M365 alternative from OnlyOffice: Fill out forms together in DocSpace 3.1
DocSpace 3.1 has new functions for virtual data rooms and a revised data and guest management system. There is also storage encryption.
(Image: Ascensio System)
Version 3.1 of the open source office suite and collaboration software OnlyOffice DocSpace has been released. The update includes role-based functions and templates for virtual data rooms, adjustments to the management of files and guests as well as storage encryption and new options for administrators, who can now add their own branding for the respective organization. In total, the update brings around 40 new features.
Fill out PDF forms based on division of labor
In DocSpace 3.1, PDF forms can be imported into the virtual data rooms. There, the respective fields can also be assigned to different roles for completion. For example, a project manager can enter the products of an order and the accounting department the necessary payment information. All members then receive an automatic notification. Furthermore, the owner of the form should be able to view the filling status in real time. The owner also receives a notification as soon as all fields have been completed.
Alternatively, PDF forms can also be shared directly from the file manager for filling out without creating a corresponding room. Further adjustments to file management include the handling of file versions. Individual versions of a file can now be deleted from the history, while the other versions remain. Furthermore, users can now convert password-protected files into another file format and then download them. Notifications can also be deactivated when uploading or deleting files.
Invite new users via URL from the browser
In DocSpace 3.1, it is now also possible to create room templates from existing rooms. This means that new rooms can be created with the same properties as existing rooms. Public and user-defined rooms as well as rooms for collaborative form filling also receive a key parameter in the URL by default. Accordingly, the link from the browser can be used directly as an invitation link, for which it is no longer necessary to enter a password.
Furthermore, guests can now be shared across teams. To do this, a team member can send a link to the respective contact. Recipients can confirm or deny inclusion in their own guest list. By default, a guest only receives limited access to the documents area for 30 days, which only allows them to read, download and delete documents. Alternatively, the guest type can be converted to user, room administrator or DocSpace administrator and, if necessary, converted back to a guest.
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DocSpace 3.1 allows AES-256 encryption
In self-hosted environments, administrators can encrypt data at rest in DocSpace 3.1 using AES 256. Users cannot use DocSpace during the encryption process. Furthermore, verification emails can be disabled for users that administrators have added via Lightweight Directory Access Protocol (LDAP) or Single Sign-On (SSO) to simplify the onboarding process. Custom branding can also be added, such as a company or brand name and logo. The elements are visible both on the platform and in automatically generated emails.
DocSpace 3.1 is free of charge in the Community Edition without support. The Enterprise version with support currently costs 20 euros per month and administrator in the public cloud. Start-ups can book a limited free version. Alternatively, deployment on your own server is possible from 6550 euros. Non-profit organizations and educational institutions receive special conditions. All changes in DocSpace 3.1 are summarized in a blog post and a englisch webinar on YouTube.
(sfe)
