User guide

Tip

One of the module’s advantages is that it allows the creation of users without consuming OpenKM user licenses.

The Electronic Data Exchange (EDX) is an OpenKM module designed to guarantee the secure exchange of documentation between the organization that uses OpenKM and its clients and stakeholders.

Preliminaries

Create folder templates

Note

In OpenKM, in the Templates section, the organization must create folder and subfolder templates to better manage the documentation exchange.

The OpenKM instance with the Electronic Data Exchange Module will have automated folder templates configured according to the use case you need.

Danger

You can rename these folders, but not delete them.

• /okm:templates/folder/Docs from ( to receive documentation from the client )
• /okm:templates/folder/Docs to ( to provide information to the client )

The organization can create a subfolder to better classify the documents it wants to exchange with its clients. Below is an example: a consultancy agency that provides services in the field of invoice management, human resources, and taxes could set up the following subfolders.

• /okm:templates/folder/Docs from/Fees 
• /okm:templates/folder/Docs from/HR ( Human Resources )
• /okm:templates/folder/Docs from/Invoices

Management of the client folder

When a new user (client) is created in EDX, a new taxonomy appears in OpenKM with the client’s name based on the templates (below is a sample for client John).

• /okm:root/clients/John
• /okm:root/clients/John/Fees
• /okm:root/clients/John/HR
• /okm:root/clients/John/Invoices

Suppose the organization has a new client who requests fee matters but not human resources ones. The organization can delete the HR folder in the taxonomy. In this way, the user who accesses the EDX will only see the taxes and invoices folders to upload documents.

• /okm:root/clients/John
• /okm:root/clients/John/Fees
• /okm:root/clients/John/Invoices

In the same way, the organization can create new subfolders in the taxonomy folders to cover specific needs of document exchange for each client, for example a folder to exchange Marketing documents.

• /okm:root/clients/John
• /okm:root/clients/John/Fees
• /okm:root/clients/John/Invoices
• /okm:root/clients/John/Marketing

EDX Module

Tip

EDX has its own user management module. The users, passwords, and roles are managed within the module.

Creating users in the EDX

Caution

The Admin user is the only user able to create new users on the platform.

1. Click on the “USERS” tab.

2. Click on the “Add user” ➕ button, which opens a pop-up window with the following fields to be filled.

   Field	Type	Description
   OpenKM User	Select	Displays the menu in which the EDX administrator determines the type of user to create.
   Role	Select	The role of the user.
   User Id	String	The unique user ID.
   Password	String	EDX has an automatic strong password generator; however, the administrator can choose to insert another password. The password.
   Name	String	This information will help the administrator identify the beneficiary more easily. The customer’s name.
   Email	String	EDX will use it to send notifications to the user. The customer’s email.

3. Click the “SAVE” button.

Tip

When a user is created:

• The beneficiary will automatically receive an email with the credentials of access to the module
• A new taxonomy appears in OpenKM with the client’s name based on the folder templates created in OpenKM.

Editing users in EDX

• Click on the “USERS” tab.
• Click the “EDIT” button, which opens a pop-up window with the following fields to be updated.
• Update the fields.
• Click the “SAVE” button.

Deleting users in EDX

• Click on the “USERS” tab.
• Click the “DELETE” button

EDX for the user

Both the Electronic Data Exchange owner and the beneficiary(s) can store documentation in the module.

As a standard user of EDX, when we log in, the system presents:

My Documents

The area where users can see the folders with the documents shared with them (“Docs to” folder, in OpenKM) according to the products and services they need.

Caution

The organization must first upload these documents into the OpenKM taxonomy.

The user can:

• Browse the entire repository.
• See the necessary information about the contents at your disposal.
• Preview the file.
• Download the file

Upload documentation

1. Click on the “UPLOAD” tab.
2. Select the destination folder.
3. Select the file that we are going to upload by clicking on the “CHOOSE FILE” button.
4. Click the “UPLOAD” button.

Tip

EDX saves the documentation sorted by date. The user will be able to see that the taxonomy has been updated with a new folder for each year containing the file.

Caution

If a document is uploaded to the same folder with the same name, OpenKM will create a new version of the document.

News

The EDX user can see news that has occurred in the application (click on the “NEWS” tab).

In this view, the user can:

1. Directly access the selected content by clicking on the ➡️ button.
2. Download the file from this workspace.
3. Clear the news list by clicking on the “CLEAN NEWS” button.

Search

In the “SEARCH” tab, the user accesses the module’s search engine in content search mode.