Your OpenVista workspace combines file storage and collaboration (Nextcloud), project management (OpenProject) and legal invoicing in one hosted environment. This guide covers the practical steps to open your workspace, organise it and invite your first users.
What the workspace includes
- Nextcloud: files, internal and external sharing, calendar, contacts, and desktop and mobile sync.
- OpenProject: projects, tasks, planning and time tracking.
- Legal invoicing: quotes, invoices and payment tracking, with the mandatory details required in Morocco.
The three components share one account: a single login, not one user per application.
1. Order and activate your plan
The plans differ by included storage: 10 GB for OpenVista Starter, 50 GB for Pro, 100 GB for Enterprise. The user count, options and current price are shown on the order page; your access opens once payment is confirmed.
2. Receive and secure your access
You are notified in the client area, with the sign-in address, your username and the two-factor (TOTP) enrolment link. Start by changing the password, enable two-factor authentication, then store the recovery key outside the app.
3. Organise folders before inviting
A tidy workspace from day one prevents duplicates and uncontrolled sharing. Work in this order:
- Create one folder per activity or per client, with a short, stable name.
- Decide who uploads files and who approves their distribution.
- Avoid public share links for financial or personal documents.
4. Invite your team
Create one account per person, never a shared account: action tracking and per-user billing depend on it. Assign groups (accounting, projects, management), then read or write permissions. Add external providers to a separate group with time-limited access.
5. Start with projects and invoicing
In OpenProject, create the project, its work packages and milestones. Then complete the company record in the invoicing module: identity, numbering, payment methods and bank details. A first test invoice, followed by its cancellation, validates the flow before the first real send.
6. Good practice
Enable desktop sync on the machines that work on the same folders instead of multiplying local copies. Review the list of active users every quarter and remove access for people who have changed role. The recycle bin and version history cover handling mistakes; they do not replace a backup, so export critical documents regularly.
