User types and roles in ONLYOFFICE DocSpace: a quick guide

Version 3.0 of ONLYOFFICE DocSpace introduces an updated system of user types and roles to make access management more flexible and transparent. Read this article to know the key updates and explore how they improve collaboration capabilities.

User types

User types define the access and permissions level the person has in DocSpace. By distinguishing between different types, DocSpace allows organizations to control who can access specific sections, create or edit files, manage rooms, and invite other users. These types ensure that only authorized users can access sensitive documents or administrative settings.

In version 3.0 of ONLYOFFICE DocSpace, we’ve redefined user types. Here is how user types have changed compared to previous versions:

DocSpace owner -> DocSpace owner

DocSpace admin -> DocSpace admin

Room admin -> Room admin

Power user (PAID) -> User (FREE)

User (FREE) -> Guest (FREE)

DocSpace owner and admins (Paid)

DocSpace admins are responsible for managing DocSpace settings and overseeing all rooms.

DocSpace owners can do everything that admins can, but they can also manage payment details, delete the entire DocSpace, and invite or manage DocSpace admins.

Before v3.0: Owners and admins automatically had full access to rooms and documents in them.

What’s new in v3.0: Both user types are now limited to the roles assigned to them in a particular room. If they are not assigned a role in the room, they have read-only access. However, they retain the ability to change the room owner, copy, or archive it.

Pay attention: it’s now necessary to assign roles for owners and admins if this wasn’t done before. To ensure proper access and permissions, roles must now be clearly defined.

Room admins (Paid)

Room admins manage assigned rooms with the same permissions and restrictions. They can create new rooms and manage the assigned ones, invite new users and guests via rooms, and assign roles only below their level.

What’s new in v3.0: For Room admins, there are no changes to their functionality.

Users (formerly Power users) (Free)

Users can manage personal files, and create and edit documents in the room, but are limited in managing rooms and settings.

Before v3.0: Only power users and above could create and upload documents to the room, and had access to My Documents. Power users were paid.

What’s new in v3.0: We have removed the Power User type and significantly enhanced the capabilities of regular users while keeping this user type entirely free. It allows you to assign an unlimited number of users at no cost.

Pay attention: All previously added paid Power users have been automatically converted to free regular users with maintaining access to their rooms.

Guests (formerly Users) (Free)

Guests are a new free type that resembles external contacts in a public room. Typically, guests have limited access to certain areas.

What’s new in v3.0: Guests can be invited only to specific rooms through room invitation with the permissions granted to them by the room manager.

Depending on the role assigned by the room manager, guests can:

• View files
• Edit files
• Create new content

Guests cannot access the Contacts or Documents sections and cannot create rooms. In its first version, Guests cannot be added to groups.

Pay attention: All previously added users have now been converted to Guests and will now only be visible in the guest lists of admins. If necessary, you can update their type.

Guests that will be added in version 3.0 will be displayed in the guest list of the user who added them and of the room manager who confirmed the addition of this Guest to the room.

See the detailed guide on managing users in DocSpace in our Help Center.

User management in the new Contacts section

In DocSpace 3.0, the Accounts section has been revamped and renamed to Contacts. Now, it consists of three tabs.

Accounts -> Contacts

People -> Members

Groups -> Groups

Guests (NEW)

Before v3.0: The Accounts section in DocSpace consisted of two tabs: People, which listed all registered DocSpace users, and Groups, where users could be organized into groups, with the ability to assign group heads for better team management.

What’s new in v3.0: The People tab has now been renamed to Members and contains all users, owners, and admins registered in DocSpace who have been added by the owner or admin via the Contacts section. Members can be associated with regular employees of your organization or members of your team working on a project.

The Guests tab is completely new in DocSpace. Now, managing external collaborators is easier, as you can quickly see which guests are associated with your rooms and what permissions they have. Unlike members, guests are added directly through room invitations rather than via the Contacts section.

In the guests tab, each user has their own list of invited guests. The guest list of other users is not available to them.

The updated structure ensures that you can quickly identify and manage who has access to specific rooms or files. It also provides a clearer overview of your guests and their roles within your DocSpace.

User roles in rooms

In DocSpace 3.0, user roles within rooms have been significantly updated. You’ll find these roles assigned within specific rooms, depending on the room’s type and the actions the room manager decides to allow.

Room manager (NEW)

Content creator (NEW)

Editor -> Editor

Form filler -> Form filler

Reviewer -> Reviewer

Commentator -> Commentator

Viewer -> Viewer

Before v3.0: In DocSpace, users were assigned roles like Editor, Form Filler, Reviewer, Commentator, and Viewer within rooms. DocSpace owners and admins were automatically assigned the room owner role, which granted them full access to documents in the room or the ability to manage the room completely.

What’s new in v3.0: Along with the existing roles like Editor, Form Filler, Reviewer, Commentator, and Viewer, version 3.0 introduces two new roles — Room Manager and Content Creator.

Room manager

Room manager allows users to manage room settings, including adding/removing members and assigning permissions. They can also manage files by copying, moving, renaming, and deleting both their own and others’ files.

Content creator

The Content creator role enables users to create and upload new files and folders depending on the room type. Content Creators are also allowed to manage document version history.

Pay attention: When upgrading to version 3.0, roles in rooms will be automatically updated:

Room admin -> Room manager

Power user -> Content creator

Here’s a quick overview of all the roles and activities they can do in the room.

As mentioned above, DocSpace owners and admins are now constrained to perform actions according to the specific role they occupy in each room. This means that their capabilities correspond to the roles from the list given to them.

User roles according to the room type

Admins can assign specific permission levels to users and guests within individual rooms. Each room type supports different roles, offering a tailored experience based on the nature of the room:

• Public rooms: roles include Room Manager and Content Creator.
• Form-filling rooms: roles are Room Manager, Content Creator, and Form Filler.
• Collaboration and Virtual Data rooms: these rooms support Room Manager, Content Creator, Editor, and Viewer roles.
• Custom rooms: all roles are available for assignment, providing the most flexibility.

See the detailed guide on user roles in rooms in our Help Center.

Try ONLYOFFICE DocSpace 3.0

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Discover all the new features of version 3.0 of ONLYOFFICE DocSpace: