FAQ: Finding your way around the app

Every group of questions: Nextcloud FAQ

Find your way around the app
Settings
Help panel and AI Help
Working together: what is shared and what is yours
Dashboard
Count and filter runs on the Dashboard
Troubleshooting
Monitor the migration from one place
Notifications when a job runs
Glossary

Find your way around the app

These questions are explained in full in Find your way around the app

How do I open the app?

Nextcloud's app menu at the top left → SMART Migration. Only administrators see it.

What do Live and Offline mean?

Live: the server called within the last two minutes. Offline: it has not, and Ready jobs wait. While Offline, rest the pointer on the mark to see why, and since when it has been silent. While Live the tabs follow the server on their own; Refresh, just before the mark, reads the open tab again at once.

Read more: Find your way around the app

What is the difference between Tree and List?

Tree files the rows under group, site, library and folder; List shows them as one flat list.

Read more: Find your way around the app

How do I send someone a link to a job or a run?

Copy link in its row menu or in its dialog; the link opens it straight away.

Read more: Find your way around the app

How do I copy a source's URL or open it in SharePoint?

Right-click its Source or Destination cell — on File Issues, the file name or its path. The row menu starts with Copy URL, or Copy UNC path for a file share, and Open SharePoint location, which opens it in a new browser tab. A file share cannot be opened from a web page: paste its path into File Explorer. On a summary card, a source or destination that is a web address is a link that opens it.

Settings

These questions are explained in full in Settings

How do I change the app's language without changing my Nextcloud language?

Settings → Language, theme and colours, or the language button at the far right of the Dashboard's tab bar. It applies to this app only, and only for you: every administrator picks their own. The online manual the app opens follows it.

Can I show the app in the dark theme without changing my Nextcloud theme?

Yes. The theme button at the far right of the Dashboard's tab bar, or Settings → Language, theme and colours, shows this app dark, light, in your Nextcloud theme or as the browser setting says — for you only; Nextcloud and its other apps keep your own theme.

Read more: Settings

Why do OneDrive jobs need the domain mapping?

Microsoft 365 builds a OneDrive's address from the tenant's SharePoint domain, not from the e-mail domain in the UPN; Map From and Map To on the Settings tab connect the two.

Read more: Settings · OneDrive to Nextcloud

When should I use Reset server status?

When the server moved to another machine: it clears the old name, version and last contact until the new one calls.

Read more: Settings

How do I bring back messages I hid?

Show hidden messages again on the Settings tab. It brings back every message you hid, and the tips you closed with their ×. Hidden messages are your own: other administrators keep theirs.

Read more: Settings

Does Do not show this again hide a message for the other administrators?

No. It hides the message for you alone, and Show hidden messages again brings back only yours.

Read more: Settings

Working together: what is shared and what is yours

These questions are explained in full in Working together: what is shared and what is yours

Can several administrators work in the app at the same time?

Yes. It is a multi-user app, built for teamwork: every administrator, and every member of a group chosen on the Settings tab, can open it at the same time, and each sees what the others change within a few seconds.

Who can use the app?

Every Nextcloud administrator, and the members of the Nextcloud groups an administrator chooses under Who can use the app on the Settings tab — the customer's own people and the consultants on the project, each with their own account. A member gets the whole app; taking them out of the group closes it to them. Only administrators choose the groups and switch AI Help on or off. A member who is not an administrator also needs the group SMART Migration Reports to see the reports in Files.

What is shared with the other administrators?

The jobs, groups, tags, runs and file issues, Archived, what is dismissed from the Dashboard, and the instance's settings — AI Help, MetaVox, the domain mapping. My note, the interface language and colours are each person's own.

Are my pins, filters and sort order my own?

Yes. Pins, My note, filters, sort order, hidden messages and your place in each tab are yours alone; a colleague never sees or changes them.

Why are my filters gone on another computer?

Filters and your place are kept in the browser you use. The sort order is stored with your account, so it follows you.

Help panel and AI Help

These questions are explained in full in Help panel and AI Help

What is sent to Claude when I ask a question?

Your question, the recent turns of the conversation, and the matching pages of this manual with the app's own labels in your language — or the partner profiles for a partner question.

Read more: Help panel and AI Help

How do I switch AI Help on or off?

For everyone under Settings → AI Help; for yourself with the consent switch in the help panel.

Read more: Help panel and AI Help

Can AI Help answer questions about my partner's services?

Yes: choose Partner above the question box in the help panel, once your partner is activated. It answers from their profile and the pages it links to.

Read more: Help panel and AI Help

Can I ask AI Help in my own language?

Yes. It answers in the language you ask in, and names the app's tabs, buttons and fields as your screen shows them in the app's language; the manual pages it links open in German, French or Dutch when the app is in one of them, and in English otherwise.

Read more: Help panel and AI Help

Dashboard

These questions are explained in full in Dashboard

Do the other administrators see the same Dashboard?

The same figures, running jobs and reports, yes. Your switches, progress scope, pins and filters are your own; a dismissed notification is gone for everyone.

What do the file figures on the Dashboard count?

Under Files, jobs and runs, Discovered, Test migrated and Migrated count the files in the BI data, as SMART Migration reports them: each file once, in its File status — Discovery Report, Test Migration with Test Restore added, and Migration with Restore added, which their cards show apart — so a file moves from one to the next as runs handle it. Each card gives the current files' volume, the version volume and the total apart. Issues counts the issues on the runs.

Read more: Dashboard

Where do I see what the Running, Ready and on-hold jobs would move?

In the card of the Running jobs, Jobs on hold or Ready jobs tile: rest the pointer on the tile. It shows what their Migration and Test Migration jobs would move, estimated: each job's latest Discovery figures, or else what its latest finished migration moved, or else the average job — files, versions and volume, and how many jobs were counted at the average. The tiles themselves show only the count. Deferred jobs has no estimate.

Read more: Dashboard

Are archived jobs and runs counted on the Dashboard?

Mostly not. They are left out of the job tiles, the runs box and Issues, as the Jobs and Run History tabs leave them out, so a tile and the tab it opens agree; rest the pointer on a tile: its card says how many it leaves out. Discovered, Test migrated and Migrated are the exception: they count the files in the BI data, where an archived run stays.

Read more: Dashboard

Why does Discovered go down when files are migrated?

The figures count the files in the BI data, each file once, in its File status: a file migrated leaves Discovery Report for Migration, so it moves from Discovered to Migrated; a file test migrated moves to Test migrated. A new file a Discovery finds adds to Discovered, and so does a migrated file changed at its source, until it is migrated again.

How do I follow the progress of a running job?

Select it under Running jobs on the Dashboard: its run message — what it is doing right now, for information only — and any error or warning show in a box under Migration progress, headed by the job's title. To see how far it has come against its Discovery run, choose Measure progress of this job in its ⋯ menu.

Read more: Dashboard

How does the Dashboard measure migration progress?

Migration progress adds up what the last Discovery run of each Migration and Test Migration job that is Ready or Running counted — files, versions and volume — and fills a bar for each with what the running jobs have reported so far. By default it also counts every finished migration, with what it moved; under Measure from you can keep to the jobs in hand, measure the one job selected under Running jobs, or start from a finished run. A job that has no Discovery run is counted at an estimate. Under the bars, it forecasts the time left and the throughput.

How do I bring back the start tip on the Dashboard?

Reopen the start tip in the last section of the Settings tab, beside Reopen Getting Started. The tip was closed for you only, and comes back for you; the other administrators decide for themselves.

Count and filter runs on the Dashboard

These questions are explained in full in Count and filter runs on the Dashboard

What does the Runs box on the Dashboard count?

The runs the Run History tab lists, archived ones left out. Latest, on by default, counts only the latest run of each job; turn on Discovery, Test Migration or Migration to count only those modes, and Ok, Warning or Error to count only those results.

How do the switches in the Runs box work together?

They combine: the modes switched on with the results switched on, and with Latest each job's latest such run. With no mode on, every mode counts, and with no result on every result — as long as one switch in the other column is on: with no switch on at all, the box counts nothing and Latest is greyed out. Migration with Error counts the Migration runs that ended in an error.

What happens when I click the number in the Runs box?

The Run History tab opens with the box's switches as its filters — Latest run per job, Mode and Result — and every other filter cleared, so it lists exactly the runs the number counted — with Latest on, also any older run you have pinned, in the Pinned band above them.

Why is a switch in the Runs box greyed out?

There are no runs of that mode or with that result, archived ones left out, so it has nothing to count; it stays off until such a run is recorded. Latest is greyed out while no job has more than one run, as it would change nothing, and while no mode or result is switched on, as the box then counts nothing.

Troubleshooting

These questions are explained in full in Troubleshooting

Why does the app say Offline, and how do I fix it?

Nothing has called the app recently; rest the pointer on Offline to see since when. Check that the server runs, reaches Nextcloud, and that its app password is still valid.

Monitor the migration from one place

These questions are explained in full in Monitor the migration from one place

How do I follow the whole migration from one place?

On the Dashboard: the figures, the running jobs, the notifications sent and the state of the report; the finished runs are on the Run History tab.

How do I keep a notification at the top of the Dashboard?

Click the pin at the right of its job's row in Notifications sent: it stays at the top, as the job sends new notifications, under a Pinned band and in view while the rest scrolls — for you alone: each administrator has their own pins. Pin a run on the Run History tab.

How do I use tags and Archived to organise the work?

Tag the jobs of one piece of work across the waves, follow them by that tag, and archive them once they are signed off.

What should I check every day while the migration runs?

On the Dashboard: that the server is Live, what is running, the notifications sent and whether the report needs a refresh; on Run History, the finished runs with Error or Warning first — read, fix, archive.

Where do I see which notifications were sent?

On the Dashboard, under Notifications sent: one row per job, its latest notification — when, about which run, what it said with the run's counts of files, errors and warnings, and which users it went to. Rest the pointer on its Event, Message or Sent to for the job's card: who the latest notification was sent to, every notification of that run, and the job's earlier runs under it. Filter it by Job title, Event, Message or Sent to.

How do I see a job's earlier notifications?

Notifications sent shows each job once, by its latest notification, and keeps every one it sent. Rest the pointer on the job's Event, Message or Sent to: its card names who the latest notification was sent to, then lists every notification of the Latest run and, under it, each earlier run that sent notifications, by when it started and its number — (Run: 3). Click the row to pin the card, with the run's buttons at its foot.

How do I open a run or its job from the Dashboard?

Click its title to pin its summary card, with buttons for the details, the run on the Run History tab and its job — or use the row menu. A double-click opens the run's details.

Who changed this job, and what did they change?

The Log on the Dashboard: each save lists the fields it changed, from what to what, with who saved it. Type the job's title in the box under Title to see only its rows; Export to CSV saves them to a file.

How do I see when a job's mode was changed?

In the Log on the Dashboard: a change of mode — Discovery to Migration above all — is drawn in amber, and its details open with Mode changed and the old and new mode as pills. Type Mode in the box under Details to see only those rows and the other changes of mode.

How long does the Log keep its rows?

A month, unless an administrator chooses a week, three or six months, a year or for ever under Log retention on the Settings tab. Rows can also be ticked and deleted by hand; the Log records the delete itself.

Notifications when a job runs

These questions are explained in full in Notifications when a job runs

How do I get told when a job fails?

A new job has First error ticked under Notifications in the Job step of the job dialog, with you in Notify to — with Advanced Settings on, check both are still so. The first error a run logs is sent at once, with its text.

Is every error of a run sent as a notification?

No. The first error a run logs is sent the moment it arrives, with its text, and the first warning likewise; the rest are in the run's session log.

Can I manage the notifications like other Nextcloud notifications?

Yes — they are native Nextcloud notifications. Dismiss them in the bell, choose how often they come by email in Personal settings → Notifications, and let the browser or the phone app show them or not, as for any other notification.

Can notifications come by email or to my phone?

Yes. Nextcloud delivers them to the bell, as browser and phone push, and by email for each person who turns on email reminders.

Who receives the notifications?

The users, and every member of the groups, chosen in the job's Notify to, right under its boxes — each person once; the Jobs table shows them in its Notify to column. A new job starts with the administrator creating it. Notify administrators, so they can open the run.

Can one job notify me and another notify a team?

Yes. Each job has its own Notify to, and it takes several users and groups at once: pick yourself on one job, and yourself plus a group such as Migration team on another. Change selected jobs … in the Actions menu sets the list on many jobs at once.

How do I turn on notifications for many jobs at once?

Tick the jobs on the Jobs tab, choose Change selected jobs … in the Actions menu and switch on Notifications: it sets the four boxes and Notify to on every ticked job.

Why does a job with notifications not validate?

A box is ticked but no one is chosen in Notify to, so it would reach nobody; the Jobs table's Notify to column says No one. Choose a user or a group, or clear the boxes.

What does a notification say, and where does it take me?

It shows the job's title with a coloured mark under it for what happened — green for Ok, yellow for Warning, red for Error — then the message behind it, the job's group and the run's counts, and last the run's Source and Destination — the URL or UNC path, a web address as a link. A click on it, or on Open run in SMART Migration, takes you to the run's row in the Run History table; a double-click on the row opens its details.

Why did no notification arrive?

Look under Notifications sent on the Dashboard first: listed there, it was sent. If not, check the job's boxes and its Notify to — when it is a group, that the person is in it — and, for email, their Email reminders.

Glossary

These questions are explained in full in Glossary

What is the difference between a job and a run?

A job is the definition of the work; a run is one execution of it, recorded in Run History.