Working with the dashboard

The dashboard panel provides a set of dashboards, each user has a set of personal dashboard that displays the information relevant for him and helps to have a global view of the application activity.

The dashboard panel :

• User view. Displays the actions that have been carried out in the system
• General view. Displays a global view of application activity.
• News. Displays information based on the scheduled user search queries.
• Mail. It’s a virtual navigations across all the repository of mails.
• Mail account. Helps users to manage their own mail accounts.
• Workflow. Users work in company business process tasks.
• Keyword map. Displays a tag cloud based on all the repository keywords.
• Tasks. Helps on creating, administrate, assign and follow basic company task.
• Calendar. Helps on following the status of the basic company task.
• Messaging. Displays internal OpenKM messaging.
• Forum. Displays a forum.
• Wiki. Displays a wiki.

Tip

The results listed in dashboard boxes depends on the security level access for each user.

User view

In the user’s information view, users can access some interesting queries about the last user operations.  

The information is organized in several boxes:

Box	Description
Locked documents	Displays a list with the actual documents locked by the user.
Locked records	Displays a list with the actual records locked by the user.
Edited documents	Displays a list with the actual documents checkout by user.
Last download documents	Displays a list with the last 20 documents downloaded by the user.
Subscribed documents	Lists subscriptions into documents by the user.
Subscribed folders	Lists subscriptions into folders by the user.
Subscribed mails	Lists subscriptions into mails by the user.
Electronic mails	Displays a list with the last 20 mails uploaded by the user.
Attachments	Displays a list with the last 20 documents attached into mails uploaded by user.
Last modified documents	Displays a list with the last 20 documents modified by the user.
Last created documents	Displays a list with the last 20 documents created by the user.
Last created folders	Displays a list with the last 20 folders created by the user.
Last created records	Displays a list with the last 20 records created by the user.

Tip

Each box indicates the number of new items pending to be viewed by the user.

When a user clicks on a row, application will open up automatically the repository destination node.

General view

In the general information view, users can access some interesting queries about the last repository operations done by all users.

The information is organized in several boxes:

Box	Description
Last week top view documents	Displays a list with the last 20 documents most viewed during last week.
Last month top viewed documents	Displays a list with the last 20 documents most viewed during last month.
Last week top modified documents	Displays a list with the last 20 documents most modified during last week.
Last month top modified documents	Displays a list with the last 20 documents most modified during last month.
Last created documents	Displays a list with the last 20 documents created.
Last modified documents	Displays a list with the last 20 documents modified.
Last created folders	Displays a list with the last 20 folders created.
Last created records	Displays a list with the last 20 records created.

Tip

Each box indicates the number of new items pending to be viewed by the user.

When a user clicks on a row, the application will open up automatically the repository destination node.

News

The News view display information based on scheduled user search queries. Each query is shown into a separate box. As a push service ( usually executed every 30 minutes ) the results are refreshed.

Note

More information about registering “Users news” at: Working with search.

Mail

Mail view is a virtual navigations across all the repository of mails. The view is organized in sections:

• Toolbar.
• Mail browser.
• Preview.

Toolbar

Toolbar is at the  top of the Mail panel.

Feature	Description
Show / hide mails without attachments	Shows / hides nodes of type mail without attachments in a browser panel.
Show / hide mails with attachments	Shows / hides nodes of type mail with attachments in a browser panel.
Filter	Filter mails. Available filtering options: - Subject ( allow wilcards ). - From ( allow wilcards ). - Range of dates
Limit select	Sets the limit of mails to be shown at 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	Go to the end of the list.
Order select	Sets the column value for that ordering.
Reverse checkbox	Reverses the ordering.

Mail browser

The Mail browser panel at center show a table of mails. To preview a mail, click on it.

Preview

The Preview panel at right side display mail preview.

The Preview panel is organized in three section:

• Mail fields.
• Message tab.
• Headers tab.

With Options icon at the top right in “Mail fields panel” you can show extra fields ( cc, bcc, reply and extra fields ).

In the Message tab is shown the mail body contents.

In the Headers tab is shown the mail headers contents.

Mail accounts

In the Mail accounts view, are shown the mail user accounts. These mail accounts are used by the application to periodically import mail to te application repository.

Note

The features and configuration are quite similar to manage users and mail account. The difference is that from the dashboard view the user only can manage their own mail accounts.

More information at Manage user mail accounts.

Workflow

In the Workflow panel are shown the workflows on execution. The Workflow panel is organized in two sections:

• Workflow lists.
• Workflow detail.

Workflow lists

In the Workflow lists panel are shown the workflows on execution organized in two boxes:

• Pending tasks.
• Unassigned pending task.

Note

The workflows at “Pending task” box has yet to be assigned to the logged user and are waiting for him.

The workflows at “Unassigned pending task” box has not yet beng assigned to a single user. There is a group of users who can auto assign the workflow themself ( one of them is the logged user ). The workflow is waiting for this auto asignation.

Workflow detail

In the Workflow detail panel itis shown the workflow details. From this view you can see low level information data like “process instance”, “process definition” or “data” and also go to the next workflow task completing the workflow form.

To complete a workflow task:

• Click on workflow at Pending task box. It will be shown the workflow form.
• Fill in the workflow form.
• Click on any of the available buttons to submit the values.

Keyword map

The Keyword map view shows a tag cloud based on all the repository keywords. The Keyword map is organized in four sections:

• Toolbar.
• Browser.
  • Tag cloud.
  • Results.
• Keywords list.
• Results controller.

Toolbar

The toolbar is on top.

Feature	Description
Low detail	Displays result nodes in low detail.
Medium detail	Displays result nodes in medium detail.
Full detail	Displays result nodes in full detail.
Keywords	Shows keywords used for filtering.
Keyword selector	The suggestbox selector helps to quickly choose the keywords for filtering.
Clean	Reset Keyword map view.

Browser

The Browser panel is at the center. The panel is divided in two sections, at the top the Tag cloud ( visual representation of text data ) and at the bottom the Results table within the nodes that comply with the filtering rules.

Note

Available features on results :

• Go to document.
•   Go to folder.
•   Go to e-mail.
•   Go to record.

In the “Medium” and “Full” detail view each node display its own associated keywords in two colors blue ( for what are used on filtering ) and grey.

Clicking on  blue keyword you will remove from filtering rules.

Clicking on  grey keyword you will add to filtering rules.

Keywords lists

The Keywords lists is at the right side. The keywords list is an stack panel organized in tree stacks:

• Related keywords.
• Top Keywords.
• All Keywords.

In the “Related keywords” stack are listed the related keywords based on the actual filtering rules. In the “Top Keywords” stack are listed the most commonly used keywords and finally in “All keywords” are list all the keywords.

Results controller

The results controller is at te bottom.

Feature	Description
Context selected	Choose the context. Available context are: - Taxonomy. - Templates. - My documents. - E-mail. - Trash. - All repository.
Page results	Set the limit of the nodes to be shown at the same time.
Results	Displays the number of results.
Go to previous	Go to previous list.
Go to next	Go to next list.

Tasks

The Tasks feature allows you to create, manage and assign tasks to users ( or roles ). The Tasks panel is organized in three sections:

• Toolbar.
• Filter.
• Browser.

Toolbar

Feature	Description
Task list	Shows a task list view.
States lists	Manages the task status. Available features: -  Add new state. - Edit. -  Delete. States with “Finish” value active are used to indicate task end of process execution.
Types list	Manage task types. Available features: -  Add new type. - Edit. -  Delete. You can disable a type, setting “Active” field to false.
Project list	Manage projects. Available features: -  Add new project. - Edit. -  Delete. You can disable a project, setting “Active” field to false.

Filter

The Filter on the left side helps users to filtering task by:

• Assigned tasks.
• Active tasks.
• Closed tasks.
• State.
• Project.
• Type.

Note

Also from this panel you can Add new task states, projects or task types.

Browser

The Browser at the right side list tasks based on filtering rules applied at the filter panel. From the top right corner you can Add new task. Also for each task you can Edit or  Delete tasks. Tasks can be edited or deleted by the task owner (the user who created the task) or users with ROLE_ADMIN or ROLE_TASK_MANAGER_ADMIN roles.

There’s a tool tip feature which allows to show all task data from this view when the cursor is over the subject task.

Note

Upon the creation or edition of a task a mail notification is sent to the users to inform them that a new task has been assigned.

Caution

Users with an assigned task which are not the owners - creator - only are allowed to modify the status, the task progress or add link between the task and nodes.

Task fields:

Field	Description	Mandatory
Subject	Sets the subject of the task.	Yes.
Start	Sets the starting date.	No.
Ends	Sets the ending date.	No.
Repeat	Checks whether the task will be periodically repeated or not.	No.
Progress	Sets the task progress.	No.
Status	Sets the status.	Yes.
Project	Sets the project.	Yes.
Type	Sets the type.	Yes.
Users	Users assigned to the task	Yes.
Roles	Roles are converted to users assigned to the task.	Yes.
Find folder	Links folders to the task.	No.
Find document	Links documents to the task.	No.
Find mail	Links mails to the task.	No.
Find record	Links records to the task.	No.
Add note	Adds a note.	No.

Calendar

Helps on following the status of the basic company task. There are three views available a Monthly, Weekly and Daily calendar.

There’s a tool tip feature which allows to show all task data from this view when the cursor is over the subject task. 

Tip

You can dynamically manage tasks, the available options are:

• Drag & drop to move tasks in calendar.
• Double click on day ( or hour when viewing calendar in daily view ) to create a new task.
• Click on a task to display the data of task ( from this view you can also Edit the task ).

Caution

Users with assigned task which are not the owners - creator - only are allowed to modify the status, the task progress or add link between the task and nodes.

Messaging

Messaging helps you proposing a nodes subscription to the users, sharing queries and sending text messages between users. The Message panel is organized in three sections:

• Message type
• Browser
• Preview

Message type

Message type is on left side. Message type is an stack panel with the following options:

• Propositions.
• Proposed queries.
• Messages received.
• Messages sent.

Feature	Description
Propositions	Displays users who have proposed subscriptions to nodes.
Proposed queries	Displays users who have shared their search queries.
Messages received	Displays users who have sent messages to the user.
Messages sent	Displays users who you have sent messages.

Note

Bold users indicate you have pending information to be reviewed.

Browser

Browser panel is on the top right. The panel list the messages based on “Message type” selection.

Note

Bold message indicate you have still not previewed.

Right clicking on a message will show a contextual menu with Delete action.

Preview

Preview panel is on the bottom right. In this panel the message is previewed.

Feature	Description
Subscribe	Subscribes to a node. Available when “Proposition” stack is visible.
Execute search	Executes shared search. Available when the “Proposed queries” stack is visible.
Accept	Accepts a shared search. Available when “Proposed queries” stack is visible.

Forum

From the forum view you can manage all discussions on nodes and also create new forums not linked with any node.

Feature	Description	Need administrator grants
New forum	Adds a new forum.	Yes.
Edit forum	Edits a forum.	Yes.
New topic	Adds a new topic to an existing forum.	No.
Post reply	Posts a reply in an existing topic.	No.
Quote	Quotes a posting.	No.
Edit post	Edits a posting.	No when you are the owner.
Delete	Deletes a post.	No when you are the owner.

Wiki

Display the main wiki page.

Field / Property	Description
Update	Edits wiki contents.
History	Wiki page history. Available options: - View older page. - Restore previous version.
Unlock	Cancels wiki edition.
Delete	Deletes wiki page.