What Is ONLYOFFICE DocSpace?

ONLYOFFICE DocSpace is a room-based document collaboration platform developed by Ascensio System SIA (Latvia). It provides organizations with a structured, permission-controlled environment for editing, sharing, and collaborating on office documents — combining a full-featured office suite (documents, spreadsheets, presentations, PDFs, fillable forms) with a flexible workspace organizer built around the concept of “rooms.”

DocSpace is now the flagship product of the ONLYOFFICE ecosystem, replacing ONLYOFFICE Workspace Cloud. The platform is available both as a cloud service and as a self-hosted Enterprise solution — the Enterprise edition being the version covered in this guide.

Current version: DocSpace 3.5 (released October 2025), featuring upgraded ONLYOFFICE Docs 9.1 editors, redesigned sharing system, Telegram notifications, and upcoming AI agents.

ONLYOFFICE is open-source (AGPL-3.0 license), GDPR-compliant, and adopted by French government organizations and tens of thousands of businesses globally. The source code is publicly available on GitHub.

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DocSpace Editions

Community Edition

• Free, self-hosted on your own Linux server
• Full DocSpace feature set available
• Supports up to 20 simultaneous connections
• No professional support — suitable for technically experienced administrators who manage their own deployment
• DEB/RPM packages or Docker installation

Enterprise Edition

• Paid, self-hosted on your own infrastructure
• Unlimited users with licensing based on simultaneous connections
• Professional support from the ONLYOFFICE team
• Advanced security settings, SSO, compliance features, white-labeling
• Multi-space management for enterprises with multiple branches
• Multi-server deployment support for high-availability setups
• Priority access to security patches and stability fixes
• Starting from $6,550 per server (lifetime license with 1 year of free updates, as reported by reviewers)

Business Cloud

• $30 per admin per month (cloud-hosted, managed by ONLYOFFICE)
• No infrastructure management required
• 1 TB storage per user

Startup Cloud

• Free cloud plan
• Up to 3 admins, unlimited users
• Entry point for small teams

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The Room-Based Collaboration Model

The central concept that distinguishes DocSpace from traditional file-sharing platforms is its room architecture. Instead of a flat folder hierarchy or individual file sharing, DocSpace organizes all collaboration around purpose-built rooms — each with its own member list, access permissions, and collaboration rules.

Collaboration Rooms

The primary workspace for team document co-authoring:

• Real-time co-editing with two modes: Fast mode (all changes visible instantly as you type) and Strict mode (paragraph-level locking — changes from one author are visible to others only after saving)
• Track Changes — review and accept/reject edits
• Version History — access and restore any previous version of any document
• Comments — inline comments on specific text ranges
• Built-in chat — room-level text communication without leaving the document
• Audio and video calls — integrated via Jitsi, with Zoom meeting integration also supported
• All members work within the room’s defined access boundaries

Public Rooms

For sharing content with external users who don’t have a DocSpace account:

• Share any document or folder via a public link — recipients can view without registration
• Optionally embed Public rooms into any web page or portal
• Choose external cloud storage providers (OneDrive, Dropbox, Google Drive, Box) as the storage backend for Public rooms

Custom Rooms

Maximum flexibility for non-standard workflows:

• Configure any combination of access rights and user roles
• Use cases: document review and commenting (reviewers can only comment, not edit), read-only libraries, client portals, one-way content sharing
• Specific task rooms for form filling, annotation, or approval workflows

Form Filling Rooms

Dedicated to collecting structured data via fillable PDF forms:

• Upload fillable PDF forms to the room
• Invite respondents who can fill and submit their copies
• Track form-filling progress — see which forms are completed and which are pending
• Retrieve completed forms with all submitted data

Virtual Data Rooms (VDR)

The premium room type for highly confidential document sharing — particularly important for M&A transactions, legal proceedings, fundraising, and compliance scenarios:

• Watermarking — automatic watermarks on all viewed documents
• Strict access controls — granular permissions per document and per user
• Download restrictions — prevent downloading while allowing viewing
• Audit trails — complete log of who accessed what document and when
• Advanced role-based access — introduced in DocSpace 3.1 with organizational structure-aligned roles
• No forwarding — recipients cannot share access further

VDR is included in DocSpace Enterprise.

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ONLYOFFICE Docs 9.1 — The Built-In Office Suite

Every DocSpace deployment includes ONLYOFFICE Docs 9.1 — the integrated office editors. Key capabilities:

Document Editor

• Full compatibility with DOCX, ODT, RTF, TXT, and 50+ formats
• Track Changes, Comments, Review mode
• Real-time co-authoring
• Mail merge, compare documents
• HEIF and HWPML file support (new in 9.1)

Spreadsheet Editor

• XLSX, ODS, CSV compatibility
• Advanced formulas including faster LOOKUP (9.1)
• Setting text direction per cell (9.1)
• Charts and graphs
• Pivot tables

Presentation Editor

• PPTX, ODP, KEY compatibility
• Dedicated Slide Master tab (9.1)
• Enhanced charts across all editors (9.1)
• Animation and transitions

PDF Editor

• View, annotate, and edit PDF files
• Redact mode — permanently remove sensitive text/images (new in 9.1)
• More annotation tools (new in 9.1)
• Charts and SmartArt in PDF (new in 9.1)
• Create fillable PDF forms
• Real-time co-editing on PDFs
• Convert PDF to editable format

Collaboration Features (Across All Editors)

• Customize display of resolved and open comments (new in 9.1)
• Two-way audio/video calls without leaving the document
• Version comparison — compare two document versions side by side
• E-signatures for formal document sign-off

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AI Features in DocSpace

ONLYOFFICE has integrated AI capabilities throughout DocSpace and its editors:

Inline AI Agent

A floating panel inside the online editors providing in-context commands:

• Text generation — generate content based on prompts
• Rewriting — make text shorter, longer, or rephrase
• Grammar and spelling correction
• Translation into multiple languages
• Summarization — condense long documents
• Custom prompts — any instruction to the connected AI model

Supported AI Providers

DocSpace is model-agnostic — connect any of:

• ChatGPT (OpenAI)
• Google Gemini
• DeepSeek
• Mistral
• Groq AI
• Local AI models — run a locally hosted model (e.g., Ollama with Llama, Mistral) for fully private AI without data leaving your server

Document-Level AI

• Upload documents and ask the AI to extract insights, summarize content, or find inconsistencies
• AI-powered file organization — rename, move, and surface files

Room-Level AI (Coming Soon)

AI agents are announced as upcoming for DocSpace — personal AI assistants tailored for specific teams or rooms.

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Security Architecture

Data Encryption

• AES-256 encryption for stored data
• HTTPS/TLS for all data in transit
• End-to-end encryption available for the most sensitive scenarios
• JWT (JSON Web Tokens) for API authentication

Access Control

• Role-based access — DocSpace Admin, Room Admin, Power User, Editor, Viewer, Commenter, Form Filler, Guest
• IP restrictions — whitelist specific IP addresses or ranges
• Session management — view and terminate active sessions
• Trusted mail domains — restrict who can register or be invited
• Two-Factor Authentication (2FA) — TOTP authenticator app or email OTP
• Single Sign-On (SSO) — integrate with SAML 2.0, Active Directory, LDAP, Azure AD
• Password policies — minimum length, complexity requirements, expiry

Audit and Compliance

• Activity tracking — complete log of all user actions (document views, edits, downloads, shares)
• Audit reporting tools — export logs for compliance review
• GDPR compliance — data subject rights management, data processing agreements
• HIPAA compatibility — suitable for healthcare data with appropriate configuration
• Watermarking — automatic or manual watermarks on documents

Self-Hosted Advantages for Security

Running DocSpace Enterprise on your own server provides:

• No third-party cloud access — your documents never leave your infrastructure
• Network isolation — deploy behind VPN or internal network
• Data residency — store data in the jurisdiction required by regulation
• Full control over backups — your backup schedule, your storage location

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Integrations and Connectors

DocSpace connects with external services through 40+ ready integrations:

File Storage:

• Google Drive, OneDrive, Dropbox, Box — use external storage as room backend for Public rooms

Communication:

• Telegram — receive notifications for Daily Feed, Room Activity, and @mentions
• Discord — workspace notifications
• Zoom — create, share, and edit documents during Zoom meetings

Business Platforms:

• Nextcloud — edit Nextcloud files with ONLYOFFICE editors
• Odoo — document editing within Odoo ERP
• Moodle — document collaboration in LMS
• WordPress — edit documents embedded in WordPress
• Drupal — content management integration
• Pipedrive — CRM document collaboration
• Confluence, Alfresco, Redmine, SuiteCRM — via ONLYOFFICE Docs connectors

Automation:

• Zapier — connect DocSpace with thousands of tools your team already uses
• ONLYOFFICE API — full REST API for custom integrations
• WOPI protocol — interoperability with any WOPI-compatible platform
• MCP (Model Context Protocol) — connect DocSpace MCP server for AI agent workflows

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Self-Hosted Deployment Guide

Prerequisites

• Operating System: Linux (Debian/Ubuntu or CentOS/RHEL variants)
• RAM: 8 GB minimum recommended for production
• Storage: Depends on document volume — provision generously and plan for growth
• Docker or DEB/RPM package manager

Installation Methods

Docker (Recommended):

docker pull onlyoffice/docspace
docker run -d -p 80:80 -p 443:443 onlyoffice/docspace

Debian/Ubuntu (DEB package):

wget https://download.onlyoffice.com/install/enterprise/docspace/debian/onlyoffice-docspace.deb
sudo dpkg -i onlyoffice-docspace.deb
sudo apt-get install -f

CentOS/RHEL (RPM package):

wget https://download.onlyoffice.com/install/enterprise/docspace/centos/onlyoffice-docspace.rpm
sudo rpm -ivh onlyoffice-docspace.rpm

Post-Installation Configuration

After installation, access the Control Panel to:

1. License activation — apply your Enterprise license key
2. Domain configuration — set your DocSpace URL, configure SSL
3. SMTP setup — configure outbound email for notifications
4. Storage configuration — local storage, S3-compatible, or connected cloud storage
5. SSO/LDAP — connect to Active Directory or other identity providers
6. Backup configuration — schedule automatic backups to local or remote storage
7. Branding — apply your company logo, color scheme, and custom portal name

Multi-Space Management (Enterprise)

For organizations with multiple branches or departments needing isolated spaces:

• Create and manage multiple DocSpace instances from a central admin console
• Each space has its own users, rooms, and settings
• Centralized billing and license management

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DocSpace Enterprise vs. Competing Platforms

Feature	ONLYOFFICE DocSpace Enterprise	Nextcloud + ONLYOFFICE	Microsoft SharePoint	Google Workspace
Self-hosted	✅ Linux	✅ Linux/Windows	✅ On-premises (expensive)	❌ Cloud only
Open source	✅ AGPL	✅ Both open	❌ Proprietary	❌ Proprietary
Built-in office editors	✅ Full suite	✅ Via ONLYOFFICE Docs	✅ Office Online	✅ Google Docs
MS Office format compatibility	✅ High fidelity	✅ High fidelity	✅ Native	✅ Good
Room-based collaboration	✅ Core feature	❌ Folder-based	✅ Sites/Libraries	✅ Shared drives
Virtual Data Room (VDR)	✅	❌	Limited	❌
Fillable PDF forms	✅	Limited	❌	❌
Real-time co-editing	✅	✅	✅	✅
AI assistants	✅ Multi-provider	✅ Via ONLYOFFICE	✅ Copilot	✅ Gemini
Local AI (on-premise)	✅	✅	❌	❌
SSO / LDAP	✅	✅	✅	✅ (SAML)
GDPR compliance	✅	✅	✅	✅
Mobile apps	✅ iOS/Android	✅	✅	✅
Telegram notifications	✅	❌	❌	❌
Zoom integration	✅	❌	✅ Teams	✅ Meet
License cost	From $6,550/server	Nextcloud Enterprise pricing	High (per-user CAL)	Per user/month
Community free tier	✅ (20 connections)	✅ Nextcloud CE	❌	❌

Choose DocSpace Enterprise when: You need a fully self-hosted document collaboration platform with built-in office editors, strong room-based permission control, Virtual Data Room capability, and multi-provider AI integration — without per-user licensing fees eating into budget as your team grows.

Choose Nextcloud + ONLYOFFICE Docs when: You already have Nextcloud deployed and want to add collaborative editing without migrating to a new platform.

Choose SharePoint when: Your organization is deeply committed to the Microsoft 365 ecosystem and Teams is the primary collaboration hub — SharePoint’s integration with Teams, Outlook, and Power Platform is unmatched within that ecosystem.

Choose Google Workspace when: Cloud-only is acceptable and your team works primarily in a browser with Google’s familiar tooling.

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Frequently Asked Questions

What is the difference between DocSpace Community and Enterprise editions? Community is free but limited to 20 simultaneous connections and has no professional support. Enterprise removes connection limits (licensed per connection count), adds advanced security settings, SSO, white-labeling, multi-space management, multi-server deployment, and professional support.

Can DocSpace run on Windows Server? Currently, DocSpace self-hosted is supported on Linux only (Debian, Ubuntu, CentOS, RHEL families). Windows Server installation is not officially supported. Use Docker on Linux or a Linux VM.

Does DocSpace Enterprise include the office editors? Yes. ONLYOFFICE Docs (document, spreadsheet, presentation, and PDF editors) is fully integrated into DocSpace Enterprise at no additional cost.

How does licensing work for Enterprise? Enterprise is licensed based on simultaneous connections — the number of users actively using the platform at the same time. This differs from per-seat licensing and can be more cost-effective for organizations where not all users are active simultaneously.

Can I use a local AI model instead of OpenAI/ChatGPT? Yes. DocSpace’s AI integration is model-agnostic. You can connect a locally hosted model (such as Llama or Mistral running via Ollama) so that AI processing stays entirely within your infrastructure.

Is DocSpace suitable for regulated industries (healthcare, finance, government)? Yes. DocSpace’s self-hosted deployment with AES-256 encryption, audit logging, IP restrictions, SSO, and no third-party cloud involvement makes it suitable for GDPR, HIPAA, and government data classification requirements. The French government has adopted ONLYOFFICE, supporting its suitability for public sector use.

What happened to ONLYOFFICE Workspace? ONLYOFFICE Workspace Cloud was officially retired in December 2025. ONLYOFFICE DocSpace is now the flagship platform. Existing Workspace users were migrated or transitioned to DocSpace.

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Summary

ONLYOFFICE DocSpace Enterprise is the self-hosted document collaboration platform that gives organizations full data ownership, enterprise-grade security, and the flexibility of room-based collaboration — all without per-user licensing fees or dependency on a third-party cloud provider.

Its combination of built-in ONLYOFFICE Docs 9.1 editors (including a capable PDF editor with redaction), Virtual Data Room capability, multi-provider AI integration (including local models), granular role-based access, and seamless SSO/LDAP integration makes it a compelling alternative to SharePoint and Google Workspace for privacy-conscious organizations and for businesses in jurisdictions with strict data residency requirements.

For licensing assistance or DocSpace Enterprise deployment support, contact our team via Telegram: t.me/DoCrackMe

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Related articles: ONLYOFFICE DocSpace vs Nextcloud — Full Self-Hosted Comparison | Setting Up ONLYOFFICE DocSpace with SSO and Active Directory | ONLYOFFICE Virtual Data Room — Secure Document Sharing for M&A and Legal