User guide
One of the module's advantages is that it allows the creation of users without consuming OpenKM user licenses.
The Electronic Data Exchange (EDX) is an OpenKM module designed to guarantee the secure exchange of documentation between the organization that uses OpenKM and its clients and stakeholders.
Preliminaries
Create folder templates
In OpenKM, in the Templates section, the organization has to create folder and subfolders templates, to manage the documentation exchange better.
The OpenKM instance with the Electronic Data Exchange Module will have automated folder templates configured according to the use case you need.
You can rename these folders, but no delete them.
- /okm:templates/folder/Docs from ( to receive documentation from the client )
- /okm:templates/folder/Docs to ( to provide information to the client )
The organization can create a subfolder to classify better the documents it wants to exchange with its clients. Below an example; a consultancy agency that provides services in the field of invoice management, human resources, and taxes could set up the following subfolder.
- /okm:templates/folder/Docs from/Fees
- /okm:templates/folder/Docs from/HR ( Human resources )
- /okm:templates/folder/Docs from/Invoices
Management of the client folder
When a new user - client - is created in EDX, a new taxonomy appears in OpenKM with the client’s name based on the templates ( below a sample of John client ).
- /okm:root/clients/John
- /okm:root/clients/John/Fees
- /okm:root/clients/John/HR
- /okm:root/clients/John/Invoices
Suppose the organization has a new client who requests Fee matters, but not human resources ones. The organization can delete the HR folder in the taxonomy. In this way, the user who accesses the EDX will only see the taxes and invoices folders to upload documents.
- /okm:root/clients/John
- /okm:root/clients/John/Fees
- /okm:root/clients/John/Invoices
In the same way, the organization can create new subfolders in the taxonomy folders to cover specifics needs of documents exchange per each client, for example a folder to exchange Marketing documents.
- /okm:root/clients/John
- /okm:root/clients/John/Fees
- /okm:root/clients/John/Invoices
- /okm:root/clients/John/Marketing
EDX Module
EDX has its own user management module. The users, passwords, and roles are managed within the module.
Creating users in the EDX
The Admin user is the only user able to create new users on the platform.
- Click on the "USERS" tab.
- Click on the "Add user" ? button, that opens a pop-up window, with the following fields to be filled.
Field Type Description OpenKM User
Select
Displays the menu in which the EDX administrator determines the type of user to create. Role
Select
The role of the user.
User Id
String
The unique user ID.
Password
String
EDX has an automatic strong password generator; however, the administrator can choose to insert another password.
The password.
Name
String
This information will help the administrator identify the beneficiary more easily.
The customer’s name.
Email
String
EDX will use it to send notifications to the user.
The customer’s email.
- Clicking on the "SAVE" button.
When a user is created:
- The beneficiary will automatically receive an email with the credentials of access to the module
- A new taxonomy appears in OpenKM with the client’s name based on the folder templates created in OpenKM.
Editing users in EDX
- Click on the "USERS" tab.
- Click the "EDIT" button, that opens a pop-up window, with the following fields to be updated.
- Update the fields.
- Clicking on the "SAVE" button.
Deleting users in EDX
- Click on the "USERS" tab.
- Click the "DELETE" button
EDX for the user
Both the Electronic Data Exchange owner and the beneficiary(s) can store documentation in the module.
As a standard user of EDX, when we log in, the system presents:
My Documents
The area where users can see the folders with the documents shared with them ("Docs to" folder, in OpenKM) according to the products and services they need.
The organization has to upload first these documents in the OpenKM Taxonomy
The user can:
- Browse the entire repository.
- See the necessary information about the contents at your disposal.
- See preview the file.
- Download the file
Upload documentation
- Click on the "UPLOAD" tap.
- Select the destination folder.
- Select the file that we are going to upload by clicking on the "CHOOSE FILE" button.
- Click on the "UPLOAD" button.
EDX saves the documentation ordered by date. The user will be able to see that the taxonomy has been updated with a new folder per year and within it, the file.
In the case that one document is uploaded in the same folder with the same name, OpenKM will create a new version of the document.
News
The EDX user can see the news that has happened in the application (Click on the "NEWS" tap.).
In this view, the user can:
- Directly access the selected content by clicking on the ?? button.
- Download the file from this workspace.
- Clear the news list by clicking on the "CLEAN NEWS" button.
Search
In the "SEARCH" Tab, the user access the module’s search engine in content search mode.
