On-premise Administrator Guide
Audience: Workspace Admins and the IT Admin User of a Digital Workspace server that runs in your company network · Goal: set up and run your organization on your own server without outside help.
Overview
Your company runs Digital Workspace on its own server, so your data never leaves your network. Most of the app works exactly like the cloud version, and the Administrator User Guide applies as written. This guide covers what is different on your own server: the mail server, HTTPS, backups, updates, the license, sign-in security, mailbox connections and how to get help.
Who does what
| Role | Responsibilities |
|---|---|
| IT Admin User | Prepares the Linux server, runs the installer, adds the DNS name, opens the firewall ports, copies backups off the server, and runs the few commands on the server (restore, reset an admin password, register Google or Microsoft apps). |
| Workspace Admin | Completes the setup in the browser, sets up the mail server and HTTPS, checks backups, installs updates, manages the license, sets the sign-in rules and invites colleagues. |
Where the server settings are
- A server with one organization (the usual case): Workspace Admins find everything in Workspace settings, on the tabs License, Updates, Backups, Mail server, HTTPS and Security. Only Workspace Admins see these tabs.
- A server with several organizations: the IT Admin manages the server in the Platform console (the same tabs, plus Settings › Security). Workspace Admins see only Workspace settings › Security, where they can make the sign-in rules stricter for their own organization.
Decide this before the setup: for several organizations, the IT Admin User sets ORG_MODE=multi in /opt/digital-workspace/.env and runs docker compose up -d before opening the setup link.
Recommended order
| # | Article | Why it matters |
|---|---|---|
| Start here: decide before you install | ||
| 1 | Getting started on your own server | Who does what, and the first-day checklist from the setup link to the first invited colleague. |
| 2 | Access from outside your network | Decide who outside the office can reach the server: remote colleagues, external signers, website forms. |
| 3 | What data leaves your server | Which features contact outside services, and which AI provider your company allows. |
| Set up, in this order | ||
| 4 | Setting up the mail server (SMTP) | Invitations, password resets, notifications and e-signature emails go through it. |
| 5 | Turning on HTTPS | Protects passwords and data on the network. Needed for microphones, single sign-on and mailbox connections. |
| 6 | Security and operations checklist | The must-do tasks that keep the server safe: port 3000, the settings file, two admins. |
| 7 | Sign-in security for the whole server | Inactivity sign-out, devices per person and session length. |
| 8 | Backups and restore | Nightly copies of the database and files, a copy off the server, and how to restore. |
| Keep it running | ||
| 9 | Installing updates | New versions online or from files, with an automatic backup and rollback. |
| 10 | License, seats and renewal | Seats in use, the end date, usage reports and what happens when the license ends. |
| 11 | Getting help and server commands | How to contact your vendor, and what to do if an admin is locked out. |
| Optional features | ||
| 12 | Setting up Single Sign-On (SSO) with Microsoft 365 | Your team signs in with their Microsoft work accounts. In the Administrator User Guide. |
| 13 | Turning on Huddles on your server | Audio calls in Messaging: firewall ports, the audio server and a test call. |
| 14 | Setting up Huddles (audio calls in Messaging) | Who can start huddles, people per huddle, the monthly allowance and usage. In the Administrator User Guide. |
| 15 | Connecting Gmail and Outlook mailboxes on your server | People read and send their own mail inside Digital Workspace. |
| 16 | Configuring the AI assistant for your workspace | The built-in assistant or your company's own AI server. In the Administrator User Guide. |
Three decisions before you start
- Who outside your network must reach the server (remote colleagues, external signers, website forms)? See "Access from outside your network".
- Which AI provider is allowed, if any? See "What data leaves your server".
- One organization or several on this server? See "Where the server settings are" above.
What is different from the cloud version
| Topic | On your own server |
|---|---|
| Invitations and password resets | Sent through your company mail server. Admins don't need to connect a Gmail or Outlook inbox first. |
| Gmail and Outlook inboxes | Optional. They work only after your IT Admin User registers a Google or Microsoft app for your server. |
| Plans and billing | No subscription or plans. Your license from the vendor sets the number of seats and the end date. |
| Single sign-on (SSO) | Available with any license. See "Setting up Single Sign-On (SSO) with Microsoft 365". |
| Huddles | The audio server runs on your own server. There is no organization limit on minutes. See "Turning on Huddles on your server" for the server, and "Setting up Huddles (audio calls in Messaging)" for the limits. |
| AI assistant | Your IT team can connect the company's own AI server. A cloud AI provider receives the questions and the records it reads. See "What data leaves your server". |
| Support | No support tickets inside the app: you email your vendor. See "Getting help and server commands". |
Tip
The full installation guide for the IT Admin User, with screenshots, is also on your server: open your web address followed by /docs/on-premise (for example https://workspace.company.uz/docs/on-premise).
These articles are also in the Knowledge Base on your own server, after it is updated.
Need help? Write to info@digitalworkspace.app.