Originally published at: ONLYOFFICE DocSpace 3.1 released: role-based form filling in VDR, room templates, improved guest management, and more | ONLYOFFICE Blog
The updated ONLYOFFICE DocSpace is here with around 40 novelties and improvements across the platform designed to take your document collaboration and management experience to the next level. Read on to discover all the enhancements.
Role-based form filling in Virtual Data Rooms
Advanced role-based features have made their debut in Virtual Data Rooms, adding robust security while optimizing efficiency.
Easily invite your team members and assign roles that align perfectly with your company’s organizational structure.
Where to find: VDR -> Form -> Start filling
Monitor progress in real time with form-filling tracking. Stay informed on which forms are completed and which remain pending with ease.
Where to find: VDR -> Form -> Filling status
Effortlessly finalize the forms and retrieve the completed versions, ensuring a seamless and hassle-free process every time.
Where to find: VDR -> Complete
Room templates for effortless reusability
Streamline your workflow by creating reusable templates directly from your existing rooms. With just a few clicks, you can effortlessly generate new rooms from these saved templates, saving time and boosting efficiency.
Where to find: Room context menu -> Save as template
Access all your templates with ease through the newly added dedicated tab in the Rooms section.
Where to find: Rooms -> Templates
Simplified room sharing
Public, Custom, and Form Filling Rooms now include key parameters in their URLs for instant sharing – just copy the browser’s URL and you’re good to go!
Where to find: Copying room URL
Improved guest management
Sharing Guests across teams. Collaboration with external users just got more efficient. Share guests with other team members by generating and sending a simple link. Approve or deny shared guests, and once confirmed, they’ll appear on your guest list for seamless communication and collaboration.
Where to find: Contacts -> Guests -> Share guest
Managing guest roles dynamically. Flexibly manage guest privileges for enhanced control. Change a Guest type to User, Room Admin, or DocSpace Admin.
Where to find: Contacts -> Guests -> Change type
Similarly, you can revert an Admin to a User or Guest if needed. When updating an Admin type, their rooms and files are reassigned to another contact.
The new Guest will have limited access to the Documents section, restricted to reading, downloading, and clearing, with this section remaining accessible for 30 days only. After this period, the Documents section will no longer be available to Guests.
More about user & guest management in Help Center
Enhanced file management
Quick sharing for PDF forms. Share PDF forms for filling directly from the file manager – no need to create or share a room. This helps shorten the process and speeds up workflows.
Where to find: Documents -> Form -> Filling -> Quick sharing
Managing file versions and downloads
Delete specific file versions easily within the Version History panel.
Where to find: File context menu -> Show version history -> Delete
Handle password-protected files with greater flexibility when downloading them in a format other than the original:
- remove the file from the download list;
- enter the password to continue downloading;
- download in the original format (no password needed).
Where to find: File -> Download as -> Select a format other than the original
Smoother operations. Experience the improved progress display for file operations, keeping you informed every step of the way. Plus, you now have the option to disable confirmation pop-ups when canceling uploads, making the process even smoother.
Where to find: Profile -> File management -> Don’t display cancellation notification again
New settings and customization
Storage encryption. Enable AES-256 encryption for data at rest in self-hosted environments to ensure the utmost security.
Where to find: Space Management (DocSpace Server) -> Settings -> Storage
Quicker user onboarding. Disable email verification for users added through LDAP or Single Sign-On.
Where to find: Integration -> LDAP / Single Sign-On
Data storage region. Easily check the designated data storage region for your cloud DocSpace for better transparency.
Where to find: Storage management
Deep linking set up. When working with documents in mobile browsers, users can choose to open files either in the browser or directly in the mobile app, or streamline the experience by disabling this option.
Where to find: Customization -> General
Newly added settings for developers
Triggers for webhooks. Use read-to-use triggers for actions like user or room creation, file uploads or deletions, folder movements, and more. Moreover, admins can now easily view all created webhooks in one place.
Where to find: Developer Tools* -> Webhooks
Improved embedding settings. Choose between HTML, JavaScript, or NPM integration to get more flexibility and simplicity to suit your project needs.
Where to find: Developer Tools* -> JavaScript SDK
*Please note: The Developer Tools section is now accessible to all users, excluding guests.
Brand name. Customize DocSpace in several clicks: enter your brand name to be displayed and generate customized logos directly from text for a personalized experience.
Where to find: Customization -> Branding
How to use new features
Watch our free detailed webinar to learn how to work with the new features:
Get ONLYOFFICE DocSpace 3.1
The latest update is already available for ONLYOFFICE DocSpace Cloud. Sign into your DocSpace to try all the new features yourself, or create a free account if you are new to ONLYOFFICE DocSpace.
The new version of the self-hosted DocSpace will be available shortly.