Teamwork

Groupware can streamline workflow in a company, but the functionality of different solutions varies greatly. For groupware to facilitate teamwork, it needs to anticipate the diversity of work processes and the historic structures in organizations of different sizes. As a flexible solution, it not only needs to modernize outdated processes, but boost efficiency and productivity, as well. In this article, I discuss the possibilities some groupware packages that are off the beaten track (see the "Not Considered" box) open up in a comparison of EGroupware, Group Office, and Kopano.

Conversion

If you are thinking of introducing a groupware solution, you need to consider several important criteria. In addition to the scope of existing functions, data protection and the ability to adapt to new working methods play a role. Open source applications help you take data protection seriously by running on an on-premises server so that data does not end up with third parties.

Two different strategies present themselves: With conventional client-server infrastructures, the data is stored on the server. Applications run on the clients to support collaborative processing of the data by the MAPI protocol. Web-based client-server systems, on the other hand, do not require applications on the clients. Instead, data and apps are stored on the server and users access them with a local web browser. This strategy naturally means less work for admins because they do not have to install and maintain client applications.

Distributed workgroups can also find it easier to use a private cloud solution as a service. Before taking this step, however, you need to consider the security aspects, such as whether you need end-to-end encryption.

Completely externally managed groupware solutions in the cloud usually means less work for the admin. The frequently time-consuming installation and configuration of groupware on a local server with additional services to match is no longer necessary. Software as a Service (SaaS) solutions are usually offered by groupware providers on a subscription basis; considerable costs can be incurred, depending on the size of the organization and the scope of features and support.

Additionally, an evaluation needs to take into account the modular structure of a groupware solution, which typically includes not only communication options and office applications, but also extension with industry-specific modules or customer relationship management (CRM) applications.

As home office work becomes more widespread, videoconferencing, chat, and other real-time communication features are being added. Finally, platform independence plays a role. Users can access cross-platform groupware systems with a smartphone or tablet and thus keep their data synchronized, even when on the move.

EGroupware

The German-based company EGroupware GmbH [3] offers a classic solution among the three candidates. The eponymous collaboration platform has been around for more than 15 years.

The package has been under continuous development, is licensed under the GPL, and is available in different flavors. Besides a free community version, EGroupware is available as a SaaS solution with different subscription models [4]. Licenses for the hosted solution cost around EUR20 per month, with special offers for schools and clubs.

An on-premises solution, several variants of which are available, supports use on dedicated servers on internal company networks under several price models that range between EUR40 and EUR50 per month for 10 users. If you want more, you can request a quote, but a free community version is also available, although it does lack some features and support services.

In the basic versions, the package comprises several groupware applications that can be supplemented by various modules. For example, admins can integrate Collabora Online (Figure 1), a complete office suite for document processing, and Rocket.Chat [5], a chat system tailored to the needs of companies. As an external videoconferencing solution, you can integrate the likewise free and proven Jitsi into EGroupware, if required.

The Apache Guacamole [6] remote access software stands out as a particularly innovative extension of EGroupware, allowing users to run applications on a remote desktop PC from their local web browser and access programs that are not installed locally at their home office.

EGroupware can also be integrated into the Univention Corporate Server [7] from the App Center with just a few mouse clicks. This combination helps companies strengthen their IT-supported teamwork while integrating additional server applications that make it easier to manage services.

Smart Working

Under the Smart Working key phrase, the developers have grouped in-depth integration of EGroupware basic components with external additional services, which the groupware integrates into the application in the form of apps.

The central element is easy-to-set-up videoconferences with Jitsi Meet [8], which participants can use to talk to each other at multiple locations. Just pick the participants from the address book and set up an ad hoc videoconference without any further installation or configuration.

The admin has the choice of several Jitsi server variants: You can run a Jitsi server in-house, use a Jitsi back end hosted in the cloud with Docker, or simply hook up a public Jitsi server (e.g., [9]). A push message then signals an incoming call to the respective participants, and the videoconference starts when the call is accepted.

Another possibility is to set up a videoconference through the integrated EGroupware calendar; then, EGroupware uses the email module to invite the participants, who then receive a corresponding link. Jitsi is also used in this case without any additional configuration. Users who integrate Rocket.Chat as an external app in their EGroupware installation can also start a videoconference directly from within the chat program.

Another special feature of Smart Working is that it integrates external web-based services into EGroupware with OpenID authentication (e.g., for websites managed by admins with OpenID). This feature works from within EGroupware without manual intervention. Also, you can integrate Docker environments into EGroupware. The only requirement is that the services to be included must also use OpenID.

With similar technology, Guacamole also makes the desktops on certain computer systems at remote locations accessible in EGroupware. Guacamole establishes the connection over Remote Desktop Protocol (RDP) or virtual network computing (VNC). In this way, users can access the desktop on a remote computer in heterogeneous environments, even if it is running another operating system. You can therefore use web-based applications that are not installed locally on your system. For this purpose, EGroupware also activates authentication mechanisms that guarantee secure access.

E-Learning

In cooperation with the Technical University of Kaiserslautern and the University of Tübingen (Germany), the smallPART module has also been developed, which extends EGroupware with software for interactive e-learning. Companies and general education schools and universities can design and implement video-centric courses with the help of smallPART by uploading videos manually into the system (Figure 2). For future versions, a URL will be all it takes to integrate external content (e.g., from video platforms such as YouTube or Vimeo).

Thanks to the e-learning module, the participants and instructors can take part in the course in real time. A commentary function helps, through which the course instructor can immediately respond to the comments and questions of the participants. Thanks to smallPART, EGroupware supports virtually delay-free interactive learning. The e-learning platform accesses the rights management of EGroupware, so that the participants have the same rights in e-learning as on the conventional desktop.

The e-learning interface has a very simple structure for the learners: It divides the work area into two panels, with the instructional video on the left and the commentary area on the right. It covers the entire communication chain of the participants. Users can type their own comments or questions below the video window. While the video is running, the course participants can submit questions or add comments as needed. The trainer determines whether the comments column contains the questions and statements of all participants or whether each participant only sees their own comments and those of the trainer.

For remarks and questions, the software inserts colored markers below the video in a horizontal timeline at the points to which they refer. By manually changing the color stripes, participants and instructors indicate whether they have responded to a comment or answered a question. From the comment column in the right-hand window, users and instructors can jump directly to the respective position in the video to which a comment or question refers. This offers immediate context, making the learning process far more efficient.

Within the videos, students and instructors can also add markers and quickly make them available on the timeline. In this way, users can draw attention to important areas within the video sequence or highlight details.

Interoperable

Although the individual EGroupware modules are based on common standards and therefore include import and export functions, smallPART strives for interoperability according to the Learning Tools Interoperability (LTI) specification. It also seeks to make teaching content usable for external e-learning platforms such as Moodle. In concrete terms, smallPART relies on the free Open LTI implementation, which lists course materials that are freely accessible on a website.

Group Office

Group Office [10], written in PHP by Dutch company Intermesh, is a web-based groupware solution that can be operated as an open source version or licensed as a professional version with the same range of functions. In return for free upgrades and technical support, the Professional edition for an IP address or URL costs EUR400 per year. An option starting at EUR10 per month gets you Group Office in a cloud version.

Group Office, contrary to what the name suggests, does not inherently have components of conventional office suites, such as a word processor, spreadsheet, and presentation program. Instead, it focuses on companies and offers an appointment calendar, along with address and file management (Figure 3), an email client, a notebook, and company-specific applications such as a CRM and a document management system (DMS), in addition to other applications.

Admins can host Group Office either in the cloud or from their on-premises servers. The package has numerous import and export filters for all common applications in the individual application areas and imports data from other standalone programs or groupware solutions (e.g., to make the data usable in the suite).

The modular structure also means that Group Office can be supplemented by Collabora Office Suite (LibreOffice with collaborative functions) in the enterprise, which removes the need for legacy office programs on workstations. Users in Group Office can also carry out everyday office work in a team with a uniform interface. The system requirement is a LAMP (Linux, Apache, MySQL, and PHP) instance; Nginx can be used as an alternative to Apache as the web server component.

Enterprise Deployment

In addition to the standard applications for use in the enterprise, the Professional version even includes a Helpdesk solution with an integrated ticket system, which is likely to go down well with support departments. To cover conventional enterprise-specific purposes, Group Office also integrates a complete project management system, including a Time Tracking module that allows users to manage projects seamlessly, from scheduling to time monitoring. The developers have even considered vacation planning.

Users find the required data in tabular form and divided into categories in the Projects tab. An integrated file manager helps users navigate. If the additional Billing module is installed, users can manage a project in Group Office from the kick-off meeting through the entire process to invoicing the customer and receivables management (Figure 4). The Project module also integrates the Helpdesk and Time Tracking modules.

Communicative

The individual Group Office modules can load datasets from numerous third-party applications and convert and export them into other formats. The LibreOffice derivative Collabora Online [11] is responsible for importing and exporting Office formats. In addition to filters for the common proprietary Microsoft formats, it also offers filters for PDF and, more recently, even the EPUB format.

To use Collabora Online in Group Office, admins need to configure an appropriate server. The E-mail module not only assumes the email client role, it can be supplemented by an email server if required. Here, Group Office supports Postfix [12] or Dovecot [13] as mail transport agents (MTAs). However, on Linux systems, this feature is currently only available for Debian and Ubuntu.

For large datasets, Group Office additionally integrates a document module with an index function, which handles even complex searches in datasets and mailboxes. This module is available as an add-on; on Debian and Ubuntu, it requires the installation of various tools like ImageMagick or Tesseract. Both the Billing and the Document editing modules are commercial and not available in the community version.

In the Team

As of version 6.4.145, admins can also integrate Rocket.Chat into the Group Office instance. The desktop integrates chat functions, including individual groups in the chat, and users can hold videoconferences and exchange files with Rocket.Chat if required.

To this end, Group Office does not provide Rocket.Chat itself but instead integrates it as a third-party application. To use the package in Group Office, admins already need to have a working Rocket.Chat instance running on a server.

Because of the possibilities that result from the integration of chat functions and videoconferences, Group Office is also useful as a platform for working in the home office. The synchronization module integrates smartphones and tablets into the system, but their capabilities are reduced because of screen limitations.

Kopano

Kopano groupware [14], developed by a German-Dutch company of the same name, was originally a spin-off of the Zarafa groupware server. In the meantime, Kopano has emancipated itself from the model, which has not been further developed since mid-2017, and the developers have added numerous functions.

The groupware package focuses on small and medium-sized companies, with Kopano's focus on ensuring that its users retain control over their data. Therefore, the software is available as an on-premises solution. Kopano adds more functionality through mature third-party applications already established on the market, including Nextcloud [15] and ownCloud [16].

Both the groupware solution itself and the external applications are open source software and use open standards. The Core server is based on Linux; the vendor website offers versions for download for numerous distributions. Less experienced admins can find preconfigured appliances that run in all common virtual environments.

On the client side, Kopano is extremely flexible. The software runs in the web browser of any workstation, and its own desktop applications are available on top. They integrate into existing systems and use distribution-specific applications, such as the file manager. For mobile devices, Z-Push keeps the respective data permanently synchronized. Appropriate documentation to configure the individual packages is provided on the vendor website.

The Kopano makers also distribute their groupware solution within the framework of a subscription model. The price models [17] depend on the number of users and the services required, ranging from EUR15 per user per year (Basic) to EUR30 per user per year (Pro). The prices for the Enterprise version are available on request. Additionally, a free community version is available for download, for which a separate website [18] exists.

Security

Besides open standards and the obligatory transport encryption with TLS, Kopano uses various other mechanisms to ensure a high level of data security by cryptographically securing the content of email with S/MIME and thus enabling end-to-end encryption.

Kopano also stores email, attachments, and calendar entries in encrypted form, thus preventing unauthorized third parties from viewing them. Kopano stores email and calendar entries from the groupware's calendar module in an encrypted database, and it stores attachments on the user's own computer system or in the local cloud. The web-based client works with HTTPS; the connections between the other clients and the Kopano Core server are secured by SSL.

Functions

Kopano has a modular structure and provides the usual groupware functionalities: The Basic version comes with an email client, contact and calendar management (Figure 5), and a task management module. An electronic notebook is also on board.

Users have access to the server and the data from all available clients. The additional modules, for which the manufacturer bills separately, are a collaborative office suite based on LibreOffice Online, a chat module, and a program for videoconferences.

The Kopano Documents module offers more possibilities than the office suite: It stores existing data in a distributed manner in local cloud instances. In this way, Kopano Documents works with ownCloud, Nextcloud, and Seafile installations.

Conventional file servers can also be used with Documents: The software supports common network protocols like the network filesystem (NFS) or server message block (SMB) in heterogeneous environments. Users always retain complete control over their data without having to compromise on availability.

Communicative

For videoconferencing, Kopano uses the in-house web-based Kopano Meet app. Thanks to WebRTC support, it works with almost all common browsers. Meet establishes peer-to-peer connections and encrypts the transport of the entire communication. Group meetings are possible, as is sharing the screen between the participants of a meeting. On demand, Kopano Meet can also integrate external users, who then receive invitations by email or text. If the operator uses Meet as a standalone application, the servers will run on-premises or in a private cloud environment.

Kopano uses the Slack alternative Mattermost [19] to implement team discussions within the groupware stack. In addition to private and public channels, it supports direct connections between individual subscribers. Mattermost also offers an option to include files in the chat, which eliminates the time-consuming need to email data. The integration of Mattermost chat rooms in the Kopano apps also supports seamless video and audio communication from within the chat.

Like Kopano Core, Mattermost either runs on dedicated servers within the enterprise or in a private cloud instance of its own, allowing users to retain sovereignty over their data and communications. After integrating Mattermost, application-specific tabs appear in the Kopano apps so that users can access them at any time.

Conclusions

All of the solutions I looked at include the usual groupware applications such as calendar, task, and contact management, as well as communication by email and chat. The interfaces and operating strategies are largely similar, so you need to look at the details to find the differences that matter to you (Table 1).

Group Office clearly focuses on the business customer looking not only for a team communication solution, but also for a way to manage business processes within the groupware setup. Thanks to integrated project planning, the CRM system, and the ability to handle accounting, the need to use third-party applications is eliminated.

Kopano presents itself as a solid all-rounder that places great value on data sovereignty and therefore prefers to support on-premises solutions and private clouds.

EGroupware, on the other hand, does not target a specific customer group but offers suitable tools for all application groups. With its e-learning module, EGroupware sets itself apart from all competitors. Thanks to this module, teaching and educational institutions can use the groupware sensibly for knowledge transfer. Although the smallPART learning platform does not offer all the functions of a full-fledged learning management system (LMS), it does represent an alternative to professional solutions for temporary home schooling. Another highlight of EGroupware is access to remote computers with Guacamole, which lets users access applications on remote computers, even if they are running on a different operating system.

What all solutions have in common, however, is that they require a considerable learning curve because of rich feature sets. The installation and configuration typically require in-depth skills. Careful training for admins and users is therefore indispensable.