”€ πŸ“‚ Homework Submissions + └── πŸ“‚ Events & Photos +``` + +### 🏒 Company / Team + +``` +πŸ“ Marketing Team + β”œβ”€β”€ πŸ“‚ Campaigns + β”‚ β”œβ”€β”€ πŸ“‚ Q1-2025 + β”‚ └── πŸ“‚ Q2-2025 + β”œβ”€β”€ πŸ“‚ Templates + β”œβ”€β”€ πŸ“‚ Reports + └── πŸ“‚ Meeting Notes +``` + +--- + +## 🧾 Naming Conventions + +- Use **clear, descriptive names** – avoid "new folder" or cryptic titles +- Prefer **lowercase-with-dashes** or **Title Case** +- Add dates when relevant: `report-2025-Q2.pdf` or `Budget 2024.xlsx` +- Avoid special characters: `& % $ Β§ !` may break integrations + +--- + +## πŸ‘₯ Ownership & Access Guidelines + +- Assign **Space Owners**: Responsible for structure and permissions +- Use **Groups** where possible for access control (e.g. `staff`, `students`, `parents`) +- Keep sensitive content in **separate folders** with restricted access +- Define **editing vs. viewing** rights clearly + +--- + +## πŸ“¦ Archiving & Clean-Up + +- Set up an **archive folder** for old or unused files +- Annually review the Space and remove outdated content +- Use versioning or export before deletion if unsure + +--- + +## ❌ Common Pitfalls to Avoid + +| ❌ Don’t | βœ… Instead | +| ------------------------------- | -------------------------------- | +| Dump all files in root folder | Use clear subfolders | +| Mix personal and shared content | Keep personal data in "My Files" | +| Give all users full access | Apply least-privilege principle | +| Use inconsistent naming | Define and follow conventions | + +--- + +## πŸ“„ Shareable Quick Start Template + +You can use this as a template for new Spaces: + +``` +πŸ“ [Team/Project Name] + β”œβ”€β”€ πŸ“‚ Documents + β”œβ”€β”€ πŸ“‚ Planning + β”œβ”€β”€ πŸ“‚ Resources + β”œβ”€β”€ πŸ“‚ Archive + └── README.md (Space purpose, structure, rules) +``` + +--- + +## 🎯 Summary + +| Goal | How | +| ---------------------------- | ---------------------------------- | +| Make Spaces easy to navigate | Use clear folder names & hierarchy | +| Avoid permission chaos | Define ownership and roles | +| Keep things clean | Review regularly and archive | +| Support collaboration | Use group access & standard naming | + +--- + +> 🧩 Need more examples or a custom template for your use case (e.g. university, NGO, government)? Let us know! + From d9678ce919989d487547b341cfb0a9c478cf0591 Mon Sep 17 00:00:00 2001 From: Anja Barz Date: Wed, 25 Jun 2025 16:31:23 +0200 Subject: [PATCH 2/4] second try for best-practice --- .../user/spaces/spaces_best_practices copy.md | 94 +++++++++++++++++++ 1 file changed, 94 insertions(+) create mode 100644 docs/user/spaces/spaces_best_practices copy.md diff --git a/docs/user/spaces/spaces_best_practices copy.md b/docs/user/spaces/spaces_best_practices copy.md new file mode 100644 index 00000000..21d4669b --- /dev/null +++ b/docs/user/spaces/spaces_best_practices copy.md @@ -0,0 +1,94 @@ +--- +sidebar_position: 11 +id: spaces-story +title: How Margaret Organized the Spaces +description: "A practical story about bringing order to OpenCloud Spaces." +--- + +# 🧢 How Margaret Brought Order to the OpenCloud Spaces + +Let’s follow **Margaret**, who works at a mid-sized organization and was given the task of introducing **OpenCloud Spaces** to her team. Her mission? Bring structure, clarity, and good collaboration habits to the team’s digital workspace. + +--- + +## 🎬 Scene 1: Chaos in Personal Space + +After observing her team for a few weeks, Margaret noticed something: + +> β€œEveryone uploads everything to their **Personal Space** β€” vacation plans, project documents, even holiday party photos β€” and then shares links via Slack.” + +It kind of works… until someone needs to find a file again. Or worse β€” someone leaves the company, and the shared links stop working. + +That’s when Margaret realizes: + +> **β€œWe need proper Spaces. And some clear rules.”** + +--- + +## πŸ’‘ Scene 2: Introducing Spaces + +In the next team meeting, Margaret explains: + +> β€œThink of **Spaces** like digital team rooms. Every department or project gets its own Space where collaboration happens. Your Personal Space is just for *your* private files.” + +She suggests: +- One **Space per project** + e.g. `πŸ“ Project Redesign` +- One **Space per department** + e.g. `πŸ“ Marketing`, `πŸ“ Finance` +- One **Space for shared resources** + e.g. `πŸ“ Templates & Docs` + +--- + +## πŸ“¦ Scene 3: Creating Structure + +Margaret creates a Space called `Project Redesign` and walks her colleagues through a clean folder setup: + +πŸ“ Project Redesign +β”œβ”€β”€ πŸ“‚ Documents +β”œβ”€β”€ πŸ“‚ Planning +β”œβ”€β”€ πŸ“‚ Meeting Notes +β”œβ”€β”€ πŸ“‚ Archive +└── README.md β†’ explains purpose & rules + + +She sets up **clear permissions**: +- Team members: full access +- Management: read-only +- External partners: access only to `/Documents/Shared` + +--- + +## πŸ” Scene 4: Personal vs. Shared + +A coworker asks: +> β€œWhy can’t I just use my Personal Space and share files from there?” + +Margaret explains: + +> β€œYour Personal Space is yours only. If you share from there, no one else can manage those files. And if you leave the company, the links break. +> In a Space, files stay accessible to the team β€” structured, findable, and secure.” + +--- + +## πŸ”„ Scene 5: Maintenance and Care + +Every few months, Margaret reviews the team’s Spaces: +- Moves old files to the `πŸ“‚ Archive` +- Deletes empty or unused folders +- Updates access rights for new team members + +--- + +## 🎯 Margaret’s Final Advice + +> β€œSpaces are our digital workrooms. +> When we organize them properly, we save time, stress, and mess. +> So: keep your Personal Space for truly personal stuff β€” and put everything you want to share in a proper Space with structure and roles. +> Ready to get started?” + + + + + From 23797bce6d5d7f15ecc954fd9404bf1abbb10dcf Mon Sep 17 00:00:00 2001 From: Anja Barz Date: Mon, 11 Aug 2025 10:54:44 +0200 Subject: [PATCH 3/4] adjust the text and remove emojs --- .../user/spaces/spaces_best_practices copy.md | 94 ------------------- docs/user/spaces/spaces_best_practices.md | 82 +++++++--------- 2 files changed, 32 insertions(+), 144 deletions(-) delete mode 100644 docs/user/spaces/spaces_best_practices copy.md diff --git a/docs/user/spaces/spaces_best_practices copy.md b/docs/user/spaces/spaces_best_practices copy.md deleted file mode 100644 index 21d4669b..00000000 --- a/docs/user/spaces/spaces_best_practices copy.md +++ /dev/null @@ -1,94 +0,0 @@ ---- -sidebar_position: 11 -id: spaces-story -title: How Margaret Organized the Spaces -description: "A practical story about bringing order to OpenCloud Spaces." ---- - -# 🧢 How Margaret Brought Order to the OpenCloud Spaces - -Let’s follow **Margaret**, who works at a mid-sized organization and was given the task of introducing **OpenCloud Spaces** to her team. Her mission? Bring structure, clarity, and good collaboration habits to the team’s digital workspace. - ---- - -## 🎬 Scene 1: Chaos in Personal Space - -After observing her team for a few weeks, Margaret noticed something: - -> β€œEveryone uploads everything to their **Personal Space** β€” vacation plans, project documents, even holiday party photos β€” and then shares links via Slack.” - -It kind of works… until someone needs to find a file again. Or worse β€” someone leaves the company, and the shared links stop working. - -That’s when Margaret realizes: - -> **β€œWe need proper Spaces. And some clear rules.”** - ---- - -## πŸ’‘ Scene 2: Introducing Spaces - -In the next team meeting, Margaret explains: - -> β€œThink of **Spaces** like digital team rooms. Every department or project gets its own Space where collaboration happens. Your Personal Space is just for *your* private files.” - -She suggests: -- One **Space per project** - e.g. `πŸ“ Project Redesign` -- One **Space per department** - e.g. `πŸ“ Marketing`, `πŸ“ Finance` -- One **Space for shared resources** - e.g. `πŸ“ Templates & Docs` - ---- - -## πŸ“¦ Scene 3: Creating Structure - -Margaret creates a Space called `Project Redesign` and walks her colleagues through a clean folder setup: - -πŸ“ Project Redesign -β”œβ”€β”€ πŸ“‚ Documents -β”œβ”€β”€ πŸ“‚ Planning -β”œβ”€β”€ πŸ“‚ Meeting Notes -β”œβ”€β”€ πŸ“‚ Archive -└── README.md β†’ explains purpose & rules - - -She sets up **clear permissions**: -- Team members: full access -- Management: read-only -- External partners: access only to `/Documents/Shared` - ---- - -## πŸ” Scene 4: Personal vs. Shared - -A coworker asks: -> β€œWhy can’t I just use my Personal Space and share files from there?” - -Margaret explains: - -> β€œYour Personal Space is yours only. If you share from there, no one else can manage those files. And if you leave the company, the links break. -> In a Space, files stay accessible to the team β€” structured, findable, and secure.” - ---- - -## πŸ”„ Scene 5: Maintenance and Care - -Every few months, Margaret reviews the team’s Spaces: -- Moves old files to the `πŸ“‚ Archive` -- Deletes empty or unused folders -- Updates access rights for new team members - ---- - -## 🎯 Margaret’s Final Advice - -> β€œSpaces are our digital workrooms. -> When we organize them properly, we save time, stress, and mess. -> So: keep your Personal Space for truly personal stuff β€” and put everything you want to share in a proper Space with structure and roles. -> Ready to get started?” - - - - - diff --git a/docs/user/spaces/spaces_best_practices.md b/docs/user/spaces/spaces_best_practices.md index a93b5e6f..8cf41073 100644 --- a/docs/user/spaces/spaces_best_practices.md +++ b/docs/user/spaces/spaces_best_practices.md @@ -2,27 +2,26 @@ sidebar_position: 8 id: best-practice title: Best practice +description: Best practice how to use Spaces +draft: true --- -# πŸ“ Best Practices for Organizing Spaces in OpenCloud -Spaces are collaborative areas meant to be used by multiple users. Unlike personal storage, they must be structured in a way that supports clarity, collaboration, and scalability. This guide helps you set up and maintain well-organized, long-term usable Spaces. +# Best Practices for Organizing Spaces in OpenCloud ---- +Spaces are collaborative areas meant to be used by multiple users. Unlike personal storage, they must be structured in a way that supports clarity, collaboration, and scalability. This guide helps you set up and maintain well-organized, long-term usable Spaces. -## βœ… General Principles +## General Principles -- **Plan first** – Don't treat Spaces like ad-hoc storage. Think ahead. -- **Think in roles and teams** – Structure based on how people work together. -- **Keep it scalable** – Choose a structure that works now *and* with more users later. -- **Apply consistency** – Naming, access, and structure should follow shared rules. +- Plan first – Don't treat Spaces like ad-hoc storage. Think ahead. +- Think in roles and teams – Structure based on how people work together. +- Keep it scalable – Choose a structure that works now _and_ with more users later. +- Apply consistency – Naming, access, and structure should follow shared rules. ---- +## Folder Structure: Recommended Patterns -## πŸ“‚ Folder Structure: Recommended Patterns +### Example: Family -### πŸ‘¨β€πŸ‘©β€πŸ‘§β€πŸ‘¦ Example: Family - -``` +```plaintext πŸ“ Family Space β”œβ”€β”€ πŸ“‚ Documents β”‚ β”œβ”€β”€ 🧾 Insurance @@ -33,9 +32,9 @@ Spaces are collaborative areas meant to be used by multiple users. Unlike person └── πŸ“‚ Shared Notes ``` -### 🏫 School / Kindergarten +### School / Kindergarten -``` +```plaintext πŸ“ Class 3B 2024 β”œβ”€β”€ πŸ“‚ Teaching Materials β”œβ”€β”€ πŸ“‚ Parent Communication @@ -43,9 +42,9 @@ Spaces are collaborative areas meant to be used by multiple users. Unlike person └── πŸ“‚ Events & Photos ``` -### 🏒 Company / Team +### Company / Team -``` +```plaintext πŸ“ Marketing Team β”œβ”€β”€ πŸ“‚ Campaigns β”‚ β”œβ”€β”€ πŸ“‚ Q1-2025 @@ -55,50 +54,40 @@ Spaces are collaborative areas meant to be used by multiple users. Unlike person └── πŸ“‚ Meeting Notes ``` ---- - -## 🧾 Naming Conventions +## Naming Conventions -- Use **clear, descriptive names** – avoid "new folder" or cryptic titles -- Prefer **lowercase-with-dashes** or **Title Case** +- Use clear, descriptive names – avoid "new folder" or cryptic titles +- Prefer lowercase-with-dashes or Title Case - Add dates when relevant: `report-2025-Q2.pdf` or `Budget 2024.xlsx` - Avoid special characters: `& % $ Β§ !` may break integrations ---- - -## πŸ‘₯ Ownership & Access Guidelines +## Ownership & Access Guidelines -- Assign **Space Owners**: Responsible for structure and permissions -- Use **Groups** where possible for access control (e.g. `staff`, `students`, `parents`) -- Keep sensitive content in **separate folders** with restricted access -- Define **editing vs. viewing** rights clearly +- Assign Space Owners: Responsible for structure and permissions +- Use Groups where possible for access control (e.g. `staff`, `students`, `parents`) +- Keep sensitive content in separate folders with restricted access +- Define editing vs. viewing rights clearly ---- +## Archiving & Clean-Up -## πŸ“¦ Archiving & Clean-Up - -- Set up an **archive folder** for old or unused files +- Set up an archive folder for old or unused files - Annually review the Space and remove outdated content - Use versioning or export before deletion if unsure ---- - -## ❌ Common Pitfalls to Avoid +## Common Pitfalls to Avoid -| ❌ Don’t | βœ… Instead | +| ❌ Don’t | βœ… Instead | | ------------------------------- | -------------------------------- | | Dump all files in root folder | Use clear subfolders | -| Mix personal and shared content | Keep personal data in "My Files" | +| Mix personal and shared content | Keep personal data in "Personal" | | Give all users full access | Apply least-privilege principle | | Use inconsistent naming | Define and follow conventions | ---- - -## πŸ“„ Shareable Quick Start Template +## Shareable Quick Start Template You can use this as a template for new Spaces: -``` +```plaintext πŸ“ [Team/Project Name] β”œβ”€β”€ πŸ“‚ Documents β”œβ”€β”€ πŸ“‚ Planning @@ -107,9 +96,7 @@ You can use this as a template for new Spaces: └── README.md (Space purpose, structure, rules) ``` ---- - -## 🎯 Summary +## Summary | Goal | How | | ---------------------------- | ---------------------------------- | @@ -117,8 +104,3 @@ You can use this as a template for new Spaces: | Avoid permission chaos | Define ownership and roles | | Keep things clean | Review regularly and archive | | Support collaboration | Use group access & standard naming | - ---- - -> 🧩 Need more examples or a custom template for your use case (e.g. university, NGO, government)? Let us know! - From ee739f2ef9dd77615d0359d081a6815ee7841622 Mon Sep 17 00:00:00 2001 From: Anja Barz Date: Wed, 13 Aug 2025 11:42:04 +0200 Subject: [PATCH 4/4] adjust school example --- ...t_practices.md => spaces-best-practices.md} | 18 +++++++++++++----- 1 file changed, 13 insertions(+), 5 deletions(-) rename docs/user/spaces/{spaces_best_practices.md => spaces-best-practices.md} (89%) diff --git a/docs/user/spaces/spaces_best_practices.md b/docs/user/spaces/spaces-best-practices.md similarity index 89% rename from docs/user/spaces/spaces_best_practices.md rename to docs/user/spaces/spaces-best-practices.md index 8cf41073..50187ea6 100644 --- a/docs/user/spaces/spaces_best_practices.md +++ b/docs/user/spaces/spaces-best-practices.md @@ -35,11 +35,19 @@ Spaces are collaborative areas meant to be used by multiple users. Unlike person ### School / Kindergarten ```plaintext -πŸ“ Class 3B 2024 - β”œβ”€β”€ πŸ“‚ Teaching Materials - β”œβ”€β”€ πŸ“‚ Parent Communication - β”œβ”€β”€ πŸ“‚ Homework Submissions - └── πŸ“‚ Events & Photos + +πŸ“ 2024 + β”œβ”€β”€ πŸ“‚ Class 3B + β”‚ β”œβ”€β”€ πŸ“‚ Teaching Materials + β”‚ β”œβ”€β”€ πŸ“‚ Parent Communication + β”‚ β”œβ”€β”€ πŸ“‚ Homework Submissions + β”‚ └── πŸ“‚ Events & Photos + β”œβ”€β”€ πŸ“‚ Class 4C + β”‚ β”œβ”€β”€ πŸ“‚ Teaching Materials + β”‚ β”œβ”€β”€ πŸ“‚ Parent Communication + β”‚ β”œβ”€β”€ πŸ“‚ Homework Submissions + β”‚ └── πŸ“‚ Events & Photos + ``` ### Company / Team