Bird's eye view of a large desk with several laptops, cell phones, chargers and co.

Introduction to luckycloud - Part 2 Collaborative Teamwork with the Team Manager

One has just got used to the old system and then the boss comes around the corner and is of the opinion to integrate a new system because the old one is no longer DSGVO-compliant. The switch to a new system is always annoying. The selection of the right system alone usually takes a lot of time.

Collaborative cooperation and data exchange used to be more difficult. How did you share data with colleagues, friends and family before the Cloud innovation? Using a USB stick or sending huge email attachments?

luckycloud team meeting at the table

Today, we can use a cloud application to share our data and collaborate on documents with different people across the world. With luckycloud, you can easily create download and upload links and send them to the right people. Link recipients do not necessarily have to have a luckycloud account, to download or upload data for you. If the data is sensitive, you can optionally assign a password to these links. When creating the links, you can also add a time limit. So how many days should the link be active? Otherwise the link can be manually removed or deactivated afterwards.

But what does the collaborative teamwork at luckycloud look like? How can you work together with your colleagues on documents without having to download the documents and upload them afterwards? Theoretically, it's simple: you share your libraries, folders or files with users or groups. However, they must already have a luckycloud account. To create your own luckycloud team, you need the "Team Manager", which you can book via the configurator. When booking or configuring, you determine the size of your team. But what happens if you receive a larger order and quickly require additional employees or team members? Don't worry, you can theoretically change the size or number of team members every hour. In this case you simply book more users. The same applies to team size reduction.

After you have defined the number of team members in the configurator, it is time to create your team: To create a user, simply enter an email address from the user and the name. When creating a user, you can make private space available to the user. As the name suggests, the user can then use the storage "privately" and create his own libraries without the administrator having access to them. Normally, however, the user does not need private storage, but uses the admin storage within shared libraries and folders. Usually, the Admin manages all data and shares it with the appropriate users. Within the shared libraries and folders, the user can edit and create documents and upload new data if the user has read and write permissions. The settings of the respective users can be changed afterwards at any time. After the user has been created, you can divide your users into groups or add them to groups. Libraries and data can be shared with several people with a single click.

For more information on user and group management, see the following video:

If you are working locally with the Sync client on a document, it is recommended that you lock the document beforehand so that no file conflicts arise and no one else can work on the same document at the same time. If you forget, nothing will be overwritten, but a second conflict file will be created. These two files have to be merged afterwards.

But what does it look like if several users want to work on a document at the same time? The online office editor in the web interface is available for this purpose. This is automatically available at when you open an Office file online. If several people have the same document open at the same time, you can chat with each other there and follow the changes of the others live. The changes are not saved until the last user closes the document. Please keep in mind that nowadays the technologies can sometimes be moody and we, luckycloud, cannot influence them. Therefore, we recommend that you always save files you edit in the Online Office Editor. For example, a faulty Internet connection or a sudden PC crash could cause a day's work in the Online Office Editor to be gone, which would of course be very annoying. Therefore, it is best to arrange fixed times in your team (e.g. in the chat) at which you all leave the document at the same time in order to save it temporarily.

The cloud can be very useful when sharing or working together on data. But be careful:

Be careful when sharing or releasing your data. It would be a pity if it fell into the wrong hands and whoever continues to use it without authorization. Finally you may suffer personal financial or economic damage.

You get more control over the individual activities of the users with our luckycloud pro product - the organization manager. We will introduce this later in another blog post. Part 3 is about luckycloud's mailing service.

Author: Nicole Smuga

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