Skip to main content

How to set up a project room

Managing multiple projects, each with numerous moving parts, can be taxing and, without careful management, can lead to inefficient processes. ONLYOFFICE DocSpace provides you with rooms to work and collaborate with team members.

Connecting your DocSpace to MCP clients via the DocSpace MCP server enables you to use these AI clients as assistants, allowing you to issue commands that improve the efficiency of how you handle projects.

This guide will show you how to set up a project room using the MCP server.

Scenario​

Imagine you're a project manager with a newly commissioned project to manage a website redesign for a company called Meridian Corp. You need to set up a collaboration space in DocSpace for your team before the kickoff meeting.

A task like this normally takes numerous clicks, but with the DocSpace MCP server, all it takes is a few natural language commands with your AI client.

What you'll learn​

This tutorial uses the get_room_types, create_room, create_folder, get_all_people, get_room_access_levels, set_room_security tools.

Before you proceed​

note

Every AI MCP client sends a confirmation message to deny or confirm every action after you issue a prompt. This confirmation message differs from client to client — Le Chat uses Always allow, Decline or Continue.

Recommendations to follow​

  • Give detailed and contextual prompts that clearly define the scope and reduce the number of clarification steps the MCP client will otherwise have to take for clarity. For example, consider these two prompts:

First prompt Create a new room This prompt offers no details on the type of room or the intended name of the room. In this case, the client will subsequently ask numerous questions, like the type of room and intended name, before creating the room, which increases the number of prompts and also reduces efficiency.

Second prompt Create a new collaboration room called X Unlike the first prompt, this second prompt provides all the necessary information for the agent to create the new room, reducing the need for further clarification and thus improving efficiency.

  • Always verify creation after prompts.

Step 1: Understand your room options​

Before creating a room, it's important to note what room types DocSpace supports to select the right room that supports your specific needs. Different room types are designed for different workflows — some are suited for document editing, others for read-only review or public sharing. Hence, picking the wrong room type can limit collaboration features later.

For active team projects, a Collaboration Room is typically the right choice.

Enter this prompt into your MCP client:

What room types are available in DocSpace?

The AI will call the get_room_types tool and return a list of available types (e.g., Collaboration Room, Custom Room, Public Room). Read through them and decide which type fits your project.

Step 2: Create the project room​

Now that you know which room type you want, create the room.

Try this prompt:

Create a new collaboration room called "Meridian Corp — Website Redesign".

The AI will call create_room and return the new room's details including its ID. Take note of the room name for reference purposes in subsequent steps.

Confirm the room was created by asking:

Get the details of the room named "Meridian Corp — Website Redesign".

This calls get_room_info and lets you verify the room's type, creation date, and ID.

Step 3: Build a folder structure​

A well-organized folder hierarchy makes it easy for team members to quickly find the right documents without any issues or delays. For this project, you'll create four top-level folders.

Try this prompt:

Create the following folders inside the "Meridian Corp — Website Redesign" room:
- "01 — Briefs & Requirements"
- "02 — Design Assets"
- "03 — Drafts & Work in Progress"
- "04 — Final Deliverables"

The AI will call create_folder multiple times in sequence. Once done, verify the structure:

Show me the contents of the "Meridian Corp — Website Redesign" room.

This calls get_folder_content and displays your folder tree.

note

For end users: Prefixing folder names with numbers (01, 02, etc.) keeps them sorted in the order you want, not alphabetically.

For developers: The create_folder tool takes a parent_id parameter. When creating nested folders, you'll pass the ID returned from the parent folder creation as the parent_id for the child. Your AI agent handles this chaining automatically when you describe the nesting in natural language.

Step 4: Look up your team members​

Before you can invite anyone, you need to know who's available in your DocSpace portal and what their user identifiers are.

Try this prompt:

List everyone in the DocSpace portal.

The AI calls get_all_people and returns a directory of all users with their names and IDs. Scan the list and identify the teammates you want to invite:

  • Alex Chen — Lead Designer
  • Priya Nair — Copywriter
  • Jordan Mills — Client Stakeholder (review-only)

Step 5: Control team members' access levels​

Before inviting people, check what access levels are available so you can assign the right permissions.

Try this prompt:

What access levels can I assign when inviting users to a room?

The AI calls get_room_access_levels and returns the available roles — typically something like Editor, Reviewer, Viewer, Form Filler, or Room Admin depending on the room type.

Plan your assignments:

  • Alex Chen → Editor (actively working on design files)
  • Priya Nair → Editor (writing and editing copy documents)
  • Jordan Mills → Viewer (client, read-only access)

Step 6: Invite your team​

Now send the invitations, with permissions attached.

Try this prompt:

Invite the following people to the "Meridian Corp — Website Redesign" room:
- Alex Chen as an Editor
- Priya Nair as an Editor
- Jordan Mills as a Viewer

The AI calls set_room_security with the appropriate access levels for each user.

Verify the invitations worked:

Who currently has access to the "Meridian Corp — Website Redesign" room and what are their roles?

This calls get_room_security_info and displays the current member list with their access levels.

You've successfully set up a fully structured, secure project room through natural language alone. Your team can now start collaborating in an organized space without any manual setup through the DocSpace UI.