Portal Configuration. Getting Started

Introduction

Once you have installed ONLYOFFICE Workspace Enterprise Edition on your server, you might need to configure the portal so that it meets your requirements.

If you have not yet installed ONLYOFFICE Workspace Enterprise Edition, please refer to our instructions on how to do that using Docker.

We will consider that you have already completed the portal initial setup, i.e., specified your email and password, uploaded the license file, and optionally changed the portal Language and Time Zone.

By default, the password must be at least 8 but no more than 120 characters long.

You also need to confirm your email address. The activation email will be sent to the specified email. Follow the link provided in this message to complete your email activation procedure.

The following recommendations will help you get started with your portal and perform its additional configuration.

Adjust SMTP Settings

To ensure the delivery of the portal notifications, you need to specify your own settings for the outgoing mail server, namely the SMTP server. You can use any email account.

Follow Settings>Integration>SMTP Settings and fill in the form fields. The detailed description of the SMTP parameters can be found in the SMTP Configuration guide.

Click the Send Test Mail button to verify the settings. If the test email is delivered to the specified email address, click Save to apply the settings.

Specify your own domain name

If you have a registered domain name, you can use it instead of the IP address to access your portal. To do that:

In your domain DNS settings, create the A record that points your domain name to the IP address of the server where ONLYOFFICE Workspace Enterprise Edition is installed.
On your portal, follow: Settings>Common>Customization. Go to the DNS Settings section, check the Custom domain name box, specify your domain name in the field below, and click Save.

Switch to HTTPS

It does not matter if you have an SSL certificate issued for your domain by a Certification Authority or not: you can easily switch your portal to the secure HTTPS protocol in either case.

Go to the Control Panel and open the HTTPS page. You can:

Click GENERATE AND APPLY to create a new certificate, or
Upload existing .crt and .key files by clicking the corresponding Plus buttons, then press APPLY.

For more details, please refer to Control Panel guide.

When the changes are applied, your portal will be available over HTTPS.

Windows users must follow a different procedure as the Control Panel HTTPS page is not available on Windows installations.

Adjust security settings

Before adding users, configure the following security rules.

Follow Settings>Security>Portal Access.

In the Password Strength Settings section, determine the password length (from 8 to 30 characters) and the character set that must be used in it: capital letters, digits, and special characters.
In the Trusted Mail Domain Settings section, you can specify mail servers that can be used for user self-registration. Users with an account at a specified mail server can self-register themselves by clicking the Click here to join link on the Sign In page. If you wish the added users to get the view-only permissions, check the Add users as guests box. If this option is no longer needed, you can Disable it.
In the IP Security section, you can restrict access to your portal based on the IP addresses, allowing access to the portal from trusted networks only. Check the Enable radio button and add trusted IP addresses in the IPv4 format (x.x.x.x) one by one or specify a trusted IP range (in the x.x.x.x-x.x.x.x format).
You can find the information on your portal visitors IP addresses in the Login History section of the Control Panel by clicking the Download and open report button.
In the Administrator Message Settings section, you can specify if you want to display the contact form on the Sign In page so that people could send the message to the portal administrator in case they have troubles accessing the portal.

Do not forget to click the Save button at the bottom of each section where you've changed settings.

Change your portal appearance

To customise the portal appearance and manage modules, go to Settings>Common.

The Customization section allows you to:

Change the default Title to be displayed on the Sign In page of your portal,
Name the organization (or group), its members, and their activities, choosing one of the available Team Templates or using the Custom option and setting your own names,
Change the default Color Theme of your portal interface.

The Modules & Tools section allows you to select the modules and tools you want to use and hide those you don't need for your work. You can also change the Default Start Page here.

Using the Branding section of the Control Panel, you can also replace branding elements used in the online office interface with your own ones. To learn more, refer to Branding guide.

Add users and set up access rights

When the main portal settings are adjusted, you can start adding users. The most simple way to do that is to click the Invite users to portal button at the left side panel in any portal module. Refer to User Management guide to learn more on how to add users in different ways.

Using Control Panel, you can also import the necessary users and groups from an LDAP Server.

After you add users, you can go to Settings>Security>Access Rights and restrict access to some portal modules, making a particular module accessible to the selected users or groups only.

To learn more about the capabilities of your portal modules, please refer to corresponding sections of our Help Center: Documents, Projects, CRM, People, Community, Calendar, Mail, Talk.