Frequently asked questions about openDesk

Get answers to common questions about openDesk, from integrations and security to data handling and licensing.

FAQ

What is openDesk?

openDesk is a flexible office and collaboration suite designed for the public sector. It brings together proven open-source tools for email, calendars, document editing, file storage and team communication, all made accessible through a single secure login.

The suite is provided by the Centre for Digital Sovereignty (ZenDiS) on behalf of the German Federal Ministry of the Interior and Community. openDesk is developed in close cooperation with the teams behind each integrated application.

Public organisations can request demo access at any time.

What features does openDesk offer?

openDesk brings all key tools for the digital workplace into one interface. It's web-based, so it runs in your browser and is accessed through a central portal.

Features include real-time collaboration on documents, spreadsheets and presentations, plus a shared file repository for storing, sharing and organising content. Files can be shared both internally and externally with ease.

The suite also includes full-scope groupware: email, calendars, contacts and task management, along with modern collaboration tools like chat, video conferencing, a wiki, notes, and project planning.

User roles and permissions are managed centrally across all components.

Is openDesk only for federal authorities?

No. While the current rollout focuses on federal institutions, openDesk is designed for the wider public sector. It can be used by state and municipal administrations. Please note, however, that while interest has been expressed by organisations from around the EU, we are currently only catering to organisations from Germany.

How can municipal organisations get access to openDesk?

There are several ways to obtain openDesk. Municipalities that are members of govdigital, either directly or through their IT service provider, can procure it through the cooperative without going through a public tender.

Other local authorities may be eligible for direct procurement with a suitable justification. Contact us to learn more.

Can we operate openDesk in a municipal data centre?

Yes. openDesk can be hosted in your own data centre, as long as it supports a Kubernetes environment.

For organisations that prefer to run the system themselves, we offer help with setup, maintenance, and regular updates.

Alternatively, openDesk is available as a managed cloud service. Data is stored securely within the infrastructure of a German-based hyperscaler, in full compliance with data protection regulations.

How does openDesk protect our data and communications?

openDesk follows a multi-layered security approach to safeguard both your data and communications.

End-to-end encryption is used for chat (Element), while OpenPGP encryption is available for email via Open-Xchange. In the SaaS version, all uploaded files and attachments are scanned automatically for malware. Access can also be secured using multi-factor authentication.

The platform is built around the principle of data sovereignty. This means your data stays local. In the SaaS version, data is hosted by STACKIT in accordance with the BSI C5 criteria catalogue.

Can specialised processes be connected to openDesk?

Specialised procedures are not yet connected, but we realise how essential this is for many public sector workflows. We're currently working on standardised interfaces to connect e-file systems and actively developing additional integrations.

To help us meet your specific requirements, we welcome your input. Please get in touch if your organisation relies on any specific applications that you need to work seamlessly with openDesk.

How much does openDesk cost and how can we get it?

openDesk is available in two versions: the Community Edition can be downloaded free of charge from the openCode.de platform. You can use this version independently and support is provided by the community.

ZenDiS GmbH offers the openDesk Enterprise Edition for public administration. This version comes with extended functionality, professional support, and servicing that goes beyond the standard scope. It can be operated as an SaaS solution or hosted in your own data centre.

The SaaS version is currently aimed at German organisations with more than 500 users. Custom-tailored offers and pricing details are available on request. Educational institutions benefit from special terms, and volume pricing is available for larger organisations.

How is user and identity management handled in openDesk?

User and identity management in openDesk is handled by Nubus from Univention. It can replace or work alongside existing systems such as Microsoft Active Directory (AD).

Single sign-on is fully supported. This allows users to access all connected applications with just one login. Existing AD or LDAP directories can be directly connected.

To simplify setup, the Nubus Directory Importer makes it easy to migrate user data or set up hybrid scenarios where existing or proprietary directory systems continue to run in parallel.

What integration options are available in openDesk?

openDesk uses open standards and APIs to support integration with existing systems and specialised applications. For example, third-party software can be linked to openDesk’s central user management and single sign-on (SSO) process.

The platform features flexible document sharing thanks to compatibility with common Microsoft Office file formats. Apps are available for both desktop and mobile use, which cover core functions like chat (Element), file management (Nextcloud) and document editing (Collabora).

Additionally, file storage can be integrated directly into local file managers (e.g. Windows Explorer). Migration paths to Open-Xchange are available for existing email infrastructures, such as Microsoft Exchange.

Integrated audit-proof archiving is not yet part of openDesk, but a connection to document management systems (DMS) is planned.

How are data and storage managed in openDesk?

In the SaaS version, each user is allocated 2 GB of personal file storage. In addition, shared team storage of 1 TB per 100 users is provided. The standard mailbox size is 5 GB per user.

Storage upgrades are available upon request. If data is accidentally deleted, openDesk can help with granular recovery options.

Please note that openDesk does not currently offer audit-proof archiving, although support for external document management systems is in development. Detailed backup strategies are defined in the service level agreement for the Enterprise Edition.

How is openDesk deployed and operated?

Public authorities are eligible for the openDesk Enterprise Edition, which is available as a cloud solution or can be hosted in the organisation’s own data centre.

The SaaS version is hosted in a regional data centre in Germany (STACKIT). Private cloud solutions from international providers are also available.

Kubernetes is the underlying technology for both the cloud-based and self-hosted versions.

Service level agreements apply to the Enterprise Edition, with 99.9% guaranteed availability. Running openDesk in your own data centre requires a suitable infrastructure, but ZenDiS or an authorised partner can provide operational support if needed.

Optional support for data migration is also available. The Community Edition is free of charge and can be installed and managed independently by any organisation.

Does openDesk support internal and external collaboration?

openDesk is designed for flexible collaboration and can be used in many different ways. It works well as a complete workplace solution, for organising projects and networks, as an internal communication hub or for crisis response.

To collaborate with external partners, openDesk gives you secure guest access and makes file sharing easy.

The integrated chat function (Element) supports federation. This means users can communicate with people outside their organisation, provided they also use Element.

openDesk can be introduced gradually. Applications can be rolled out step by step, depending on your organisation’s particular structure and needs.

How does openDesk differ from other solutions?

openDesk is a fully developed alternative to proprietary office software suites. It was created to meet the specific needs of everyday ops in the German public sector. Its focus is on autonomy, security, and ease of use.

The software was developed in Europe and can be operated in full compliance with the EU General Data Protection Regulation. Hosting is available in German data centres which meet BSI standards.

Unlike proprietary platforms, openDesk consistently relies on open interfaces. This allows for smooth integration into existing IT systems without the need for major restructuring. Connectivity for specialised applications is in planning.

The key differentiator is that openDesk follows the processes of public administration, not the other way round. Our goal is to make digital collaboration simpler, more secure, and easier to manage. Day in, and day out.

Any other questions? We're happy to help.

Reach out if you'd like to talk about your specific needs, get a tailored quote, or schedule a live demo.

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