Working with the menu bar

At the menu bar on the top all available features are organized by type. The menu options is formed by all the pull down menus with their different options. If an option within a menu appears greyed-out, this option is not available

The menu bar options are:

• File.
• Edit.
• Tools.
• Bookmarks.
• Templates.
• Help.

Caution

The features described below are the default features. In your menu bar options can be shown others not described here if you have OpenKM extensions enabled.

Tip

Massive column in the tables, indicates you can check several nodes at the same time in browser panel to apply the same action.

File

Feature	Description	Massive
Find folder	Finds folder in the repository. The search can be executed only on the context of the selected stack.	No.
Find document	Finds a document in the repository. The search can be executed only on the context of the selected stack.	No.
Find mail	Finds a mail in the repository. The search can be executed only on the context of the selected stack.	No.
Find record	Finds a record in the repository. The search can be executed only on the context of the selected stack.	No.
Find similar document	Finds similar documents in the repository. The feature is based on the search engine heuristic that is based on contents of the selected document. The search can be executed only on the context of the selected stack. This feature is only enabled when a document in Browser view is selected .	No.
Create folder	Creates a new folder into the selected node of the navigator panel.	No.
Add document	Uploads a new document into the selected node of the navigator panel. When the option “Import documents from ZIP” is checked you import the contents of a ZIP file respecting the hierarchy of the folder tree. If you have problems with filename encodings, please take a look at Client configuration. You can also upload RAR or JAR MIME-TYPE files. When the option “Notify to users” is checked you can send a mail notification to other application users. Optionally, based on Administration > Profiles configuration or Administration > Automation a wizard is shown. Wizard can require to you for setting metadata groups, categories or keywords.	No.
Add record	Creates a new record into the selected node of the navigator panel.	No.
Download document	Downloads the selected document in browser panel.	No.
Download document as PDF	Download the selected document in browser panel in PDF format. The feature is enabled when is possible convert the document to PDF format.	No.
Send link	Sends a URL to the selected document in browser panel by mail .	Yes.
Send document attachment	Sends the selected document in browser panel as an attachment by mail.	Yes.
Generate download link	Generates a download token of the selected document in browser panel and send the URL. For more information take a look at Download tokens.	No.
Forward e-mail	Forwards the selected mail in a browser panel.	No.
Write mail	Directly writes a new mail from user interface.	No.
Create from template	Creates a new document based on an existing one at templates space.	No.
Export to ZIP	Downloads the selected nodes compress into ZIP file. If you have problems with filename encodings, please take a look at Client configuration.	Yes.
Start workflow	Start a workflow on the selected node in browser panel. You can start a workflow on any node type ( document, folder, mail or record ). Optionally some workflows require you to fill a form as part of starting. The available workflows are set in Administration > Profiles.	No.
Refresh	Refresh the user interface.	No.
File uploader	Bulk upload feature. This feature needs to have Java enabled in your browser. More information at Bulk Uploader. If you’re using a recent version of Goggle Chrome, keep on mind that Java applets won’t work. Please take a look at Browser configuration for more info.	No.
Restore	Restores the selected node from the trash bin.	No.
Purge	Purges the selected node from the trash bin.	No.
Purge trash	Cleans the user trash bin.	No.
Exit	Exits the application. Users should always exit the application with this menu option and not only closing the web browser. Anyway after 30 minutes the web session of the user in the server will be automatically terminated.	No.

Note

Example of allowed queries on find folder, document, mail or record.

• Add an asterisk “*” as a placeholder for any unknown or wildcard terms, for example,  “*2015”, “2015*”, “20*15” or “*2015*”.
• Add an asterisk “?” as a placeholder for any unknown or wildcard character, for example the query “?015” will return occurrences where first character doesn’t matter. 
• The query “2015” is a synonym of “2015*”. On this search view application always add “*” for you at the end.

Edit

Feature	Description	Massive
Lock	Locks the selected document in a browser panel.	Yes.
Unlock	Unlocks the selected document in a browser panel. Only the user who locked the document or an user with administration credentials ( force unlock ) can unlock the node.	Yes.
Edit	Edits a document ( check-out ).	Yes.
Update	Uploads a new document version ( check-in ). When uploading a new version of a document, you can notify users about the document changes. The application sends the notification by mail.	No.
Cancel edit	Cancels a document edition. Only the user who edited the document or user with administration credentials ( force cancel edit ) can cancel edition of the node.	Yes.
Delete	Deletes selected node. When a node has been deleted, you can restore it from the trash bin. Each user has its own trash.	Yes.
Copy	Copies the selected node.	Yes.
Move	Moves the selected node.	Yes.
Rename	Renames the selected node. You can cancel renaming using the ESC key.	No.
Add note	Adds a note to the selected node.	Yes.
Add category	Adds a category to the selected node. Categories are a virtual taxonomy space that helps on the navigation of taxonomy nodes across other concepts	Yes.
Add keyword	Adds a keyword to the selected node. When thesaurus is enabled you can choose terms from there ( SKOS ).	Yes.
Merge PDF	Merges two or more PDF files. The result of the process is a new PDF document. Musts chooses two or more PDF files to be merged. You can change the process order of the PDF documents. You can set the name of the new PDF document result of merging the selected PDF files.	No.
Add metadata group	Adds a metadata group to the selected node.	Yes.
Update metadata group	Updates a metadata group fields values of the selected node.	Yes.
Remove metadata group	Deletes the metadata group of the selected node.	Yes.
Add subscription	Subscribes to the selected node. You can subscribe on any node type ( document, folder, mail or record ). In case you are subscribed to node of type folder or record, you’ll be notified by mail with any change in that node and children hierarchy. The user will receive notification based on the events definition of its own profile ( only will receive notifications on events enabled from its own profile ). More information about configuring notification events on Profiles.	No.
Remove subscription	Un subscribe to the selected node.	No.

Note

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

“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.

Tools

Feature	Description	Massive
Languages	Changes the user interface language.	No.
Skin	Changes the user interface skin.	No.
Debug console	Shows the  frontend console.	No.
Show administration	Shows the administration tab on a separate browser tab. This option is only available for Administrators users.	No.
User configuration	Shows the user configuration. You can change your password and mail address.	No.
OCR data capture	Applies Object Character Recognition on the selected node. The data captured is stored in a metadata group. This option is only available if you have enabled a OCR template. For more information about it take a look at Administration > OCR templates.	No.
OMR	Applies Object Mark Recognition on the selected node. The data captured is stored in a metadata group. This option is only available if you have enabled some OMR template. For more information about it take a look at Administration > OMR templates .	No.
Web page import	Captures a web page and import as PDF file. This option is only available if you have configured the parameter “system.html2pdf”. More information at Preview parameters.	No.
Convert	Transforms the selected document to other format. Available options: - When Save checkbox is checked  a new document is created in the repository. - When Download checkbox is checked the converted document is automatically download.	Yes.
DXF preview	When enabled the autocad extension feature, preview autocad files as DXF. This option is only available if you have enabled the Autocad preview feature.	No.
PDF preview	When enabled the autocad extension feature, preview autocad files as PDF. This option is only available if you have enabled the Autocad preview feature.	No.
Add new document encrypted	Upload a new document and crypt. This option is only available if you have enabled the Cryptography feature.	No.
Encrypt document	Encrypts the selected document into the repository. When a document is encrypted all previous version history will be removed ( because previous versions history are not encrypted ). This option is only available if you have enabled the Cryptography feature.	No.
Edit encrypted document	Edits an encrypted document. This option is only available if you have enabled the Cryptography feature.	No.
Update encrypted document	Uploads a new version of an encrypted document. This option is only available if you have enabled the Cryptography feature.	No.
Download decrypted document	Downloads version decrypted of the selected encrypted document. This option is only available if you have enabled the Cryptography feature.	No.
Decrypt document	Decrypt the selected document in the repository. This option is only available if you have enabled the Cryptography feature.	No.
Send new message	Sends new internal message between OpenKM and internal messaging. This option is only available if you have enabled the Messaging feature.	No.
Sign document	Applies digital signature to the selected document. This option is only available if you have enabled the Digital signature feature.	No.
Export to Dropbox	Exports the selected node to Dropbox. This option is only available if you have enabled the Dropbox feature.	Yes.
Import from Dropbox	Import data from Dropbox to selected folder at Navigator. This option is only available if you have enabled the Dropbox feature.	No.
Export to Google Drive	Exports the selected node to Goggle Drive. This option is only available if you have enabled the Goggle Drive feature.	Yes.
Import from Google Drive	Imports data from Goggle Drive to selected folder at Navigator. This option is only available if you have enabled the Goggle Drive feature.	Yes.
Create new document	Creates a new document and starts editing with Goggle Drive integration view. Goggle Drive integration allows collaborative edition with several users on edition at same time. This option is only available if you have enabled the Goggle Drive feature.	No.
Edit	Edits the selected document with Goggle Drive integration view. Goggle Drive integration allows collaborative edition with several users on edition at same time. This option is only available if you have enabled the Goggle Drive feature.	No.
HTML Editor	You can enable or disable integrated HTML editor. This option is only available if you have enabled the HTML Editor 4 feature.	No.
Live Editor	You can enable or disable the Live Edit feature. When enabled you edit the selected document in their native application ( for example MS Office, OppenOffice or LibreOffice ). This option is only available if you have enabled the Live Edit feature. This feature needs to have Java enabled in your browser. More information at Live Edit. If you’re using a recent version of Goggle Chrome, keep on mind that Java applets won’t work. Please take a look at Browser configuration for more info.	No.
Manage contacts	You can add or edit existing contacts. This option is only available if you have enabled the Contact feature.
Zoho edit	You can editor document with integrated Zoho Editor. The allowed documents are: - Ms Office ( doc, xls ) - OpenOffice and LibreOffice ( odt, ods ) - Text files. - CSV files. - HTML files. - RTF files. This option is only available if you have enabled the Zoho feature.	No.

Bookmark

Feature	Description	Massive
Home	Go to home node.	No.
Set default home	Change default home for selected node. When user log in, the application opens in desktop view the home node of the user. By default home node is “/okm:root”. You can select nodes in navigation and browser panels from desktop. More information at Working with desktop.	No.
Add Bookmark	Bookmark  the selected node. You can select nodes in navigation and browser panels from desktop. More information at Working with desktop.	No.
Edit Bookmark	Show bookmark manager	No.

Tip

From bookmark view you can see the list of nodes added in bookmark by user.

When you click on a bookmark node the application opens the node in desktop view.

Templates

Template menu dynamically build a menu hierarchy based on “/okm:templates” nodes. When you click on any menu option at templates, automatically starts the process of creating a new node ( usually a new document based on template document ).

Help

Feature	Description	Massive
Documentation	Opens a new browser tab with official openkm documentation URL.	No.
Support request	Opens a new browser tab with official community support URL.	No.
Public forum	Opens a new browser tab with official public forum URL.	No.
Version notes	Opens a new browser tab with application changelog URL	No.
OpenKM	Opens a new browser tab with official OpenKM website URL.	No.
About OpenKM	Shows a pop-up with information of application.	No.