OpenKM 6.3 - CE

Hardware and software requirements

Installation

Setup

Troubleshooting

Administration guide

User guide

Quick start

Essential fundamentals

Plan your data organization

Working in menu bar

Working in toolbar

Working in desktop

Working in search

Working in dashboard

Working in status bar

Bulk Uploader

HTML editor extension

Extratab extension

Forum extension

Wiki extension

Stapling extension

Using OpenKM from external applications

Migration guide

Development

Working in desktop

Almost all user's activity is done there. Users can work directly on folders, documents or mails.

The desktop is distributed in tree sections:

Navigation panel at left hand side.
Browser panel at top center.
Properties panel at bottom center.

The navigation at left hand side is an stack panel. Each stack contains a tree ( folder hierarchy ) structure from root that enables easily access documents and mails.

The navigation panel is divided on several stacks:

Taxonomy.
Categories.
Metadata.
Thesaurus.
Templates.
My documents.
E-mail.
Trash.

Each stack contains a tree ( folder hierarchy ) to help on organizing the nodes into the repository and help the user to locate fast and efficiently the data.

The taxonomy stack is the space for collaborative work, that means is the space where several users modify and share the company data.

The categories stack is a virtual taxonomy space that helps on navigation of taxonomy nodes across other concepts.

Categories is a hierarchical tree structure of category and subcategory folders. The idea is these folders and sub folders represents conceptual terms in a tree structure.

The metadata stack is a virtual taxonomy space that helps on the navigation of taxonomy nodes across the metadata field values.

Metadata view is a hierarchical tree structure of metadata groups. Each possible metadata value is represented as a tree node structure.

Only fields of type Select, SuggestBox and Checkbox are displayed ( free text fields like Inputs or Text area are not shown ).

The thesaurus stack is a virtual taxonomy space that helps on the navigation of taxonomy nodes across SKOS concepts.

A thesaurus is a book that lists words grouped together according to a similarity of meaning (containing synonyms and sometimes antonyms), in contrast to a dictionary, which contains definitions and pronunciations.

SKOS concepts are linked to many, but are represented as a tree structure.

The templates stack is the space to set templates for all the company. That means is the space where company templates are set to be used by several users for creating new company documents.

The My documents stack is a private space for each user, that means that only a user is able to get access in this section and is the default where personal data is stored.

The E-mail stack is a private space for each user, that means only a user is able to access their data in this section and is the default place where are stored the mails of the user.

The Trash stack is a private space for each user, that means that only a user is able to get access in this section. When a user deletes a node it goes automatically to its own trash. When a user empty its own trash the document is definitively removed from the application.

Administrators have no restriction for accessing all repository areas, including private user sections like "My Document", "E-mail" or "Trash".

The selected node from navigator panel determines the content shown at browser panel. All the nodes shown at the browser panel have the same parent ( selected node on tree ).

In case of virtual stacks ( categories, metadata and thesaurus ) the nodes shown at browser panel do not have the same parent ( selected node on tree ), really they are shown there because they have a relation ( category, metadata or thesaurus value ) with the selected node on tree.

When you do a right click with the mouse button on a node at the tree is shown a contextual menu. The available menu options in contextual menu depending on selected stack.

A complete description of all menu options are available at: Working in menu bar.

Available menu options at Taxonomy stack are:

Create folder.
Delete.
Rename.
Move.
Copy.
Add document.
Add bookmark.
Set default home.
Export to ZIP.

Available menu options at Categories stack are:

Create folder.
Delete.
Move.

Available menu options at Templates stack are:

Create folder.
Delete.
Rename.
Move.
Copy.
Export to ZIP.

Available menu options at My document stack are:

Create folder.
Delete.
Rename.
Move.
Copy.
Export to ZIP.

Available menu options at E-mail stack are:

Create folder.
Delete.
Rename.
Move.
Copy

Available menu options at Trash stack are:

Restore.
Purge.
Purge trash.

Metadata and Thesaurus stack view has no menu options.

Those folders to which the user is subscribed will be displayed in a different color to differentiate them:

You are subscribed to a folder without subfolders into.
You are subscribed to a folder with subfolders into.
You are subscribed to a read only folder without subfolders into.
You are subscribed to a read only folder with subfolders into.

Browser

The browser panel at the top center shows a table of nodes ( documents, folders and mails ) that are in the selected node of the navigation panel.

At the top of the browser panel there's a path that indicates the actual location in the navigation panel ( for example "/okm:root/"). Below, there is a list of the nodes related with the selected node in the navigator panel.

Usually are listed the nodes that have the selected node as parent, except on Categories, Metadata and Thesaurus view where the nodes listed are related with the selected node and have not the same parent.

By default the browser table shows the columns:

Status ( icons display node status, for example if the node is locked is shown the Lock icon ).
Checkbox ( to apply actions on several nodes at same time ).
Icon ( indicate node type ).
Name ( name of the node ).
Title.
Language ( only for documents ).
Size.
Update date.
Author.
Version ( only for documents ).

Also in browser table can be shown extra columns based on metadata field values. For more information about how enable it take a look at: Administration > Profiles.

When you do a right click on the mouse button at some node it is shown a contextual menu. You will have distinct menu options depending on the selected node type and the visible stack panel combination.

A complete description of all menu options is available at: Working in menu bar.

Available menu options when Taxonomy, My documents stack is visible are:

Download.
Edit.
Update.
Cancel edit.
Lock.
Unlock.
Delete.
Rename.
Move.
Copy.
Convert.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Merge PDF.
Add bookmark.
Set default home.
Export to ZIP.
OMR data capture.

Available menu options when Categories, Metadata and Thesaurus stack is visiable are:

Download.
Edit.
Update.
Cancel edit.
Lock.
Unlock.
Delete.
Rename.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Go to ( document, folder, mail ). Open node location in taxonomy view.

Available menu options when Templates stack is visible are:

Download.
Edit.
Update.
Cancel edit.
Lock.
Unlock.
Delete.
Rename.
Move.
Copy.
Convert.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Merge PDF.
Export to ZIP.
Create from template.
Add bookmark.

Create from template helps you to create new documents based on existing templates. More information at: Creating templates .

Available menu options when E-mail stack is visible are:

Delete.
Rename.
Move.
Copy.
Convert.
Add note.
Add category.
Add keyword.
Add metadata group.
Update metadata group.
Merge PDF.
OMR data capture.

Available menu options when Trash stack is visible are:

Restore.
Purge.

The checkbox helps you to select several nodes at same time and apply an action for all.

You can do actions on several nodes at the same time ( you have a checkbox in each row for selecting the node ). The massive actions allowed are:

Delete.
Move.
Copy.
Add notes.
Add categories.
Add keywords.
Add metadata groups.
Change metadata group field values.

On making a subscription to node an icon will appear at the side of node indicating that you are subscribed.

When there is no checkbox selected the action will be applied to the selected node ( blue row mark the selected node in browser view ).

The Massive icon displays a contextual menu for doing quick actions:

Feature	Description
Select all	Selects all the nodes.
Select all folders	Selects all the nodes of type folder.
Select all document	Selects all the nodes of type document.
Select all mails	Selects all the nodes of type mail.
Remove selection	Unselect all the nodes.

When pagination feature is enabled is shown and extra toolbar:

Feature	Description
Show / hide folders	Shows / hides nodes of type folder in the browser panel.
Show / hide documents	Shows / hides nodes of type document in the browser panel.
Show / hide mails	Shows / hides nodes of type mail in the browser panel.
Filter	Filters nodes.
Paginate checkbox	Enables or disables the pagination feature.
Limit select	Sets the limit of nodes to be shown at the same time.
Go to the beginning	Goes to the beginning of the list.
Go to previous	Goes to previous list.
Go to next	Goes to next list.
Go to the end	Goes to the end of the list.
Order select	Sets the column value for that ordering.
Reverse checkbox	Reverses the ordering.

Mouse features

Double-click on a node of type folder to open the folder.
Double-click on a node of type document to download the document.
Right click on a node will show a contextual menu.
Drag & drop. You can drag & drop nodes keeping the left mouse button held down and moving to destination node in the Navigator panel.

Properties

The properties panel at bottom center, show a collection of tabs that contains the grouped properties or features like preview associated with the selected node. The selected node can be a navigator node or a browser node.

Basically the selected node at the navigator panel determines the content shown at the browser panel and depending if the last selected node by the user is at navigator or browser panel the properties panel will shown the properties of the active node at navigator or browser.

The features described below are the default features. In your properties tab can be shown others not described here if you have OpenKM extensions enabled.

Tabs on nodes of type document

Tab	Description
Properties	Displays properties of the selected document. From this view you can: Set the keywords of the document. Change the title of the document. Set relations between the document and categories. From this tab is shown a list with the users subscribed to the node. For a quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL.
Notes	Displays a list of notes related with the document. From this view you can add, edit or remove your own notes. Administrators can manage notes of other users.
History	Displays a list with the versions of the document. From this view you can: Restore to a previous version of the document. Preview any document version on the right panel. Compare two versions of the document on the preview panel. Compact the history. The action of compacting the history will remove all the document version except the active. This action freezes repository size but must be take in consideration that this action can not be reverted.
Security	Displays the security grants of the document. From this view you can change the security grants. Click on Update button to change the security grants. When "Recursive permission changes" checkbox is checked the changes will be applied recursivelly. You should also be interested on reading: Security configuration. Security configuration parameters. "Advanced filter" option on Profile General tab.
Preview	Displays a pre visualization of the document.
Activity log	This view performs a complete audit trail of the document. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason why most common actions are filtered when checkbox name View is not checked is that these events usually create a large list of actions and often are not relevant from the audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the document. From this view you can: Add a new topic. Post a reply of the topic. Quote a reply of the topic. Edit a reply of the topic. Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.
Wiki	Display a wiki associated with the document. From this view you can: Create a wiki. Update a wiki. Show the history of wiki versions. Restore a version of the wiki. This option is only available if you have enabled the Wiki feature.
Workflow	Display the workflows associated with the document. From this view you can: Show the detail of the workflow variables. Show a graph where it is marked the actual node. This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type folder

Tab	Description
Properties	Displays properties of the selected folder. From this view you can: Set the keywords of the folder. Set relations between the folder and categories. This tab shows a list with the users subscribed to the node. For a quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL.
Notes	Displays a list of notes related with the folder. From this view you can add, edit or remove your own notes. Administrators can manage other user's notes.
Security	Displays the security grants of the folder. From this view you can change the security grants. Click on Update button to change the security grants. When the "Recursive permission changes" checkbox is checked the changes will be applied recursivelly. You could be interested on reading: Security configuration. Security configuration parameters. "Advanced filter" option on Profile General tab .
Activity log	This view performs a complete audit trail of the folder. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason why most common actions are filtered when checkbox name View is not checked is that these events usually create a large list of actions and often are not much relevant from the audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Display a forum associated with the folder. From this view you can: Add new topic. Post a reply to the topic. Quote a reply tof the topic. Edit a reply of the topic. Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.
Wiki	Displays a wiki associated with the folder. From this view you can: Create a wiki. Update a wiki. Show the history of wiki versions. Restore a version of the wiki. This option is only available if you have enabled the Wiki feature.
Workflow	Display the workflows associated with the folder. From this view you can: Show the detail of the workflow variables. Show a graph where is marked the actual node. This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type mail

Tab	Description
Properties	Display properties of the selected mail. From this view you can: Set the keywords of the mail. Set relations between the mail and categories. This tab shows a list with the users subscribed to the node. For quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL.
Notes	Displays a list of notes related with the mail. From this view you can add, edit or remove your own notes. Administrators can manage notes of other users.
Security	Displays the security grants of the mail. From this view you can change the security grants. Click on Update button to change the security grants. When "Recursive permission changes" checkbox is checked the changes will be applied recursivelly. You might be interested on reading: Security configuration. Security configuration parameters. "Advanced filter" option on Profile General tab.
Preview	Displays a pre visualization of the mail. From this view you can also download the mail attachments or copy them to a destination folder.
Activity log	This view performs a complete audit trail of the mail. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason why most common actions are filtered when checkbox name View is not checked is that these events usually create a large list of actions and often they are not relevant from the audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the mail. From this view you can: Add a new topic. Post a reply to the topic. Quote a reply of the topic. Edit a reply of the topic. Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.
Wiki	Displays a wiki associated with the mail. From this view you can: Create a wiki. Update a wiki. Shows the history of wiki versions. Restore a version of the wiki. This option is only available if you have enabled the Wiki feature.
Workflow	Display the workflows associated with the mail. From this view you can: Show the detail of the workflow variables. Show a graph where is marked the actual node. This option is only available if you have enabled the Workflow feature.

Shortcuts

Shortcuts can be used from desktop view.

Available shortcuts:

Shortcut	Description
F2	Rename a node.
CTRL+SHIFT+C	Copy a node.
CTRL+SHIFT+X	Cut a node.
CTRL+SHIFT+V	Paste a node.
CTRL+D	Downloading.
CTRL+G	Show UI testing popup.
CTRL+Z	Show UI log.
CTRL+N	Create folder.
F5	Refresh desktop view.
INSERT	Add new document.
ALT+B	Bookmark a node.
F1	Show help.
CTRL+ALT+Q	Exit application.
ALT+DELETE	Delete a node

Table of contents [ Hide Show ]

Navigation
Browser

Pagination

Properties

Tabs on nodes of type document
Tabs on nodes of type folder
Tabs on nodes of type mail

Shortcuts

Working in desktop

Almost all user's activity is done there. Users can work directly on folders, documents or mails.

The desktop is distributed in tree sections:

Navigation panel at left hand side.
Browser panel at top center.
Properties panel at bottom center.

The navigation at left hand side is an stack panel. Each stack contains a tree ( folder hierarchy ) structure from root that enables easily access documents and mails.

The navigation panel is divided on several stacks:

Taxonomy.
Categories.
Metadata.
Thesaurus.
Templates.
My documents.
E-mail.
Trash.