Key Features

End user friendly Document Management & Document Collaboration

O3Spaces Workplace provides easy to use functionality to bring document management and document collaboration to your organization. Whether you prefer browser based access, direct office suite integration or no hassle desktop connectivity, O3Spaces Workplace provides multiple access points to ensure you can have all the benefits from a document management system without the pains.

Web 2.0 AJAX web-client

O3Spaces’ web based workplace environment provides the main graphical user interface that can be accessed with a web browser. It presents organized easily accessible workspaces for teams, workgroups and projects. It houses powerful advanced search and labeling functions that allow full text search of ODF, PDF and Microsoft Office documents.

Version management & Automated check-in/check-out

All documents (all files) in the O3Spaces repository are under control of version management. Through version management you always have insight in the version history of your documents. The unique functionality for automated check-in/check-out of documents guarantees you, while working on a document, that none of you colleagues is simultaneously editing the document.

Labeling (tagging)

Documents managed in the O3Spaces repository can easily be categorized by applying labels. Information in the 'repository' can be organized and found in a different way if labels are used.
Labels makes it possible to create cross-views of documents with the same kind of information. For example list all documents related to a specific project or customer.

Spacelets

Spacelets are dynamic content parts in the Workplace web environment. O3spaces offers both pre-defined and free configurable spacelets which can contain all kind of information about documents and users, presented in an orderly manner.

WebDAV & OpenSearch

The Workplace document repository is accessible and searchable from external (web)systems and portals through communication based on WebDAV protocols and OpenSearch specifications. This means that your documents and therefore your current information is easy to find while remaining securely stored in the the Workplace repository.

Desktop integration

Stay up to date without having your web browser open. The O3Spaces Workplace Assistant provides real-time notification on all relevant changes in your workspaces. Furthermore, the assistant automates all necessary document retention and versioning activities when you work on your documents. It provides easy navigation to your workspaces, allows for off-line work and offers direct control on your locked files.
Optionally the Workplace Assistant enables you to install plug-ins en to register supported file types and their associated applications.

Office integration

Open shared files from your workspaces, or publish your document to a team-workspace directly from your Office application. Review document versions, add comments and stay up to date. Collaborate and enhance your office productivity without having a web browser open. Turn OpenOffice.org / Oracle Open Office (formerly StarOffice) or Microsoft Office into an enterprise grade web2.0 document centric collaboration environment.

E-mail archiving

Store e-mails in the same workspace as related documents. Preview e-mails in the browser environment of O3Spaces Workplace, or publish them to the Workplace directly from Microsoft Outlook, Zimbra, Zarafa or Mozilla Thunderbird. Send Workplace documents directly from you Outlook client, Thunderbird client, or Zarafa or Zimbra web-client. Published e-mails (and attachments) are easily retrievable through full text search. Collaborate and enhance your Outlook e-mail client without having a web browser open.

Template Management

O3Spaces offers unique functionality to distribute and to manage the versions of document templates (your corporate identity documents) in OpenOffice.org / Oracle Open Office (formerly StarOffice.)
Based on the roles and security system of the Workplace every end-user always gets a personalized and actual overview of the available templates in his Office applications.

Integrated wiki

Each workspace has an integrated wiki, which makes it possible to easily and quickly change information for and by the workspace members using standardized formatting options. The wiki uses Workplace authentication and has automated version management. Wiki-pages can be linked to each other making one workspace a source of information.

Customized system attributes

The system attributes of users, workspaces, files etc. can be extended with custom defined attributes  like (for example) document-type or document-status. This makes it possible to synchronize users maintaining organization specific data or to store documents with process related information.

Workplace rules

Document processes can be automated by defining Workplace rules. At regular intervals or after a defined user handling (for example changing the status of a document) files can be moved, converted to another format, copied or a notification can be sent. Another possibility is to change one of the file properties for example changing the status or applying new labels.

User synchronization

Your organization's user and credential management can be imported from your existing LDAP deployment. The Workplace supports various standards, such as, OpenLDAP, Active Directory, Sun Directory Server and Novell Directory Server.
The structure in your LDAP implementation can give you a head start in the deployment of the Workplace, since your LDAP Units, Groups and Users can be automatically imported and synchronized.

Workspace-, folder- and file-links

A very usable feature in O3Spaces Workplace are workspace-, folder- and file-links that are available in the Workplace browser environment, as well as in notification messages. These convenient URLs facilitate easy communication and notification regarding workspaces, files and folders, giving users single click direct access to relevant information.

Application Embedder

O3Spaces Workplace incorporates an application embedder that enables the integration of external web applications, wikis and websites in the Workplace environment. With this feature O3Spaces customers can leverage their web applications integrated in the user-friendly Workplace environment to realize a fitting solution.

Document Preview

The document preview functionality enables browsing through documents directly in the Workplace Spaces environment. Preview is available from the files tab by clicking on the document preview icon. This functionality lets users review the content of a document without the need to download and store the document locally.

Cross platform

O3Spaces provides you the freedom of choice, whether you use a Linux, Solaris, Windows or a Mac OS desktop, O3Spaces will provide its full range of functionality, web-client, desktop integration and Office integration.

Document security

Document security is of paramount importance for any organization. The O3Spaces Workplace provides document security on different levels:

1. Document security – Access control
   The Workplace allows you to control access to information through the integrated roles and rights management system. From Workspace-level access control to setting the permissions on a folder, you can enforce to what extent your documents can be accessed.
2. Document security – Secure Connections
   When your mobile workforce accesses documents on the road or from your client's premises, you want to be ensured no information gets lost, or otherwise exposed or accessed along the way.
   The Workplace can operate on encrypted (https) connections or if so desired in a vpn scheme, thus ensuring that your information is safe on its journey along the digital highway.

Mission critical information

The Workplace can be configured at different levels regarding High Availability (HA) and failover. Depending on the Server OS you're running O3Spaces and its Partners can ensure that your mission critical information is available and safeguarded against, hardware failures and eventualities.

Server Migration & Redeployment

O3Spaces Workplace strives to be scalable and flexible in all its facets. As an example, the Workplace sports administrative tools that enable you to easily move an entire Workplace and all its Units, Workspaces and documents to a new server.
Also it allows you to easily scale up and distribute you deployments as needed.

Localizations
Working in your own native language. O3Spaces supports multiple interface languages (English, Dutch, Estonian, French, German, Spanish, and Polish) and new localizations can be added easily.