The DocSpace settings allow admins to change the DocSpace appearance, increase security, integrate third-party services, backup and restore DocSpace data and more. The DocSpace settings are available for the owner and DocSpace admins. The ability to pay for DocSpace and delete it is available for the owner only.

To open the DocSpace settings, use the menu in the lower left corner and select the DocSpace Settings option.

You can perform the following operations via the DocSpace Settings sections:

Customization

• General:
  • change the DocSpace language and set the correct time zone;
  • set up the DocSpace title displayed on the Sign In page;
  • set an alternative URL for DocSpace;
  • change the DocSpace name used in the URL address;
• Branding - replace branding elements used in the interface with your own ones;
• Appearance - select a default color that suits your company brand or add custom ones;

Security

• DocSpace Access:
  • determine the password strength used to access DocSpace;
  • turn on two-factor authentication;
  • specify mail servers allowed for user self-registration;
  • adjust the IP security settings;
  • change the administrator message settings;
  • set the session lifetime;
• Login History - look through the recent user login/logout activity;
• Audit Trail - browse log entries of the recent actions that users performed;

Backup

• Data backup - create the data backup manually;
• Automatic backup - create the data backup automatically;

Restore

• Restore the previously created data backup;

Integration

• Third-party services - connect third-party services for storing documents and accessing DocSpace via these services;
• Single Sign-On - enable the SSO settings;
• SMTP settings - adjust the SMTP settings so that the email notifications to be sent using your own SMTP server;

Developer Tools

• Developer Tools – use the ONLYOFFICE DocSpace SDK based on JavaScript which allows developers to use all the DocSpace possibilities with api.js. You can integrate ONLYOFFICE DocSpace into your own web application, allowing users to create and submit documents directly from your website. For more details, please refer to api.onlyoffice.com.

DocSpace Deletion

• Deactivate DocSpace - temporarily deactivate DocSpace;
• Delete DocSpace - delete DocSpace forever;

Payments – view info about your subscription, change the tariff plan if necessary.

The Customization settings section opens by default. It allows you to adapt the DocSpace appearance to your needs. It includes three subsections: General, Branding, and Appearance.

Language and time zone settings

This section allows you to change the language of DocSpace for all DocSpace users and configure the time zone so that all the events will be shown with the correct date and time.

To configure the Language and Time Zone settings,

• drop-down the Language list and select the required language to display all DocSpace pages and notification,
  This setting specifies the default DocSpace language for new users.
• set the time zone that corresponds to your location from the Time Zone drop-down list,
• click the Save button at the bottom of the section to apply the changes you made.

Welcome Page Settings

This section allows you to change the default title to be displayed on the Sign In page of your DocSpace. To do that,

• enter the name you like in the Title field (e.g. your company title, its motto, etc.),
• click the Save button at the bottom of the section to apply the changes you made.

DNS settings

This section allows you to set an alternative URL for your DocSpace. In the SaaS version, this is a Paid feature (available for the paid Business plan only). By default, your DocSpace is registered at name.onlyoffice.com. To change it to your own domain name:

1. Configure your domain name to point to the DocSpace server by setting up the appropriate DNS records with your registrar. Please contact your registrar from whom you purchased the domain name to find out how to do it. Add a DNS CNAME entry, such as, for example: team.ourcompany.com - intranet.onlyoffice.com (for the US West (Oregon) region).
2. After setting up your DNS CNAME entry, click the Send request button in the DNS settings section to send your request to our support team. The https://helpdesk.onlyoffice.com/ page will open in a new browser tab. Enter the details of your request and click Submit.
3. After the request is processed, your custom domain name will be displayed in the DNS settings section.

Space renaming

This section allows you to change the name part of your DocSpace URL address name.onlyoffice.com so that your DocSpace is available at newname.onlyoffice.com. Enter the desired name in the New space name field and click the Save button.

The Branding subsection of the Customization settings allows you to replace branding elements used in the DocSpace interface with your own ones. You can use your company name in the text elements (such as tooltips, message boxes, etc.) as well as replace the default favicon and logos with your own logo.

In the SaaS version, this is a Paid feature (available for the paid Business plan only).

• Enter your Company name in the text entry field to change all the titles and messages in the DocSpace interface where the default value is used replacing it with the one you specified. Click the Use as logo button below the entry field if you want to use your company name as a text logo (instead of an image logo) - all the logos below will change correspondingly.
• Replace all the image Logos (for the Light and Dark interface themes) which appear in DocSpace:
  • Logo for the space header (422x48) - this logo appears in the upper left corner of every DocSpace page.
  • Logo for the compact left menu (56x56) - this logo appears in the upper left corner in the compact mode on a small screen.
  • Logo for the Login page (810x92) - this logo appears on the Sign In page of DocSpace.
  • Logo for the About page (810x92) - this logo appears on the  About this program page of DocSpace and on the About page in the online editors.
  • Favicon (32x32) - this logo appears in the address bar or tab of a web browser when the DocSpace is opened in it, or on the bookmarks panel if you've added the DocSpace address to the bookmarks.
  • Logo for the editors header (172x40) - this logo appears in the upper left corner of the online editors launched.
  • Logo for the editors header - embedded mode (172x40) - this logo appears in the upper left corner of your DocSpace documents embedded into web pages.

  Click the Change Logo link below the logo you want to replace. In the Windows Explorer window, browse for the necessary image file and click the Open button. The image will be uploaded and displayed in the corresponding Logo field.

  We recommended that you use images in the PNG format with a transparent background. To improve your logos legibility and make their outline clearly distinguishable, you also need to optimize them for use on dark or light backgrounds. The image sizes are shown for the Retina displays. For the displays with standard resolutions, the logo width and height will be resized accordingly upon upload.
• click the Save button at the bottom of the section to apply the changes you made.

To return to the default settings, click the Restore to default button.

The Company info settings section is used to specify your company information displayed in the About this program window of your DocSpace and on the About page in the online editors.

1. Enter your company name, email address, phone number, website URL address and postal address into the corresponding fields.
2. Click the Save button at the bottom of this section.

The Additional resources section is used to choose if you want to display links to additional resources.

1. Uncheck the elements you want to hide and leave checked the ones you want to display:
   • Show Feedback & Support link - is used to hide or show the link to the Feedback and Support form which is used to contact the ONLYOFFICE support team.
   • Show link to Video Guides - is used to hide or show the link to the web page with training videos.
   • Show link to Help Center - is used to hide or show the link to the Help Center page.
2. Click the Save button at the bottom of this section.

The Appearance subsection of the Customization settings allows you to change the default color palette of your space interface so that it suits your company brand. To do that,

1. switch between the available Standard colors. The Preview section below displays the appearance of your space for light and dark interface themes.
2. select the color which suits you best.
3. click the Save button on the bottom of the screen to apply the selected color.

You can also choose custom colors:

1. click the Plus icon in the Custom section to open the New color scheme screen.
2. click the Plus icon next to the Accent section to open the color palette, choose the necessary color and click Apply. This color is used for items of the navigation menu, settings tabs, switchers.
3. click the Plus icon next to the Buttons section to open the color palette, choose the necessary color and click Apply. This color is used for buttons in dialog windows.
4. click the Save button on the New color scheme screen to save the custom color scheme.
5. click the Save button on the bottom of the main screen to apply the created custom color scheme.

You can also edit or delete the created custom scheme.

The Security section allows you to control access to your DocSpace and monitor the activity of all users. It includes three subsections: DocSpace Access, Login History, and Audit Trail.

Controlling DocSpace access

The DocSpace Access subsection of the Security settings allows you to provide users with secure and convenient ways to access the DocSpace.

Password strength settings

This section allows you to determine password complexity (the effectiveness of a password in resisting guessing and brute-force attacks). To do that,

• use the Minimum password length bar to determine how long the password should be to be considered strong,

  The password must be at least 8 but no more than 30 characters long.

• check the appropriate boxes below the bar to determine the character set that must be used in the password: capital letters, digits, special characters,
• click the Save button at the bottom of the section to apply the changes you made.

Two-factor authentication

This section allows you to enable two-step verification with authenticator apps that ensures more secure DocSpace access.

To enable two-factor authentication with an authenticator app,

1. check the By authenticator app radio button under the Two-factor authentication section,
2. click the Save button at the bottom of the section to apply the changes you made.

When two-factor authentication with an authenticator app is enabled, a user can access the DocSpace data after entering their regular email and password or signing in via a social media account and typing in a six-digit verification code or a backup code generated by the authenticator app.

To access your DocSpace for the first time after enabling two-factor authentication:

1. Enter your regular credentials to access your DocSpace. The QR code and your secret key are displayed on your DocSpace login confirmation page.
2. Install an authenticator app on your mobile device. You can use Google Authenticator for Android and iOS or Authenticator for Windows Phone.
3. Open the authenticator app on your mobile device and configure it in one of the following ways:
   • Scan the QR code displayed in the browser, or
   • Manually enter your secret key displayed in the browser,
4. On your DocSpace login confirmation page, enter a 6-digit code generated by your application.
5. Click the Connect app button.

To learn more on how to use two-factor authentication in your DocSpace, you can read the following article.

Trusted mail domain settings

This section allows you to specify the mail servers used for user self-registration in your DocSpace. By default, this option is disabled. To enable it,

• check the Custom domains radio button,
• enter the trusted mail server in the field which appears below,
• click the Save button at the bottom of the section to apply the changes you made.

To add more mail servers, use the Add trusted domain link. To delete a server added by mistake, click the corresponding icon to the right of the field.

After that, any user who has an account at a specified mail server will be able to register on their own by clicking the Click here to join link on the Sign In page and entering the email address. An invitation email with a link to the DocSpace will be sent to the specified email address. To sign in, the user will need to follow the link provided in the email, enter a password and confirm it.

To disable this option again, just check the Disabled radio button.

IP security settings

This section allows you to prevent unwanted visitors from accessing your DocSpace by allowing access to the DocSpace from trusted networks only. If a user attempts to log in to your DocSpace from any IP address except those you specify, this login attempt will be blocked. To restrict access to your DocSpace based on the IP addresses,

1. check the Enable radio button;
2. click the Add allowed IP address link;
3. in the entry field that appears, specify a single IP address in the IPv4 format (#.#.#.#, where # is a numeric value from 0 to 255) or set an IP addresses range by entering the starting and ending IP addresses of the range in the #.#.#.#-#.#.#.# format;
   You can find the information on your DocSpace visitors IP addresses in the Login History subsection of the Security settings by clicking the Download and open report button.
4. in the same way, add as many trusted IP addresses as you need;
5. click the Save button at the bottom of the section.

If necessary, you can delete the added IP addresses by clicking the corresponding icon to the right of the IP address. To disable this option again, just check the Disable radio button and click the Save button.

Administrator message settings

This section allows you to display the contact form on the Sign In page so that people can send a message to the DocSpace administrator in case they have troubles while accessing DocSpace.

To enable it, just check the corresponding radio button and click the Save button at the bottom of the section to apply the changes you made.

Session Lifetime

This section allows you to set a time limit (in munutes) during which the DocSpace users will need to enter their DocSpace credentials again in order to access the DocSpace.

To set a session lifetime, check the Enable radio button, enter the necessary time value measured in minutes in the Lifetime field that appears and click the Save button at the bottom of the section to apply the changes you made. After that, all the users will be logged out from the DocSpace.

The Login History subsection of the Security settings is used to monitor the latest user login activity including successful logins and failed attempts with an indication of reasons. In the SaaS version, this is a Paid feature (available for the paid Business plan only).

This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred. You can also set the period during which the data is stored. By default, it is set to 180 days.

To view the detailed statistics for the latest half year, click the Download and open report button. The report will open in a .csv file (LoginHistory_ReportStartDate-EndDate.csv).

The login history report includes the following details: user IP address, Browser and Platform which were used when the registered event occurred, Date and time of the event, name of the User who made an attempt to log in/log out, DocSpace Page where the action has been performed, specific Action (for example, Login Fail. Associated Social Account Not Found).

The records are sorted chronologically in descending order, but you can easily sort and filter the data by any parameter or use the search tool to quickly find a specific record.

The Audit Trail subsection of the Security settings allows you to browse through the list of the latest changes (creation, modification, deletion etc.) made by users to the entities (files, folders etc.) in your DocSpace. In the SaaS version, this is a Paid feature (available for the paid Business plan only).

This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred. You can also set the period during which the data is stored. By default, it is set to 180 days.

To view the detailed statistics for the latest half year, click the Download and open report button. The report will open in a .csv file (AuditTrail_ReportStartDate-EndDate.csv).

The audit trail report includes the following details: user IP address, Browser and Platform which were used when the registered event occurred, Date and time of the event, name of the User who performed the operation, DocSpace Page where the action has been performed, generic Action Type (for example, download, updated access), specific Action (for example, File Uploaded: Timetable.ods ), Product and Module that the changed entity is referred to.

The records are sorted chronologically in descending order, but you can easily sort and filter the data by any parameter or use the search tool to quickly find a specific record.

The Backup section of the settings allows you to backup your DocSpace data.

Data backup

To create your DocSpace data backup manually, use the Data backup section:

1. select the desired Storage for your backup files:
   • select the Temporary storage radio button if you wish to download the backup to your local drive when the backup process is over. You'll be able to do that by using the link that appears below.
   • select the Backup room radio button if you want to store the backup in one of the existing rooms. Click the button next to the field that appears below. Set a room where you wish to store your backup and click the Save here button.
   • select the Third-party resource radio button to save backup to your third-party account (Dropbox, Box.com, OneDrive or Google Drive). You need to connect your third-party account (Dropbox, Box.com, OneDrive or Google Drive) before you will be able to save your backup there.

     You can also use Nextcloud, ownCloud, SharePoint, kDrive, or another WebDav service. Select the necessary service from the list, then click Connect. In the Connecting account window, specify the connection URL, your login and password, and click Save.

   • select the Third-party storage radio button and choose one of the available services from the list: Amazon AWS S3 (Amazon Simple Storage Service), Google Cloud Storage, Rackspace Cloud Storage or Selectel Cloud Storage. Enter the necessary data to access the selected third-party storage in the fields below.
     The corresponding service must be previously connected in the Integration section. Otherwise, the following settings will be disabled.
     • For the Amazon AWS S3 service, the following fields are available:
       • Bucket - a unique Amazon bucket name, e.g. my-new-test-bucket-12345.
       • Region - an AWS region where your Amazon bucket resides, e.g. us-east-2.
       • Service Url - this is an optional property; change it only if you want to try a different service endpoint. Leave this field empty to use the default value.
       • Force Path Style - when true, requests will always use path style addressing. Leave this field empty, as the Service Url property is not specified.
       • Use Http - if this property is set to true, the client attempts to use the HTTP protocol, if the target endpoint supports it. By default, this property is set to false. Set it to true or leave this field empty to use the default value.
       • Server Side Encryption Method - the server-side encryption algorithm used when this object is stored in S3. The possible values are none, aes256, awskms. Leave this field empty to use the default aes256 value.
     • For the Google Cloud Storage service, the following field is available: Bucket.
     • For the Rackspace Cloud Storage service, the following fields are available: Public container, Private container and Region.
     • For the Selectel Cloud Storage service, the following fields are available: Private container and Public container.
2. click the Create copy button.

Once the backup process is completed you'll find the backup .tar.gz file (DocSpace-name_date_time.tar.gz) in the specified folder. If you've selected the Temporary storage, the link to download the created backup will be available for 24 hours.

Automatic backup

To automate the backup process, use the Automatic backup section. In the SaaS version, this is a Paid feature (available for the paid Business plan only).

1. turn on the Enable automatic backup switcher.
2. select the desired Storage for your backup files (the available options are the same as those described above, except for the Temporary storage which is only available in the Data backup section).
3. specify the time interval at which backups should be created: Every day with an indication of the necessary time of the day, Every week with an indication of the necessary day of the week and time of the day, or Every month with an indication of the necessary day of the month and time of the day.
4. set The maximal number of backup copies to be stored by selecting the necessary value from the corresponding drop-down list.
5. click the Save button.

Backups will be created automatically with the specified periodicity.

In the SaaS version, this is a Paid feature (available for the paid Business plan only). To restore your DocSpace data from the previously created backup file,

1. Select the Source where the backup is stored.
   • select the Local file option, click the Choose button below, and browse for the necessary backup file stored on your local drive.
   • select the Backup room option and click the  button below. In the Select file window, choose the necessary backup file and click Save.
   • select the Third-party resource option (Dropbox, Box.com, OneDrive or Google Drive or services connected via the WebDAV protocol) and click the Choose button below. In the Select file window, choose the necessary backup file stored in the third-party resource directory and click OK.
   • select the Third-party storage option, choose the necessary third-party storage previously connected in the Integration section and enter the data required to to access the chosen storage.
     Instead of selecting a backup file from a certain Source, you can just click the Backup List link below the Choose field to select the necessary backup file from the backup history (if a backup file was deleted manually from the storage, it will not be available in the list). Click the Restore link next to the necessary backup file. To delete a backup file from the list, click the  icon.
2. Leave the Send notification about space restoring to users box checked to notify your DocSpace users.
   After restoring the backup, current passwords will be reset and users will need to restore their access via the email addresses specified in their profiles by specifying the password which will be used for signing in.
3. Check the I confirm and want to proceed box.
4. Click the Restore button.

The Integration section is used to integrate DocSpace with third-party services, enable the SSO settings and adjust the SMTP settings.

Third-party service integration

Use Authorization keys to connect your DocSpace with third-party services: Amazon AWS S3, Box.com, DropBox, Facebook, Google, Google Cloud Storage, LinkedIn, OneDrive, Rackspace Cloud Storage, Selectel Cloud Storage.

In the SaaS version, this is a Paid feature (available for the paid Business plan only).

• Connect your Google, FB, LinkedIn account to log in to your DocSpace quickly. In the cloud version, the authorization keys parameters for these services are set up automatically.
• Link up your DocSpace with Box, Dropbox, OneDrive and Google to use the connected account as a third-party resource when creating backups. In the cloud version, the authorization keys parameters for these services are set up automatically.
• Connect the Amazon AWS S3, Google Cloud Storage, Rackspace Cloud Storage or Selectel Cloud Storage service to use the connected cloud storage as a third-party storage when creating backups.

For more details on the third-party service integration, please refer to our instructions.

Single sign-on settings

The Single Sign-on section allows you to enable/disable third-party authentication using SAML, thereby providing users with a quicker, easier and more secure way to access the DocSpace.

In the SaaS version, this is a Paid feature (available for the paid Business plan only).

Generally, the Single Sign-on technology allows users to sign in only once and then get access to multiple authorized (i.e. integrated with an Identity Provider) applications/services without having to enter their credentials each time they access a different application.

To learn more about configuring SSO, read this article.

SMTP settings

The SMTP Settings subsection allows you to configure your DocSpace so that the email notifications to be sent using your own SMTP server. To do that,

• In the Host field, specify the domain name of the SMTP server you use.
• In the Port field, specify the SMTP port number. It's recommended to use port 587 or 25.
• Turn on the Authentication switcher if the SMTP server requires authentication.
• In the Host login and Host password fields, specify the login and password you use to access the SMTP server.
• Check the Auth via NTLM box to be able to login using SaslMechanismNtlm.
• In the Sender Display Name field, specify the name of the sender which will be displayed in the From: field.
• In the Sender Email Address field, specify the email address of the sender.
• Check the Enable SSL box to enable encrypted connections.
• Click the Save button.
  To verify whether the specified settings are correct, click the Send Test Mail button. If the settings are specified correctly, you'll receive the SMTP Test Message to the email address specified in your user profile on the portal.

The DocSpace Deletion section of the settings allows you to temporarily deactivate or permanently delete your DocSpace. Currently, this option is only available in the SaaS version.

DocSpace deactivation

If you decide not to use the DocSpace for some temporary reasons, deactivate it. To do that,

1. switch to the Deactivate DocSpace tab.
2. click the Deactivate button.
3. a link to confirm the operation will be sent to the email address of the DocSpace owner. Follow the link to confirm the operation.

After that, your DocSpace and all information associated with it will be blocked so that no one has access to it during a particular period.

You will be able to reactivate your DocSpace at any moment. To come back to the DocSpace and start using it again, use the second link provided in the confirmation email. So, please, keep this email in a safe place.

DocSpace deletion

If you do not think you will use your DocSpace and would like to delete it permanently,

1. switch to the Delete DocSpace tab.
2. click the Delete button to submit your request.
3. a link to confirm the operation will be sent to the email address of the DocSpace owner. Follow the link to confirm the operation.

All the data stored in your DocSpace, as well as your registration details will be deleted. You will not be able to reactivate your DocSpace or recover any information associated with it.