Word Add-in 8.1.x

Word Add-in enables users to upload new files and edit existing OpenKM files.

When a user uploads new files, they browse the OpenKM tree view to select where they want to upload the file.

The OpenKM Word Add-in detects whether the document opened by a user is an OpenKM file and enables or disables some toolbar options.

Caution

Office Add-ins are compatible from version 2000 to version 2021.

 After installing the Outlook add-in, a new menu item “OpenKM” will appear in Outlook.

Details of the functions corresponding to their icons:

Button	Action
	Add-in configuration.
	Add new document.
	Document edit (check-out).
	Upload modified document (check-in).
	Cancel document edit.
	Compare versions.
	Help.

Configure OpenKM Add-In

First, you must choose the Configuration menu item to set your configuration values to access OpenKM from the client computer.

Property	Type	Description
Language	Select	MS Add-in user interface language.
User	String	User ID for accessing OpenKM. okmAdmin
Password	String	The user’s password. admin
Host	String	OpenKM URL. http://localhost:8080/openkm/
Add metadata	Bool	To enable or disable the metadata selection form.
Find by UUID	Bool	Instead of locating a document through the search tree, you can locate it by inserting the UUID of the document to be edited or of the destination folder when uploading a document.
Use personal  token	Bool	Authentication will be performed using the access token.
Personal token	String	The personal access token. okmpat-Ky1t16O2Rwx4ttPmOK0R

After you set your configuration values, a folder called OpenKM is created in your user My Documents folder. In this OpenKM folder, a configuration file called openkm.xml and another file called document.xml are created, which the OpenKM Add-in uses to store some document editing information. You should not edit or delete these files.

Uploading a new file

Click on the  add new document button. A folder tree view will be shown. You must select the folder where you want to upload the file.

Click the Send button; after that, the document will be uploaded to OpenKM and a notification message will be shown.

Note

If you have activated the option “Add metadata” in the configuration, it will allow you to select and fill in the corresponding data.
If a metadata field allows multiple selection, to mark and unmark all options you can use the key combinations “Ctrl” + “E” and “Supr”, respectively.

Editing an OpenKM document

Click on the  document edit button. A folder navigator will be shown. You must navigate through folders and select the document you want to edit.

When you have an OpenKM document open, the  Upload modified document (check-in) and  Cancel document edit toolbar options will be enabled.

Caution

In the left panel, you can view the properties, notes, relations, and metadata of the document.

Notes tab

Relations tab

Metadata tab

• To upload a modified document, use the Upload modified document (check-in) toolbar button.

Insert a comment for the version and press the OK button.

• To cancel document editing, use the  Cancel document edit toolbar button.

Danger

After editing, your local document copy will be deleted to prevent accidental user errors.

Compare versions

Clicking on the  “Compare versions” button will display the version history in a pop-up allowing you to select a version to compare with.

Note

You must first edit a document for the “Compare versions” button to be enabled.

Tip

The comparison is made in a new Office Word window; to return to the main document, just close this window.

Log

In My Documents/OpenKM there is a log file called WordAddin.log containing a complete log trace.