User guide

You can use the Quick start guide to learn the basics quickly and to find detailed information on the user sections.

The OpenKM front is the back-office view of the content repository. The features are organized into several sections:

The Menu bar at the top is available for all the features organized by type.
The Quick search box is at the top right.
The Toolbar contains the most commonly used features.
The Desktop tab enables you to navigate the repository.
The Search tab enables a query of the repository.
The Dashboard tab provides a set of dashboards.
The Administration tab provides a set of administration tools.
The Status panel at the bottom provides general information.

Only members with the "ROLE_ADMIN" role have access to the Administration tab.

The OpenKM front allows you to manage any content: scanned images, photographs, office documents, and even large video files or CAD files, among others. The built-in workflow feature helps companies automate processes and gain complete control of the document lifecycle, saving time and money. It also enables social activities around content to connect people with other people, information with information, and people with information, helping to manage the collective intelligence of the company's human resources more efficiently.

The OpenKM Profiles feature helps administrators set what is displayed for each user of the application.

OpenKM provides the solution to:

Controls the growing volume of information to be managed.
Ends the diversification of information storage sources.
Prevents duplication of data.
Ensures valid information through document version control.
Reduces the time and resources used in locating information.
Helps avoid knowledge leaks or unauthorized access by users, thereby complying with the obligations set out in the LOPD (Spanish Data Protection Law).
Restricts unauthorized users' access to information.

Through the OpenKM system, all relevant and valuable information can be accessed and found in less time to resolve problems and make decisions.

Menu bar

The menu bar at the top has all features organized by type:

File.
Edit.
Tools.
Bookmarks.
Templates.
Help.

Quick search box

The Quick search box is at the top-right corner, providing fast access to the default search in the Search panel.

The minimum text length to perform a query is three characters.

The toolbar section has the most commonly used features, like downloading documents, creating new folders, and editing or uploading files.

Desktop

Most user activity takes place there. Users can work directly on folders, documents, emails, or records.

The desktop is distributed in three sections:

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

The navigation on the left-hand side is a stack panel. Each stack contains a tree (folder and record hierarchy) structure with a root that enables quick access to documents and emails.

Browser

The browser panel at the top center shows a table of nodes (documents, folders, emails, and records) for the selected navigation node.

Properties

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

The selected node in the navigator panel determines the content shown in the browser panel. If the last node chosen by the user is in the navigator or browser panel, the properties panel will show the properties of the active node.

Search

The search tab enables querying the repository. This tab gives access to different search options to query the content of the application:

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

Dashboard

The dashboard panel provides a set of dashboards; each user has a set of personal dashboards that display information relevant to them and provide a global view of the application's activity.

The dashboard panel :

User view. Displays the actions that have been carried out in the system.
General view. Displays a global view of the application activity.
News. Displays information based on scheduled user search queries.
Mail. It provides virtual navigation across all mail repositories.
Mail account. It helps users manage their mail accounts.
Workflow. Users work on company business process tasks.
Keyword map. Displays a tag cloud based on all repository keywords.
Tasks. Helps with creating, administering, assigning, and tracking basic company tasks.
Calendar. Assists in tracking the status of primary company tasks.
Messaging. Displays internal OpenKM messaging.
Forum. Displays a forum.
Wiki. Displays a wiki.