Working with the desktop

Almost all user activity is done there. Users can work directly on folders, documents, emails, or records.

The desktop is distributed in three sections:

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

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

The navigation panel is divided into several stacks:

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

Each stack contains a tree ( folder and records hierarchy ) to help organize the nodes in the repository and help the user to locate the data quickly and efficiently.

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

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

Categories are a hierarchical tree structure of category and subcategory folders. The idea is these folders and subfolders represent conceptual terms in a tree structure.

The metadata stack is a virtual taxonomy space that helps with the navigation of taxonomy nodes across 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 areas are not shown).

You can create your own Stack Metadata Adapter visualization. For more information, see: Creating your own Stack Metadata Adapter (deprecated).

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

The My documents stack is a private space for each user; that means that only the user can access this section, and it is the default location where personal data is stored.

The E-mail stack is a private space for each user; that means only the user can access their data in this section and it is the default place where the user's emails are stored.

The Trash stack is a private space for each user; that means that only the user can access this section. When a user deletes a node it is automatically moved to their trash. When a user empties their trash the document is permanently removed from the application.

Administrators have no restrictions on accessing all repository areas, including private user sections like "My Documents", "E-mail", or "Trash".

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

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

When you right-click a node in the tree with the mouse button, a contextual menu is shown. The available menu options in the contextual menu depend on the selected stack.

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

Available menu options in the Taxonomy stack are:

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

Available menu options in the Categories stack are:

Create folder.
Delete.
Move.

Available menu options in the Templates stack are:

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

Available menu options in the My documents stack are:

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

Available menu options in the E-mail stack are:

Create folder.
Delete.
Rename.
Move.
Copy

Available menu options in the Trash stack are:

Restore.
Purge.
Purge trash.

The Metadata and Thesaurus stack views have 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.
You are subscribed to a folder with subfolders.
You are subscribed to a read only folder without subfolders.
You are subscribed to a read only folder with subfolders.

Browser

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

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

Usually the nodes that have the selected node as parent are listed, except in the Categories, Metadata, and Thesaurus views where the nodes listed are related to the selected node and do not have the same parent.

By default the browser table shows the columns:

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

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

When you right-click a node with the mouse button, a contextual menu is shown. You will have different 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 with the menu bar.

Available menu options when the Taxonomy or 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.
OCR data capture.
OMR data capture.
Send link.
Send document attachment.
Forward e-mail.

Available menu options when the Categories, Metadata, and Thesaurus stacks are visible 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, record ). Open node location in taxonomy view.
Send link.
Send document attachment.
Forward e-mail.

Available menu options when the 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.
Send link.
Send document attachment.
Forward e-mail.

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

Available menu options when the 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.
OCR data capture.
OMR data capture.
Send link.
Send document attachment.
Forward e-mail.

Available menu options when the Trash stack is visible are:

Restore.
Purge.

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

You can perform actions on several nodes at the same time (you have a checkbox in each row to select a node). The bulk 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 a node an icon will appear to the side of the node indicating that you are subscribed. Keep in mind that in order to receive these email notifications you have to configure which events you want to be notified about in the user profile. See Profile Notification tab for more info.

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

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

Feature	Description
Select all	Selects all the nodes.
Select all folders	Selects all the nodes of type folder.
Select all documents	Selects all the nodes of type document.
Select all emails	Selects all the nodes of type mail.
Select all records	Selects all the nodes of type record.
Remove selection	Deselect all nodes.

When the pagination feature is enabled, an extra toolbar is shown:

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.
Show / hide records	Shows / hides nodes of type record 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 the destination node in the Navigator panel.

Properties

The properties panel at the bottom center shows a collection of tabs that contain 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 in the navigator panel determines the content shown in the browser panel, and depending on whether the last node selected by the user is in the navigator or browser panel the properties panel will show the properties of the active node in the navigator or browser.

The features described below are the default features. In your properties tab other features not described here may be shown 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. This tab shows a list of the users subscribed to the node. For quick node sharing, there are two special icons named URL and WebDAV; when clicking on them, they will copy a browser or WebDAV URL to your clipboard.
Notes	Displays a list of notes related to 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 of the document's versions. 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 document versions except the active one. This action freezes repository size but must be taken into consideration that it cannot be reversed.
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 the "Recursive permission changes" checkbox is checked, the changes will be applied recursively. You may also be interested in reading: Security configuration. Security configuration parameters. "Advanced filter" option on Profile General tab.
Preview	Displays a preview of the document.
Relations	Displays the relations of the document to other nodes ( documents, folders, emails or records ). From this view you can manage the relations of the document, adding or removing relations. To set a new relation: First you must select the type from the relation type list. Then choose one of the defined relations. Select a node in the repository, four icons for searching are shown: document, folder, mail or record. There are three types of relations: Bidirectional Parent-child Many-to-many More information at Relation types.
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 the View checkbox is not checked is that these events usually create a large list of actions and are often 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 to the topic. Quote a reply in the topic. Edit a reply in the topic. Delete a topic. To delete or edit a post in the topic you must be the owner or have administrator privileges. This option is only available if you have enabled the Forum feature.
Workflow	Displays the workflows associated with the document. From this view you can: Show the details of the workflow variables. Show a graph where the current node is marked. This option is only available if you have enabled the Workflow feature.
Text extracted	Displays the text extracted from the document. You will only see the text when the document has been processed by the text extractor worker. For more information: Administration > Statistics. This option is only available if you have enabled the Text extracted feature.

Tabs on nodes of type folder

Tab	Description
Properties	Displays properties of the selected folder. From this view you can: Change the folder style. Set the keywords of the folder. Change the title of the folder. Set relations between the folder and categories. This tab shows a list of the users subscribed to the node. For quick node sharing, there are two special icons named URL and WebDAV; when clicking on them, they will copy a browser or WebDAV URL to your clipboard. More information: Folder style.
Notes	Displays a list of notes related to the folder. From this view you can add, edit, or remove your own notes. Administrators can manage other users' 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 recursively. You may be interested in reading: Security configuration. Security configuration parameters. "Advanced filter" option on Profile General tab.
Relations	Displays the relations of the folder to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the folder, adding or removing relation. To set a new relation: First must select the type from the relation type list. Then choose one of the defined relations. Select a node in the repository, four icons for searching are shown: document, folder, mail or record. There are three types of relations: Bidirectional Parent-child Many-to-many More information at: Relation types.
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 the View checkbox is not checked is that these events usually create a large list of actions and are often 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 folder. From this view you can: Add a new topic. Post a reply to the topic. Quote a reply to the topic. Edit a reply of the topic. Delete a topic. To delete or edit a post in the topic you must be the owner or have administrator privileges. This option is only available if you have enabled the Forum feature.
Workflow	Displays the workflows associated with the folder. From this view you can: Show the detail of the workflow variables. Show a graph where the current node is marked. This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type mail

Tab	Description
Properties	Displays properties of the selected mail. From this view you can: Set the keywords of the mail. Change the title 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, they will copy a browser or WebDAV URL to your clipboard.
Notes	Displays a list of notes related to 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 the "Recursive permission changes" checkbox is checked, the changes will be applied recursively. You might be interested in reading: Security configuration. Security configuration parameters. "Advanced filter" option on Profile General tab.
Preview	Displays a preview of the mail. From this view you can also download the mail attachments or copy them to a destination folder.
Relations	Displays the relations of the mail to other nodes ( documents, folders, emails or records ). From this view you can manage the relations of the mail, adding or removing relations. To set a new relation: First you must select the type from the relation type list. Then choose one of the defined relations. Select a node in the repository, for it are shown four icons for searching a document, folder, mail or record. There are three types of relations: Bidirectional Parent-child Many-to-many More information at: Relation types.
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 the View checkbox is not checked is that these events usually create a large list of actions and are often 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.
Workflow	Displays the workflows associated with the mail. From this view you can: Show the detail of the workflow variables. Show a graph where the current node is marked. This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type record

Tab	Description
Properties	Displays properties of the selected record. From this view you can: Set the keywords of the record. Change the title of the record. Set relations between the record and categories. This tab shows a list of the users subscribed to the node. For a quick node sharing, there are two special icons named URL and WebDAV; when clicking on them, they will copy a browser or WebDAV URL to your clipboard.
Notes	Displays a list of notes related to the record. 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 record. 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 recursively. You might be interested on reading: Security configuration. Security configuration parameters. "Advanced filter" option on Profile General tab.
Relations	Displays the relations of the record to other nodes ( documents, folders, emails or records ). From this view you can manage the relations of the record, adding or removing relations. To set a new relation: First you must select the type from the relation type list. Then choose one of the defined relations. Select a node in the repository, four icons for searching are shown document, folder, mail or record. There are three types of relations: Bidirectional Parent-child Many-to-many More information at: Relation types.
Activity log	This view performs a complete audit trail of the record. 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 the View checkbox is not checked is that these events usually create a large list of actions and are often 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 record. From this view you can: Add a new topic. Post a reply to the topic. Quote a reply of the topic. Edit a reply to 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.
Workflow	Displays the workflows associated with the record. From this view you can: Show the detail of the workflow variables. Show a graph where the current node is marked. This option is only available if you have enabled the Workflow feature.

Shortcuts

Shortcuts can be used from the 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	Download.
CTRL+G	Show UI testing popup.
CTRL+Z	Show the UI log.
CTRL+N	Create a folder.
F5	Refresh the desktop view.
INSERT	Add a new document.
ALT+B	Bookmark a node.
F1	Show help.
CTRL+ALT+Q	Exit the application.
ALT+DELETE	Delete a node.
Shortcuts are configurable from Profiles.

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
Tabs on nodes of type record

Shortcuts

OpenKM 8.1