Reports and run folders in Nextcloud Files

Where a run's files are

Each run gets its own folder, created when the SMART Migration server claims the job. The folders sit in three levels:

Level	Folder	Holds
1	`SMART Migration Reports`	The general folder for all reports: one Team Folder for the whole app, holding two folders, `Jobs` and `SmartBI`
2	`Jobs`	The job folders. `SmartBI` beside it holds the Power BI files
3	`<job title> (ID-<job ID>)`	One folder per job, holding a folder for every run of that job
4	`<mode> <date and time> (Run-<run number>) (ID-<run ID>)`	One folder per run: that run's reports, listings and exported log

SMART Migration Reports/Jobs/<job title> (ID-<job ID>)/<mode> <date and time> (Run-<run number>) (ID-<run ID>)

For example SMART Migration Reports/Jobs/Finance library (ID-7)/Migration 2026-10-01 14.03 (Run-3) (ID-12): the job's third Migration run, of the job with ID 7. (Run-3) is the run's number among its job's runs of that mode — the same as the (Run: 3) on the end of its title in Run History — and (ID-12) is the run's ID, which keeps every name unique and is how the app finds the folder again. The mode, the time and the run's number tell the runs apart without opening them. The time is written with a dot rather than a colon, so the folders also sync to Windows desktop clients.

The times in the names are local time: the time zone of the Nextcloud account the SMART Migration server signs in with, as its Personal settings set it, or the server's default time zone when the account has none. A run keeps the time zone it was claimed in, so its folder, the files uploaded into it and its exported log all agree.

A job's folder takes the job's Title when its first run creates it, and keeps that name: when the title changes later, the job's runs still go into the same folder, recognised by the (ID-<job ID>) its name ends with, and every Reports link still opens it. Characters Windows does not allow in a name are written as _.

How to get there	From
Open, in the Reports column of a Run History row — shown only when the run has files in its folder	The run's folder
Reports, beside Wizard and Form in the job dialog	The job's folder, with every one of its runs
Report, in the run details dialog	The run's report file itself
Nextcloud Files	The Team Folder `SMART Migration Reports`

What is in a run folder

The report SMART Migration uploads for the run — the discovery or migration report — which Run History also links as the run's Report. A Discovery run's report lists every file it found, with a StatusInBI column saying whether each is New, Modified or Unchanged against the BI data — see What each Discovery run records
Listings as workbooks. Listings SMART Migration writes as tab-separated text are stored as Excel workbooks (.xlsx), with a filter on every column and real numbers and dates, ready to sort.
The exported session log, named after the run, such as Log - Finance library 2026-09-26 07.59.xlsx. It is written when the run finishes, and again with Export to Files in the run details dialog.

Every file SMART Migration uploads carries the job's title and the time of the upload, in local time to the second, in brackets before its extension: report.pdf is stored as report (Finance library 2026-10-01 14.03.27).pdf. So a report sent again is kept beside the first rather than replacing it, and a file copied out of its folder still says where it came from. Characters Windows does not allow in a name are written as _.

At the top of SMART Migration Reports sits SMART BI.pbix, the Power BI report, once someone has uploaded it. See Refresh, upload and share SMART BI.pbix

Who can see the reports

SMART Migration Reports is a Team Folder, and a Team Folder is shown only to the members of the groups it is shared with. The app creates a Nextcloud group of the same name, SMART Migration Reports, gives it full permissions on the folder, and adds the account the SMART Migration server signs in with, so the server can upload into it.

Administrators are added for you. An administrator who opens the app is put in the group, so the Reports links open the folder in their Files.
Add everyone else by hand — in Nextcloud's own Accounts settings. A member of a group chosen under Who can use the app who is not an administrator sees the reports in Files only as a member of SMART Migration Reports. See Set up the project team
Use a dedicated account for the server, not a person's own login: the account that claims jobs ends up in the group and sees every report.
Renaming the folder is safe. The app remembers the Team Folder by its ID, so a new name chosen on Nextcloud's Team folders page is followed.

The Team folders app is needed

The run folders are provisioned through Nextcloud's Team folders app. Without it, jobs still run, but their runs have no folder in Files for reports and logs. The folder and its group are never removed by the app, not even when it is uninstalled.

When a run folder is removed

A run's folder is removed only with its Run History row — once SMART Migration has purged the deleted run from the reporting database — and the job's folder above it goes with the last of the job's runs. Nothing else removes them. See Run History

See also