User guide

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The OpenKM front is the back-office view of the content repository. The features are organized into several sections:

The Menu bar at the top is available for all the features organized by type.
The Quick search box is at the top right.
The Toolbar contains the most commonly used features.
The Desktop tab enables you to navigate the repository.
The Search tab enables a query of the repository.
The Dashboard tab provides a set of dashboards.
The Administration tab provides a set of administration tools.
The Status panel at the bottom provides general information.

The OpenKM front allows you to manage any content: scanned images, photographs, office documents, and even large video files or CAD files, among others. It also enables social activities around content to connect people with other people, information with information, and people with information, helping to manage the company’s collective intelligence more efficiently.

The OpenKM Profiles feature helps administrators to set what is displayed for each user of the application.

OpenKM provides the solution to:

Control the growing volume of information to be managed.
End the diversification of information storage sources.
Prevent the duplication of data.
Obtain valid information through control of document versions.
Reduce the time and resources used to locate information.
Avoid knowledge leaks or wrongful access by users, thereby complying with the obligations set out in the LOPD (Spanish Data Protection Law).
Restrict unauthorized users’ access to information.

Through the OpenKM system, all relevant and valuable information can be accessed and found more quickly to resolve problems and make decisions.

The menu bar at the top has all features organized by type:

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

The Quick search box is at the top right corner, providing fast access to the default search in the Search panel.

The toolbar section has the most commonly used features, like downloading documents, creating new folders, and editing or uploading files.

Desktop

Most user activity is done there. Users can work directly on folders, documents, emails, or records.

The desktop is distributed in three sections:

Navigation panel on the left-hand side.
Browser panel at the top center.
Properties panel at the bottom center.

The navigation on the left-hand side is a stack panel. Each stack contains a tree (folder and records hierarchy) structure from a root that enables quick access to documents and emails.

Browser

The browser panel at the top center shows a table of nodes (documents, folders, emails, and records) for the selected navigation node.

Properties

The properties panel at the bottom center shows a collection of tabs that contain the grouped properties or features, like a preview associated with the selected node. The selected node can be a navigator node or a browser node.

Search

The Search tab enables querying the repository. This tab gives access to different search options to query the content of the application:

The default search is a full-text search, also available from the top right corner of the screen.
Advanced search enables you to search for keywords, metadata, and additional criteria such as location in the application.

Dashboard

The dashboard panel provides a set of dashboards; each user has a set of personal dashboards that display information relevant to them and help provide a global view of the application’s activity.

The dashboard panel:

User view. Displays the actions that have been carried out in the system.
General view. Displays a global view of the application activity.
News. Displays information based on scheduled user search queries.

Administration

The administration panel is a set of tools that help the administrator manage the application.

Status

The status panel provides general information:

OpenKM news alert.
The connected user.
User repository size.
Chat.
Alerts.
HTML documents in edition.
Message panel.