OpenKM 6.3 - CE

Hardware and software requirements

Installation

Setup

Troubleshooting

Administration guide

User guide

Quick start

Essential fundamentals

Plan your data organization

Working with the menu bar

Working with the toolbar

Working with desktop

Working with search

Working with the dashboard

Working in status bar

Bulk Uploader

HTML editor extension

Extra tab workspace extension

External tab document extension

External tab folder extension

External tab mail extension

Forum extension

Wiki extension

Stapling extension

Using OpenKM from external applications

Migration guide

Development

Working with search

The search tab enables the query the repository. The search view is distributed in four sections:

Searches panel.
Search panel.
Control panel.
Results.

Searches panel

The Search panel at left hand side is an stack panel.

Once a search has been done, it can be saved for future sessions by entering a name that identifies it and clicking on the "Save search" button.

This panel have two stacks:

Stored searches.
User news.

Stored searches shows a list of user's searches that has been saved to be use later. With a double-click on stored search, you can execute the search again. With right click on a stored search will be shown a contextual menu with this options:

Feature	Description
Run	Run stored search.
Delete	Delete an stored search.
Share query	Share an stored search. This option is only available if you have enabled the Messaging feature.

The stored searches and users news are only visible for the user who created them.

User news shows a list of user searches that are used as push service ( usually executed every 30 minutes ). These searches are periodically executed and the results are shown at Dashboards > News panel.

User news helps users to be periodically updated about repository news based on his own queries.

Will be shown only new results that have appeared since the last time the query was executed.

Search panel

This panel at the top center gives access to different searches to query the content of the application:

Default search is a full-text search. Default search is also available from the top right corner on the screen.
Advanced search enables you to search on keywords, metadata and additional criteria such as location in the application.

You can switch between default or advanced search checking or un checking the "View advanced mode" checkbox.

Default search engine configuration uses stemming and stopwords.

Stemming is the term used in linguistic morphology and information retrieval to describe the process for reducing inflected (or sometimes derived) words to their word sterm, base or root form generally a written word form. The stem needs not to be identical to the morphological root of the word; it is usually sufficient that related words map to the same stem, even if this stem is not in itself a valid root. For instance, if you type "fishing" in a full-text search field, search results will return documents with "fishing", "fish", "fisher". In that case, the stem is "fish".
Stopwords usually refer to the most common words in a language, there is no single universal list of stop words used by all processing of natural language tools, and indeed not all tools even use such a list. The stopword are removed from search. For example "the", "is", "at", "which" and "on" are stopwords.

Operators and wildcards

By default internally the search engine use the "AND" operator.

You can use wildcards:

Add an asterisk "*" as a placeholder for any unknown or wildcard terms, for example, "*2015", "2015*", "20*15" or "*2015*".
Add an asterisk "?" as a placeholder for any unknown or wildcard character, for example the query "?015" will return occurrences where first character doesn't matter.
The query "2015" is a synonim of "2015*". On this search view application always add "*" for you at the end.

Default search

Default search is a full-text search.

Default search shows results nodes only in "/okm:root" context, results from other context are automatically filtered.

The search takes in consideration:

Content ( document content ).
Title.
Keywords.
Name.
Subject ( mail subject ).
Body ( mail content )
Notes.
UUID ( node UUID ).

Always at the top right corner you have quick access with Quick search box feature.

Advanced search

Advanced search enables you to search on keywords, metadata and additional criteria such as location in the application.

The advanced search organizes the query fields on tree tabs:

Basic ( most common fields ).
Advanced.
Metadada.

The available criteria from basic view :

Field	Description	Wildcard allowed
Context	Sets the context where is executed the query. Available context: Taxonomy. Templates. My documents. E-mail. Trash.	No.
Content	The content of the node. Document content or mail body.	Yes.
Name	The name of the node.	Yes.
Title	The title of the node.	Yes.
Keyword	The associated keywords of the node.	Yes.
Language	The language of the document. Only the nodes of typed document has language value.	Yes.
User	The creator.	No.
Date range	The range of dates where the node has been modified ( or created ). Each selected date is set to 00 hours, 00 minutes, 00 seconds and 00 miliseconds. That means if you want to do a query of a node modified the day 2015-08-15 must set a range from "2015-08-15" to "2015-08-16" ( internally you're querying from "2015-08-15 00:00:00" to "2015-08-16 00:00:00"). It is not mandatory to set both dates for range ( "from" or the "to" ), you can set only one date.	No.

The available criteria from advanced view :

Field	Description	Wildcard allowed
Folder	Restrict results to some folder. When Recursive checkbox is checked also considers the subfolders.	No.
Category	Restricts results to some category. The nodes must be associated to a specific category.	No.
Type	Restrict the types of node: Document Folder Mail When Mail checkbox is checked are shown extra fields ( from, to , subject )	No.
MIME type	Set the document MIME type.	No.
Notes	The content of the notes.	Yes.
From	The from mail field. This field is only available if you have checked the Mail checkbox.	Yes.
To	The to mail field. This field is only available if you have checked the Mail checkbox.	Yes.
Subject	The subject mail field. This field is only available if you have checked the Mail checkbox.	Yes.

From metadata view you can filter by any metadata field from existing metadata groups:

Click on Add metadata group button.
Choose one metadata group from the list.
Choose a property from the list.
Click Add button.

On almost input and text area fields you can use wildcards.

Control panel

Control panel at the right top corner has several features:

Featureright	Description
Switch to Advanced mode checkbox	When checked is shown the advanced mode search view.
Results compact view checkbox	When checked the results are shown in a compact table with minimal details.
View metadata groups checkbox	When checked are shown metadata groups associated to each node in results view. This option is only available when "Results compact view" is not checked.
Save as user news checkbox	When checked if the user saves a search, will be set to user news search.
Save search button	Once a search has been done, it can be saved for future sessions by entering a name that identifies it and clicking on the "Save search" button. Depending if "Save as user news" checkbox is checked or not will be saved as "stored search" or "user news".
Page results lists	Set the limit of nodes to be shown in the results list.
Clean button	Resets the search.
Search	Executes the search.
Results	Indicates the number of results ( total ).
Go to previous	Goes to previous list.
Go to next	Goes to next list.
Export to CSV	Downloads a CSV file with results.
Export to ZIP	Downloads a ZIP file with results.

Results

The Results panel at the bottom center shows a table of nodes ( documents, folders and mails ) what are the result of querying the repository. Results panel are shown in:

Compact view ( a table with a single row for each node ).
Full view ( a detailed description for each node ).

Stars indicates the relevance of the document found. This value is established by the Search engine according to the search field and the results found. The list of documents found is ordered from most to least relevant.

When you do a right click on compact view will be shown a contextual with the options:

Feature	Description
Download	Downloads the node. Only shown in document or mail nodes.
Go to document	Goes to the document location. Only shown in document nodes.
Find similar documents	Find similar document in the repository. The feature is based on search engine heuristic that based on contents of the selected document return similar documents. Only shown in document nodes. The search is executed only on the context of the selected stack. This feature is only enabled when is selected a document in Browser view.
Go to folder	Goes to folder location. Only shown in folder nodes.
Go to e-mail	Goes to mail location. Only shown in mail nodes.

From full view you see detailed information of each node and also are available some features:

Feature	Description
Find similar documents	Finds similar documents in the repository. The feature is based on search engine heuristic that based on contents of the selected document return similar documents. Only shown in document nodes. The search be executed only on the context of the selected stack. This feature is only enabled when is selected a document in Browser view.
Download	Download the node. Only shown in document or mail nodes.

Table of contents [ Hide Show ]

Searches panel
Search panel

Operators and wildcards
Default search
Advanced search

Control panel
Results

Working with search

The search tab enables the query the repository. The search view is distributed in four sections:

Searches panel.
Search panel.
Control panel.
Results.

Searches panel

The Search panel at left hand side is an stack panel.

Once a search has been done, it can be saved for future sessions by entering a name that identifies it and clicking on the "Save search" button.

This panel have two stacks:

Stored searches.
User news.

Feature	Description
Run	Run stored search.
Delete	Delete an stored search.
Share query	Share an stored search. This option is only available if you have enabled the Messaging feature.

The stored searches and users news are only visible for the user who created them.

User news helps users to be periodically updated about repository news based on his own queries.

Will be shown only new results that have appeared since the last time the query was executed.

Search panel

This panel at the top center gives access to different searches to query the content of the application:

Default search is a full-text search. Default search is also available from the top right corner on the screen.
Advanced search enables you to search on keywords, metadata and additional criteria such as location in the application.

You can switch between default or advanced search checking or un checking the "View advanced mode" checkbox.

Default search engine configuration uses stemming and stopwords.

Stemming is the term used in linguistic morphology and information retrieval to describe the process for reducing inflected (or sometimes derived) words to their word sterm, base or root form generally a written word form. The stem needs not to be identical to the morphological root of the word; it is usually sufficient that related words map to the same stem, even if this stem is not in itself a valid root. For instance, if you type "fishing" in a full-text search field, search results will return documents with "fishing", "fish", "fisher". In that case, the stem is "fish".
Stopwords usually refer to the most common words in a language, there is no single universal list of stop words used by all processing of natural language tools, and indeed not all tools even use such a list. The stopword are removed from search. For example "the", "is", "at", "which" and "on" are stopwords.

Operators and wildcards

By default internally the search engine use the "AND" operator.

You can use wildcards:

Add an asterisk "*" as a placeholder for any unknown or wildcard terms, for example, "*2015", "2015*", "20*15" or "*2015*".
Add an asterisk "?" as a placeholder for any unknown or wildcard character, for example the query "?015" will return occurrences where first character doesn't matter.
The query "2015" is a synonim of "2015*". On this search view application always add "*" for you at the end.

Default search

Default search is a full-text search.

Default search shows results nodes only in "/okm:root" context, results from other context are automatically filtered.

The search takes in consideration:

Content ( document content ).
Title.
Keywords.
Name.
Subject ( mail subject ).
Body ( mail content )
Notes.
UUID ( node UUID ).

Always at the top right corner you have quick access with Quick search box feature.

Advanced search

Advanced search enables you to search on keywords, metadata and additional criteria such as location in the application.

The advanced search organizes the query fields on tree tabs:

Basic ( most common fields ).
Advanced.
Metadada.

The available criteria from basic view :

Field	Description	Wildcard allowed
Context	Sets the context where is executed the query. Available context: Taxonomy. Templates. My documents. E-mail. Trash.	No.
Content	The content of the node. Document content or mail body.	Yes.
Name	The name of the node.	Yes.
Title	The title of the node.	Yes.
Keyword	The associated keywords of the node.	Yes.
Language	The language of the document. Only the nodes of typed document has language value.	Yes.
User	The creator.	No.
Date range	The range of dates where the node has been modified ( or created ). Each selected date is set to 00 hours, 00 minutes, 00 seconds and 00 miliseconds. That means if you want to do a query of a node modified the day 2015-08-15 must set a range from "2015-08-15" to "2015-08-16" ( internally you're querying from "2015-08-15 00:00:00" to "2015-08-16 00:00:00"). It is not mandatory to set both dates for range ( "from" or the "to" ), you can set only one date.	No.

The available criteria from advanced view :

Field	Description	Wildcard allowed
Folder	Restrict results to some folder. When Recursive checkbox is checked also considers the subfolders.	No.
Category	Restricts results to some category. The nodes must be associated to a specific category.	No.
Type	Restrict the types of node: Document Folder Mail When Mail checkbox is checked are shown extra fields ( from, to , subject )	No.
MIME type	Set the document MIME type.	No.
Notes	The content of the notes.	Yes.
From	The from mail field. This field is only available if you have checked the Mail checkbox.	Yes.
To	The to mail field. This field is only available if you have checked the Mail checkbox.	Yes.
Subject	The subject mail field. This field is only available if you have checked the Mail checkbox.	Yes.

From metadata view you can filter by any metadata field from existing metadata groups:

Click on Add metadata group button.
Choose one metadata group from the list.
Choose a property from the list.
Click Add button.

On almost input and text area fields you can use wildcards.

Control panel

Control panel at the right top corner has several features:

Featureright	Description
Switch to Advanced mode checkbox	When checked is shown the advanced mode search view.
Results compact view checkbox	When checked the results are shown in a compact table with minimal details.
View metadata groups checkbox	When checked are shown metadata groups associated to each node in results view. This option is only available when "Results compact view" is not checked.
Save as user news checkbox	When checked if the user saves a search, will be set to user news search.
Save search button	Once a search has been done, it can be saved for future sessions by entering a name that identifies it and clicking on the "Save search" button. Depending if "Save as user news" checkbox is checked or not will be saved as "stored search" or "user news".
Page results lists	Set the limit of nodes to be shown in the results list.
Clean button	Resets the search.
Search	Executes the search.
Results	Indicates the number of results ( total ).
Go to previous	Goes to previous list.
Go to next	Goes to next list.
Export to CSV	Downloads a CSV file with results.
Export to ZIP	Downloads a ZIP file with results.

Results

The Results panel at the bottom center shows a table of nodes ( documents, folders and mails ) what are the result of querying the repository. Results panel are shown in:

Compact view ( a table with a single row for each node ).
Full view ( a detailed description for each node ).

When you do a right click on compact view will be shown a contextual with the options:

Feature	Description
Download	Downloads the node. Only shown in document or mail nodes.
Go to document	Goes to the document location. Only shown in document nodes.
Find similar documents	Find similar document in the repository. The feature is based on search engine heuristic that based on contents of the selected document return similar documents. Only shown in document nodes. The search is executed only on the context of the selected stack. This feature is only enabled when is selected a document in Browser view.
Go to folder	Goes to folder location. Only shown in folder nodes.
Go to e-mail	Goes to mail location. Only shown in mail nodes.

From full view you see detailed information of each node and also are available some features:

Feature	Description
Find similar documents	Finds similar documents in the repository. The feature is based on search engine heuristic that based on contents of the selected document return similar documents. Only shown in document nodes. The search be executed only on the context of the selected stack. This feature is only enabled when is selected a document in Browser view.
Download	Download the node. Only shown in document or mail nodes.