Quick start

Tip

Before starting a production environment you should also read these sections:

• Essential fundamentals.
• Plan your data organization.

With OpenKM it’s simply to store and share information and collaborate effectively.

This quick start guide give you an introduction to some of the features of the OpenKM:

• Logging in.
• Create a taxonomy.
• Add documents.
• Edit documents.
• Search documents.

Loggin 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 Login button.

Note

Ask your administrator for your login URL. By default from the OpenKM server the URL is http://127.0.0.1:8080/OpenKM

Caution

The default administrator credentials are:

• Username: okmAdmin
• Password: admin

Do not forget to change the administrator password.

Create a taxonomy

Tip

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.”

Basically, a taxonomy is a way to group things together. Like a controlled vocabulary focuses on concepts, i_n practice, a good taxonomy should be simple, easy to remember, and easy to use._

The first step should be analyse the company organization and define a set of folder hierarchy to store the documents organized. 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 taxonomy where to create the folder.
• Click on  folder icon at tool bar.
• Set the name.
• Click on Accept button.

Caution

We suggest spending some time thinking and designing your taxonomy. For a best UI performance we suggest less than 200 elements per folder.

Add documents

• Select a node from taxonomy where to add the document.
• Click the  add document icon from the toolbar.
• Select the document from your computer.
• Click Upload button.

 

Edit documents

The document edition is based on the “check-out / check-in” model.

Tip

“Check-out” and “check-in” are common terms in many document management systems, including OpenKM. Their purpose is to prevent conflicts in an environment where multiple people might want to edit the same piece of content - in OpenKM a document - at the same time. 

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 the process of updating a document to replace the previous version. By checking in the item, the user can allow others to edit the document, without needing to worry 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 in the document before they can edit. While the document is checked out, other users usually can see only the last version that was checked in; they can’t see the changes that the current user has made on the document while it’s been checked out.

First must check-out the document:

• Select a document.
• Click on  Edit icon.

Finally check-in the document to upload the changes:

• Select the edited document.
• Click on  Update icon.
• Select the document from your computer.
• Click Upload button.

Search documents

• Go to search view.
• Write the term for the query.
• Click on Search button.