Getting started on your own server
Applies to: Workspace Admins and the IT Admin User · Time: about 20 minutes, plus the time your vendor needs to issue the license
Overview
Setting up a new server takes two people. The IT Admin User runs one command on the server; the Workspace Admin finishes everything else in the browser. Follow the steps below in order.
1. The IT Admin User installs the server
The server needs: Linux with Docker Engine and Docker Compose v2; for up to about 300 users 4 CPU cores, 16 GB RAM and 200 GB disk (at least 6 GB free to install); a DNS name in your network for HTTPS; and these ports open from your users' networks: 80 and 443 (web), TCP 7881 and UDP 7882 (Huddles audio).
- Your vendor emails the IT Admin User a personal download link for the installer (digital-workspace-<version>.run). The link works for 14 days.
- The IT Admin User copies the file to the Linux server and runs
sudo bash digital-workspace-<version>.run. - When it finishes with Digital Workspace is running., it prints a Setup link and a Setup code. The IT Admin User sends both to the Workspace Admin.
Must do
The IT Admin User keeps a safe copy of /opt/digital-workspace/.env somewhere other than the server. It holds the key that protects stored passwords and certificates, and backups don't include it.
2. The Workspace Admin completes the setup in the browser
- Open the setup link. The Setup code is filled in for you.
- Step 1, Your company: enter the Company name, Your name, Your work email and a Password (more than 10 characters, with at least one number and one special character). Click Create workspace. You are now the Workspace Admin and signed in.
- Step 2, Web address & email: keep the web address shown and enter your company mail server. Click Send test email and check that it arrives, then click Save and continue. No mail server details yet? Click Skip for now and finish it later (see "Setting up the mail server (SMTP)").
- Step 3, License: answer Can this server connect to the internet? with Yes, online (recommended) or No, offline. Send the Installation ID to your vendor with Email it to your vendor.
- Online: when the vendor confirms the license is issued, click Check now.
- Offline: upload the license file (.lic) from the vendor's email.
- When you see License installed, click Go to your workspace. Without a license the workspace is read-only; Finish later takes you there anyway.
3. First-day checklist
| # | Task | Where | Done when |
|---|---|---|---|
| 1 | Outside access decided | IT Admin User and Workspace Admin | Remote colleagues, external signers and website forms work as planned. See "Access from outside your network". |
| 2 | Mail server set up | Workspace settings › Mail server | The test email arrived in your inbox. |
| 3 | HTTPS turned on | Workspace settings › HTTPS | Check HTTPS says it works, and Send everyone to HTTPS is on (Automatic (Let's Encrypt) does this by itself). |
| 4 | Security basics done | IT Admin User | Port 3000 limited, .env copied to a safe place, a second Workspace Admin invited. See "Security and operations checklist". |
| 5 | Sign-in rules set | Workspace settings › Security | The session policy matches your company's security rules. |
| 6 | Backups checked | Workspace settings › Backups | A backup shows Done, and the IT Admin User copies the backups folder off the server every day. |
| 7 | Organization details | Profile › Organization | Company name, logo, address and phone are filled in. |
| 8 | Departments and roles | Workspace settings › Departments and Roles | New colleagues can get the right access straight away. |
| 9 | First colleague invited | User Management › Invite a member | They received the email and signed in. |
| 10 | Huddles working (optional) | Server (IT Admin User) | Ports TCP 7881 and UDP 7882 are open, sudo ./huddles.sh status shows on, and a test call works. See "Turning on Huddles on your server". |
For steps 7, 8 and 9, the articles in the Administrator User Guide apply as written. The only difference: invitations go out through your company mail server, so you don't need to connect a Gmail or Outlook inbox first.
Troubleshooting
| Symptom | Resolution |
|---|---|
| The setup link doesn't open from your PC | The server's firewall must allow the port in the setup link from the office network (usually 80; otherwise 8080 or 3000). Ask the IT Admin User. |
| "The setup code isn't right." | Use the link or code the IT Admin User sent you, exactly as printed by the installer. |
| A red banner says the workspace has no license | Open Workspace settings › License and upload the license, or click Check now on an online server. See "License, seats and renewal". |
| You forgot the Workspace Admin password and no email arrives | The IT Admin User can create a one-time sign-in link on the server. See "Getting help and server commands". |
These articles are also in the Knowledge Base on your own server, after it is updated.