Originally published at: Boost collaboration with the new ONLYOFFICE DocSpace app for monday.com | ONLYOFFICE Blog
Looking for an efficient way to manage and collaborate on documents within your monday workspace? The ONLYOFFICE DocSpace app is here to enhance your team’s productivity by bridging the gap between task management and document collaboration. This powerful integration allows you to seamlessly connect your monday boards with ONLYOFFICE DocSpace, creating a unified platform for managing office files. Here’s everything you need to know about the newly released app.
Key features and benefits
- Seamless document integration. Link office files from your monday.com boards directly to ONLYOFFICE DocSpace rooms for efficient document management.
- Enhanced collaboration. Empower your team to edit, view, and collaborate on files in real time, all within an intuitive interface.
- Role-based access. Control who can access and modify your files by assigning roles such as Content Creator or Viewer based on team needs.
- Flexible availability. Choose whether to activate the app across all your monday workspaces or tailor it to specific ones.
- Simplified configuration. Enjoy a quick setup by monday.com admins with guidance for easy connectivity to ONLYOFFICE DocSpace.
- Document privacy. Invite specific members or share files via secure external links – DocSpace public rooms provide access without compromising control.
Check out this short video on the monday.com and ONLYOFFICE integration for a quick overview:
Teams and scenarios: who’s it for?
Below are several real-world scenarios where teams across various industries can use the ONLYOFFICE DocSpace app for monday.com to streamline workflows, enhance collaboration, and boost productivity.
- Project management for remote teams. By integrating ONLYOFFICE DocSpace with monday.com boards, remote teams can eliminate confusion caused by scattered files. Each monday.com project can be linked to a Public Room in DocSpace, making it easy for remote workers to find, update, and collaborate on project plans and reports.
- Marketing campaign collaboration. With ONLYOFFICE DocSpace integrated into monday.com, marketing teams can connect campaign boards directly to a collaborative space for managing documents. When creating a new campaign in monday, the team lead can create a shared room in DocSpace for storing project files like advertising mockups, blog drafts, or influencer agreements. Communication and editing happen directly in the shared environment, reducing back-and-forth emails and ensuring everyone is on the same page.
- Internal communication for HR teams. HR teams can leverage ONLYOFFICE DocSpace linked to their onboarding or performance management boards in monday.com. They can create Public Rooms for onboarding materials like training manuals and policy documents, making it easy for new hires to access key resources effortlessly.
- Product development for software teams. By integrating ONLYOFFICE DocSpace with monday, development teams can connect their sprint or feature boards directly to rooms where technical documentation is managed. Release notes, testing plans, and API documentation can be stored in these rooms for developers and QA engineers to access and update collaboratively.
- Managing client collaboration for agencies. With ONLYOFFICE DocSpace for monday.com, agencies can create separate Public Rooms for each client project. These rooms are linked to the respective client board in monday, where contracts, creative assets, and feedback documents are uploaded for collaboration. Clients can be granted controlled access to provide input without compromising other sensitive files.
How to install the app
To start using ONLYOFFICE DocSpace with monday, follow these simple steps.
- Log in to your monday.com account as an admin and head to the monday.com Marketplace.
- Decide whether you want to install the app across all monday workspaces or limit it to specific ones. You can update this preference later via the Manage Apps section.
- Click the Install button to add the ONLYOFFICE DocSpace app to your monday.
Note: Only admins have permissions to uninstall the app if needed.
How to configure the app
Once the app is installed, here’s how to set it up for seamless work.
- Go to the monday workspace where you installed the app and open one of your boards.
- Click the plus icon (+) and select Apps from the menu. Find ONLYOFFICE DocSpace and add it to your board.
- Head to the newly created ONLYOFFICE DocSpace app tab. You’ll need to sign in by entering your DocSpace credentials (URL, email, and password). New to DocSpace? You can register here for free.
- Navigate to your ONLYOFFICE DocSpace -> Developer Tools -> JavaScript SDK and add your monday.com board’s URL along with your DocSpace address.
Once signed in, you’ll receive a “Welcome to DocSpace Board!” notification confirming your successful integration.
Important: Regular monday.com users can only use the app once it’s fully configured by an admin.
How to use the app
Collaboration in ONLYOFFICE DocSpace begins with creating a room, where your team can store and work on files collaboratively. Here’s how it works.
After setting up the app, the monday.com admin can click the Create Room button in the DocSpace tab.
A Public room will be automatically created in ONLYOFFICE DocSpace. Two predefined tags will be assigned: monday integration and the unique board ID.
Within this room, team members can store, edit, and collaborate on office documents, including text docs, presentations, PDFs, and spreadsheets.
If you decide to delete or archive a room linked to a monday.com board, it’s easy to disconnect. Simply click Unlink in the app tab. You can then create a new room if needed.
Understanding access rights
- monday users listed under the Team Member role are automatically added to the DocSpace room with the Content Creator role in DocSpace. This grants them full access to view, edit, create and upload files.
- monday users with Viewer or Guest roles won’t be automatically added to the room. However, they can view files via the public external link.
- Even if the board is shared with a wider group (e.g., “Everyone at Project X”), these users won’t be invited to the room but can access files for viewing.
- Have an existing ONLYOFFICE DocSpace account and a viewer/guest role in monday.com? By clicking the gear icon in the app tab, you can access App Settings to log in with your DocSpace credentials, even if you’re not a monday admin.
Frequently asked questions (FAQ)
Here are the answers to the most popular questions about the ONLYOFFICE & monday.com integration.
Question: Is the ONLYOFFICE DocSpace app for monday.com free?
Answer: Yes, the app is absolutely free. You can install it from the monday Marketplace.
Question: Do I need an account in ONLYOFFICE DocSpace to use the app?
Answer: Yes, you need. You are welcome to use your existing DocSpace, or register a new account for free.
Question: Can I limit the app to certain monday.com workspaces?
Answer: Yes. During installation, you can choose whether to enable the app across all monday workspaces or just specific ones. You can change this setting anytime.
Question: Why can’t other users access the app after installation?
Answer: Regular monday users can only access the app once an admin has fully configured it, including logging in and registering the necessary addresses.
Question: What happens if I uninstall the app?
Answer: Uninstalling the app will remove its functionality from your monday.com boards, but documents and rooms in ONLYOFFICE DocSpace will remain intact.