Working with the menu bar
At the menu bar on the top all available features are organized by type. The menu options is formed by all the pull down menus with their different options. If an option within a menu appears greyed-out, this option is not available
The menu bar options are:
- File.
- Edit.
- Tools.
- Bookmarks.
- Templates.
- Help.
The features described below are the default features. In your menu bar options can be shown others not described here if you have OpenKM extensions enabled.
Massive column in the tables, indicates you can check several nodes at the same time in browser panel to apply the same action.
File
Feature | Description | Massive |
---|---|---|
|
Finds folder in the repository. The search can be executed only on the context of the selected stack. |
No. |
|
Finds a document in the repository. The search can be executed only on the context of the selected stack. |
No. |
|
Finds similar documents in the repository. The feature is based on the search engine heuristic that is based on contents of the selected document. The search can be executed only on the context of the selected stack. This feature is only enabled when a document in Browser view is selected . |
No. |
|
Creates a new folder into the selected node of the navigator panel. |
No. |
|
Uploads a new document into the selected node of the navigator panel. When the option "Import documents from ZIP" is checked you import the contents of a ZIP file respecting the hierarchy of the folder tree. If you have problems with filename encodings, please take a look at Client configuration . You can also upload RAR or JAR MIME-TYPE files. When the option "Notify to users" is checked you can send a mail notification to other application users. Optionally, based on Administration > Profiles configuration or Administration > Automation a wizard is shown. Wizard can require to you for setting metadata groups, categories or keywords. |
No. |
|
Downloads the selected document in browser panel. |
No. |
|
Download the selected document in browser panel in PDF format. The feature is enabled when is possible convert the document to PDF format. |
No. |
|
Sends the selected document in browser panel as an attachment by mail. |
Yes. |
|
Forwards the selected mail in a browser panel. |
No. |
|
Creates a new document based on an existing one at templates space. |
No. |
|
Downloads the selected nodes compress into ZIP file. If you have problems with filename encodings, please take a look at Client configuration. |
Yes. |
|
Start a workflow on the selected node in browser panel. You can start a workflow on any node type ( document, folder or mail ). Optionally some workflows require you to fill a form as part of starting. The available workflows are set in Administration > Profiles. |
No. |
|
Refresh the user interface. |
No. |
|
Bulk upload feature. This feature needs to have Java enabled in your browser. More information at Bulk Uploader. If you're using a recent version of Goggle Chrome, keep on mind that Java applets won't work. Please take a look at Browser configuration for more info. |
No. |
|
Restores the selected node from the trash bin. |
No. |
|
Purges the selected node from the trash bin. |
No. |
|
Cleans the user trash bin. |
No. |
|
Exits the application. Users should always exit the application with this menu option and not only closing the web browser. Anyway after 30 minutes the web session of the user in the server will be automatically terminated. |
No. |
Example of allowed queries on find folder, document or mail.
- 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 synonym of "2015*". On this search view application always add "*" for you at the end.
Edit
Feature | Description | Massive |
---|---|---|
|
Locks the selected document in a browser panel. |
Yes. |
|
Unlocks the selected document in a browser panel. Only the user who locked the document or an user with administration credentials ( force unlock ) can unlock the node. |
Yes. |
|
Edits a document ( check-out ). |
Yes. |
|
Uploads a new document version ( check-in ). When uploading a new version of a document, you can notify users about the document changes. The application sends the notification by mail. |
No. |
|
Cancels a document edition. Only the user who edited the document or user with administration credentials ( force cancel edit ) can cancel edition of the node. |
Yes. |
|
Deletes selected node. When a node has been deleted, you can restore it from the trash bin. Each user has its own trash. |
Yes. |
|
Copies the selected node. |
Yes. |
|
Moves the selected node. |
Yes. |
|
Renames the selected node. You can cancel renaming using the ESC key. |
No. |
|
Adds a note to the selected node. |
Yes. |
|
Adds a category to the selected node. Categories are a virtual taxonomy space that helps on the navigation of taxonomy nodes across other concepts |
Yes. |
|
Adds a keyword to the selected node. When thesaurus is enabled you can choose terms from there ( SKOS ). |
Yes. |
|
Merges two or more PDF files. The result of the process is a new PDF document. Musts chooses two or more PDF files to be merged. You can change the process order of the PDF documents. You can set the name of the new PDF document result of merging the selected PDF files. |
No. |
|
Adds a metadata group to the selected node. |
Yes. |
|
Updates a metadata group fields values of the selected node. |
Yes. |
|
Deletes the metadata group of the selected node. |
Yes. |
|
Subscribes to the selected node. You can subscribe on any node type ( document, folder or mail ). In case you are subscribed to node of type folder, you'll be notified by mail with any change in that node and children hierarchy. |
No. |
|
Un subscribe to the selected node. |
No. |
The document edition is based on the "check-out / check-in" model.
"Check-out" and "check-in" are common terms in many document management systems, including OpenKM. Their purpose is to prevent conflicts in an environment where multiple people might want to edit the same piece of content - in OpenKM a document - at the same time.
The term "check-out" describes the process of getting a version of a document. By checking out a document, a user can prevent others from editing that content.
The term "check-in" describes the process of updating a document to replace the previous version. By checking in the item, the user can allow others to edit the document, without needing to worry about overriding changes that others have made.
When a document is checked out to a user, that user can work on that document, and other users cannot. Other users must wait for the user to check in the document before they can edit. While the document is checked out, other users usually can see only the last version that was checked in; they can't see the changes that the current user has made on the document while it's been checked out.
Tools
Feature | Description | Massive |
---|---|---|
|
Changes the user interface language. |
No. |
|
Changes the user interface skin. |
No. |
|
Shows the frontend console. |
No. |
|
Shows the administration tab on a separate browser tab. This option is only available for Administrators users. |
No. |
|
Shows the user configuration. You can change your password and mail address. |
No. |
|
Applies Object Mark Recognition on the selected node. The data captured is stored in a metadata group. This option is only available if you have enabled some OMR template. For more information about it take a look at Administration > OMR templates . |
No. |
|
Transforms the selected document to other format. Available options:
|
Yes. |
|
Exports the selected node to Dropbox. This option is only available if you have enabled the Dropbox feature. |
Yes. |
|
Import data from Dropbox to selected folder at Navigator. This option is only available if you have enabled the Dropbox feature. |
No. |
|
Creates a new document and starts editing with Goggle Drive integration view. Goggle Drive integration allows collaborative edition with several users on edition at same time. This option is only available if you have enabled the Goggle Drive feature. |
No. |
|
Edits the selected document with Goggle Drive integration view. Goggle Drive integration allows collaborative edition with several users on edition at same time. This option is only available if you have enabled the Goggle Drive feature. |
No. |
|
You can enable or disable integrated HTML editor. This option is only available if you have enabled the HTML Editor 3 feature. |
No. |
|
You can add or edit existing contacts. This option is only available if you have enabled the Goggle contact feature. |
|
|
You can editor document with integrated Zoho Editor. The allowed documents are:
This option is only available if you have enabled the Zoho feature. |
No. |
Bookmark
Feature | Description | Massive |
---|---|---|
Go to home node. |
No. |
|
|
Change default home for selected node. When user log in, the application opens in desktop view the home node of the user. By default home node is "/okm:root". You can select nodes in navigation and browser panels from desktop. More information at Working with desktop. |
No. |
|
Bookmark the selected node. You can select nodes in navigation and browser panels from desktop. More information at Working with desktop. |
No. |
|
Show bookmark manager |
No. |
From bookmark view you can see the list of nodes added in bookmark by user. When you click on a bookmark node the application opens the node in desktop view.
|
Templates
Template menu dynamically build a menu hierarchy based on "/okm:templates" nodes. When you click on any menu option at templates, automatically starts the process of creating a new node ( usually a new document based on template document ).
Help
Feature | Description | Massive |
---|---|---|
|
Opens a new browser tab with official openkm documentation URL. |
No. |
|
Opens a new browser tab with official community support URL. |
No. |
|
Opens a new browser tab with official public forum URL. |
No. |
|
Opens a new browser tab with application changelog URL |
No. |
|
Opens a new browser tab with official OpenKM website URL. |
No. |
|
Shows a pop-up with information of application. |
No. |