XWiki and OpenProject strengthen bidirectional integration between project work and knowledge

On June 24, XWiki and OpenProject came together for a practical conversation about a question more organizations are starting to ask: what does it really take to move away from Jira and Confluence?

During the webinar, Ștefana Nazare from XWiki and Robin Wagner from OpenProject explored the choices organizations face when reviewing their collaboration tools. They discussed migration, hosting, costs, data control, and the challenge of keeping project work connected to the knowledge that explains it.

The session also included a live demonstration of both platforms and the growing integration between them.

Project work needs context

A task can show what needs to be done, who is responsible, and when it is due. But it rarely tells the whole story.

The reasoning behind that task may live in a decision record. The requirements may be documented elsewhere. Meeting notes, technical details, procedures, and lessons learned may all be spread across different spaces.

OpenProject helps teams plan and manage their work. XWiki gives them a place to structure and preserve the knowledge surrounding it.

Connecting the two means that teams can move more easily between a work package and the documentation that gives it context.

Bidirectional integration takes shape

The integration between XWiki and OpenProject is evolving into a two-way connection that brings project management and knowledge management closer together.

The OpenProject Integration (Pro) allows teams to display OpenProject work packages directly inside XWiki pages. Users can filter and sort project data, embed individual work packages, and create new ones based on XWiki content. This enables documentation spaces where project information sits alongside requirements, decisions, and technical notes.

At the same time, OpenProject now offers its own XWiki integration. Users can link XWiki pages to work packages directly from within OpenProject, making relevant documentation accessible in the context of project execution.

Together, these capabilities create a bidirectional flow of information, helping teams navigate seamlessly between tasks and the knowledge that supports them.

The goal is to simplify usage for everyday users. Administrators can prepare templates, pages, and views that reflect organizational workflows, allowing teams to benefit from the integration without needing to configure it themselves.

Migration needs more than an import tool

Moving away from Jira or Confluence is rarely a simple transfer of issues and pages.

Organizations may need to preserve attachments, comments, page history, permissions, user groups, internal links, macros, custom fields, workflows, and integrations. Some of these elements can be migrated directly. Others need to be mapped, adapted, or redesigned.

That is why early assessment and test migrations matter.

A test migration helps teams understand what can be transferred, what needs additional work, and how the new environment should be prepared before users arrive. It also gives organizations time to make decisions without being pushed by a deadline.

Control is about more than hosting

Self hosting is an important part of digital sovereignty, but it is not the whole picture.

Organizations also need control over how their tools connect, how their data can be exported, and how easily the platform can be adapted as their requirements change.

XWiki and OpenProject can both be deployed in the cloud or on premises. Because they are open source, organizations are not limited to one hosting provider or one predefined way of working.

This does not remove the need for careful planning. It gives teams more room to build a collaboration environment around their own infrastructure, processes, and long term priorities.

Watch the webinar

The recording includes the full demonstration, practical migration advice, and answers to questions about XWiki, OpenProject, Jira and Confluence migration, identity management, hosting, workflows, integrations, and future product developments.

Watch the session to see how XWiki and OpenProject can bring project work and structured knowledge together in an open source collaboration stack.

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