Tips & Tricks for the Cloud

It can be difficult to find stuff on the cloud. Here are some quick tips and tricks that can come in handy:

There is a search function in the header. Near the right part of the screen. If you remember the file name it’s probably enough.

Favorite Folders

You can favorite the folders you use often, or always get lost. Simply press the three horizontal dots in the file listing and then click add to favorites:

This has two advantages:

  1. It ALWAYS shows up on top of the file listing
  2. It shows up under the Favorites tab (see image below)
1. It shows up on top, 2. the tab to press to list the favorites.

Use “Text Documents” for light weight collaborative editing

Editing a document together with others are the same time is a neat feature of the cloud. Unfortunately Collabora (the plugin we use to collaboratively edit documents) can be slow and clunky.

If you choose “New text document” you will open the text document in an Markdown editor. This is light weight and still support collaborative editing!

Markdown editing means a “* ” at the start of a sentence is automagically converted to a bullet list. Similarly a “# ” is automagically converted to a header. Markdown cheat sheet:

Not really a tip, but a quick summary on how to share.

If you want that someone reads your document, send them the URL of the internal link to the document. To get the URL that you can send to someone, you press the button (where the pink arrow points to). Those who have this URL can only access the document if they actually have access to it, i.e., if they are logged in and it is shared with them. This should be sufficient for most of the sharing you will be doing as you should create files in the folders of working groups (and the folders should already be shared with the correct circles).

The “Share link” is used to share externally (people who don’t have an account). See the sharing wiki page for a more detailed explanation on this and how to share (set access rights) for files and folders.

Use dates in names

If you choose a name for a file/folder don’t just name it “Dec 15” or “14th March”. Instead, please use the full date at the start of the name like this YYYY-MM-DD. For example “2020-05-01 mobi minutes” for minutes taken on some meeting of Mobi on the 1st of May in 2020.

This means we can:

  • quickly see when the event takes place or when the minutes were taken, even in a couple of years.
  • sort them on date by sorting them on name.
  • not get a head ache when looking at a folder full of minutes names that are all differently named (excuse my slight OCD).