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What is ONLYOFFICE Workspace Community?

ONLYOFFICE Workspace is a collaboration platform (packaged as Community Server) with document management app, projects, CRM, shared calendars, mail , and more. The package also includes an intuitive control panel for easy configuration and customization of your platform. ONLYOFFICE Workspace Community is a freely downloadable open source version of ONLYOFFICE distributed under the Apache License, Version 2.0.

What are the system requirements for the ONLYOFFICE Workspace Community?

The system requirements for different platforms can be viewed at the following pages:

What is the Apache License and where I can read it?

The Apache License is a permissive free software license written by the Apache Software Foundation (ASF). Its full text is available here - http://www.apache.org/licenses/LICENSE-2.0

Can we use ONLYOFFICE Workspace Community for our commercial organization?

If your company is a common commercial organization you can freely use ONLYOFFICE Workspace Community for your own purposes without any additional limitations. You can freely use ONLYOFFICE Workspace Community both on the internet and intranet based servers.

Can we use ONLYOFFICE Workspace Community source code in our own application or web site?

If any developers decide to use ONLYOFFICE Workspace Community source code in their own application or web site, this application/web site must include a copy of the Apache license. In every licensed file, original copyright, patent, trademark, and attribution notices must be preserved. In every licensed file changed, a notification must be added stating that changes have been made to that file.

Does ONLYOFFICE Workspace Community include all functions of ONLYOFFICE?

Currently ONLYOFFICE Workspace Community comprises all the ONLYOFFICE functional modules.

Are there any collaboration rooms in Workspace?

Collaboration rooms are included in ONLYOFFICE Docspace. With ONLYOFFICE Workspace Community you can easily share files and folders with an individual user or a user group, and set access permissions depending on the tasks each co-editor should accomplish. Read this guide to find out more about sharing in Workspace Community.

How can I migrate my data from Workspace to DocSpace?

This article will guide you through the data migration process.

Can we migrate ONLYOFFICE Workspace to another server? What actions we need to do and do we need to buy a new license for that?

If you are planning migration to another server, you need to have all most recent versions of all the components before transferring data to another server. Please make a backup/snapshot of the host server where Workspace is installed to update the portal itself afterwards. Visit our installation guide for more details.

To migrate from Workspace Community to Workspace Enterprise, please visit this section to find an appropriate migration guide. The ONLYOFFICE Workspace Enterprise pricing plans are available here.

Is ONLYOFFICE Workspace a good alternative for our office 365 suite?

ONLYOFFICE Workspace is the best open-source alternative to Microsoft 365. ONLYOFFICE Editors offer high compatibility with MS Office files for a seamless transition. Find below a concise overview of the two suites.

ONLYOFFICE Workspace Community ONLYOFFICE Workspace EnterpriseMicrosoft office 365
OverviewWeb apps for an efficient team management and online collaboration, well-suited for home or businesses of any size working on collaborative projects online, including collaborating communities, non-profit and educational organizations.Microsoft subscription plans that offer users a bundle of productivity software, security, and storage intended to improve workplace productivity.
Subscription

ONLYOFFICE Workspace Community is free.

ONLYOFFICE Workspace Enterprise per server and number of users

For home: Personal or Family subscription for 6 users

For business per user

Deployment

Cloud

On-premise

Cloud
Office SuiteEditors for text documents, spreadsheets, presentations, fillable forms, and PDFs.MS Word, Excel, PowerPoint
Tools

Documents Module

People Module

Community Module

CRM Module

Projects Module

Mail Module

Calendar Module

Feed Tool

Outlook

Microsoft Defender

OneNote

OneDrive

Clipchamp

Teams

SharePoint

Skype

Apps vary depending on the subscription plan.

Connection to cloudONLYOFFICE and other storages via WebDAVOneDrive, SharePoint and other storages
Ready integrationsONLYOFFICE, Nextcloud, ownCloud, Seafile, kDrive, Liferay
Apache License is not suitable for me. Are there any other license types for ONLYOFFICE Server?

Yes, you can consider buying ONLYOFFICE Workspace Enterprise, which is released under a commercial proprietary license.

What is ONLYOFFICE Workspace Enterprise?

For the organizations that find the Apache license unsuitable we released ONLYOFFICE Workspace Enterprise. That is a paid downloadable version of ONLYOFFICE distributed under a commercial proprietary license. It aims at organizations and businesses, whose policy doesn't favor public licensed software and who'd like to receive technical assistance.

What are the system requirements for the ONLYOFFICE Workspace Enterprise?

The system requirements for different versions of ONLYOFFICE Workspace Enterprise can be viewed at the following pages:

What license is applied for ONLYOFFICE Workspace Enterprise?

ONLYOFFICE Workspace Enterprise is distributed under the commercial proprietary license. The complete license text can be found here.

What is the difference between Workspace Community and Enterprise?

ONLYOFFICE Workspace Enterprise has advanced functions not present in Community and its price includes the support recommendations for the application installation, data transfer from the previous versions and installations of the updates.

What premium functions are included into ONLYOFFICE Workspace Enterprise?

The advanced functions for the ONLYOFFICE Workspace Enterprise include the possibility to perform editors rebranding in the Control Panel and mobile web editors.

How the number of users who can have access to editing documents is counted?

When you upload a per-user license, the Renew subscription page in the Control Panel displays the followig title: "You are using ONLYOFFICE Workspace Enterprise for N/NN users". For example, 626/1000. Where:

  • The first number (626 in this example) is a total number of users (including portal users and external users) who used editors during the current month.
  • The second number (1000 in this example) is a user limit defined by your license.

If the user limit is reached during the current month, e.g. 1000/1000, the 1001st user will be able to open a document for viewing only.

Important notes:

  • The statistics includes all users from all portals created on the Multitenancy page of the Control Panel.
  • The statistics takes in account users who opened documents with the following access rights: Full Access, Review, Form Filling, Comment, Custom Filter.
  • Data on users who used editors resets to zero each 30 days.

If you click the "N/NN" link on the Renew subscription page, the User statistics window opens. It contains the following information:

  • The user limit defined by your license.
  • The total number of all users who used editors during the current month, with details on the number of portal users and external users.

    For example, "Already editing: 626 (500 portal users / 126 external users)".

    • Portal users are the users displayed in the People module. They have user IDs and their profiles can be viewed.
    • External users are those who opened a document via a shared external link.
  • The colored slider indicates the percentage of users who can have access to editing documents:

    • Green: >50% users available
    • Yellow: <50% users available
    • Red: <5% users available
  • The DOWNLOAD AND OPEN REPORT button allows you to view the detailed report on users out of quota (those who currently can open documents for viewing only). The .csv file with the report will be generated and stored in the My Documents section.

    The report contains the following data: portal user ID/external user uid, portal user name, portal user email, link to the portal user profile, and expiration date (the date when unique user names will be reset).

What is the price for ONLYOFFICE Workspace Enterprise?

You can always find the current pricing list for ONLYOFFICE Workspace Enterprise here.

I want to buy ONLYOFFICE Docs only as I do not need other components (ONLYOFFICE Workspace Community, Mail Server, etc). Is that possible?

Yes, it is possible. You can purchase the ONLYOFFICE Docs Enterprise or Developer which present ONLYOFFICE Docs without all the other components.

How do I get the license key for ONLYOFFICE Workspace Enterprise?

When you click the Buy Now button at the ONLYOFFICE Workspace Enterprise page, you will be redirected to the form where you can make a request for the ONLYOFFICE Workspace Enterprise. After that you will receive a mail message with the download and purchase links. After the payment is made, you will receive the mail message containing the license key file.

Does ONLYOFFICE Workspace Enterprise need an internet connection for proper functioning?

ONLYOFFICE Workspace Enterprise does not need an internet connection for regular day-to-day operations.

Does the installation of Workspace Enterprise require Internet connection?

You don’t need an Internet connection to install Workspace Enterprise. However, you need an Internet connection to download the installation file, the license file, and the prerequisite software. Please read an appropriate installation guideto handle the process.

What are the spam protection methods are used in ONLYOFFICE Mail?

For the Mail Server, we are using SpamAssassin, a spam filtering program, and ClamAV an antivirus.

For more details on security, find our security overview and Workspace Reinforcing Security Guide.

How to get trial version of ONLYOFFICE Workspace?

Workspace Enterprise has a trial period for you to evaluate the functionality of paid products free of charge. The ONLYOFFICE trial period lasts for thirty (30) consecutive calendar days. To request the trial license file, go to the Download page of our official website, click the Download / Install now button in the For Windows / Docker image / For Debian, Ubuntu, and derivatives / For CentOS, RHEL, and derivatives section, fill in the form and submit your request. You'll receive an email message that contains your 30-day trial license file as an attachment. Download and save the trial license.lic file on your computer. After installing ONLYOFFICE Workspace Enterprise, open the http://localhost/wizard.aspx page in your browser and upload the trial license.lic file in the License Activation File section.

After the trial period is over, you will need to buy a subscription to continue using the extended functionality as well as receive support and updates for a year.

Trial period limitations for Workspace Enterprise:

  • No function limitations are applied to Workspace (including Docs Enterprise) during the trial period.
  • Only 20 browser tabs with documents can be opened for editing at the same time.
  • Free support and updates are not available.
Is it possible to delete a UserID before the 30 days is up, when the UserID limit has been reached but you need to send a file for editing to an external user?

You cannot delete a UserID before the 30 days is up as it contradicts the licensing terms and conditions.

How can we monitor UserID used? Have you got a way to collect statistics on the use of OnlyOffice in order to determine how many new licenses we need (user licensing, not connections)?

Click the "N/NN" link on the Renew subscription page, the User statistics window opens. It contains the following information:

  • The user limit defined by your license.
  • The total number of all users who used editors during the current month, with details on the number of portal users and external users.

    For example, "Already editing: 626 (500 portal users / 126 external users)".

    • Portal users are the users displayed in the People module. They have user IDs and their profiles can be viewed.
    • External users are those who opened a document via a shared external link.
  • The colored slider indicates the percentage of users who can have access to editing documents:

    • Green: >50% users available
    • Yellow: <50% users available
    • Red: <5% users available
  • The DOWNLOAD AND OPEN REPORT button allows you to view the detailed report on users out of quota (those who currently can open documents for viewing only). The .csv file with the report will be generated and stored in the My Documents section.

    The report contains the following data: portal user ID/external user uid, portal user name, portal user email, link to the portal user profile, and expiration date (the date when unique user names will be reset).

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