Working together: what is shared and what is yours

One project, many administrators

The app is made for a team: a consultant who builds the jobs, a colleague who watches the runs, a customer administrator who checks the file issues. Each signs in to Nextcloud with their own account and works in the same app.

Everyone sees the same work. A job one administrator creates, a status another changes, a run SMART Migration finishes — every open page shows it within a few seconds, without a reload.
Nobody gets in anyone's way. What one person pins, filters, sorts or hides changes their own view only.
SMART Migration sees no difference. It reads the jobs and writes the runs whoever made them; the people working in the app are not its concern.

Who can use the app

Every Nextcloud administrator can use the app. So can the members of the Nextcloud groups an administrator chooses under Who can use the app on the Settings tab — so the project team needs no administrator rights on the rest of Nextcloud.

How to set the groups up, and what to do when someone joins or leaves: Set up the project team

Who	What they can do
Nextcloud administrators	Everything, and they alone choose the groups and switch AI Help on or off
Members of a chosen group	The whole app: jobs, runs, file issues, the Dashboard, Power BI and the settings of the project — the same as an administrator. The reports in Files only once they are also in `SMART Migration Reports`
Everyone else	Nothing: no menu entry, and the app refuses them
SMART Migration Server	Its own administrator account and app password, over the app's API — not a person in the app. The API answers the same people as the app: any other account is refused

All or nothing

A member of a chosen group gets the whole app, with no roles of their own: put only the people in the group who are meant to change the migration. With no group chosen, only the administrators can use the app.

What is shared with every administrator

These belong to the project. A change by one administrator is what every other administrator sees.

Shared	What it means
Jobs and job groups	Every job, its settings and its status; the groups and their colours.
Run History and file issues	Every run and every file issue, as SMART Migration wrote them.
Tags	The tags and their colours, on every job and run.
Archived	An archived job or run is put away for everyone.
Dismissed on the Dashboard	A notification dismissed from the Dashboard is gone from everyone's Dashboard.
Notify to	Whom a job's notifications go to: users or groups, chosen per job.
AI Help, MetaVox, domain mapping, partner	The instance's settings, set once for the team.

What is yours alone

These follow the person who chose them. A colleague never sees them, and never changes them for you.

Yours	What it means
Pins	Jobs, runs, file issues and notifications you pinned, listed under the Pinned band at the top of each table.
My note	Your note on a job, run or file issue. Each administrator writes their own, and no one else reads it.
Sort order	How each table is sorted. It follows you to any computer.
Filters	Every filter box, the Archived and Dismissed filters, the Latest, mode and result switches on the Dashboard, and its migration progress scope.
Your place	The open tab, Tree or List, the open tree nodes, the ticked rows, the Recent menus and the scroll position.
Hidden messages	A message you hid with Do not show this again, or a tip closed with its ×, is hidden for you alone.
Your choices on Settings	The interface language, colours, notifications while a run starts or finishes, the job dialog as wizard or form, the help panel, Getting Started and the Dashboard's start tip.
AI Help consent	Your own consent to AI Help and to speaking a question.

Filters and your place stay in this browser

Your filters and your place are remembered in the browser you use, for your account only. On another computer, or in another browser, the tables open with no filters; the sort order is the exception, as it is stored with your account. An update of the app starts every table afresh.

Working well as a team

A few habits keep a shared migration in order.

Groups and tags say who does what. A group per wave or site, a tag per owner — then each person filters to their own part. See Organise the jobs of a project
Pin your own worklist. Pins are yours: pin the jobs you look after, and a colleague's pins never crowd your table.
Say why in the job, not in My note. A note is your own, so the reason a job is on Hold goes in its Job Description or a tag, where the team reads it.
Archive and dismiss with care. Both act for the whole team. Agree when a run or notification is done with before it leaves everyone's Dashboard.
One person edits a job at a time. Two administrators saving the same job one after the other keep the last save. Say so before you open a job a colleague is working on.

Deleting a row someone else pinned

You can delete a job, run, issue or notification another administrator pinned. The delete dialog names who pinned it, and they get a Nextcloud notification that it is gone.