How to collaborate on documents using ONLYOFFICE Workspace

If you want to create a collaborative workspace on your Linux server, the most obvious options may be Nextcloud, ownCloud, and Seafile. These solutions allow you to store and share files in one place and offer file synchronization features.

However, if you want to not only keep files, but also need collaboration functionality on documents, it is a good idea to be aware of ONLYOFFICE work area. This collaboration platform is designed for both the administration and co-editing of online documents.

In this guide, you will learn how to install ONLYOFFICE work area and how this solution facilitates real-time collaboration.

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What is the ONLYOFFICE workspace?

ONLYOFFICE workspace is an open source collaboration platform that comes with an online office suite called ONLYOFFICE Docs for text documents, spreadsheets, fill-in forms and presentations, plus a host of different productivity apps.

The solution allows you to create a secure virtual environment where you can store all your files and collaborate on documents in real time. Besides, ONLYIOFFICE work area offers project management, calendar, customer relations, email administration, online communication and social networking features with blogs, forums and message boards.

ONLYOFFICE work area is a self-hosted software tool that can be implemented on-site. There is also a SaaS version with different pricing plans, including one for teams of up to 5 people.

Recommended system requirements

Before starting the installation process, make sure that your system meets these requirements:

  • Processor: 2 GHz or better dual-core processor.
  • RAM: at least 6 GB.
  • Hard disk: 40 GB free space.
  • Swap: at least 6 GB.
  • Operating system: AMD64 Linux distribution with kernel v3.10 or later.

Installs ONLYOFFICE Workspace Community Edition

In this guide we will install ONLYOFFICE Workspace Community Editionwhich is a free version of the software more than enough for general use.

If you need professional technical support and access OFFICE ONLY mobile web editors, you can choose a commercial version. However, it is up to you to decide.

The installation process is quite simple and requires you to follow a series of steps. Let’s begin!

Step 1. Download ONLYOFFICE installation script

ONLYOFFICE work area is equipped with an installation script for Linux-based operating systems with Docker. The script configures automatically Docker containers with all the necessary components.

First, download the script file by running the following wget command:

$ wget https://download.onlyoffice.com/install/workspace-install.sh

After getting the script, proceed to the installation process.

Step 2: Install ONLYOFFICE Workspace

All installation actions below must be performed with root privileges. To install all the necessary components of ONLYOFFICE work areaenter this:

$ bash workspace-install.sh -md "yourdomain.com"

here “yourdomain.com” is your domain that will be used for ONLYOFFICE Messages module. If you do not want it Mail component to install, run this:

$ bash workspace-install.sh -ims false

The installation script will check the availability of Docker on your device and its version. If the Docker service is not present or its version does not meet the minimum requirements, the script will install or update it automatically.

Check the list of all available parameters with this command:

$ bash workspace-install.sh -h

Step 3: Check if the ONLYOFFICE workspace is working properly

After installation, make sure that all components of ONLYOFFICE work area work as expected. Open your web browser and enter your computer’s IP address on the local network. no access local host Where 127.0.0.1 in the address bar.

Congratulations! ONLYOFFICE work area must run, indicating a successful installation.

Keep all your files together

All your files are stored in Documents module. You can create folders and subfolders for better document management, copy and move files, rename them, mark them as easy-to-access favorites, and even delete them.

For convenience, you can connect third-party storage solutions such as Nextcloud, ownCloud, OneDrive, Google Drive, kDrive and others using the WebDAV protocol. This way, you can create a single environment for all your files.

Office documents only

ONLYOFFICE work area is equipped with a media player so you can easily open and play almost any audio and video file thanks to the support of all popular formats including MPG and AVI, MPEG, MP3, WEBP and more.

There is more than that. You can also save your photos and pictures in Documents module as it supports BMP, JPG, JPEG, PNG, TIF and GIF. Another useful feature is the ability to open and view PDF, DjVu and XPS files.

The built-in viewer is easy to use and provides a navigation bar with page thumbnails. In addition, you can even save e-books, as EPUB and FB2 formats are supported by the software.

Step 4: Share and collaborate on documents

When it comes to documenting the collaboration, ONLYOFFICE work area lets you share text documents, spreadsheets, forms that can be filled out, and presentations with other users for real-time compilation.

You can make your files available to internal ONLYOFFICE portal users. It is also possible to share files remotely using a link.

When sharing something, you can select the required access permission:

  • Full access
  • Examination
  • Comment
  • Read only
  • Denied access

In addition, there are special access permits – Form completion for the forms to complete and Custom filter for spreadsheets.

From version 12.0, the ONLYOFFICE collaboration platform allows more flexible sharing thanks to new advanced settings:

  • Cannot print, download or copy files (for read-only and comment permissions).
  • Unable to change sharing settings (for full access permission).
Collaborate documents with OnlyOffice
Collaborate documents with OnlyOffice

After sharing a file, you can start the collaboration process and enjoy the co-authoring feature in ONLYOFFICE Workspace. For example, you can:

  • Activate one of two co-editing modes, fast or strict, with the option to switch between them at any time.
  • Accept and reject changes made by others with the Track Changes feature.
  • Restore any version of the file using version history.
  • Respond to comments from other users and leave your own.
  • Capture the attention of a particular co-author by tagging him or her in the comments.
  • Compare different versions of the same document in real time.
  • Send text messages in the built-in chat.
  • Chat with others through the Telegram plugin.
  • Make high quality sound and calls using Jitsi plugin.

ONLYOFFICE work area v12.0 also lets you work with other users on remote Web servers from WebDAV clients, enabling document editing and file management.

Step 5: Work with documents in other modules

IN ONLYOFFICE work areathat Documents is tightly integrated with other modules, making your work easier and increasing your productivity.

If you work with projects in Projects module, you can directly attach the required documents stored in the document module. Simply create a task or discussion in a project and add the documents you need for successful implementation.

If you configure ONLYOFFICE Mail Server, you have the option of attaching documents, spreadsheets, presentations and filling out forms to your emails. Another useful feature is the ability to send files directly via email using the context menu in the document module, which can save time in some cases.

Separated from Projects and Mail, the Documents module is also connected to the integrated CRM system, where you can attach files to customer profiles.

Conclusion

Using ONLYOFFICE work area, you can easily create a fully functional collaborative desktop with collaboration and document management features on your Linux server. The best news is that all this can be done at no cost, thanks to the availability of freeware Community edition.

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