File storage: folders, permissions, versions and storage space
How to create folders, decide per folder who may read and change, and keep an eye on storage space.
DocumentsBasic (free)Checked on 30.10.2026
Dateiablage mit Ordnern und Rechten
Einen Ordner anlegen, die Rechte je Ordner festlegen, eine Datei hochladen und den Speicherplatz im Blick behalten.
Show transcript
- Die Dateiablage ist der gemeinsame Aktenschrank deines Vereins. Du findest sie im Vereinsleben unter Inhalte. Oben siehst du, wie viel Speicherplatz belegt ist.
- Lege zuerst einen Ordner an. Mit „Neuer Ordner auf oberster Ebene“ gibst du ihm einen Namen, zum Beispiel für Protokolle oder Verträge.
- Nach dem Anlegen öffnet sich der Ordner. Ordner können bis zu acht Ebenen tief verschachtelt werden.
- Wer den Ordner sehen darf, legst du über „Rechte verwalten“ fest. Du wählst eine Voreinstellung wie „Nur Leitung“ oder setzt eigene Regeln für Rollen, Gruppen und Personen.
- Die Vorschau „Wer sieht das?“ zeigt vor dem Speichern, wie viele aktive Mitglieder den Ordner lesen können. Wer kein Recht hat, sieht den Ordner gar nicht.
- Jetzt lädst du eine Datei hoch. Ich nehme eine erfundene Textdatei mit dem Hallenplan. Erlaubt sind PDF, Office-Dokumente, Text und Bilder.
- Die Datei wird auf Schadsoftware geprüft und verschlüsselt gespeichert. Danach erscheint sie im Ordner, und du kannst sie herunterladen oder als neue Fassung ersetzen.
- Gelöschte Dateien landen im Papierkorb und lassen sich dreißig Tage lang zurückholen. Mit der Suche findest du jede Datei, die du lesen darfst.
Prerequisites
- You are a member of the club; for top-level folders moderator or higher.
Who may do this?
Only the leadership of the club itself (moderator and higher) creates top-level folders. After that, five rights per folder (read, create, change, delete, manage permissions) decide who may do what. Owners and administrators always have all rights. Anyone who may not read a folder does not see it and cannot tell that it exists.
Step by step
Open the file storage
Open “Club life”, area “Content”, and there the “File storage”. Statutes, forms and rules as links are still under “Documents”. At the top is the “Storage space” (“{x} of {y} used”).
Create a folder
Click “New top-level folder” (or “New subfolder” inside a folder) and enter the “Folder name”, for example “Minutes” or “Contracts”. Up to 8 levels are possible.
Set permissions
Open the folder's permissions. Choose a preset (“All members read, leadership edits”, “Leadership only” or “Admins and owners only”) or set “Own permissions for this folder” with rules for role, group or person. The preview “Who sees this?” shows before saving how many active members can read the folder.
Upload files
Choose the folder and click “Upload files”; drag files into the dialog or select them. Allowed are PDF, Word, Excel, PowerPoint, OpenDocument, text and images. They are scanned for malware and stored encrypted.
Upload a new version
“Upload new version” replaces a file. The previous version remains available to people with change rights; the last 10 versions are kept. Optionally add a “Note on the version”.
Rename, move, delete
Use the actions on the folder or file to rename, move or delete. Deleted items go to the “Trash” and can be “Restored” there for 30 days, after which they are deleted permanently.
Search and download
“Search by name” finds files and folders you may read. “Download” delivers the file via a short-lived link (15 minutes).
You can find the feature here: /organisation/<verein>/vereinsleben/ablage
Common errors and solutions
- “File storage is full. Please delete files you no longer need and empty the trash.”
- The club has reached the 100 MB of the free plan. Delete files (the trash counts too) or book Premium (1 GB). Viewing, downloading and deleting still work.
- “Being scanned for malware”
- The file can only be downloaded once the virus scan has finished. Wait a moment.
- A folder or file cannot be found.
- Either it was deleted (trash) or you lack read access. Ask the leadership to check your rights on the folder.
- Error when deleting or moving a folder.
- You need read access to all subfolders so that nobody takes along something invisible.
Good to know
- There is no public sharing on the internet and no guest view.
- Folder and file names are stored encrypted. The club determines the content; store personal data only if you have a basis for it, and permanently delete anything stored by mistake right away in the trash.
- Storage: free plan 100 MB, Premium club 1 GB, Premium association or municipality 10 GB. Media in posts, chats and albums do not count. If a plan is downgraded nothing is deleted; only new uploads are blocked until usage is below the quota.