Your data stays in Nextcloud
Jobs, Run History, File Issues and session logs are stored in the Nextcloud database. Files and reports are ordinary files in Nextcloud Files.
No Microsoft 365 access
The app holds no Microsoft 365 credentials and never calls Microsoft 365. Only the SMART Migration server in your network does.
Administrators and your project team
The app is in Nextcloud's app menu for administrators and the members of the groups they choose on the Settings tab; nobody else can open it.
Where the app keeps its data
Section titled “Where the app keeps its data”- Job definitions, groups, tags, Run History, File Issues and session logs are stored in the Nextcloud database, in tables the app creates through Nextcloud's standard migration mechanism. The app opens no connection to any other database.
- Migrated files are written into Nextcloud Files, in the Team Folder or the user's files each job names.
- Reports and exported logs are files in the Team Folder
SMART Migration Reports, one folder per run. See Reports and run folders in Nextcloud Files - The reporting database behind the Power BI report is a PostgreSQL database you run yourself, on a machine you choose. See Refresh, upload and share SMART BI.pbix
The app has no account of its own
Section titled “The app has no account of its own”The app runs inside Nextcloud, but never as a Nextcloud user of its own and never with rights of its own. Everything it does is done as the account that asked.
| Who asks | What runs as whom |
|---|---|
| A person in the app | Every page and every change runs as that person's own Nextcloud account: an administrator, or a member of a group chosen under Who can use the app. |
| The SMART Migration server | Every call to the app's API runs as the account the server signs in with. Claiming a job, creating its run folder and uploading the reports are done as that account. |
| A migration into a user's files | Written as that user, with an app password the app makes for the run when it is claimed, sends to the SMART Migration server encrypted, and revokes when the run is over — an administrator cannot write into another user's files. See The destination user's app password |
| Nextcloud's background jobs | The hourly retention schedule runs inside Nextcloud as no user at all, and touches only the app's own data and its Team Folder. |
The SMART Migration server needs an administrator account
As the app lends the server no rights, the server works with its own account's rights alone. Writing the migrated files into Team Folders, creating the folders a job names and uploading the reports all need a Nextcloud administrator account. An ordinary account fails on every job that writes outside its own files.
How the SMART Migration server signs in
Section titled “How the SMART Migration server signs in”The SMART Migration server signs in to Nextcloud with a Nextcloud app password, over the same HTTPS connection as everything else in Nextcloud. The app adds no login or permission model of its own: its API answers the same people as the app — the administrators and the members of the groups chosen under Who can use the app on the Settings tab — and refuses every other account, so no other user can claim, cancel or change a job through it.
- Use a dedicated account for the server, and make it an administrator account: it works with that account's rights alone. A person's own login is the wrong choice: the account that claims jobs is also added to the Nextcloud group
SMART Migration Reports, which gives it access to every run's report folder. - Create the app password under Settings → Security → Devices & sessions while signed in as that account.
- Revoke it there to cut the server off at once. Nothing in the app is changed or deleted when you do.
The app never talks to Microsoft 365
The app makes no call to Microsoft Graph, SharePoint or any other Microsoft 365 service, and stores no Microsoft 365 credentials. The Entra ID app registration and its certificate — or the NTLM credentials for SharePoint on-premises — live only on the SMART Migration server, inside your own network. No outside party holds credentials to your environment.
The one outbound request: AI Help
Section titled “The one outbound request: AI Help”AI Help in the help panel is the only feature of the app that sends anything out of your Nextcloud. It calls Anthropic's Claude API, and only when two things are true: AI Help is switched on under Settings → AI Help, and the administrator asking has ticked the consent box in the help panel.
| Sent to Claude | Never sent |
|---|---|
| The question typed, and the recent questions and answers of the same conversation | Job definitions, Run History, File Issues |
| Pages of this manual that match the question | File names, file contents, reports |
| The licence key, user names and any other Nextcloud data |
Read more in Help panel and AI Help
SharePoint permissions are not migrated
Section titled “SharePoint permissions are not migrated”SMART Migration does not carry SharePoint permissions or access rights into Nextcloud: the two systems use different permission models. Who may open the migrated content is decided in Nextcloud — the members of each Team Folder, and the groups they come from, for example from LDAP, Keycloak or Nextcloud's own groups. Plan it as part of the destination design; see Destinations
A record you can keep
Section titled “A record you can keep”Every run of every job leaves a Run History row, with a snapshot of the job's configuration as it was when the run started, its counts, result and messages, and its report and log in Nextcloud Files. The rows stay until an administrator deletes them, so years later they still answer where a file came from. See Run History
See also