Review external Nextcloud shares: links, permissions and expiry dates

First distinguish the types of external share

Nextcloud can share files and folders through public links or directly with users on another Nextcloud instance, among other options. Depending on the configuration, public folder links may allow read-only access, uploads and editing, or a file drop that lets recipients upload without seeing existing contents.

This distinction matters during a review. A temporary download link, an upload area for documents and ongoing collaboration with an external team serve different purposes and do not require the same permissions.

Record the purpose and owner of every share

Start with the people responsible for folders and projects. Record at least the shared area, business purpose, recipient group, accountable person, granted permissions and any expiry date. On each object, also check whether access is inherited from a share on a parent folder.

A list of links alone is not enough: without a purpose and accountable person, it is difficult to decide later whether access is still required. For organisation-wide reviews, adapt the process to the Nextcloud version, enabled apps and role model in use; not every interface shows the same information to every user.

Keep, restrict or revoke

First check whether the original purpose still exists. If collaboration has ended, revoke the share. If it is still needed, reduce permissions to what is necessary: read access instead of editing, no resharing where the workflow does not require it, and a clearly scoped folder instead of an overly broad data area.

Do not revoke access without coordination. For active projects, first confirm with the owner whether recipients still need to download or upload files. Then record the decision, date and next review so the following round does not start from scratch.

Use expiry dates and passwords appropriately

Nextcloud can automatically disable public links on an expiry date. Administrators can configure defaults and enforced maximum periods for local, group and public shares. These controls reduce forgotten long-term shares, but they do not replace the business review of whether access is still needed.

A password can add protection to a public link. Where practical, send the link and password through separate communication channels and do not treat either as public information. Whether a password, a named external account or a federated share is the better fit depends on the protection need and workflow.

Build reviews into existing workflows

Choose a review frequency that matches the data and project duration. Short-lived project spaces can be reviewed when a project ends; ongoing external collaboration also belongs in a regular review. Staff changes, a changed service provider or a new data classification are useful triggers for an additional review.

Assign the task to people who can assess the purpose and recipients. IT provides settings and reporting options; the business owner decides whether the share is still required. For shared areas, also define who takes responsibility when an owner leaves.

Concise share review checklist

• Record the shared folder or file, purpose, recipients and accountable person.
• Distinguish direct, public and federated shares as well as inherited access.
• Limit read, upload, edit and resharing permissions to what is required.
• Review the expiry date and, where applicable, password protection; justify active exceptions.
• Revoke shares that are no longer required in a coordinated way and document the decision.
• Set the next review date or an event such as project completion or a staff change.