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  • All
  • Overview
  • Defining access rights
  • Managing rooms
  • Managing and editing documents within rooms
  • Configuring the room manager and DocSpace settings

Overview

ONLYOFFICE DocSpace is a new way to collaborate on documents with teams, clients, partners, etc., based on the concept of rooms – special spaces with predefined permissions.

ONLYOFFICE DocSpace provides the following capabilities:

  • Creating rooms for collaboration with flexible access permissions: viewing, reviewing, filling forms, editing.
  • Creating and editing documents, spreadsheets, presentations, forms, PDFs, and ebooks. Viewing multimedia files.
  • Inviting users for collaboration: real-time co-editing, commenting, and communication via chat or video calls within online editors.
  • Storing and managing personal documents within a dedicated space.
  • Managing rooms: adding files, inviting members and assigning permission levels, viewing detailed info and recent activities, archiving rooms.
  • Configuring integration features: connecting external services and storages. Currently, third-party storages can be used for performing backup only.
  • Using customization and branding features.
  • Setting up security features: backup and restore, two-factor authentication, IP security, audit trail and more.
DocSpace structure

In the left-side menu, the following sections are available:

  • My documents (for admins/power users only) – a space for storing personal documents.
  • Rooms – a space for active rooms available for you. Admins can create and manage rooms; users can access only the rooms they are invited to.
  • Archive – a space for archived rooms. Admins can restore or permanently delete archived rooms; users can only view the rooms they were invited to.
  • Accounts (for admins only) – a space for managing users.
  • Trash (for admins/power users only) – a space for removed rooms and documents which can be restored or permanently deleted.
DocSpace structure DocSpace structure

In the Options icon menu located next to the user name in the lower left corner, users can view their profiles and helpful information, such as Hotkeys or Help center articles. Admins can also access the DocSpace Settings using this menu.

ONLYOFFICE DocSpace uses the MySQL database.

Defining access rights

ONLYOFFICE DocSpace allows setting up the following access rights.

User types and permissions within DocSpace

A user type is a category which defines the type of access a user has to different sections of the system. In ONLYOFFICE DocSpace, there can be five user types with the following permissions:

  1. Users can only access the rooms they are invited to by admins. They can't create their own rooms, folders or files. This is a Free account (it’s possible to add an unlimited number of users without any fee).
  2. Power users can create and edit files in the room, but can't create rooms, manage users, or access settings. This is a Paid account.
  3. Room admins can do the same as users can, as well as create and manage the assigned rooms, invite new users and assign permission levels below their level. All admins have access to the My documents section. This is a Paid account (a fee will be charged depending on the number of admins).
  4. DocSpace admins can do the same as room admins can, as well as access the DocSpace settings, manage and archive rooms. This is a Paid account (a fee will be charged depending on the number of admins).
  5. Owner can do the same as DocSpace admin can, as well as add admins. The Owner is a Payer who has access to payment details and is the only user that can adjust the quota and make payments. The Owner is the only user who can delete the portal. This is a Paid account.
User types User types
Section\User type Owner DocSpace admin Room admin Power user User
My documents
Creating, uploading, moving, copying, renaming, downloading, deleting files and folders
Rooms
Viewing all rooms
Viewing own rooms
Viewing rooms the user is invited to
Creating and editing rooms
Pinning rooms to top
Viewing room info (members, history, details)
Inviting users to own room, assigning and changing permission levels of the room members, removing users from the room
Archiving own rooms
Editing someone else's rooms: inviting users, assigning and changing permission levels of the room members, removing users from the room
Archiving someone else's room
Archive
Viewing all rooms
Viewing own rooms
Viewing rooms the user is invited to
Creating and editing rooms
Pinning rooms to top
Viewing room info (members, history, details)
Inviting users to a room, assigning and changing permission levels of members
Restoring or removing someone else's rooms
Restoring or removing own rooms
Trash
Accounts
Inviting "DocSpace admin"
Inviting "Room admin"
Inviting "Power user"
Inviting "User"
Promoting to "DocSpace admin"
Promoting to "Room admin"
Promoting to "Power user"
Demoting "DocSpace admin" to "Room admin"
Disabling "DocSpace admin"
Disabling "Room admin"
Disabling "Power user"
Disabling "User"
Editing or removing users
Groups
Creating groups
Viewing groups
Room manager settings
DocSpace settings
Removing DocSpace
All other settings
Account and user statuses

Each DocSpace account can have one of the following statuses:

  • Active - such people have already accepted the invitation and can collaborate with other members.
  • Pending - such people were invited, but have not accepted the invitation yet. They are marked in the list with the Pending icon icon.
  • Disabled - such people were transferred by an admin to the list of disabled members. They can't log in to DocSpace any more. They are marked in the list with the Disabled icon icon. Disabled users can be removed from DocSpace or re-enabled.

Each DocSpace user has one of the following statuses: Paid or Free.

  • Paid – Owner, DocSpace admin, Room admin, Power user. The number of paid users that can be added is defined by the selected tariff plan.
  • Free - User. The unlimited number of users can be added.

The Owner and admins can invite new users to DocSpace and manage the existing ones.

Managing rooms

Rooms are spaces for collaboration on documents. Access rights to documents stored in a room depend on the permission level. The permission level which can be assigned to a user depends on the room type. Administrators can invite users to the room and assign or change their permission levels.

Room types
  • Collaboration room allows you to collaborate on documents with your team using two co-editing modes: Fast and Strict.
  • Custom room allows you to apply your own settings to use this room for any custom purpose.
  • Public room allows you to invite users via external links to view documents without registration.
  • My documents room allows admins and power users to store their personal documents.
Room types Room types
Permission levels within a room

A permission level is a set of permissions for actions that a user can perform. Admins can assign a permission level to a user within a certain room. Each room type comprises different permission levels which can be assigned to its members:

  • Collaboration room - Room admin, Power user, Editor, Viewer.
  • Public room - Room admin, Power user.
  • Custom room – Room admin, Power user, Editor, Form filler, Reviewer, Commentator, Viewer.
Collaboration room Public room Custom room
Viewer
Commentator
Reviewer
Form filler
Editor
Power user
Room admin

Depending on the permission level, the following actions with files are available for the user within a room:

  • Viewer - Operations with the existing files: viewing.
  • Commentator - Operations with the existing files: viewing, commenting.
  • Reviewer - Operations with the existing files: viewing, commenting, reviewing.
  • Form filler - Operations with the existing files: viewing, commenting, reviewing, form filling.
  • Editor - Operations with the existing files: viewing, commenting, reviewing, form filling, editing. Viewing version history.
  • Power user - Operations with the existing files: viewing, commenting, reviewing, form filling, editing. Viewing version history. Creating and uploading new files/folders. Managing version history, locking files for co-authors. Saving docxf as oform. Copying, moving and removing own files/folders.
  • Room admin - Operations with the existing files: viewing, commenting, reviewing, form filling, editing. Viewing version history. Creating and uploading new files/folders. Managing version history, locking files for co-authors. Saving docxf as oform. Copying, renaming, moving and removing own and someone else's files/folders.
View Comment Review Fill forms Edit View version history Manage files
Viewer
Commentator
Reviewer
Form filler
Editor
Power user
Room admin

Admins can create new rooms, add documents to them, invite new users, and manage the existing rooms. Power users can create and edit files in the room, but can't create rooms, manage users, or access settings.

Managing and editing documents within rooms

The Owner, admins and power users can:

  • use the My documents room,
  • upload and create new files and folders both in the My documents and in other rooms.

The Owner, admins and power users can also manage documents within rooms:

  • manage version history,
  • lock files for co-authors,
  • save docxf as oform,
  • copy, rename, move and remove own and someone else's files and folders (Power users can copy, move and remove own files/folders only).
Document management Document management

For more details on document management in rooms, read this article.

Users can only work with the existing documents within a room they are invited to.

All users, regardless of their permission levels in the room, can:

  • view the content of documents,
  • view comments added to documents,
  • copy the content to the clipboard,
  • print and download documents.

Extended access rights depend on the permission level within the room.

All editing operations are performed via the ONLYOFFICE Online Editors:

Configuring the room manager and DocSpace settings

The DocSpace settings are divided into the following types: the room manager settings and the DocSpace settings.

The room manager settings allow admins/power users to control working with documents within rooms.

Room manager settings Room manager settings

The owner and DocSpace admins can access all room manager settings as well as the DocSpace settings.

DocSpace settings DocSpace settings
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