Quick start
Before starting a production environment, you should also read these sections:
With OpenKM, storing and sharing information and collaborating effectively is simple.
This quick start guide gives you an introduction to some of the features of OpenKM:
- Logging in.
- Create a taxonomy.
- Add documents.
- Edit documents.
- Search documents.
Logging in
You need to log in to OpenKM.
- Enter the following on the login page:
- Username: your username.
- Password: your password.
- Choose your language.
- Click on the Login button.
Ask your administrator for your login URL. By default, the OpenKM server URL is http://127.0.0.1:8080/openkm
The default administrator credentials are:
- Username: okmAdmin
- Password: admin
Do not forget to change the administrator password.
Create a taxonomy
The dictionary says:
"Taxonomy (from Greek taxis meaning arrangement or division and nomos meaning law) is the science of classification according to a pre-determined system, with the resulting catalog used to provide a conceptual framework for discussion, analysis, or information retrieval. In theory, the development of a good taxonomy takes into account the importance of separating elements of a group (taxon) into subgroups (taxa) that are mutually exclusive, unambiguous, and taken together, include all possibilities."
A taxonomy is a way to group things. Like a controlled vocabulary focuses on concepts, in practice, a good taxonomy should be simple, easy to remember, and easy to use.
The first step should be analyzing the company organization and defining a folder hierarchy to store the organized documents. Take this one as a sample:
|
/okm:root/ |
2015/ |
invoices/ |
|
human resources/ |
||
|
marketing/ |
||
|
2016/ |
invoices/ |
|
|
human resources/ |
||
|
marketing/ |
To create a folder:
- Select a node from the taxonomy where to create the folder.
- Click on the folder icon in the toolbar.
- Set the name.
- Click on Accept button.
We suggest spending some time thinking about and designing your taxonomy. We suggest less than 200 elements per folder for the best UI performance.
Add documents
- Select a node from the taxonomy where to add the document.
- Click the
add document icon from the toolbar.
- Select the document from your computer.
- Click the Upload button.
Edit documents
The document edition is based on the "check-out / check-in" model.
"Check-out" and "check-in" are standard terms in many document management systems, including OpenKM. Their purpose is to prevent conflicts in an environment where multiple people might want to simultaneously edit the same piece of content in OpenKM, a document.
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 updating a document to replace the previous version. By checking in the item, the user can allow others to edit the document without worrying 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 the document before they can edit. While the document is checked out, other users can see only the last version that was checked in; they can't see the changes the current user has made to the document while it's been checked out.
First must check out the document:
- Select a document.
- Click on the Edit icon.
Finally, check the document to upload the changes:
- Select the edited document.
- Click on the Update icon.
- Select the document from your computer.
- Click the Upload button.
Search documents
- Go to search view.
- Write the term for the query.
- Click on the Search button.
