ONLYOFFICE DocSpace

Description

With ONLYOFFICE DocSpace plugin, you are able to use ONLYOFFICE DocSpace right within WordPress to create rooms, edit and collaborate on office docs, as well as you can add DocSpace rooms and files stored within these rooms to the WordPress pages when creating posts.

Plugin installation and configuration

At first, go to your ONLYOFFICE DocSpace (sign in / sign up) -> “Settings -> Developer Tools – > JavaScript SDK”. There, enter your WordPress site address in the “Embed DocSpace as iframe” section.

A WordPress administrator can install the plugin via the Marketplace: https://wordpress.com/plugins/onlyoffice-docspace.

If you want to install the plugin via your WordPress administrative dashboard, navigate to the Plugins section and click “Add New”. Then, click “Upload Plugin” and select the zipped plugin.

Once ready, go to the plugin settings and specify the DocSpace address in the “Connection settings”.

Log in as DocSpace Admin

If DocSpace is successfully connected (as described above), the Log in as DocSpace Admin section appears on the Settings page. The DocSpace admin needs to log in here to perform the following actions:

• export users from WordPress to DocSpace;
• create a common user group WordPress Users in DocSpace;
• add DocSpace users to this created group when exporting users, as well as add users to the group who have already linked accounts themselves.

After logging in using the Log in as DocSpace Admin option, the “Sign in” button will change to “Sign out”. Clicking this button on behalf of the designated DocSpace admin will disable any further user management actions (as outlined in the above list). The “Sign out” button is accessible to any user with permissions to the Settings page. For instance, if another DocSpace admin (admin 2) wishes to perform actions in the plugin on behalf of the initial admin (admin 1), they can unlink admin 1’s account in this section. Admin 2 can then log in by entering their credentials in Log in as DocSpace Admin.

User export (Optional)

Once the DocSpace admin is successfully authorized, an optional “User Export” block becomes available on the Settings page.

Clicking the “Open User List” button will redirect you to the WordPress Users page, where you can export users from WordPress to DocSpace. These users are exported under the authority of the DocSpace admin currently logged in via the Settings page. This means that any WordPress administrator can perform the export, as long as the DocSpace admin is authorized within the DocSpace plugin settings.

WordPress Users

The WordPress Users page introduces a DocSpace Account column once DocSpace is connected. This column indicates the connection status between WordPress user accounts and their corresponding DocSpace accounts. If the column contains a value, it signifies an established connection. Conversely, a dash indicates no connection has been made yet. Once the DocSpace administrator is authorized, the “Export to DocSpace” action becomes accessible.

Exporting users from WordPress to DocSpace

WordPress administrators have the ability to export users from WordPress to DocSpace. Exported users will gain seamless login to DocSpace, with an automatically generated password assigned to them. Their WordPress email address will serve as their login credential in DocSpace. Once exported, the user is added to the WordPress Users group in DocSpace.

If a WordPress user with an email address already registered in DocSpace is exported, a notification will appear. In this scenario, the user’s existing DocSpace credentials, including their password, remain unchanged.

To export a user, the WordPress administrator needs to navigate to the WordPress Users page. They can then select the desired user by checking the corresponding box, choose the “Export to DocSpace” option from the drop-down menu, and click the “Apply” button. The selected user will be successfully added to DocSpace with the User role.

Unlinking WordPress-DocSpace accounts

To unlink a WordPress account from a DocSpace account, the WordPress administrator should go to the WordPress Users page and select the checkbox next to the desired user. From the drop-down menu, choose “Unlink DocSpace Account” and click “Apply”. This action will remove the connection between the selected user’s WordPress and DocSpace accounts.

Working with ONLYOFFICE DocSpace within WordPress

User authorization
If a user already has a DocSpace account, they can log in using the DocSpace plugin for WordPress. To proceed, the user should access DocSpace through the left-hand menu or by opening the file/room selector within the WordPress site builder. An authorization window will then appear, prompting the user to enter their DocSpace login credentials. Once authorized, the user will automatically be added to the “WordPress Users” group in DocSpace. Once authorized, the user can seamlessly work within DocSpace or select the desired room or file using the selectors.

Logging out of the DocSpace account
To log out of the DocSpace account, open DocSpace from the left-hand menu. Access the context menu next to the user name, then select the Sign out option. This option is available to all DocSpace users.

Password recovery
If a user forgets their password or seamless login fails, they can click the Reset Password button during the login process. This will open a password reset window. If the entered email is registered in DocSpace, password reset instructions will be sent to that email address.

DocSpace in the left panel
Once the plugin is configured, DocSpace will become accessible to users with the upload_files capability. This includes standard WordPress roles such as Super Admin, Administrator, Editor, and Author.

Users will gain access to a fully functional DocSpace, where they can create rooms, invite participants, and collaborate on documents within rooms, based on their assigned permissions. When inviting others to a room using the Invite users from list button, only existing DocSpace users will be displayed.

Adding a DocSpace room or file to the WordPress page

When creating a post, you can add the ONLYOFFICE DocSpace element (block) – room or file.

To add a room, click the “Select room” button, select the desired room and press Select. In the block settings, you can specify the desired width, height, and theme (light/dark) to be displayed on the page.

To add a file, click the “Select file” button, select the desired file from the room and press Save. In the block settings, you can specify the desired width and height to be displayed on the page, as well as the view – a full editor or Embedded.

Access rights to a room/file on a DocSpace page

Access rights to rooms and files on the published DocSpace pages are defined based on the type of room and the user’s assigned permissions within DocSpace.

• “Collaboration/Custom/VDR rooms” – Access to these rooms and their files is restricted to users who have been explicitly added. Users must be logged in to DocSpace to view them. Other users will see a placeholder instead.
• “Public/Form Filling rooms” – The content in these rooms is accessible to all users, whether or not they have a DocSpace account.

How the plugin is using the ONLYOFFICE DocSpace service

The plugin allows working with office files via ONLYOFFICE DocSpace and makes the following requests to the service on the backend:

• getting a list of DocSpace users
• creating a user in DocSpace using WordPress user data
• getting a DocSpace user by email
• setting a password for a DocSpace user
• getting authorization cookies of a DocSpace user
• getting a DocSpace file
• getting a DocSpace folder
• inviting a user to a DocSpace room

On the frontend, the following DocSpace elements are inserted:

• file selection control
• room selection control
• file display control
• room display control
• system frame for checking authorization

Useful resources:

• ONLYOFFICE DocSpace Terms of use
• Privacy Policy