Office document shared editing using OnlyOffice Workspace
Background
I was evaluating desktop windows office app to replace aging MS Office.
MS 365 in general costs more after 1 year compared to MS Office 2024. Yes it is arguable as 365 offers more functionality and desktop Office 2024 may require file server license (est. USD 1,000 + user CAL).
One of the requirement is shared editing of office files, as staffs work in group and frequently need to update the same file.
Is there an open source solution which we can use? Yes.
Aside from OnlyOffice, there is also Collabora which I have not reviewed.
Precautions
I am on Microsoft Windows environment, so I am reviewing Windows version of OnlyOffice.
I suggest to setup a new virtual machine with evaluation license of windows server.
Prerequisites
- Windows Server (with admin user).
Setup at least 2x virtual drives, one for operating system and one for OnlyOffice app and its Document Server repository.
- Onlyoffice workspace community edition
https://www.onlyoffice.com/download-workspace.aspx#workspace-community
Installation
Installation is straight forward, although it may take more than 2 hours.
Please set installation folder to your second drive.
It is not possible to change document repository later on :(.
If configuration wizard is not shown automatically, you can double click the icon.
At the first prompt, fill in your administrator email address and password.
How does it look like?
OnlyOffice workspace contains several modules, not just Document server. We can disable access to the modules as required.
Creating users and groups
But first create some users by opening “People” module.
Create new user by link invitation
Copy the invitation link and click again as many as you need per user that you want to create.
We do not use create user function as it will need to send email (which we have not setup for).
Once users are created, then we can create group — as we will assign resources by group.
Creating Team folder
Still as administrator, go back to document and press “common”.
Give access to users.
Deny access for everyone.
Check security by logging as different user.
Common does not show any folder.
And try login as the test user.
Real time co-editing
Create a test spreadsheet and type something.
On other user (of the same team) document dashboard, common folder will indicate new file(s).
Real time co editing is available by default.
There are other types of document which needs to be explored, but I trust that co-editing will work the same.
Also there are other modules of OnlyOffice Workspace like projects, crm, in which we can assign documents to them.
Please help explore and let me know in comment, thank you for reading!
