System Administration

System Administration at luckycloud Business & luckycloud Enterprise (Plus)

These instructions are only relevant for the system administrator of luckycloud Business and luckycloud Enterprise (Plus).

Only the administrator receives an additional admin panel. You can find the instructions for team members here.

What can the luckycloud Business and luckycloud Enterprise Administrator do?

For luckycloud Business and luckycloud Enterprise, an administrator is provided for a data room and a special admin panel is unlocked. With the help of the admin, your user and data management is simplified.

As an admin, you receive:

  • additional access logs, allowing you to view and monitor login and file accesses, file changes, changes in access rights, and the number of calls from shared links.
  • management tools to organize data and users in areas, sub-areas, and groups.
  • overviews and information on all directories created within the data room.

How do I access the admin panel?

The quickest way is to call up the following link and log in with your administrator access:

  • luckycloud Business: https://storage.luckycloud.de/org/[useradmin]/
  • luckycloud Enterprise: https://[your domain].de/sys/info

Please replace the bold, square brackets with your chosen domain:

If the page is not accessible, the following reasons may apply:

  • You are not activated as an administrator.
  • Your login credentials are incorrect.
  • You used the wrong link.

If you are unsure which link to use, go to the admin panel:

  1. Log in at https://storage.luckycloud.de (or under your individual cloud domain).
  2. Click on your profile icon at the top right.
  3. Select “Enterprise Admin”. If you do not see this option, you are not activated as an administrator.

Can the system administrator view data?

No, the system administrator only sees the names of the directories. However, they can delete directories.

The system administrator can only view data if they are the owner of a directory or have received a share.

User Management in the Data Room

How do I create new users?
  1. Log in to your admin panel.
  2. Go to “Users” in the selection menu on the left.
  3. Click on “+ Add” at the top right of the image.
  4. Enter all required data and save it.
How do I create new users?

There are two options for this:

a) After creating the user, you can inform each added user of their login credentials, including the password, through a system of your choice. Hover over the respective user and click on “Reset Password” on the far right. The user will then receive an email with their login credentials.

Note: Upon first login, the user will be asked to set a new password.

Each user can independently change their password by clicking on “Forgot Password” during user login.

How can the admin reset a user's password?
  1. Log in to your admin panel.
  2. Go to “Users” in the selection menu on the left.
  3. Select the desired user. The option “Reset Password” will be displayed on the far right.
  4. Click on “Reset Password” and the user will receive an email with a link to restore the password.

Each user can independently change their password by clicking on “Forgot Password” during user login.

Resetting users' passwords as a system administrator

In this case, our support team will be happy to assist you. You can find all contact options here.

How do I delete users?
  1. Log in to your admin panel.
  2. Go to “Users” in the selection menu on the left.
  3. Go to the desired user and the option “Delete” will be displayed on the far right.
  4. Click on it to remove the user from the data room.
User Roles

To simplify permission management, assign roles to your users. This way, you can easily determine what your users are allowed or not allowed to do.

Role Assignment

In the admin panel under “Users,” you can assign roles to your team members via a drop-down menu. luckycloud offers you four predefined roles:

  • Team: With the Team role, a team member can generate upload and download links and connect with the luckycloud Client and the luckycloud App.
  • User: As a user, team members have the option to add their own libraries/data and groups. They can also generate download and upload links and grant user shares. A connection to the luckycloud Client and the luckycloud App is also possible.
  • Guest+: As Guest+, team members can only connect with the luckycloud Client and the luckycloud App.
  • Guest: With the Guest role, team members cannot perform any of the mentioned actions. Their access is highly restricted.
Custom Roles

With luckycloud Enterprise and luckycloud Enterprise Plus, you can request additional roles tailored to your needs.

Here is a list of the various permissions that the roles include:

  1. Create groups
  2. Create directories
  3. Create organizational directories
  4. View organizational directories
  5. Publish directories
  6. Create download links
  7. Create upload links
  8. Invite guests
  9. Connect with the Android app
  10. Connect with the iOS app
  11. Connect with the desktop clients
Multiple Administrators

In luckycloud Business and luckycloud Enterprise, it is possible to designate multiple system administrators.

How do I add an administrator?
  1. Log in to your admin panel.
  2. Go to “Users” in the selection menu on the left and click on “Administration” at the top of the tab.
  3. Then click on “Add Admin” at the top right.
  4. Enter the email address of the desired user.
  5. Save the entry.
How can I (temporarily) deactivate an admin?
  1. Log in to your admin panel.
  2. Go to “Users” in the selection menu on the left and click on “Admins” at the top left.
  3. Go to “Status” and change it to “Inactive”.

Areas

How do I create an area or a sub-area/department?
  1. Log in to your admin panel.
  2. Go to “Areas” in the selection menu on the left.
  3. Click on “New Area” at the top right.
  4. Give the area a name.

Within the created area, you can create further sub-areas.

Example:

  • Area: Marketing
  • Sub-area: Online Marketing
  • “Sub”-Sub-area: SEO
How do I expand the storage space of a sub-area?
  1. Log in to your admin panel.
  2. Go to “Areas” in the selection menu on the left and select the desired area or sub-area.
  3. Hover over the desired area.
  4. Under “Storage Space”, a “Pencil Icon” appears. Click on it.
  5. Then assign the desired storage space to your sub-area and save the settings.
How do I add members to the area and determine roles in the respective area?

You can delegate this responsibility to another team member by assigning them the role “Administration” within the area. There are two options for organizing members:

a) In the admin panel:

  1. Log in to your admin panel.
  2. Go to “Areas” in the selection menu on the left and select the desired area or sub-area.
  3. Click on “Add Member” on the far right, enter the member's email address, and save.
  4. Assign the user a role, such as “Member”.

b) In the user area, the created user appears under “For My Groups”:

[Placeholder: Video]

How do I share data for an area?

You can delegate this responsibility to another team member by assigning them the role “Administration” within the area.

There are two options for organizing data:

a) In the user area, the created area appears under “For My Groups”.

b) In the admin panel:

  1. Log in to your admin panel.
  2. Go to “Areas” in the selection menu on the left and select the desired area or sub-area.
  3. Click on “New Directory” on the far right and assign a name. Save the changes.
  4. Now you can easily upload your data via drag & drop using the Sync or Drive Client.

Our recommendations for organizing large amounts of data, complex folder structures, and larger teams:

  1. Create all areas and sub-areas (or create an admin to take on this task).
  2. Determine the data manager and appoint the user as the “Area Administrator”.
  3. The manager uploads the data – preferably with the Sync Client.
  4. The manager shares the data using group sharing. (Enter the area as a “Group”.)
  5. The manager imports users into the group. For a team size of ten or more users, it is recommended to use an XLSX file.
How do I delete an area?
  1. Log in to your admin panel.
  2. Go to “Areas” in the selection menu on the left and select the desired area or sub-area.
  3. Hover over the desired area. On the far right of the image, you will see a “Delete” icon (trash can).
  4. Confirm the deletion process.

Difference between Groups and Areas

Areas have more features than groups. The main difference is that areas can create their own directories and groups.

Feature Group Area Administrator
Add members ✓ ✓
Distribute rights ✓ ✓
View sub-areas/groups ✗ ✓
Create directory ✗ ✓
Data owner = Group/Sub-area ✗ ✓


Directories

Under “Directories”, you will find all directories created in your data room. On the left under “Directories”, you have an overview of the directories with the following information:

  • Name of the directory
  • Directory ID
  • Owner of the directory
How do I create a directory?

There are different ways to create directories:


a) in the admin panel under “Directories”
b) in the admin panel in the corresponding area under “Areas”
c) outside the admin panel/in the user area under https://storage.luckycloud.de (luckycloud Enterprise: under your own chosen cloud domain)

How can I change the owner of a directory?
  1. Log in to your admin panel.
  2. Click on “Directories” in the selection menu on the left.
  3. Hover over the desired directory and click on “Transfer”.
  4. Enter the user's email address and confirm the settings with “Save”.
How do I delete a directory?

Note: Directories deleted by the administrator cannot be restored.

  1. Log in to your admin panel.
  2. Click on “Directories” in the selection menu on the left.
  3. Hover over the desired directory, and on the far right at the same height, the “Delete” icon appears.
  4. Click on “Delete” to irreversibly delete the directory and confirm the action with “Yes”.

Links

Where can I view the share links?
  1. Log in to your admin panel.
  2. Go to “Links” in the selection menu.
  3. Now you can view all public links.

Here you get all information about names, owners, creation dates, and link calls.

How do I remove a share link?
  1. Log in to your admin panel.
  2. Go to “Links” in the selection menu.
  3. Hover over the desired share link, click on “Remove”, and confirm the deletion process.

Logs

Where can I view the “Login” behavior of employees?
  1. Log in to your admin panel.
  2. Click on your profile picture at the top right, right-click, and select “Admin”.
  3. Click on “Logs” in the menu on the left and then on “Login”.

Here you see all information about the user's name, IP address, status, date, time, directory, and files.

How do I access the “File Access” information?
  1. Log in to your admin panel.
  2. Click on your profile picture at the top right, right-click, and select “Admin”.
  3. Click on “Logs” in the menu on the left and then on “File Access”.

Here you find everything about users, type, IP/Device, date, directory, and file/folder.

Where can I view the “File Update” of employees?
  1. Log in to your admin panel.
  2. Click on your profile picture at the top right, right-click, and select “Admin”.
  3. Click on “Logs” in the menu on the left and then on “File Update”.

Here you find information about users, date, directory, and action.

How do I get an overview of the rights?
  1. Log in to your admin panel.
  2. Click on your profile picture at the top right, right-click, and select “Admin”.
  3. Click on “Logs” in the menu on the left and then on “File Access”.
  4. Click on “Excel Export” at the top right of the image.

Here you can see,

  • who shared something.
  • for whom something was shared.
  • what action was performed.
  • what rights were granted (e.g., Read + Write).
  • from which directory this originated.