User Management improvements

Signed-off-by: Marius Blüm <marius@lineone.io>

admin_manual/configuration_user/user_configuration.rst

@@ -13,19 +13,20 @@ On the User management page of your Nextcloud Web UI you can:
 * View and set quotas
 * Create and edit their email addresses
 * Send an automatic email notification to new users
+* Disable and Enable users
 * Delete them with a single click
 
 The default view displays basic information about your users.
 
 .. figure:: ../images/users-config.png
 
-The Group filters on the left sidebar lets you quickly filter users by their 
+The Group filters on the left sidebar lets you quickly filter users by their
 group memberships, and create new groups.
 
 .. figure:: ../images/users-config-1.png
 
-Click the gear icon on the lower left sidebar to set a default storage quota, 
-and to display additional fields: **Show storage location, Show last log in, 
+Click the gear icon on the lower left sidebar to set a default storage quota,
+and to display additional fields: **Show storage location, Show last log in,
 Show user backend, Send email to new users,** and **Show email address**.
 
 .. figure:: ../images/users-config-2.png
@@ -36,25 +37,25 @@ User accounts have the following properties:
   The unique ID of an Nextcloud user, and it cannot be changed.
 
 *Full Name*
-  The user's display name that appears on file shares, the Nextcloud Web 
-  interface, and emails. Admins and users may change the Full Name anytime. If 
+  The user's display name that appears on file shares, the Nextcloud Web
+  interface, and emails. Admins and users may change the Full Name anytime. If
   the Full Name is not set it defaults to the login name.
 
 *Password*
-  The admin sets the new user's first password. Both the user and the admin can 
+  The admin sets the new user's first password. Both the user and the admin can
   change the user's password at anytime.
 
 *Groups*
-  You may create groups, and assign group memberships to users. By default new 
+  You may create groups, and assign group memberships to users. By default new
   users are not assigned to any groups.
 
 *Group Admin*
-  Group admins are granted administrative privileges on specific groups, and 
+  Group admins are granted administrative privileges on specific groups, and
   can add and remove users from their groups.
 
 *Quota*
-  The maximum disk space assigned to each user. Any user that exceeds the quota 
-  cannot upload or sync data. You have the the option to include external 
+  The maximum disk space assigned to each user. Any user that exceeds the quota
+  cannot upload or sync data. You have the the option to include external
   storage in user quotas.
 
 Creating a New User
@@ -62,128 +63,152 @@ Creating a New User
 
 To create a user account:
 
-* Enter the new user's **Login Name** and their initial **Password** 
+* Enter the new user's **Login Name** and their initial **Password**
 * Optionally, assign **Groups** memberships
 * Click the **Create** button
 
 .. figure:: ../images/users-create.png
 
-Login names may contain letters (a-z, A-Z), numbers (0-9), dashes (-), 
-underscores (_), periods (.) and at signs (@). After creating the user, you 
-may fill in their **Full Name** if it is different than the login name, or 
+Login names may contain letters (a-z, A-Z), numbers (0-9), dashes (-),
+underscores (_), periods (.) and at signs (@). After creating the user, you
+may fill in their **Full Name** if it is different than the login name, or
 leave it for the user to complete.
 
-If you have checked **Send email to new user** in the control panel on the 
-lower left sidebar, you may also enter the new user's email address, and 
-Nextcloud will automatically send them a notification with their new login 
-information. You may edit this email using the email template editor on your 
+If you have checked **Send email to new user** in the control panel on the
+lower left sidebar, you may also enter the new user's email address, and
+Nextcloud will automatically send them a notification with their new login
+information. You may edit this email using the email template editor on your
 Admin page (see :doc:`../configuration_server/email_configuration`).
 
+Set the **Send email to new user**-checkbox allows you to leave the **Password**
+field empty. The user will get an activation-email to set his own password.
+
 Reset a User's Password
 ~~~~~~~~~~~~~~~~~~~~~~~
 
 You cannot recover a user's password, but you can set a new one:
 
 * Hover your cursor over the user's **Password** field
-* Click on the **pencil icon** 
-* Enter the user's new password in the password field, and remember to provide 
+* Click on the **pencil icon**
+* Enter the user's new password in the password field, and remember to provide
   the user with their password
-  
-If you have encryption enabled, there are special considerations for user 
-password resets. Please see 
+
+If you have encryption enabled, there are special considerations for user
+password resets. Please see
 :doc:`../configuration_files/encryption_configuration`.
 
 Renaming a User
 ~~~~~~~~~~~~~~~
 
-Each Nextcloud user has two names: a unique **Login Name** used for 
-authentication, and a **Full Name**, which is their display name. You can edit 
+Each Nextcloud user has two names: a unique **Login Name** used for
+authentication, and a **Full Name**, which is their display name. You can edit
 the display name of a user, but you cannot change the login name of any user.
 
 To set or change a user's display name:
 
 * Hover your cursor over the user's **Full Name** field
-* Click on the **Pencil icon** 
+* Click on the **Pencil icon**
 * Enter the user's new display name
 
 
 Granting Administrator Privileges to a User
 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
-Nextcloud has two types of administrators: **Super Administrators** and **Group 
-Administrators**. Group administrators have the rights to create, edit and 
-delete users in their assigned groups. Group administrators cannot access 
-system settings, or add or modify users in the groups that they are not **Group 
-Administrators** for. Use the dropdown menus in the **Group Admin** column to 
+Nextcloud has two types of administrators: **Super Administrators** and **Group
+Administrators**. Group administrators have the rights to create, edit and
+delete users in their assigned groups. Group administrators cannot access
+system settings, or add or modify users in the groups that they are not **Group
+Administrators** for. Use the dropdown menus in the **Group Admin** column to
 assign group admin privileges.
 
 .. figure:: ../images/users-groups.png
 
-**Super Administrators** have full rights on your Nextcloud server, and can 
-access and modify all settings. To assign the **Super Administrators** role to 
+**Super Administrators** have full rights on your Nextcloud server, and can
+access and modify all settings. To assign the **Super Administrators** role to
 a user, simply add them to the ``admin`` group.
 
 
 Managing Groups
 ~~~~~~~~~~~~~~~
 
-You can assign new users to groups when you create them, and create new groups 
-when you create new users. You may also use the **Add Group** button at the top 
-of the left pane to create new groups. New group members will immediately 
+You can assign new users to groups when you create them, and create new groups
+when you create new users. You may also use the **Add Group** button at the top
+of the left pane to create new groups. New group members will immediately
 have access to file shares that belong to their new groups.
 
 Setting Storage Quotas
 ~~~~~~~~~~~~~~~~~~~~~~
 
-Click the gear on the lower left pane to set a default storage quota. This is 
-automatically applied to new users. You may assign a different quota to any user 
-by selecting from the **Quota** dropdown, selecting either a preset value or 
-entering a custom value. When you create custom quotas, use the normal 
+Click the gear on the lower left pane to set a default storage quota. This is
+automatically applied to new users. You may assign a different quota to any user
+by selecting from the **Quota** dropdown, selecting either a preset value or
+entering a custom value. When you create custom quotas, use the normal
 abbreviations for your storage values such as 500 MB, 5 GB, 5 TB, and so on.
 
-You now have a configurable option in ``config.php`` that controls whether 
-external storage is counted against user's quotas. This is still 
-experimental, and may not work as expected. The default is to not count 
-external storage as part of user storage quotas. If you prefer to include it, 
+You now have a configurable option in ``config.php`` that controls whether
+external storage is counted against user's quotas. This is still
+experimental, and may not work as expected. The default is to not count
+external storage as part of user storage quotas. If you prefer to include it,
 then change the default ``false`` to ``true``.::
 
    'quota_include_external_storage' => false,
 
-Metadata (such as thumbnails, temporary files, and encryption keys) takes up 
-about 10% of disk space, but is not counted against user quotas. Users can check 
-their used and available space on their Personal pages. Only files that 
-originate with users count against their quotas, and not files shared with them 
-that originate from other users. For example, if you upload files to a 
-different user's share, those files count against your quota. If you re-share a 
-file that another user shared with you, that file does not count against your 
+Metadata (such as thumbnails, temporary files, and encryption keys) takes up
+about 10% of disk space, but is not counted against user quotas. Users can check
+their used and available space on their Personal pages. Only files that
+originate with users count against their quotas, and not files shared with them
+that originate from other users. For example, if you upload files to a
+different user's share, those files count against your quota. If you re-share a
+file that another user shared with you, that file does not count against your
 quota, but the originating user's.
 
-Encrypted files are a little larger than unencrypted files; the unencrypted size 
+Encrypted files are a little larger than unencrypted files; the unencrypted size
 is calculated against the user's quota.
 
-Deleted files that are still in the trash bin do not count against quotas. The 
-trash bin is set at 50% of quota. Deleted file aging is set at 30 days. When 
-deleted files exceed 50% of quota then the oldest files are removed until the 
+Deleted files that are still in the trash bin do not count against quotas. The
+trash bin is set at 50% of quota. Deleted file aging is set at 30 days. When
+deleted files exceed 50% of quota then the oldest files are removed until the
 total is below 50%.
 
-When version control is enabled, the older file versions are not counted 
+When version control is enabled, the older file versions are not counted
 against quotas.
 
-When a user creates a public share via URL, and allows uploads, any uploaded 
+When a user creates a public share via URL, and allows uploads, any uploaded
 files count against that user's quota.
 
+Disable and Enable users
+~~~~~~~~~~~~~~~~~~~~~~~~
+
+.. figure:: ../images/users-actions.png
+
+Sometimes you may want to disable a user without permanently deleting his
+settings and files. The user can be activated any time again, without data-loss.
+
+Hover your cursor over their name on the **Users** page until the "..."-menu icon
+appears at the far right. After clicking on it, you will see the **Disable** option.
+
+The user will not longer be able to access his Nextcloud until you enable him again.
+Keep in mind that the files, which were shared by this user will not longer be accessible.
+
+You will find all disabled users in the **disabled**-section on the left pane.
+Enabling users is as easy as disabling them. Just click on the "..."-menu, and
+select **Enable**.
+
 Deleting users
 ~~~~~~~~~~~~~~
 
-Deleting a user is easy: hover your cursor over their name on the **Users** page 
-until a trashcan icon appears at the far right. Click the trashcan, and they're 
-gone. You'll see an undo button at the top of the page, which remains until you 
-refresh the page. When the undo button is gone you cannot recover the deleted 
-user.
+.. figure:: ../images/users-actions.png
 
-All of the files owned by the user are deleted as well, including all files they 
+Deleting a user is easy: hover your cursor over their name on the **Users** page
+until the "..."-menu icon appears at the far right. After clicking on it, you will
+see the **Delete** option. Clicking on it, delets a user with all his data immediately.
+
+You'll see an undo button at the top of the page, which remains for some seconds.
+When the undo button is gone you cannot recover the deleted user.
+
+All of the files owned by the user are deleted as well, including all files they
 have shared. If you need to preserve the user's files and shares, you must first 
-download them from your Nextcloud Files page, which compresses them into a zip 
-file, or use a sync client to copy them to your local computer. See 
-:doc:`../configuration_files/file_sharing_configuration` to learn how to create 
+download them from your Nextcloud Files page, which compresses them into a zip
+file, or use a sync client to copy them to your local computer. See
+:doc:`../configuration_files/file_sharing_configuration` to learn how to create
 persistent file shares that survive user deletions.