Managing rooms in DocSpace

To control each step of collaboration, admins in ONLYOFFICE DocSpace can perform various operations with the existing rooms: sort and filter the room list to easily find the necessary room, pin some important rooms to the top of the list, move old rooms to the archive, edit the room info, add new members, resend invitations, change the active user permission levels or remove users from the room.

As for managing rooms in DocSpace, the available actions differ depending on the user type:

Operations in the room list

Using tools on the top toolbar, you can perform the following operations:

• Search for a room name using the search bar at the top of the room list.
• Filter rooms by member or owner, type (Custom, Collaboration, Public room) or the existing tags using the button. Select the necessary filter parameters and click Apply. To clear the filter, use the icon in the upper right corner.
  
• Sort rooms by parameters (Name, Type, Tags, Owner, Last modified date) using the button. Click the arrow next to the selected parameter to change the sort order.
• Switch between the available display modes (Thumbnails or Compact) using the or button.
• Use the icon to display or hide the Type, Tag, Owner, Modified columns in the room list (Compact view).

Using the top panel that appears when one or several rooms are selected in the list, you can perform the following operations:

• Select rooms by type (All, Custom, Collaboration, Public) using the icon.
  
• Pin/unpin the selected room(s) to top.
• Move the selected room(s) to the archive.
• View info about the single selected room using the icon.
  

Using the right-click menu or the icon next to the room name, you can perform the following actions:

• Select – to select the room in the list. When the room is selected, you can Pin/Unpin it or move to archive using the top toolbar options or view info using the icon.
• Open – to open the room.
• Edit room – to rename the room, add tags or an image, change the room owner.
• Invite users – to send invitations to users.
• Copy general link – to copy a link to the public or custom room. The contents of the room accessed via this link will be available for viewing without authorization.
• Copy link – to copy a link to the collaboration room for room members.
• Info – to view the following information: Members (Administration, Users, Expected users), History (Recent activities), Details (Owner, Type, Content, Date modified, Last modified by, Creation date).
  The Members screen also allows you to add new members, resend invitations, change the active user permission levels or remove a user from the room.

  For a Public room, you can also copy or edit the general link which is available by default, revoke the general link (the current link will be deactivated and a new general link will be created), create additional links with different parameters. For a Custom room, you can create general and additional links, if necessary.

• Pin to top – to display the room on the top of the list. You can unpin the pinned room clicking the icon or using the Unpin option in the menu.
• Disable notifications – to disable notifications for this room. You can re-enable notifications using the Enable notifications option in the menu.
• Download – to download the room.
• Move to archive – to archive the room. Archived rooms can be restored or deleted.
• Leave the room – to leave the room. If you are the room owner, you will need to assign another owner first.
• Restore – to restore the archived room.
• Delete – to move the archived room to Trash.

Operations within the room

When you open a room by clicking its name in the list, you can use the top toolbar to perform the following actions:

• Return to the room list using the arrow.
• Create new documents, spreadsheets, presentations, form templates, folders using the Plus icon.
• Manage the room using the icon:
  • Edit room – to rename the room, add tags or an image, change the room owner.
  • Copy general link – to copy a link to the public or custom room. The contents of the room accessed via this link will be available for viewing without authorization.
  • Copy link – to copy a link to the collaboration room for room members.
  • Invite users – to send invitations to users.
  • Info – to view the following information: Members (Administration, Users, Expected users), History (Recent activities), Details (Owner, Type, Content, Date modified, Last modified by, Creation date).
    The Members screen also allows you to add new members, resend invitations, change the active user permission levels or remove a user from the room.

    For a Public room, you can also copy or edit the general link which is available by default, revoke the general link (the current link will be deactivated and a new general link will be created), create additional links with different parameters. For a Custom room, you can create general and additional links, if necessary.

  • Move to archive – to archive the room. Archived rooms can be restored or deleted.
  • Restore – to restore the archived room.
  • Delete – to move the archived room to Trash.
• View info about the room using the icon.

Creating external links for rooms

In a public or custom room, you can create several links with different parameters. The contents of the room accessed via these links will be available for viewing without authorization. For public rooms, the general link is enabled by default. If you want to get a link for a custom room, you should create a general link first.

To create or edit external links:

1. In the room menu, use the Info item.
2. Switch to the Members screen.
3. For a public room, proceed to the next step. For a custom room, use the Create and copy option in the General link section.
4. Click the icon next to the Shared link.
5. Choose the Edit link option.
6. Change the link name to distinguish various links.
7. Set a password to protect the link.
   1. Turn on the Password access switcher.
   2. Click the icon to generate a password or enter it manually into the corresponding field.
   3. To clean the password field, click the Clean button.
   4. To copy the password to your clipboard for future sharing, click the Copy password button.
      
8. Enable the Restrict file content copy, file download and printing switcher to disable downloads of files and folders from this room shared via a link.
9. To save the changes made to the general link parameters, click the Save button.

If you need more than one link, use the Create new link option in the Additional link section. When creating an additional link, you can:

1. Set the link name.
2. Set a password protection as described above.
3. Restrict file content copy, file download and printing.
4. Limit availability period for this link by setting an expiration date. Choose the date and time using the date picker.
5. Save the link by clicking Create.
   

The room will be available to anyone with the link. External users will have View Only permission for all the files.