How to Set Up and Use Your Business OpenProject Server

Welcome to your Cloud Acropolis Business OpenProject instance. This guide covers everything you need to get started — from your first login through managing projects, tasks, and team collaboration. Your OpenProject server is fully managed, protected, and dedicated to you, running OpenProject Community Edition.

1. Accessing Your OpenProject Server

Your OpenProject URL was sent to you in your welcome email. It follows this format:

https://bpm-{number}.cabiz.lt

OpenProject has its own built-in username and password authentication. No one-time email code (OTP) is required to access the main interface — you log in directly with your OpenProject credentials.

2. First-Time Setup

Step 1 — Log In and Change Your Password

Use the Username and Password from your welcome email to log in for the first time. You will be prompted to change your password — choose a strong, unique password and store it securely.

Step 2 — Enable Two-Factor Authentication (Recommended)

OpenProject has built-in 2FA support, including TOTP (Google Authenticator, Authy, or similar) and WebAuthn/hardware security keys. Since your OpenProject instance may contain sensitive project data, we strongly recommend enabling it.

1. Click your account avatar (top right) → My account
2. Go to the Two-factor authentication section
3. Click Register a device and choose your preferred method (TOTP app or security key)
4. Scan the QR code with your authenticator app, or register your security key
5. Enter the verification code to confirm

Administrators can enforce 2FA for all users under Administration → Authentication → Two-factor authentication.

Step 3 — Configure Email Notifications

OpenProject sends notifications when work packages are updated, assigned, or commented on. To enable this, connect your own email account under Administration → Emails. Cloud Acropolis does not provide a shared mail relay — you will need your own SMTP credentials (for example, from your existing email provider or our separate Enterprise Mail product).

3. Understanding the Interface

Main Menu

OpenProject organizes work into Projects, each containing Work Packages (tasks, features, bugs, milestones, and more). The left-hand sidebar within a project gives you access to its modules — Work packages, Gantt chart, Boards, Calendar, Wiki, and more, depending on what is enabled.

Creating Your First Project

1. Click + Project from the top menu
2. Enter a project name and identifier
3. Choose a project template if offered, or start from scratch
4. Click Save

Administration

Administrators can access Administration from the top menu to manage users, authentication settings, email configuration, and system-wide settings. Always review the Administration settings before inviting your team.

4. Managing Work Packages

Creating Work Packages

1. Open a project and go to Work packages
2. Click + Create
3. Choose the type (Task, Bug, Feature, Milestone, etc.)
4. Enter a subject, description, assignee, and dates
5. Click Save

Tracking Progress

• Use the status field to move work packages through your workflow (New → In progress → Closed, or a custom workflow)
• Use % complete to track progress on longer-running tasks
• Attach files directly to a work package — these are scanned for malware automatically (see Section 7)

Gantt Charts and Scheduling

Go to the Gantt chart view within a project to see work packages on a timeline. You can set dependencies between work packages and drag to adjust dates directly on the chart.

Boards (Kanban / Agile)

Go to Boards within a project to use Kanban-style or Scrum-style boards. Create columns for your workflow stages and drag work packages between them as work progresses.

5. Collaboration Features

Comments and Activity

Every work package has an activity log and comment thread. Use comments to discuss details, ask questions, or document decisions — all changes to a work package are recorded automatically in its history.

Notifications

Once email is configured (see Section 2, Step 3), you will receive notifications for work packages you are watching or assigned to. You can fine-tune which events notify you under My account → Notifications.

Wiki

Go to Wiki within a project to document processes, meeting notes, or project knowledge in a shared, editable space.

6. Managing Users and Roles

Inviting Users

1. Go to Administration → Users → New user
2. Enter the user's name and email address
3. Set an initial password, or have the system send an invitation
4. Add the user to the relevant project(s) with an appropriate role

Roles and Permissions

OpenProject uses role-based permissions per project. Common roles include Member, Reader, and Project Admin — each with a different set of permitted actions. Configure custom roles under Administration → Roles and permissions if you need finer control.

7. File Attachments and Security

Attaching Files

You can attach files directly to work packages, wiki pages, and other items. Drag and drop files into the relevant area, or use the attachment button.

Antivirus Protection

Application-level antivirus scanning of file attachments is an OpenProject Enterprise feature and is not included in this Community edition instance. Instead, all traffic to your server passes through Cloud Acropolis's network perimeter security, which performs real-time antivirus inspection — malicious files are blocked before they ever reach your server.

8. Security and Best Practices

Your Server Security

Your Cloud Acropolis OpenProject instance is protected by:

• Dedicated VM — your instance is not shared with other customers
• Firewall (UFW) — only necessary ports are open
• Network perimeter security — all traffic to your server passes through Cloud Acropolis's network security, which performs real-time antivirus inspection
• Checkmk monitoring — 24/7 infrastructure monitoring by Cloud Acropolis
• Automated health checks — automated verification that OpenProject and its database are running
• Nightly backups — your data is backed up every night

Best Practices

• Enable 2FA for all users — especially for anyone with administrative access
• Use role-based access — give users only the access they need for each project
• Regularly review user accounts under Administration → Users and deactivate any no longer in use
• Keep project membership lists up to date as your team changes

9. Getting Support

Cloud Acropolis Support

For infrastructure issues — server not responding, performance problems, upgrade requests:

• Email: support@cloudacropolis.lt
• Support ticket: my.cloudacropolis.lt

OpenProject Documentation and Community

For feature configuration, workflows, and general questions:

• Official documentation: openproject.org/docs
• Community forum: community.openproject.org