Set up the project team

The people on a migration

A migration project usually has three kinds of account in Nextcloud, and each needs something different.

Nextcloud administrators

The customer's own administrators. They can always use the app, and the app puts them in SMART Migration Reports itself the first time they open it.

The project team

Consultants, the partner's people and customer staff who are not administrators. They use the app through a group chosen on the Settings tab, and see the reports only once they are in SMART Migration Reports too.

The server account

One dedicated Nextcloud administrator account that the SMART Migration server signs in with, using an app password. The app has no account of its own to lend it, so it needs administrator rights. It is not a person, and never in the project group.

The groups a project needs

Two Nextcloud groups carry the whole team; a third is optional.

Group	Who is in it	What it gives
`admin`	The customer's Nextcloud administrators	The whole app, and alone they choose the project groups and switch AI Help on or off
A project group, such as `Migration project`	Every member of the project team who is not an administrator	The whole app — jobs, runs, file issues, the Dashboard, Power BI and the project's settings
`SMART Migration Reports`	Created by the app on the first job claim. Administrators and the server account are added by the app; everyone else by hand	The Team Folder of the same name in Nextcloud Files: each run's reports and logs, and `SMART BI.pbix`
A notification group (optional)	Whoever should hear about runs	A choice for `Notify to` on each job, so a notification reaches the whole group

All or nothing

A member of the project group gets the whole app, with no roles of their own. Put only the people in it who are meant to change the migration.

Set up the team

An administrator does this once, at the start of the project, in Nextcloud's own Accounts settings and on the app's Settings tab.

Give each person their own Nextcloud account
The customer's staff and every consultant sign in as themselves — never with a shared login and never with the server's account. Pins, filters and the sort order are each person's own.
Create the project group
In Accounts, create a group such as Migration project and add everyone on the team who is not an administrator.
Choose it on the Settings tab
Under Who can use the app, pick the group in Groups that may use the app and click Save. Its members find SMART Migration in the app menu from their next page.
Add them to SMART Migration Reports
Add the same people to the group SMART Migration Reports in Accounts. The group appears once the SMART Migration server has claimed its first job; until then there are no reports to see.
Set up the server account
Create one dedicated administrator account for the SMART Migration server and an app password for it. The app adds it to SMART Migration Reports when it claims its first job.

How to set up the server account and its app password: Security, privacy and data ownership

When someone joins or leaves

A person joining later needs the same two groups; a person leaving is taken out of both.

When	What to do in Accounts
An administrator joins	Nothing more. They open the app and are added to `SMART Migration Reports`.
A consultant or staff member joins	Add them to the project group and to `SMART Migration Reports`.
Someone leaves the project	Take them out of the project group, which closes the app to them, and out of `SMART Migration Reports`, which takes the reports out of their Files.
The project ends	Remove the project group under Who can use the app, and empty `SMART Migration Reports` of everyone but the administrators and the server account.

An administrator taken out is added again

The app puts every administrator back in SMART Migration Reports the next time they open it. To keep an administrator away from the reports, take away their administrator rights.