Written by
The XWiki Team
Collaboration should be simple, but too often, it’s a struggle. Teams waste time switching between tools, hunting down the latest document version, or getting lost in endless chat threads. Important edits get overlooked, and decisions disappear into email chains. We wanted to change that.
That’s why we expanded our ecosystem by integrating Collabora Online into XWiki. The Collabora Connector Application (Pro) lets teams collaborate on external documents, from Word files, to spreadsheets, and presentations, without ever leaving their wiki. No more juggling platforms, losing track of updates, or worrying about file compatibility. Everything stays in one place, connected to your structured knowledge base.
Why this integration matters
XWiki already has built-in real-time editing for wiki pages, but teams often need to work on external office documents, too. We know that downloading files, editing them separately and re-uploading them is not an option, because it can create version chaos and add extra steps.
With Collabora Online, those extra steps disappear. Now, you can open, edit, and collaborate on office documents right inside XWiki, just like you do with wiki pages. No more version chaos, no more switching between platforms - just one smooth workflow that keeps everything in sync and your team focused on what matters.
Collaboration challenges in different industries
Every industry has its own way of working, but when it comes to document collaboration, the same issues pop up everywhere: miscommunication, lost edits, and scattered feedback. Here’s how the Collabora Connector Application (Pro) inside XWiki helps different teams tackle these challenges:
Keeping reports accurate and secure in finance
Financial teams work with highly sensitive reports, forecasts, and compliance documents, where even a small error can have costly consequences. Yet, the typical workflow often involves downloading spreadsheets, making offline changes, communicating in endless email threads, and re-uploading files which can lead to version conflicts, lost edits, and security risks.
With Collabora Online integrated into XWiki, financial teams can edit documents directly in their wiki, keeping everything centralized and secure. Track Changes ensures every modification is logged with timestamps and author names, making audits and compliance reviews efficient. Secure View gives teams full control over document access, ensuring that only authorized users can view or edit sensitive financial data. This means fewer risks, a clear audit trail, and smoother workflows - all without ever leaving XWiki.
Aligning marketing campaigns without the chaos
Marketing teams work with content calendars, strategy documents, and campaign briefs, often struggling with endless email threads and conflicting file versions. Without a centralized system, feedback gets lost in endless email threads, and conflicting file versions slow down execution.
With XWiki, marketing teams can build their own structured knowledge base, keeping all resources, plans, and brand guidelines in one place. The Collabora Connector App (Pro) allows them to edit campaign materials directly in the wiki, ensuring real-time collaboration without switching between platforms. Teams can leave Comments on drafts, track every update with Track Changes, and use Follow the Editor during live reviews to stay aligned.
By integrating document collaboration into XWiki, marketing teams can refine messaging, finalize strategies faster, and ensure that everyone (from content creators to project managers) works on the same up-to-date materials.
Making operations smoother with better documentation
Managing technical documentation, operational guidelines, and compliance processes is no small task. Administrative teams (including HR, office managers, clerks, and receptionists) handle everything from staff onboarding materials to accreditation paperwork and internal policies. Keeping all this information accurate, accessible, and up-to-date is essential for smooth operations, but it can quickly become overwhelming.
With XWiki, organizations can centralize their documentation in a structured, searchable knowledge base. HR teams can maintain training manuals and employee handbooks, office managers can update facility guidelines, and reception staff can access the latest procedural workflows, all without relying on scattered emails or outdated printed materials.
The Collabora Connector App (Pro) enhances this by allowing real-time editing of office documents directly inside XWiki. Multiple departments can co-edit policies, update administrative forms, or refine compliance reports together, eliminating version conflicts and unnecessary back-and-forth. Every revision is logged, making it easy to track changes and ensure accuracy.
By integrating real-time document editing with a structured knowledge base, XWiki helps teams maintain accuracy in their documentation processes. Whether refining technical manuals, updating compliance procedures, or managing operational guidelines, teams can ensure that every edit is logged, reviewed, and easily accessible. This reduces inefficiencies, prevents outdated information from circulating, and keeps essential processes running smoothly across departments.
A better way to share knowledge in education
Education thrives on collaboration, whether it’s teachers refining lesson plans, students working on group projects, or administrators managing policies.
With XWiki, universities, schools, and research institutions can build a structured knowledge base where faculty, students, and staff can store, organize, and retrieve educational resources effortlessly. Instead of sifting through email attachments, multiple cloud platforms, or disconnected learning management systems, everything is in one organized, searchable space.
The Collabora Connector App (Pro) enables real-time document editing directly in the wiki, so professors can co-edit syllabi, researchers can refine academic papers together, and students can work on group projects without struggling with version conflicts.
For administrators, XWiki provides a single source of truth for academic policies, accreditation documents, and internal reports. Instead of dealing with outdated PDFs and scattered files, policies can be updated in one place, with version history and access control ensuring transparency and security.
With granular permissions, institutions can also control who accesses what, keeping confidential student data and faculty documents protected. XWiki empowers educational institutions to simplify workflows, enhance teamwork, and keep learning materials organized and easily accessible.
Transforming teamwork with the Collabora Connector Application (Pro) and other XWiki Pro Apps
Collaboration goes beyond just editing documents. It’s about staying organized and making teamwork efficient. The Collabora Connector App (Pro) works hand in hand with other XWiki Pro Apps, creating a workspace where everything is connected. Need to assign tasks? Track deadlines? Capture new ideas? It’s all in one place, so your team can focus on getting things done instead of jumping between tools.
✔️ Fewer interruptions, more productivity – With Calendar Application (Pro), teams can schedule deadlines and meetings without switching platforms, keeping everything organized in one structured space.
✔️ Keep ideas front and center – Use Ideas Application (Pro) to capture proposals and feedback directly in XWiki. Comments and revisions stay visible, making it easier to refine plans without losing track of important input.
✔️ More productive meetings – With Task Manager Application (Pro), teams can assign action items directly within XWiki, ensuring that decisions made during discussions turn into concrete tasks. No more scattered to-do lists, as everything stays linked to your workspace for easy follow-up. Teams can track progress in one place, without bouncing between tools.
✔️ Onboard new team members with ease – Instead of juggling multiple platforms, new hires can get up to speed quickly with everything in one place from documentation to task management.
Secure and open source
Big Tech platforms often lock users into their ecosystem, limiting flexibility and driving up costs over time. With XWiki and Collabora Online, you retain full control over your tools and data, ensuring true digital sovereignty:
🔐 Data sovereignty – Host your documents on your own servers or with a provider you trust, ensuring complete ownership and control.
🔓 No vendor lock-in – Use the tools that fit your needs without being tied to a single provider or proprietary ecosystem.
🛡 Enterprise-grade security – Keep sensitive information protected with strong encryption and access controls, while enabling team collaboration.
Since both XWiki and Collabora are open-source, you're not limited to a fixed set of features dictated by a proprietary provider. You have the flexibility to customize, extend, and integrate these tools to fit the way your team works best.
Join our upcoming webinar 🎯
Want to see the Collabora Connector App (Pro) in action? Join our live webinar and learn how real-time document editing inside XWiki can transform the way your team works.
Here’s what you’ll get:
✔️ A live demo of the integration
✔️ Expert tips from the XWiki and Collabora teams
✔️ A chance to ask questions in a live Q&A session
📢 Register now and take your collaboration to the next level!
