openDesk 1.6: Smart document management and greater security

Important note regarding this update:

Direct updates from openDesk version 1.4 to 1.6 are not supported. Please make sure you're already on openDesk 1.5 before you upgrade to version 1.6.

File storage

File storage now offers better control over organising data and helps streamline everyday document handling. The improved sharing sidebar makes it easier to navigate internal and external shares.

File labelling has also been enhanced. Multiple documents can be tagged at once using colour-coded labels. Administrators can prevent users from creating new labels to ensure everyone uses a predefined set.

File conversion has become simpler too: files can be quickly exported to another format from the context menu without having to open the editor.

Document management

With version 25.04.2 of our partner Collabora, all users benefit from key improvements when editing text documents, spreadsheets, and presentations. Full details of the extensive update are available in the official Collabora Online 25.04 release notes, including the following functions.

Intelligent editing

This version delivers greater stability through improved font handling. The new Styles and Navigation sidebars provide quicker visual checks and easier standardisation of style sheets, while allowing multiple tools to be used at the same time for better use of screen space.

The Autotext feature saves time by letting you insert frequently used text snippets instantly. Dictionaries now recognise technical terms more reliably and help prevent mistakes.

In addition, enhanced comment functions and a spotlight search within format templates make it easier to edit and standardise documents precisely.

Qualified electronic signatures and PDF 2.0

The introduction of eID Easy PDF Signing enables the creation of qualified electronic signatures (QES) directly from within openDesk. Support for today's PDF 2.0 standard with stronger encryption further increases document security.

Users can now also sign documents digitally.

Granular tracking and secure deployment

Using rootless containers based on Linux namespaces strengthens system security by reducing the server infrastructure’s attack surface. The new Server Signature Hiding feature conceals the exact version number, making targeted attacks harder.

Project teams and editors alike benefit from the new Per-User Change Tracking feature, which allows you to track changes individually per user for more collaborative flexibility. This makes it possible to create detailed edit trails for selected users when needed, without affecting a document's overall clarity.

All together, these features provide better control while supporting audit compliance. Granular change tracking helps meet compliance requirements and safeguard the holistic documentation of decision-making processes.

Accurate spreadsheet calculations

The optimised processing of XLSX files reduces server loads and improves performance. This has a particularly positive effect on system stability when working with large amounts of data.

Thanks to the improved handling of named ranges, working with large amounts of data is faster and more intuitive. Instead of referencing cell ranges like A1:B10, you can now assign meaningful names, reducing input errors with the help of a new auto-complete function. Complex XLSX files also load noticeably faster for smoother editing.

Professional presentations

The new Presenter Console gives users more control and confidence during presentations. It shows speaker notes and a preview of the next slide while the audience sees the current slide. Copying and pasting slides between different presentations is now simpler too, so preparing your decks is faster.

Email, calendar and contacts

The OX App Suite's upgrade to version 8.38 brings improved stability and ease of use. IT admins will appreciate greater reliability and less need for support thanks to improved compatibility with the Safari browser and optimised retry logic in the event of connection errors.

Project management

OpenProject's update to version 16.1.1 focuses on minor bug fixes to improve the application’s stability and reliability for smoother project workflows all users will enjoy.

Project life cycle with phase gates

Version 16.1 introduced a central feature for structured portfolio planning: the project life cycle with phases and phase gates. Projects can now be divided into freely definable phases, with phase gates at each transition serving as deliberate decision points. Instead of automatic progression, these gates allow for a thorough evaluation of whether a project should continue or be concluded.

Export meetings as PDF

Meeting minutes and agendas can now be exported directly as PDF documents. This new feature automatically compiles all agenda items, descriptions, results and related metadata into a clear, print-friendly format that's ideal for archiving or sharing.

Hierarchy view for custom fields

As an enterprise add-on, you can now display the entire tree of custom fields directly in the work package view. This makes parent-child relationships between custom fields instantly visible and easier to understand.

Deployment

Identity and access management

openDesk 1.6 expands the IAM with additional security mechanisms. The containers for UMC Server and Portal Consumer now run without root permissions and use a read-only file system per the principle of least privilege. IP blocklists are active by default to better defend against automated attacks. As a preview, a 2FA Helpdesk feature and an experimental SCIM Server have been added. Once activated, they allow centralised management of user accounts across different systems.

Changelog

The entire changelog for openDesk 1.6 is available on openCode.