How to collaborate with documents using the ONLYOFFICE workspace

Linux

If what you want is to build a collaborative workspace on your Linux server, the most obvious options might be Nextcloud, ownCloudand Seafile. These solutions allow you to store and share files in one place and provide file synchronization.

However, if you not only want to keep files, but also need document collaboration functionality, then you should turn your attention to ONLYOFFICE workspace. This groupware platform is designed for online document management and co-editing.

In this tutorial you will learn how to install ONLYOFFICE workspace and how this solution makes real-time collaboration easier.

What is ONLYOFFICE workspace?

ONLYOFFICE workspace is an open source collaboration platform that comes with an online office suite called ONLYOFFICE Document for text documents, spreadsheets, fillable forms and presentations as well as a bundle of various 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 workspace offers project management, scheduling, customer relations, email management, online and social communication features with blogs, forums and message boards.

 

ONLYOFFICE workspace is a self-hosted software tool that can be deployed on-premises. There is also a SaaS version with different tariff plans, including one for teams of no more than 5 people.

Recommended system configuration

Before you begin the installation process, make sure that your system complies with the following requirements:

  • CPU: dual core processor 2 GHz or higher.
  • RAM: at least 6 GB.
  • Hard drive: 40 GB of free space.
  • Swap: at least 6 GB.
  • Operating system: AMD64 Linux distribution with kernel v3.10 or higher.

Install ONLYOFFICE Workspace Community Edition

In this tutorial we will install ONLYOFFICE Workspace Community Editionthis is the free version of the software, more than enough for regular use.

If you need professional technical support and access to JOB ONLY mobile web editor you can choose commercial version. However, your decision is up to you.

The installation process is quite simple and requires you to follow a series of steps. Start!

Step 1. Get the ONLYOFFICE Setup Script

ONLYOFFICE workspace equipped with an installation script for Linux-based operating systems with Docker. Auto-Setup Script Docker container with all necessary components.

First thing, you need to download the script file by running the following wget command:

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

After receiving the script, proceed with the installation process.

Step 2: Install ONLYOFFICE Workspace

All installation actions below must be performed as root. To install all required components of ONLYOFFICE workspaceenter this:

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

Here “Yourdomain.com” is your domain will be used for ONLYOFFICE mail module. If you do not want Letters component is installed, run this:

$ bash workspace-install.sh -ims false

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

Check the list of all available parameters with this command:

$ bash workspace-install.sh -h

Step 3: Check if the ONLYOFFICE Workspace is working correctly

After installation, you need to ensure that all components of the ONLYOFFICE workspace works as expected. Open your web browser and enter the computer’s IP address on the local network. Don’t come in localhost or 127.0.0.1 in the address bar.

Congratulations! ONLYOFFICE workspace must be running, this indicates a successful installation.

Keep all your files together

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

For your 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.

OnlyOffice Documents

ONLYOFFICE workspace equipped with a media player, so you can easily open and play most audio and video files due to support for all popular formats, including MPG and AVI, MPEG, MP3, WEBP , etc

There is more than this. You can also store your photos and images in Documents 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. Moreover, you can even store e-books, as EPUB and FB2 formats are supported by the software.

Step 4: Share and collaborate on documents

When it comes to document collaboration, ONLYOFFICE workspace makes it possible to share text documents, spreadsheets, fillable forms, and presentations with other users to co-author in real time.

You can make your files available to internal users of the ONLYOFFICE portal. There is also an option to share files externally, using a link.

When you share something, you can choose what access is required:

  • Full access
  • Review
  • Comment
  • Just read
  • Deny access

In addition, there are special access rights – Filling form for fillable forms and Custom filters for spreadsheets.

Starting from version 12.0, the ONLYOFFICE collaboration platform enables more flexible sharing due to new advanced settings:

  • The file cannot be printed, downloaded, or copied (for Read Only & Comment permissions).
  • Sharing settings cannot be changed (for Full Access).
Document Collaboration with OnlyOffice
Document Collaboration with OnlyOffice

After sharing files, you can start collaborating and enjoy the co-authoring functionality of ONLYOFFICE Workspace. For example, you can:

  • Activate any of the 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 Track Changes.
  • Restore any version of a file using Version History.
  • Reply to other users’ comments and leave your own.
  • Get the attention of a specific co-author by tagging them in the comments.
  • Compare different versions of the same document in real time.
  • Send text messages in the built-in chat.
  • Chat with others via the Telegram plugin.
  • Make high-quality calls and audio with the Jitsi plugin.

ONLYOFFICE workspace v12.0 also allows you to work with other users on the web server remotely from the WebDAV client, allowing you to co-edit documents and manage files.

Step 5: Working with Materials in other Modules

In ONLYOFFICE workspacethe Documents modules are tightly integrated with other modules, allowing you to make things easier and increase your productivity.

If you work on projects in Project , you can directly attach the required documents stored in the Documents module. You simply create a task or a discussion in a project and add the documents you need to complete it successfully.

In case you set up ONLYOFFICE mail server, you’ll have the opportunity to attach documents, spreadsheets, presentations, and fillable forms to your email. Another useful feature is the ability to send files directly via email using the context menu in the Documents module, which saves time in some cases.

Outside Project and the Mail module, the Document module is also connected to the built-in CRM system where you can attach files to customer records.

Inference

Use ONLYOFFICE workspace, you can easily build a fully functional collaboration office with document collaboration and document management features on your Linux server. The best news is that all of this can be done for free, thanks to the availability of free Community edition.

Hope this helps!

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