5 steps to get started with live collaboration in Documents

Teams collaborate on ideas, strategies, and texts every day, but when this happens outside the project tool, context gets lost and coordination takes more time than necessary. With OpenProject 17.0, real-time collaboration is now built directly into the Documents module (Cloud and Containerized installations) — but only if the module is activated in your project.

In this article, you will learn why enabling the Documents module is worth it, how live collaboration works in OpenProject, and how to get started in just a few minutes.

Get started with live collaboration

Enabling the Documents module is a small step that can have an immediate impact on how your project team collaborates. Instead of using separate tools or exchanging document versions, teams can create and edit documents together directly in OpenProject.

Typical use cases include:

• Brainstorming ideas together in real time.
• Aligning on strategies, concepts, or project goals.
• Drafting guidelines, proposals, or internal documentation.
• Collecting input and feedback from multiple stakeholders.

Important

Real-time documents collaboration is available starting with version 17.0 and is automatically enabled for Containerized and Cloud-hosted installations. Packaged installations (DEB/RPM) require additional manual setup. Please see our system administration guide for more details.

How to use the OpenProject Documents module for real-time editing

Imagine a marketing team that wants to align on its strategy for the year. Several people need to contribute ideas, refine wording, and agree on priorities — ideally without exchanging files or switching between tools. The Meetings module helps collect ideas and align on topics in a structured way, but sometimes teams simply need a shared document to brainstorm collaboratively, without organizing everything as a meeting.

With the Documents module enabled, the team can create a shared document in their project and start working on it together in real time. Everyone sees changes instantly, comments can be addressed on the spot, and the document evolves collaboratively instead of through multiple versions.

Below is a simple example of how project admins can get started and introduce live collaboration in just a few steps.

1. Activate the Documents module in your project

As a project admin, open the project settings and activate the Documents module. This is the only required step to make live collaboration available to your project members. Once activated, all users with the appropriate permissions can create and edit documents together in real time.

2. Create types to structure your documents

To keep documents organized, you can define document types such as Strategy, Concepts, or Internal documentation. This is especially helpful when multiple teams or topics are involved. Types make it easier for project members to find and reuse documents later on and can be adjusted as your project grows.

3. Create your first document

Create a new document and give it a clear title, for example Marketing strategy 2026. The document opens directly in the editor, and changes are saved automatically while you work. From this point on, multiple users can edit the document at the same time without any additional setup.

4. Share the document with your team

Simply share the document link with your project members. Everyone with access to the project can open the document and start contributing immediately. No separate invitations or external sharing settings are required — project permissions apply automatically.

5. Explore the editor and link work packages in the text

Use the editor to structure your content, add lists or headings, and reference relevant work packages directly in the document text. This helps connect ideas and decisions with the tasks they relate to. For more advanced editing options, you can learn more about the underlying editor technology in the BlockNote documentation.

Tip

Use the news module to spread the word and encourage project members to try out live collaboration in Documents as well.

Activate live collaboration in your team

You are already taking the time to read about live collaboration — enabling the Documents module in your project takes less than a minute. Activate the Documents module, create a first document, and invite your team to work on it together.

If you are looking for more details on specific settings or permissions, our documentation is the best place to start. The User Guide explains how to work with documents, while the System admin guide covers technical setup and configuration options.