The DocSpace settings allow admins to change the DocSpace appearance, increase security, integrate third-party services, backup and restore DocSpace data and more. The DocSpace settings are available for the owner and DocSpace admins. The ability to pay for DocSpace and delete it is available for the owner only.

To open the DocSpace settings, use the menu in the lower left corner and select the Settings option.

You can perform the following operations via the DocSpace Settings sections:

Customization

• General:
  • change the DocSpace language and set the correct time zone;
  • set up the DocSpace title displayed on the Sign In page;
  • set an alternative URL for DocSpace;
  • change the DocSpace name used in the URL address;
• Branding - replace branding elements used in the interface with your own ones;
• Appearance - select a default color that suits your company brand or add custom ones;

Security

• DocSpace Access:
  • determine the password strength used to access DocSpace;
  • turn on two-factor authentication;
  • specify mail servers allowed for user self-registration;
  • adjust the IP security settings;
  • set up the Brute Force Protection settings;
  • change the administrator message settings;
  • set the session lifetime;
• Login History - look through the recent user login/logout activity;
• Audit Trail - browse log entries of the recent actions that users performed;

Backup

• Data backup - create the data backup manually;
• Automatic backup - create the data backup automatically;

Restore

• Restore the previously created data backup;

Integration

• LDAP - adjust the LDAP settings to import the necessary users and groups from an LDAP Server;
• Single Sign-On - enable the SSO settings;
• Plugins – add plugins to extend the functionality of DocSpace with extra features;
• Third-party services - connect third-party services for storing documents and accessing DocSpace via these services;
• SMTP settings - adjust the SMTP settings so that the email notifications to be sent using your own SMTP server;
• Document Service - (in the server version only) connect ONLYOFFICE Docs;

Data import

• Data import – import data (all users, their personal and shared documents) from ONLYOFFICE Workpace, Google Workspace, Nextcloud;

Storage management

• Storage management – see general info (creation date, total number of users, storage space used by various sections), set quotas for users and rooms, view storage statistics;

Developer Tools

• JavaScript SDK – use the ONLYOFFICE DocSpace SDK based on JavaScript which allows developers to use all the DocSpace possibilities with api.js;
• Webhooks – use webhooks to perform custom actions on the side of any application or website you are using based on various events in ONLYOFFICE DocSpace;
• OAuth 2.0 – use OAuth applications to access the ONLYOFFICE DocSpace API for authorization and further actions such as accessing files, etc.;

DocSpace Deletion

• Deactivate DocSpace - temporarily deactivate DocSpace;
• Delete DocSpace - delete DocSpace forever;

Payments – view info about your subscription, change the tariff plan if necessary.

In the server version, you can create and manage several spaces. To open the Spaces settings, use the menu in the lower left corner and select the Spaces option. This section allows you to configure the current DocSpace portal and manage other portals, set up branding for all portals, perform backup/restore of all portals.

The Customization settings section opens by default. It allows you to adapt the DocSpace appearance to your needs. It includes three subsections: General, Branding, and Appearance.

Language and time zone settings

This section allows you to change the language of DocSpace for all DocSpace users and configure the time zone so that all the events will be shown with the correct date and time.

To configure the Language and Time Zone settings,

• drop-down the Language list and select the required language to display all DocSpace pages and notification,
  This setting specifies the default DocSpace language for new users.
• set the time zone that corresponds to your location from the Time Zone drop-down list,
• click the Save button at the bottom of the section to apply the changes you made.

Welcome Page Settings

This section allows you to change the default title to be displayed on the Sign In page of your DocSpace. To do that,

• enter the name you like in the Title field (e.g. your company title, its motto, etc.),
• click the Save button at the bottom of the section to apply the changes you made.

DNS settings

This section allows you to set an alternative URL for your DocSpace. In the SaaS version, this is a Paid feature (available for the paid Business plan only). By default, your DocSpace is registered at name.onlyoffice.com. To change it to your own domain name:

1. Configure your domain name to point to the DocSpace server by setting up the appropriate DNS records with your registrar. Please contact your registrar from whom you purchased the domain name to find out how to do it. Add a DNS CNAME entry, such as, for example: team.ourcompany.com - intranet.onlyoffice.com (for the US West (Oregon) region).
2. After setting up your DNS CNAME entry, click the Send request button in the DNS settings section to send your request to our support team. The https://helpdesk.onlyoffice.com/ page will open in a new browser tab. Enter the details of your request and click Submit.
3. After the request is processed, your custom domain name will be displayed in the DNS settings section.

DocSpace renaming

This section allows you to change the name part of your DocSpace URL address name.onlyoffice.com so that your DocSpace is available at newname.onlyoffice.com. Enter the desired name in the New space name field and click the Save button.

The Branding subsection of the Customization settings allows you to replace branding elements used in the DocSpace interface with your own ones. You can use your company name in the text elements (such as tooltips, message boxes, etc.) as well as replace the default favicon and logos with your own logo.

In the SaaS version, this is a Paid feature (available for the paid Business plan only).

• Enter your Company name in the text entry field to change all the titles and messages in the DocSpace interface where the default value is used replacing it with the one you specified. Click the Use as logo button below the entry field if you want to use your company name as a text logo (instead of an image logo) - all the logos below will change correspondingly.
• Replace all the image Logos (for the Light and Dark interface themes) which appear in DocSpace:
  • Logo for the space header (422x48) - this logo appears in the upper left corner of every DocSpace page.
  • Logo for the compact left menu (56x56) - this logo appears in the upper left corner in the compact mode on a small screen.
  • Logo for the Login page (810x92) - this logo appears on the Sign In page of DocSpace.
  • Logo for the About page (810x92) - this logo appears on the  About this program page of DocSpace and on the About page in the online editors.
  • Favicon (32x32) - this logo appears in the address bar or tab of a web browser when the DocSpace is opened in it, or on the bookmarks panel if you've added the DocSpace address to the bookmarks.
  • Logo for the editors header (172x40) - this logo appears in the upper left corner of the online editors launched.
  • Logo for the editors header - embedded mode (172x40) - this logo appears in the upper left corner of your DocSpace documents embedded into web pages.

  Click the Change Logo link below the logo you want to replace. In the Windows Explorer window, browse for the necessary image file and click the Open button. The image will be uploaded and displayed in the corresponding Logo field.

  We recommended that you use images in the PNG format with a transparent background. To improve your logos legibility and make their outline clearly distinguishable, you also need to optimize them for use on dark or light backgrounds. The image sizes are shown for the Retina displays. For the displays with standard resolutions, the logo width and height will be resized accordingly upon upload.
• click the Save button at the bottom of the section to apply the changes you made.

To return to the default settings, click the Restore to default button.

The following sections are available for the server version only.

The Company info settings section is used to specify your company information displayed in the About this program window of your DocSpace and on the About page in the online editors.

1. Enter your company name, email address, phone number, website URL address and postal address into the corresponding fields.
2. Click the Save button at the bottom of this section.

The Additional resources section is used to choose if you want to display links to additional resources.

1. Uncheck the elements you want to hide and leave checked the ones you want to display:
   • Show Feedback & Support link - is used to hide or show the link to the Feedback and Support form which is used to contact the ONLYOFFICE support team.
   • Show link to Video Guides - is used to hide or show the link to the web page with training videos.
   • Show link to Help Center - is used to hide or show the link to the Help Center page.
2. Click the Save button at the bottom of this section.

The Appearance subsection of the Customization settings allows you to change the default color palette of your space interface so that it suits your company brand. To do that,

1. switch between the available Standard colors. The Preview section below displays the appearance of your space for light and dark interface themes.
2. select the color which suits you best.
3. click the Save button on the bottom of the screen to apply the selected color.

You can also choose custom colors:

1. click the Plus icon in the Custom section to open the New color scheme screen.
2. click the Plus icon next to the Accent section to open the color palette, choose the necessary color and click Apply. This color is used for items of the navigation menu, settings tabs, switchers.
3. click the Plus icon next to the Buttons section to open the color palette, choose the necessary color and click Apply. This color is used for buttons in dialog windows.
4. click the Save button on the New color scheme screen to save the custom color scheme.
5. click the Save button on the bottom of the main screen to apply the created custom color scheme.

You can also edit or delete the created custom scheme.

The Security section allows you to control access to your DocSpace and monitor the activity of all users. It includes three subsections: DocSpace Access, Login History, and Audit Trail.

Controlling DocSpace access

The DocSpace Access subsection of the Security settings allows you to provide users with secure and convenient ways to access the DocSpace.

Password strength settings

This section allows you to determine password complexity (the effectiveness of a password in resisting guessing and brute-force attacks). To do that,

• use the Minimum password length bar to determine how long the password should be to be considered strong,

  The password must be at least 8 but no more than 30 characters long.

• check the appropriate boxes below the bar to determine the character set that must be used in the password: capital letters, digits, special characters,
• click the Save button at the bottom of the section to apply the changes you made.

Two-factor authentication

This section allows you to enable two-step verification with authenticator apps that ensures more secure DocSpace access.

To enable two-factor authentication with an authenticator app,

1. check the By authenticator app radio button under the Two-factor authentication section,
2. click the Save button at the bottom of the section to apply the changes you made.

When two-factor authentication with an authenticator app is enabled, a user can access the DocSpace data after entering their regular email and password or signing in via a social media account and typing in a six-digit verification code or a backup code generated by the authenticator app.

To access your DocSpace for the first time after enabling two-factor authentication:

1. Enter your regular credentials to access your DocSpace. The QR code and your secret key are displayed on your DocSpace login confirmation page.
2. Install an authenticator app on your mobile device. You can use Google Authenticator for Android and iOS or Authenticator for Windows Phone.
3. Open the authenticator app on your mobile device and configure it in one of the following ways:
   • Scan the QR code displayed in the browser, or
   • Manually enter your secret key displayed in the browser,
4. On your DocSpace login confirmation page, enter a 6-digit code generated by your application.
5. Click the Connect app button.

To learn more on how to use two-factor authentication in your DocSpace, you can read the following article.

Trusted mail domain settings

This section allows you to specify the mail servers used for user self-registration in your DocSpace. By default, this option is disabled. To enable it,

• check the Custom domains radio button,
• enter the trusted mail server in the field which appears below,
• click the Save button at the bottom of the section to apply the changes you made.

To add more mail servers, use the Add trusted domain link. To delete a server added by mistake, click the corresponding icon to the right of the field.

After that, any user who has an account at a specified mail server will be able to register on their own by clicking the Click here to join link on the Sign In page and entering the email address. An invitation email with a link to the DocSpace will be sent to the specified email address. To sign in, the user will need to follow the link provided in the email, enter a password and confirm it.

To disable this option again, just check the Disabled radio button.

IP security settings

This section allows you to prevent unwanted visitors from accessing your DocSpace by allowing access to the DocSpace from trusted networks only. If a user attempts to log in to your DocSpace from any IP address except those you specify, this login attempt will be blocked. To restrict access to your DocSpace based on the IP addresses,

1. check the Enable radio button;
2. click the Add allowed IP address link;
3. in the entry field that appears, specify a single IP address in the IPv4 format (#.#.#.#, where # is a numeric value from 0 to 255) or set an IP addresses range by entering the starting and ending IP addresses of the range in the #.#.#.#-#.#.#.# format;
   You can find the information on your DocSpace visitors IP addresses in the Login History subsection of the Security settings by clicking the Download and open report button.
4. in the same way, add as many trusted IP addresses as you need;
5. click the Save button at the bottom of the section.

If necessary, you can delete the added IP addresses by clicking the corresponding icon to the right of the IP address. To disable this option again, just check the Disable radio button and click the Save button.

Brute Force Protection Settings

This section allows you to protect the portal against brute-force attacks.

1. in the Number of attempts field, set up the limit of unsuccessful login attempts by the user;
2. in the Blocking time (sec) field, set up the time interval for blocking new login attempts;
3. in the Check period (sec) field, set up the time interval for counting unsuccessful login attempts.

When the specified limit of unsuccessful login attempts is reached, attempts coming from the associated IP address will be banned (or, in the SaaS version, captcha will be requested) for the chosen period of time.

By default, this feature is disabled in the server version. If you want to use it, it's necessary to enable the feature in the configuration file. To learn more, read the following article.

Administrator message settings

This section allows you to display the contact form on the Sign In page so that people can send a message to the DocSpace administrator in case they have troubles while accessing DocSpace.

To enable it, just check the corresponding radio button and click the Save button at the bottom of the section to apply the changes you made.

Session Lifetime

This section allows you to set a time limit (in minutes) during which the DocSpace users will need to enter their DocSpace credentials again in order to access the DocSpace.

To set a session lifetime, check the Enable radio button, enter the necessary time value measured in minutes in the Lifetime field that appears and click the Save button at the bottom of the section to apply the changes you made. After that, all the users will be logged out from the DocSpace.

The Login History subsection of the Security settings is used to monitor the latest user login activity including successful logins and failed attempts with an indication of reasons. In the SaaS version, this is a Paid feature (available for the paid Business plan only).

This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred.

To view the detailed statistics for the latest half year, click the Download and open report button. The report will open in a .csv file (LoginHistory_ReportStartDate-EndDate.csv).

The login history report includes the following details: user IP address, Browser and Platform which were used when the registered event occurred, Date and time of the event, name of the User who made an attempt to log in/log out, DocSpace Page where the action has been performed, specific Action (for example, Login Fail. Associated Social Account Not Found).

The records are sorted chronologically in descending order, but you can easily sort and filter the data by any parameter or use the search tool to quickly find a specific record.

The Audit Trail subsection of the Security settings allows you to browse through the list of the latest changes (creation, modification, deletion etc.) made by users to the entities (files, folders etc.) in your DocSpace. In the SaaS version, this is a Paid feature (available for the paid Business plan only).

This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred.

To view the detailed statistics for the latest half year, click the Download and open report button. The report will open in a .csv file (AuditTrail_ReportStartDate-EndDate.csv).

The audit trail report includes the following details: user IP address, Browser and Platform which were used when the registered event occurred, Date and time of the event, name of the User who performed the operation, DocSpace Page where the action has been performed, generic Action Type (for example, download, updated access), specific Action (for example, File Uploaded: Timetable.ods ), Product and Module that the changed entity is referred to.

The records are sorted chronologically in descending order, but you can easily sort and filter the data by any parameter or use the search tool to quickly find a specific record.

The Backup section of the settings allows you to backup your DocSpace data.

Data backup

To create your DocSpace data backup manually, use the Data backup section:

1. select the desired Storage for your backup files:
   • select the Temporary storage radio button if you wish to download the backup to your local drive when the backup process is over. You'll be able to do that by using the link that appears below.
   • select the Backup room radio button if you want to store the backup in one of the existing rooms. Click the button next to the field that appears below. Set a room where you wish to store your backup and click the Save here button.
   • select the Third-party resource radio button to save backup to your third-party account (Dropbox, Box.com, OneDrive). You need to connect your third-party account (Dropbox, Box.com, OneDrive) before you will be able to save your backup there.

     You can also use Nextcloud, ownCloud, kDrive, or another WebDav service. Select the necessary service from the list, then click Connect. In the Connecting account window, specify the connection URL, your login and password, and click Save.

   • select the Third-party storage radio button and choose one of the available services from the list: Amazon AWS S3 (Amazon Simple Storage Service), Google Cloud Storage, or Rackspace Cloud Storage. Enter the necessary data to access the selected third-party storage in the fields below.
     The corresponding service must be previously connected in the Integration section. Otherwise, the following settings will be disabled.
     • For the Amazon AWS S3 service, the following fields are available:
       • Bucket - a unique Amazon bucket name, e.g. my-new-test-bucket-12345.
       • Region - an AWS region where your Amazon bucket resides, e.g. us-east-2.
       • Service Url - this is an optional property; change it only if you want to try a different service endpoint. Leave this field empty to use the default value.
       • Force Path Style - when true, requests will always use path style addressing. Leave this field empty, as the Service Url property is not specified.
       • Use Http - if this property is set to true, the client attempts to use the HTTP protocol, if the target endpoint supports it. By default, this property is set to false. Set it to true or leave this field empty to use the default value.
       • Server Side Encryption Method - the server-side encryption algorithm used when this object is stored in S3. The possible values are none, aes256, awskms. Leave this field empty to use the default aes256 value.
     • For the Google Cloud Storage service, the following field is available: Bucket.
     • For the Rackspace Cloud Storage service, the following fields are available: Public container, Private container and Region.
2. click the Create copy button.

Once the backup process is completed you'll find the backup .tar.gz file (DocSpace-name_date_time.tar.gz) in the specified folder. If you've selected the Temporary storage, the link to download the created backup will be available for 24 hours.

Automatic backup

To automate the backup process, use the Automatic backup section. In the SaaS version, this is a Paid feature (available for the paid Business plan only).

1. turn on the Enable automatic backup switcher.
2. select the desired Storage for your backup files (the available options are the same as those described above, except for the Temporary storage which is only available in the Data backup section).
3. specify the time interval at which backups should be created: Every day with an indication of the necessary time of the day, Every week with an indication of the necessary day of the week and time of the day, or Every month with an indication of the necessary day of the month and time of the day.
4. set The maximal number of backup copies to be stored by selecting the necessary value from the corresponding drop-down list.
5. click the Save button.

Backups will be created automatically with the specified periodicity.

In the SaaS version, this is a Paid feature (available for the paid Business plan only). To restore your DocSpace data from the previously created backup file,

1. Select the Source where the backup is stored.
   • select the Local file option, click the Choose button below, and browse for the necessary backup file stored on your local drive.
   • select the Backup room option and click the  button below. In the Select file window, choose the necessary backup file and click Save.
   • select the Third-party resource option (Dropbox, Box.com, OneDrive or services connected via the WebDAV protocol) and click the Choose button below. In the Select file window, choose the necessary backup file stored in the third-party resource directory and click OK.
   • select the Third-party storage option, choose the necessary third-party storage previously connected in the Integration section and enter the data required to to access the chosen storage.
     Instead of selecting a backup file from a certain Source, you can just click the Backup List link below the Choose field to select the necessary backup file from the backup history (if a backup file was deleted manually from the storage, it will not be available in the list). Click the Restore link next to the necessary backup file. To delete a backup file from the list, click the  icon.
2. Leave the Send notification about space restoring to users box checked to notify your DocSpace users.
   After restoring the backup, current passwords will be reset and users will need to restore their access via the email addresses specified in their profiles by specifying the password which will be used for signing in.
3. Check the I confirm and want to proceed box.
4. Click the Restore button.

The Integration section is used to enable the LDAP settings, enable the SSO settings, add plugins, integrate DocSpace with third-party services and adjust the SMTP settings. In the server version, you can also connect ONLYOFFICE Docs.

LDAP settings

When using ONLYOFFICE DocSpace, the first thing that you need to do is to create accounts for all your company employees. But if it numbers more than 50 persons, the process of creating new portal users will take a lot of time. The LDAP Settings option allows you to import the necessary users and groups from an LDAP Server (e.g. OpenLDAP Server or Microsoft Active Directory) to DocSpace, literally, in several minutes. The newly created users, in turn, don't need to memorize new passwords and logins because they will sign in to DocSpace using their credentials stored on your LDAP Server.

In the SaaS version, this is a Paid feature (available for the paid Business plan only).

Fill out the required fields and click Save.

For more detailed information on each field and corresponding values, please refer to the following instructions.

Single sign-on settings

The Single Sign-on section allows you to enable/disable third-party authentication using SAML, thereby providing users with a quicker, easier and more secure way to access the DocSpace.

In the SaaS version, this is a Paid feature (available for the paid Business plan only).

Generally, the Single Sign-on technology allows users to sign in only once and then get access to multiple authorized (i.e. integrated with an Identity Provider) applications/services without having to enter their credentials each time they access a different application.

To learn more about configuring SSO, read this article.

Plugins

Add plugins to extend the functionality of DocSpace with extra features.

There are two types of plugins: system ones, which we develop ourselves, and custom ones. You can download a custom plugin on this page if this option is enabled in the config (in the SaaS version, only system plugins are available).

Currently, the following plugins are available: Draw.io, PDF-Converter, Speech-to-text, Markdown.

For more details on DocSpace plugin SDK, please refer to api.onlyoffice.com

Third-party service integration

Use Authorization keys to connect your DocSpace with third-party services: Amazon AWS S3, Apple, Box.com, DropBox, Facebook, Google Cloud Storage, LinkedIn, OneDrive, Twitter, Rackspace Cloud Storage, Zoom.

In the SaaS version, some services are available for the paid Business plan only (Facebook, Amazon AWS S3, Google Cloud Storage, Rackspace Cloud Storage).

• Connect your Apple, FB, LinkedIn, Twitter, Zoom account to log in to your DocSpace quickly. In the cloud version, the authorization keys parameters for these services are set up automatically. Integration with Zoom is currently available in the server version only.
• Link up your DocSpace with Box, Dropbox, OneDrive to use the connected account as a third-party resource when creating backups or creating public rooms. In the cloud version, the authorization keys parameters for these services are set up automatically.
• Connect the Amazon AWS S3, Google Cloud Storage, or Rackspace Cloud Storage service to use the connected cloud storage as a third-party storage when creating backups.

For more details on the third-party service integration, please refer to our instructions.

SMTP settings

The SMTP Settings subsection allows you to configure your DocSpace so that the email notifications to be sent using your own SMTP server. To do that,

• In the Host field, specify the domain name of the SMTP server you use.
• In the Port field, specify the SMTP port number. It's recommended to use port 587 or 25.
• Turn on the Authentication switcher if the SMTP server requires authentication.
• In the Host login and Host password fields, specify the login and password you use to access the SMTP server.
• Check the Auth via NTLM box to be able to login using SaslMechanismNtlm.
• In the Sender Display Name field, specify the name of the sender which will be displayed in the From: field.
• In the Sender Email Address field, specify the email address of the sender.
• Check the Enable SSL box to enable encrypted connections.
• Click the Save button.
  To verify whether the specified settings are correct, click the Send Test Mail button. If the settings are specified correctly, you'll receive the SMTP Test Message to the email address specified in your user profile on the portal.

Document Service settings

The Document Service subsection allows you to connect ONLYOFFICE Docs (in the server version only). To do that:

1. Go to the DocSpace Settings and select the Integration -> Document Service section.
2. Fill in all the fields with the appropriate ONLYOFFICE Docs/ONLYOFFICE DocSpace addresses.
   • Document Editing Service Address - specify the URL address where ONLYOFFICE Docs is installed. If you install ONLYOFFICE Docs on a custom port, you must specify the port, e.g.: http://127.0. 0.1:8081/
     ImportantThe address of ONLYOFFICE Docs must be accessible from ONLYOFFICE DocSpace, as well as the address of ONLYOFFICE DocSpace must be accessible from ONLYOFFICE Docs.
   • In the Document Service address for requests from DocSpace field, specify the address that is used to access ONLYOFFICE Docs from ONLYOFFICE DocSpace.
   • In the DocSpace address for requests from the Document Service field, specify the address that is used to access ONLYOFFICE DocSpace from ONLYOFFICE Docs.

   If your ONLYOFFICE Docs/ONLYOFFICE DocSpace installations are not switched to https, please, make sure that you specify http in the addresses.

3. Save the settings by clicking the Save button.

The Data import section is used to import data (all users, their personal and shared documents) from third-party services, such as ONLYOFFICE Workpace, Google Workspace, Nextcloud.

To start migration:

• Create a backup copy in a desired service.
  • ONLYOFFICE Workspace - read instructions for the Cloud version. Currently, backup can be created in the Workspace Cloud version only. The created backup can be uploaded to the DocSpace Cloud or Server version.
  • Google - read the Export the Google Workspace data and Prepare the data for import instructions in this article.
  • Nextcloud - read the Export data from Nextcloud and Prepare the data for import instructions in this article.
• In the DocSpace Data import section, click the Import link next to the necessary service.
• Upload the backup file. Once the data upload and analysis are complete, click the Next step button.
• Select users from the list and click the Next step button.

  For Nextcloud, two steps are performed: only users with e-mails will be migrated first, then you can select not filled e-mail users and fill in their e-mail addresses.

• Select user types (DocSpace roles: DocSpace admin, room admin, power user) and click the Next step button.
• Select modules for import. Click the Start data import button to proceed with the final step.
• After the data is migrated, click the Finish button to complete the data import.

  Also, you can send a welcome letter to the new users. This letter will inform your users about migration to ONLYOFFICE DocSpace. It contains a brief description of the main features and a login link. To send the letter, check the Send invite letter option before clicking the Finish button.

After the migration is complete, the new users can be found in the Accounts section. Personal files, shared files can be accessed through the Documents section. Shared folders, common files, project files can be accessed through the Rooms sections.

The Storage Management section is used to view ONLYOFFICE DocSpace Disk space used, define quotas, view statistics.

Here you can view the following general information:

• Your DocSpace creation date.
• The number of active employees registered in your DocSpace.
• The total Disk space used. If the memory quota is set, you can see the Total storage and Used space.
• The storage space used by each section (Documents, Trash, Archive, Rooms).

If you are using the paid Business plan or Enterprise server version, you can set the storage memory quota:

1. Click the Manage storage quota link in the Disk space used section.
2. A new window opens. Set the necessary value in the input field and choose the unit of measure from the dropdown list (bytes, Kb, Mb, Gb, Tb).
3. Click OK.

To change or disable the quota, click the Actions icon on the right and use the Change quota or Disable quota options. The Recalculate button is used to recalculate the space used by rooms and users displayed in the Statistics section.

Quotas

You can define default quotas per room or per user. In the SaaS version, this is a Paid feature (available for the paid Business plan only). In the server version, this feature is available for the Enterprise server version.

Manage quotas per room

To enable and set the default memory quota that will be applied to all new rooms and existing rooms:

1. Turn on the Define quota per room switcher.
2. Set the necessary value in the input field and choose the unit of measure from the dropdown list (bytes, Kb, Mb, Gb, Tb).
3. Click Save.

To disable the default quota, turn off the Define quota per room switcher.

When the default quota is set in the Storage Management settings, the room administrator can change the quota for several rooms selected in the Rooms list or for a certain room in the Rooms list / room Info panel.

To change the quota for a certain room:

1. Click the quota value to the right of the room name in the list or in the Info panel.
2. Select the Change quota option from the dropdown list.
3. A new window opens. Set the necessary value in the input field and choose the unit of measure from the dropdown list (bytes, Kb, Mb, Gb, Tb).
4. Click OK.

To set the changed quota to default, use the Set to default option to the right of the room name in the list or in the Info panel. The quota value will change to the default one.

To disable the quota, use the Disable quota option to the right of the room name in the list or in the Info panel. The quota value will change to Unlimited.

Manage quotas per user

This quota affects storage limit for the Documents section of each user. To enable and set the default memory quota that will be applied to all new users and existing users:

1. Turn on the Define quota per user switcher.
2. Set the necessary value in the input field and choose the unit of measure from the dropdown list (bytes, Kb, Mb, Gb, Tb).
3. Click Save.

To disable the default quota, turn off the Define quota per user switcher.

When the default quota is set in the Storage Management settings, the DocSpace administrator can change/disable the quota for several users selected in the Accounts list or for a certain user in the Accounts list / user Info panel.

To change the quota for a certain user:

1. Click the quota value to the right of the user name in the list or in the Info panel.
2. Select the Change quota option from the dropdown list.
3. A new window opens. Set the necessary value in the input field and choose the unit of measure from the dropdown list (bytes, Kb, Mb, Gb, Tb).
4. Click OK.

To set the changed quota to default, use the Set to default option to the right of the user name in the list or in the Info panel. The quota value will change to the default one.

To disable the quota, use the Disable quota option to the right of the user name in the list or in the Info panel. The quota value will change to Unlimited.

Statistics

In the SaaS version, this is a Paid feature (available for the paid Business plan only). In the server version, this feature is available for the Enterprise server version. Here you can view the following detailed data:

• Top 5 rooms by storage usage: used space / quota per room, if specified
• Top 5 users by storage usage: used space / quota per user, if specified

The Developer Tools section is used to integrate ONLYOFFICE DocSpace into your own web application, use webhooks, add OAuth applications.

JavaScript SDK

Use the ONLYOFFICE DocSpace SDK based on JavaScript which allows developers to use all the DocSpace possibilities with api.js. You can integrate ONLYOFFICE DocSpace into your own web application, allowing users to create and submit documents directly from your website.

To embed the DocSpace room or folder to your website,

1. On the JavaScript SDK page, go to the Enter the address of DocSpace to embed section, paste the link to your website and press the + icon.
   If you are using the server version, it's necessary to switch your DocSpace to HTTPS first. You can follow our instructions.
2. In the Select a mode for embedding your DocSpace section, choose one of the suggested modes: DocSpace, Public room, Editor, Viewer, Room selector, File selector, Custom.
   • DocSpace - embed the whole DocSpace to allow users to interact with all rooms, files, and settings.
   • Public room - embed a public room to allow users to view all the documents stored there without registration.
   • Editor - embed an editor to allow users to edit a file from the corresponding room.
   • Viewer - embed a viewer to allow users to open a file for viewing from the corresponding room.
   • Room selector - embed a room selector to allow users to access any room from the list of the available ones.
   • File selector - embed a file selector to allow users to access any file from the list of the available ones.
   • Custom - manually configure the parameters for embedding your DocSpace.
3. Click the Start setting up button.
4. Customize the available display options which differ depending on the selected mode. For example, the following options are available for the Custom mode: Width, Height, Frame id, Interface elements (Left menu, Title, Setting up Columns, Action button, Search, Filter and Sort, Navigate and Header (only for mobile devices)), Data display settings (select the section, room or folder you want to display), and Advanced display settings, such as Search term, Sort by parameter, Sort order, the number of files / folders displayed on one page, Display page, Displaying columns in a file row.
5. Preview the result in the Preview section.
6. Switch to the Code to insert tab and copy the generated HTML or JavaScript code.
7. Embed the copied code into your website.

For more details on JavaScript SDK, please refer to api.onlyoffice.com.

Webhooks

Use webhooks to perform custom actions on the side of any application or website you are using based on various events in ONLYOFFICE DocSpace. You can create and manage all your webhooks, configure them, and browse history of every webhook to audit their performance. To learn more about using webhooks, read this guide.

For more details on DocSpace API, please refer to api.onlyoffice.com.

OAuth 2.0

Use OAuth 2.0 to access the ONLYOFFICE DocSpace API for authorization and further actions such as accessing files, etc.

To create a new application,

1. Click the Register a new application button.
2. Fill in the form:
   • App name - an application name that will be displayed on all consent screens and in the application list. Obligatory parameter.
   • Website URL- a link to the site home page. Obligatory parameter.
   • App icon - an image that will be displayed on all consent screens and in the application list. Obligatory parameter.
   • Description - a short description of the application.
   • Authentication method - a verification method when receiving a JWT token. To receive a token it's necessary to send the SHA key. Check the Allow public client (PKCE) box if necessary.
   • Redirects URLs - links that the user can be redirected to after successful passing the consent screen. Enter the address and click the Add button. You can add several links, for example, for test and production versions. Obligatory parameter.
   • Allowed origins - URLs of sources that can make requests to the DocSpace API without CORS blocking. Enter the address and click the Add button. You can add several links. Obligatory parameter.
   • Access scopes - define the capabilities of a third-party application relative to the DocSpace API. Scopes are used to limit your app's access to all user-related data, and they'll let you specify exactly what kind of access you need. Check the Read or Write box next to the necessary options: Profile, Contacts, Files & Folders, Rooms, Open ID. When selecting a capability for writing data, it automatically enables reading data. Obligatory parameter.
   • Privacy policy URL - a URL link to your Privacy Policy that must comply with applicable laws and regulations and that make clear how you collect, use, share, retain and otherwise process personal information. Obligatory parameter.
   • Terms of Service URL - a URL link to your Terms and conditions that users must comply with when using this application. Obligatory parameter.
3. Click the Save button.

You can manage your created apps in the list:

• View info about your app: app name, creator, modified date, scopes.
• Disable or enable the app using the State switcher.
• Right-click the app and select the necessary option:
  • Edit - to change some parameters, such as App name, App icon, Description, Authentication method. On this page, you can also copy the Client ID and Secret or reset the secret if necessary.
  • Auth button - to view the authorization button, copy the HTML, CSS or JavaScript code to embed it into your website, get an authorize link or code verifier. By clicking the authorization button, you can also go through the entire flow.
  • Info - to view the app info, such as creator, description, website, access, scopes, support and legal info, last modified date.
  • Generate token - to generate a token for development (so that not to go through the flow each time). The generated token has a limited lifetime and will be automatically deprecated when a new one is created.
  • Revoke token - to revoke the generated token.
  • Disable - to disable the app and stop all active sessions.
  • Delete - to delete the app and stop and remove all active sessions.

When following the authorization link, there are 3 possible scenarios:

1. If the user is not yet authorized on the DocSpace portal, the authorization form opens. After successful authorization, the user will be redirected to the step 2 or 3.
2. If the user has more than one portal, it will be possible to select the necessary one.
3. If the user is already authorized on the DocSpace portal, they will be redirected to the consent page, which displays the capabilities of the application, links to the security policy and terms of service. The user can click the Allow or Deny button as well as choose another profile.

For more details on DocSpace API, please refer to api.onlyoffice.com.

The DocSpace Deletion section of the settings allows you to temporarily deactivate or permanently delete your DocSpace. Currently, this option is only available in the SaaS version.

DocSpace deactivation

If you decide not to use the DocSpace for some temporary reasons, deactivate it. To do that,

1. switch to the Deactivate DocSpace tab.
2. click the Deactivate button.
3. a link to confirm the operation will be sent to the email address of the DocSpace owner. Follow the link to confirm the operation.

After that, your DocSpace and all information associated with it will be blocked so that no one has access to it during a particular period.

You will be able to reactivate your DocSpace at any moment. To come back to the DocSpace and start using it again, use the second link provided in the confirmation email. So, please, keep this email in a safe place.

DocSpace deletion

If you do not think you will use your DocSpace and would like to delete it permanently,

1. switch to the Delete DocSpace tab.
2. click the Delete button to submit your request.
3. a link to confirm the operation will be sent to the email address of the DocSpace owner. Follow the link to confirm the operation.

All the data stored in your DocSpace, as well as your registration details will be deleted. You will not be able to reactivate your DocSpace or recover any information associated with it.

The Spaces section on the server version allows you to create several independent spaces and centrally manage them. To open the Spaces settings, use the menu in the lower left corner and select the Spaces option.

To create several spaces, you need to have a registered domain name. In your domain DNS settings, create the following records:

1. Create the A record that points your domain name to the IP address of the server where DocSpace is installed.
2. Create the wildcard A record specifying the asterisk "*" as a name to enable subdomains.

In the Spaces settings, specify your domain name in the Domain entry field. Then enter any portal name you like in the DocSpace name field and click the Connect button.

After that, the Space created dialog window will open where you are asked to go to the space or stay in the settings. Click Go to space to perform initial setup or Stay in Settings to continue creating spaces.

To create a new space, click the New space button in the settings. Specify a name for your second space and click Create to save the settings.

If you check the Visit this space after creating option, you will be redirected to the new space that is available at the newspacename.domainname.com address.

If necessary, check the Restrict access to managing spaces to allow the portal administrator to manage the current portal only. If this option is unchecked, the portal administrator will be able to manage all portals.

You can access Spaces management client from each of the created spaces. All the created space addresses are displayed at the Spaces tab. You can navigate between them clicking the space you want to go to.

Use the Actions icon next to the space name to open the space, access settings, manage or disable storage quota, delete the space.

After creating several spaces, you can:

• Set up branding for all portals using the Branding menu item. This can be done in the same way as described in the Branding section.
• Perform backup/auto backup of all portals using the Backup menu item. This can be done in the same way as described in the Data backup section.
• Restore backups for of all portals using the Restore menu item. This can be done in the same way as described in the Restore section.
• Go to the Payments page using the corresponding menu items.