Main Content

FAQ - next.hessenbox

Problems and Solutions

What is the next.hessenbox URL?

The URL (abbreviation for "uniform resource locator") of the next.hessenbox is: https://next.hessenbox.de/
How to switch to English?

Through the Web frontend, you can adjust the language settings. In the top right corner, click on your user icon / your initials and choose "Einstellungen" (German for "settings"). In the form, choose English from the "Sprache" drop down menu (German for "language").
How to migrate data from the "old" hessenbox (PowerFolder) to the next.hessenbox (nextcloud)?
For the transfer of your data from the "old" hessenbox to the next.hessenbox, there are two possible ways:

1. automatic data migration
2. manual data migration

Both migration paths only include the migration of user data.
Meta-information such as participant lists, access rights, or links cannot be transferred and must be set up by the user afterwards.
- Automatic data migration
  
  The automatic data migration is particularly suitable for users with large data volumes.
  With this migration path, all user data are automatically migrated to the new system, as well as the respective account owner's access rights.
  
  For the automatic transfer of data, a blank file named "MIGRATION_REQUESTED" must be placed in the root folder of the next.hessenbox.
  At night, the data are then copied to the new system in the background.
  
  Guideline as PDF: The detailed guideline for automatic data migration can be found under the following link: Guideline for automatic data migration
  
  Important: During the automatic data migration, access to the data in the "old" hessenbox is only possible in read-only mode to avoid date conflicts. This can lead to date loss if you try to save during the migration.
  
  If applicable: Please ensure that the next.hessenbox client has synchronized all data and does not display any error messages.
- Manual data migration
  
  The manual data migration is particularly suitable for users with small data volumes (up to a maximum of 4 gigabytes).
  With this migration path, you can decide which data should be entered into the system.
  
  Important: This migration path should be performed on site, i.e. not from the Virtual Private Network (VPN).
How to install the next.hessenbox (nextcloud) client?

The "Nextcloud" client is available via OPSI Kiosk on computers managed by the university computer center. This applies to both Windows and Linux workstations.

For self-administered workstations, the client can be obtained and installed independently via https://nextcloud.com/install/#install-clients.
How can I store data encrypted in the next.hessenbox?

For encrypted data storage, we recommend the Cryptomator software. With Cryptomator, you can store and share encrypted vaults in the next.hessenbox, whose contents can only be viewed with a password.

Important: Keys and passwords must be stored securely. The storage media on which they are stored must be protected from thieves, just like a physical key ring. Redundancy is also recommended: A backup copy of the key should be stored on a storage media that is, if possible, kept locked away somewhere else. This ensures that the data can still be accessed even if a key or password is lost (e.g., due to a defective USB stick).

Further links:
https://cryptomator.org/de/downloads
https://docs.cryptomator.org/desktop/adding-vaults/
https://cryptomator.org/de/guides/encrypt-dropbox/
https://www.golem.de/news/cryptomator-endlich-ist-unsere-cloud-ende-zu-ende-verschluesselt-2208-167607.html
macOS: How to circumvent Umlauts as a source of errors?

Compared to other operating systems, Apple macOS uses a special encoding for umlauts, which can lead to various problems, such as:
1. Two identical files in shared folders
2. OnlyOffice opens an empty file

Therefore, do not create files with umlauts.

Workaround:
If one of the two cases applies, you should rename the files via the web frontend.
The umlaut "ü" can be renamed to "ue", etc.

After that, the files can be opened again via OnlyOffice.
What are virtual files?

In addition to bug fixes, the latest version of the Nextcloud desktop client also features an overhaul of the synchronization engine. Using "Virtual Files," you gain on-demand access to all files in your next.hessenbox within the operating system's file management, without them taking up any storage space on your PC.
How to transfer ownership of a folder?

Ownership rights for shared folders can be transferred. To do this, navigate to Personal Settings (top right) -> Sharing. There you can select the folder and its future owner. See https://docs.nextcloud.com/server/19/user_manual/files/transfer_ownership.html
How to invite external guests?

(External) guests can be invited to share files with them. To do so, you can enter the guests' email addresses under "External Sharing" in the folder and file details. Guests will then receive an invitation via email and can log in to the next.hessenbox. Note that external guests do not have own storage space.

Tips and Function Explanations

How do I upload files?

Through the Web frontend, you can create new folders and files.
This functionality is accessible via the "+" (Plus sign) marked button.
How can I reduce storage space usage?

The next.hessenbox creates standard versions of files.
This is particularly useful for shared folders, allowing you to switch to older working states.
However, the version management can occupy up to 50% of the available storage space.
Therefore, it can be helpful to remove older versions, especially for large files.
Click on the three dots next to the file size and select the option "Details open".
A side view opens, where you can find the different versions.
Analog to the first step, click on the three dots, where the option to delete the version is located.
How can data be shared with other users ("shared")?
Through the web frontend (https://next.hessenbox.de), any folder and file can be shared with selected users of the service.
Use the button that is marked red in the screenshot.

Subsequently, you can choose to:
- Select a person to share the folder or file with.
- Invite an external person by entering their email address. The external person receives an invitation and can register with the next.hessenbox. Subsequently, they receive access to your shared file.
- Grant access as a link. This link can then be sent via email, for example, and made publicly accessible. Please note that when sharing files publicly, you should not share sensitive data (topic data protection). You can also protect the link with a password and configure the validity period.
  
  Attention: As soon as you share the link with others, you no longer have control over how the link is further distributed. Therefore, we recommend to use personalized access methods.
Can I upload files from external sources to the next.hessenbox?

Through the web frontend, file requests can be created. These serve to collect files from third parties, even if they do not have an account. The functionality is accessible via the "+" (Plus sign) marked button.

Important: Please be aware that files from unknown sources can contain viruses and malware! Do not hesitate to contact our IT security.
OnlyOffice: Which file formats are supported?

The following file formats are supported by OnlyOffice: |doc|docx|xls|xlsx|ppt|pptx|docxf|oform|csv|txt|

Attention: OnlyOffice supports Microsoft Office ≤ 2003 file formats only in view mode from version 7.X.
This means that files with the extensions ppt, doc, and xls can only be opened for viewing, but not edited.

To continue using the affected files, you must open them locally in the corresponding Microsoft editor (Powerpoint, Word, Excel) and save them in a compatible format using the "Save as" function.

Important: OnlyOffice processes documents only up to a certain file size. Therefore, use files that are smaller than 50 megabytes.
Collaborative document editing: What to consider?

The next.hessenbox offers the possibility to edit documents collaboratively.
In this process, the changes of all participants are taken into account and stored in a single file.

Important: The web-based editing is the only way to edit documents jointly and simultaneously.
Editing via local office editors (e.g. Microsoft Word) cannot be combined and may lead to data loss.
Microsoft Office, OnlyOffice, LibreOffice: What to consider?

All common office editors can open and save the typical office formats like .docx, .pptx or .xlsx.
Unfortunately, there are small differences in the interpretation of the files despite the same file formats.
This can lead to changes in formatting, displacement of images, or changes in diagrams.
Therefore, try to avoid using different editors when editing your documents.
What is the maximum file size for uploads?

Uploading large files via browser can cause problems.
Therefore, we recommend using the next.hessenbox client for uploading files that are larger than 4 gigabytes.

Please note the FAQ article "How is the next.hessenbox (nextcloud) Client installed?" for the installation of the next.hessenbox client.

General Information

What is the next.hessenbox?

Oftentimes, data is transferred or copied to mobile devices. This results in the need to synchronize copies of this data on various systems. Additionally, data must be exchanged between individuals or groups who are not part of the same organization. To meet this demand, a growing number of Sync&Share storage services emerged, such as the widely used Dropbox. Many of these services have unclear business models and, above all, no secure data protection basis. Therefore, the University of Kassel operates the next.hessenbox for the Hessian universities; its own Sync&Share service for research, teaching, and administration.

The next.hessenbox is based on the nextcloud software and is the successor to the hessenbox that was based on the Powerfolder software.
Who can use the next.hessenbox?

The next.hessenbox Sync&Share service is available to students and staff of the Philipps University Marburg. In addition, the necessary technical prerequisite is the possession of a central user account (student or staff account).
How does access to the next.hessenbox work?
The next.hessenbox service can be used in different ways:
- via browser, using the web frontend with Shibboleth login of the Marburg University:
  https://next.hessenbox.de
- via app (Smartphone/Tablet) or desktop client (Windows/Linux/Mac):
  https://nextcloud.com/de/install/
- via WebDAV protocol with application-specific password:
  https://docs.nextcloud.com/server/latest/user_manual/de/files/access_webdav.html
Important: First login via the web frontend to confirm the terms of use.
How much storage space is available?

By default, 50 Gigabytes of storage space are available per user.

Beyond this 50 Gigabyte quota, additional storage space can be provided in 1 Terabyte steps for employees and project groups. This additional storage space is invoiced (currently EUR 80 per Terabyte and year). Please contact us at next.hessenbox@uni-marburg.de, stating the cost center.
Where are the data stored?

The next.hessenbox service is operated by the University of Kassel.
The data are stored on the servers in Kassel.
Who has access to the data?

Initially, only the owner of the data can access it.
The assignment of access rights is done by the owner.
These access rights can be revoked at any time.
The creation, management, and revocation of permissions is conveniently managed with the web frontend (https://next.hessenbox.de).
What happens to the "old" hessenbox?

The remaining operation time of the "old" hessenbox is linked to the duration of the corresponding software licenses.
These expire on December 15, 2025.
What happens to my data in the "old" hessenbox?

The data must be migrated to the new system.
A migration guide can be found in Section Problems and Solutions.
If you have any questions, we will be happy to help you at helpdesk@hrz.uni-marburg.de.

Important: The restoration of data after March 1, 2026 is only possible with high effort for a limited time.
What happens to the "old" hessenbox client?

As soon as you have migrated your data to the next.hessenbox, the "old" hessenbox Client is no longer needed and can be uninstalled.
With the official end of the "old" hessenbox, the client will be automatically uninstalled and removed from the package management computers that are centrally managed by the compute center. The new client offers an analogous functioning software that you can install on request.
What happens to function accounts?

In the "old" hessenbox, function accounts were used to enable a central management of permissions for working groups.
This setup is not optimal and was necessary due to the lack of group management in the "old" hessenbox.

In the next.hessenbox, function accounts are no longer used, as
- the next.hessenbox can only be used with personal accounts
- the next.hessenbox offers the possibility to create groups and share files with them

We ask users of function accounts to report themselves via email (helpdesk@hrz.uni-marburg.de) as their data cannot be automatically migrated and must be transferred to a personal account.
Who can I contact for questions or problems?

Please contact us by email with the account and your issue: helpdesk@hrz.uni-marburg.de

Main Content

FAQ - next.hessenbox

Problems and Solutions

Automatic data migration

Manual data migration

Tips and Function Explanations

General Information