Microsoft Office Add-in

You can create, edit and save files that are stored in the OpenKM repository, directly from Microsoft Office applications such as Microsoft Word, Microsoft Excel, Microsoft Power Point and Microsoft Outlook.

With OpenKM Microsoft Outlook Add in you can save mails to OpenKM repository from within Microsoft Outlook.

Note

Importing mail creates a folder structure based on received email date ( year/month/day folder structure ) and imports by default to “/okm:mail/{userId}” node.

When a user edits a document, they are saved locally in “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM”.

When editing OpenKM documents, a user can decide to upload or cancel editing. After both operations the local file is removed so as not to generate user confusion. When you upload a new file, it is not removed from your computer.

In the file “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/openkm.xml” are saved the connection OpenKM data. The password is crypted.

In the file “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/document.xml” are saved the documents edition information status.

There is a log file for each application at:

• “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/WordAddin.log”.
• “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/ExcelAddin.log”.
• “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/PowerPointAddin.log”.
• “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/OutlookAddin.log”.

Caution

Microsoft Office Add in is compatible with versions 2000 to 2013.

Configuring add-in

• Click on configuration toolbar icon ( menu option at Microsoft Outlook ).
• Set version to “Webservices 2.0”.
• Choose language ( by default English ).
• Set the username.
• Set the password.
• Set the host ( for example http://localhost:8080/OpenKM ).
• Click on Test button to check the connection configuration.

Editing documents from Microsoft Office

Caution

Depending your Microsoft Office version you will see an OpenKM toolbar or a Ribbon.

Feature	Description
Configuration	Configure the connection to OpenKM server.
Add document	Upload a new document into the OpenKM repository.
Edit	Edit document ( check-out ). When a user edits a document, they are saved locally in “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM”. You can continue editing the document other day ( the document status is saved at “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/document.xml” file.
Update	Upload a new document version ( check-in ).
Cancel edit	Cancel document edition.
Help	OpenKM to OpenKM Microsoft Office Add in URL in your default web browser.

Importing mails from Microsoft Outlook

• Choose one or several mails.
• Click on import menu option.
• Follow the wizard to select the destination folder. When grouped checkbox is enabled will be created the year/month/day folder structure.
• Click on Upload button.

Add new translation

Note

The translation file is set at “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/OKMAddin-enGB.properties”. The easiest way is to change the contents of the file directly.

• Create a new translation file at “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/” ( for example copy OKMAddin-enGB.properties to OKMAddin-esES.properties for Spanish translation ).
• Set the translations.
• Edit “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/openkm.xml” and change the tag

<idioma>enGB</idioma>

to

<idioma>esES</idioma>

Know issues

In Microsoft Office 2010 we have detected some issue, if you detect some problem using this version try it:

• Open the menu File > Options.
• Select Trust Center and click on “Trust Center Settings” button.
• Open Protected View option and disable the first three checkbox.