Administrator Guide — MTS ownCloud Integration

Overview

This guide covers all administrative tasks for managing the MTS ownCloud Integration extension, including connector configuration, module management, license management, and troubleshooting.

All admin settings are located under Administration → MTS ownCloud Integration.

Admin Panel Sections

Connector Settings

Fields

App Password vs Account Password

Always use an ownCloud App Password rather than the account password. App passwords: - Can be revoked individually without changing the main account password - Provide an audit trail in ownCloud logs - Are required when ownCloud enforces two-factor authentication

Test Connection

After saving the connector settings, use the Test Connection button to verify WebDAV file access:

Should return HTTP 207. Common failures:

• 401 Unauthorized — wrong username or app password
• 404 Not Found — wrong base URL, or WebDAV is disabled on the ownCloud instance
• SSL error — certificate issue; temporarily disable Verify SSL to confirm, then fix the certificate

Enable Modules

This screen controls which SuiteCRM modules have ownCloud file integration active.

How it works

When a module is enabled: - An ownCloud Files subpanel is added to that module's detail view - On SuiteCRM v8, an ownCloud upload tab is added to the detail view - Language labels are registered for the module

When a module is disabled: - The subpanel and upload tab are removed - Files already uploaded to ownCloud are not deleted

Recommended Modules

For most deployments, enable the following:

• Accounts — contracts, proposals, and company documents
• Contacts — personal documents and communication records
• Opportunities — sales collateral and quotes
• Cases — support attachments and screenshots
• AOS_Quotes — quote PDFs and sign-off documents

After Changing Module Selection

A Quick Repair & Rebuild runs automatically. On SuiteCRM v8, the metadata cache is cleared. Users may need to reload the browser to see changes.

Folder Structure in ownCloud

Files uploaded through SuiteCRM are organized automatically:

SuiteCRM/
└── {ModuleName}/
    └── {RecordName}/
        └── uploaded-file.pdf

For example, a file uploaded on the Account "Acme Corp" would be stored at:

SuiteCRM/Accounts/Acme Corp/contract.pdf

The root folder name SuiteCRM is fixed. Subfolder names match the record's name field at the time of upload.

Per-User Connection (Optional)

In addition to the system-wide service account, each SuiteCRM user can optionally configure their own ownCloud credentials under User Profile → ownCloud Instance. When personal credentials are configured and the connector is set to prefer user credentials, uploads are performed under that user's ownCloud account.

This is useful when: - Each user has their own ownCloud storage quota - Files should reflect individual ownership in ownCloud audit logs

License Management

Activating a License

1. Go to Admin → MTS ownCloud Integration → License
2. Enter the key from your purchase confirmation
3. Click Activate

License Plans

Offline Environments

If the SuiteCRM server cannot reach the internet, contact MTS support for an offline activation procedure.

Permissions

The extension respects SuiteCRM's standard ACL system. Users can only upload, view, and open files on records they have access to. The ownCloud service account requires:

• WebDAV read/write on the SuiteCRM/ folder

Quick Repair After Updates

After upgrading the extension, always run:

Admin → Repair → Quick Repair & Rebuild

This ensures all extension files are compiled and the database schema is up to date.

Logs and Debugging

SuiteCRM logs are located at {suitecrm_root}/suitecrm.log.

Filter for ownCloud-related entries:

grep "MTS_ownCloud\|ownCloudClient\|ownCloudFile" suitecrm.log

To increase log verbosity, set the log level to debug in Admin → System Settings → Log Level temporarily.