Spaces best practice

docs/user/spaces/spaces-best-practices.md

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+---
+sidebar_position: 8
+id: best-practice
+title: Best practice
+description: Best practice how to use Spaces
+draft: true
+---
+
+# 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.
+
+## 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.
+
+## Folder Structure: Recommended Patterns
+
+### Example: Family
+
+```plaintext
+📁 Family Space
+ ├── 📂 Documents
+ │    ├── 🧾 Insurance
+ │    └── 📑 Contracts
+ ├── 📂 Photos
+ │    ├── 📸 2024
+ │    └── 📸 2023
+ └── 📂 Shared Notes
+```
+
+### School / Kindergarten
+
+```plaintext
+
+📁 2024
+ ├── 📂 Class 3B
+ │    ├── 📂 Teaching Materials
+ │    ├── 📂 Parent Communication
+ │    ├── 📂 Homework Submissions
+ │    └── 📂 Events & Photos
+ ├── 📂 Class 4C
+ │    ├── 📂 Teaching Materials
+ │    ├── 📂 Parent Communication
+ │    ├── 📂 Homework Submissions
+ │    └── 📂 Events & Photos
+
+```
+
+### Company / Team
+
+```plaintext
+📁 Marketing Team
+ ├── 📂 Campaigns
+ │    ├── 📂 Q1-2025
+ │    └── 📂 Q2-2025
+ ├── 📂 Templates
+ ├── 📂 Reports
+ └── 📂 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: `& % $ § !` may break integrations
+
+## 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
+
+## 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+- Annually review the Space and remove outdated content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                        | ✅ Instead                       |
+| ------------------------------- | -------------------------------- |
+| Dump all files in root folder   | Use clear subfolders             |
+| 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    |
+
+## Shareable Quick Start Template
+
+You can use this as a template for new Spaces:
+
+```plaintext
+📁 [Team/Project Name]
+ ├── 📂 Documents
+ ├── 📂 Planning
+ ├── 📂 Resources
+ ├── 📂 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 |