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OnlyOffice: Guidelines for Collaborative Editing in B2DROP

OnlyOffice is an online editor integrated into B2DROP that allows collaborative editing of documents such as .docx, .pptx, .xlsx, and .txt directly from the web interface.

Below you will find general recommendations to get the best experience when using the tool.

🔓 Activation Required

Only a limited number of concurrent users can edit documents in B2DROP using OnlyOffice.

To enable this feature on your account:

  • Request access by emailing datamanagement@bsc.es
  • Make sure that:
  • The document is shared with edit permissions
  • The user accessing the file is logged in

To ensure smooth co-editing and synchronization between your local and online versions:

1. Enable Fast Co-editing Mode

Fast mode allows simultaneous editing in real time (changes appear instantly for all collaborators).
Strict mode, in contrast, locks paragraphs while someone is editing them.

We recommend Fast mode for better collaboration.

Fast coediting mode

🔄 Fast mode = Real-time
🔒 Strict mode = One person at a time

2. Enable Auto-save and Versioning

These options help you prevent data loss and allow B2DROP to sync changes effectively:

  • Go to Advanced settings
  • Enable:
  • ✅ Auto-save
  • ✅ Save versions when clicking Save or pressing Ctrl+S
Enable autosave and versioning

🎥 Video Tutorial

Want to see how it works?

👉 Watch the OnlyOffice demo video here

🌐 Working Online

  • Files with compatible formats will open in OnlyOffice when clicked from b2drop.bsc.es, if the user has editing permissions.
  • If the file is not editable for your user, it will still open in view-only mode or offer a download.
  • To see recent local changes in the web interface:
  • Refresh your browser tab with the document open.
  • Avoid editing the same file simultaneously with different apps (e.g., OnlyOffice and Microsoft Word) to prevent sync conflicts.
  • We recommend:
  • ✅ Using OnlyOffice exclusively for collaborative editing
  • ✅ Editing one file per session to avoid unexpected behaviors

❗ Important: To synchronize changes with your local folder, always click Save or press Ctrl+S to update the modification time. This triggers the sync process.

💻 Working Offline

The Nextcloud desktop client allows you to sync a B2DROP folder to your local machine.

Things to keep in mind:

  • Synchronization happens:
  • When a file is explicitly saved
  • Or when the file is closed
  • If you are collaborating with others:
  • Open the file directly via the web interface to ensure proper real-time co-editing

❗ Local editing is fine for personal use, but real-time collaboration requires the online OnlyOffice editor.