Nextcloud: automation
Less manual work around files. Rules like “when this happens, do that” without building a whole new system.
Workflow Engine (Flow)
Admins or power users set rules. An event triggers an action: move, tag, email, webhook.
Technical details (API, logs): technical page.
File upload
File lands in a folder → notification, tag, or move to processing.
Tags and access
File tagged “Confidential” → download restricted to selected groups.
Format and archive
Word into “For approval” → convert to PDF and move original to archive.
Webhook
Server event → HTTP call to ERP, CRM, or your script.
Real world examples
- Invoices: upload to “Accounting/inbox” → email finance + tag “To process”.
- HR: new contract scan → move to employee folder + notify HR.
- Sales: quote PDF to “Leads/2025” → archive copy after 90 days per rule.
- Projects: file to shared project folder → team activity + Tasks item for owner.
- Partners: upload via external link → webhook to internal portal + AV scan if enabled.
- Compliance: tag “GDPR restricted” → no public link, internal groups only.
What you gain
- Fewer forgotten steps in document processes.
- Consistent behavior for the team, not everyone doing it differently.
- Add rules gradually without a big migration.
Complex multi step flows are scoped in custom integration on a managed VPS.