Working with desktop

Almost all 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 top center.
• Properties panel at the bottom center.

Navigation

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

The navigation panel is divided into several stacks:

• Taxonomy.
• Categories.
• Metadata.
• Templates.
• My documents.
• E-mail.
• Trash.

Each stack contains a tree (folder and records hierarchy) to help organize the nodes in the repository and help the user to locate the data quickly and efficiently.

The taxonomy stack is the space for collaborative work, which means it is where multiple users can modify and share company data.

The categories stack is a virtual taxonomy space that helps with navigation of taxonomy nodes across other concepts.

Note

Categories are a hierarchical tree structure of category and subcategory folders. The idea is that these folders and subfolders represent conceptual terms in a tree structure.

The metadata stack is a virtual taxonomy space that helps with the navigation of taxonomy nodes across the metadata field values.

Note

The metadata view is a hierarchical tree structure of metadata groups. Each possible metadata value is represented as a tree node structure.

Only fields of type Select, SuggestBox, and Checkbox are displayed (free-text fields like Inputs or Text area are not shown).

You can create your own Stack Metadata Adapter visualization. For more information, see: Creating your own Stack Metadata Adapter (deprecated).

The templates stack is the space to set templates for the company. That means it is where company templates are set to be used by multiple users to create new company documents.

The My documents stack is a private space for each user, which means that only the user can access this section and it is the default location where personal data is stored.

The Email stack is a private space for each user, which means only the user can access their data in this section, and it is the default place where the user’s emails are stored.

The Trash stack is a private space for each user, which means that only the user can access this section. When a user deletes a node, it goes automatically to their own trash. When a user empties their trash, the document is permanently removed from the application.

Caution

Administrators have no restrictions on accessing all repository areas, including private user sections like “My Document”, “E-mail” or “Trash”.

The selected node from the navigator panel determines the content shown in the browser panel. All the nodes shown in the browser panel have the same parent (the selected node in the tree).

Note

In the case of virtual stacks (categories, metadata), the nodes shown in the browser panel do not have the same parent (the selected node in the tree); they are shown because they have a relation (category or metadata value) with the selected node in the tree.

When you do a right click with the mouse button on a node in the tree, a contextual menu appears. The available menu options in the contextual menu depend on the selected stack.

Note

Available menu options in the Taxonomy stack are:

• Create a folder.
• Delete.
• Rename.
• Move.
• Copy.
• Add document.
• Add a record.
• Add a bookmark.
• Set the default home.
• Export to ZIP.

Available menu options in the Categories stack are:

• Create a folder.
• Delete.
• Move.

Available menu options in the Templates stack are:

• Create a folder.
• Delete.
• Rename.
• Move.
• Copy.
• Export to ZIP.

Available menu options in My documents stack are:

• Create a folder.
• Delete.
• Rename.
• Move.
• Copy.
• Export to ZIP.

Available menu options in the E-mail stack are:

• Create a folder.
• Delete.
• Rename.
• Move.
• Copy

Available menu options in the Trash stack are:

• Restore.
• Purge.
• Purge trash.

Tip

A complete description of all menu options is available at: Working with the menu bar.

Caution

Metadata view has no menu options.

Tip

Those folders to which the user is subscribed will be displayed in a different color to distinguish them:

• You are subscribed to a folder without subfolders.
• You are subscribed to a folder with subfolders.
• You are subscribed to a read-only folder without subfolders.
• You are subscribed to a read-only folder with subfolders.

Browser

The browser panel at the top center shows a table of nodes (documents, folders, mails, and records) that are in the selected node of the navigation panel.

At the top of the browser panel, there’s a path that indicates the actual location in the navigation panel (for example, “/okm:root/”). Below, there is a list of the nodes related to the selected node in the navigation panel.

Note

Usually the nodes that have the selected node as parent are listed, except in the Categories, Metadata, and Thesaurus views, where the nodes listed are related to the selected node and do not have the same parent.

By default, the browser table shows the columns:

• Status (icons display node status; for example, if the node is locked, the Lock icon).
• Checkbox (to apply actions on several nodes at the same time).
• Icon (indicates node type).
• Name (name of the node).
• Title.
• Language (only for documents).
• Size.
• Update date.
• Author.
• Version ( only for documents ).

Tip

Also, a browser table can show extra columns based on metadata field values. For more information about how to enable it, take a look at: Administration > Profiles.

When you right-click a node, a contextual menu is shown. You will have distinct menu options depending on the selected node type and the visible stack panel combination.

Note

Available menu options when Taxonomy, My documents stacks are visible:

• Download.
• Edit.
• Update.
• Cancel edit.
• Lock.
• Unlock.
• Delete.
• Rename.
• Move.
• Copy.
• Convert.
• Add a note.
• Add category.
• Add keyword.
• Add a metadata group.
• Update metadata group.
• Add a bookmark.
• Set the default home.
• Export to ZIP.
• Send the link.
• Send a document attachment.
• Forward e-mail.

Available menu options when Categories and Metadata stacks are visible:

• Download.
• Edit.
• Update.
• Cancel edit.
• Lock.
• Unlock.
• Delete.
• Rename.
• Add a note.
• Add category.
• Add keyword.
• Add a metadata group.
• Update metadata group.
• Go to ( document, folder, mail, record ). Open the node location in taxonomy view.
• Send the link.
• Send a document attachment.
• Forward e-mail.

Available menu options when the Templates stack is visible are:

• Download.
• Edit.
• Update.
• Cancel edit.
• Lock.
• Unlock.
• Delete.
• Rename.
• Move.
• Copy.
• Convert.
• Add a note.
• Add category.
• Add keyword.
• Add a metadata group.
• Update metadata group.
• Merge PDF.
• Export to ZIP.
• Create from a template.
• Add a bookmark.
• Send the link.
• Send a document attachment.
• Forward e-mail.

Available menu options when the Email stack is visible are:

• Delete.
• Rename.
• Move.
• Copy.
• Convert.
• Add a note.
• Add category.
• Add keyword.
• Add a metadata group.
• Update metadata group.
• Merge PDF.
• OCR data capture.
• OMR data capture.
• Send the link.
• Send a document attachment.
• Forward e-mail.

Available menu options when the Trash stack is visible are:

• Restore.
• Purge.

Tip

A complete description of all menu options is available at: Working with the menu bar.

Tip

Creating from a template helps you create new documents based on existing templates. More information: Creating templates.

The checkbox helps you to select several nodes at the same time and apply an action to all.

Tip

You can perform actions on several nodes at the same time (you have a checkbox in each row for selecting the node). The bulk actions allowed are:

• Delete.
• Move.
• Copy.
• Add notes.
• Add categories.
• Add keywords.
• Add metadata groups.
• Change metadata group field values.

When you subscribe to a node, an  icon will appear at the side of the node indicating that you are subscribed. Keep in mind that in order to receive these email notifications, you have to configure which events you want to be notified of in the user profile. See Profile Notification tab for more information.

Caution

When no checkbox is selected, the action will be applied to the selected node (the blue row marks the selected node in the browser view).

The  Massive icon displays a contextual menu for quick actions:

Feature	Description
Select all	Selects all the nodes.
Select all folders	Selects all the nodes of type folder.
Select all documents	Selects all the nodes of type document.
Select all mails	Selects all the nodes of type mail.
Select all records	Selects all the nodes of type record.
Deselect all	Unselect all the nodes.

Pagination

When the pagination feature is enabled, an extra toolbar appears:

Feature	Description
Show/hide folders	Shows/hides nodes of type folder in the browser panel.
Show/hide documents	Shows/hides nodes of type document in the browser panel.
Show/hide mails	Shows/hides nodes of type mail in the browser panel.
Show/hide records	Shows/hides nodes of type record in the browser panel.
Filter	Filters nodes.
Paginate checkbox	Enables or disables the pagination feature.
Limit select	Sets the limit of nodes to be shown at the same time.
Go to the beginning	Goes to the beginning of the list.
Go to previous	Goes to the previous page.
Go to next	Goes to the next page.
Go to the end	Goes to the end of the list.
Order select	Sets the column value for that ordering.
Reverse checkbox	Reverses the ordering.

Mouse features

• Double-click on a node of type folder to open the folder.
• Double-click on a node of type document to download the document.
• Right-click on a node will show a contextual menu.
• Drag & drop. You can drag & drop nodes, keeping the left mouse button held down, and moving to the destination node in the Navigator panel.

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.

Note

Basically, the selected node in the navigator panel determines the content shown in the browser panel, and depending on whether the last node selected by the user was in the navigator or browser panel, the properties panel will show the properties of the active node from the navigator or browser.

Caution

The features described below are the default features. Other features not described here may be shown in your properties tab if you have OpenKM extensions enabled.

Tabs on nodes of type document

Tab	Description
Properties	Displays properties of the selected document. From this view, you can: - Set the keywords of the document. - Change the title of the document. - Set relations between the document and categories. This tab shows a list of users subscribed to the node. For quick node sharing, there are two special icons named URL and WebDAV; clicking them copies a browser or WebDAV URL to your clipboard.
Notes	Displays a list of notes related to the document. From this view you can add, edit, or remove your own notes. Administrators can manage notes of other users.
History	Displays a list of versions of the document. From this view you can: - Restore to a previous version of the document. - Preview any document version on the right panel. - Compare two versions of the document on the preview panel. - Compact the history. The action of compacting the history will remove all document versions except the active one. This action reduces repository size but must be taken into consideration because it cannot be reversed.
Security	Displays the security grants of the document. From this view you can change the security grants. - Click on Update button to change the security grants. When the “Recursive permission changes” checkbox is checked, the changes will be applied recursively. You may also be interested in reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Preview	Displays a preview of the document.
Relations	Displays the relations of the document to other nodes (documents, folders, mails, or records). From this view you can manage the relations of the document, adding or removing relations. To set a new relation: - First, select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, four icons for searching are shown:  document,  folder,  mail or record. There are three types of relations: - Bidirectional - Parent-child - Many-to-many More information at Relation types.
Activity log	This view provides a complete audit trail of the document. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason most common actions are filtered when the View checkbox is not checked is that these events usually create a large list of actions and are often not relevant from an audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the document. From this view you can: - Add a new topic. - Post a reply of the topic. - Quote a reply of the topic. - Edit a reply of the topic. - Delete a topic. To delete or edit a post in the topic you must be the owner or have administrator privileges. This option is only available if you have enabled the Forum feature.

Tabs on nodes of type folder

Tab	Description
Properties	Displays the properties of the selected folder. From this view you can: - Change the folder style.  - Set the keywords of the folder. - Change the title of the folder. - Set relations between the folder and categories. This tab shows a list with the users subscribed to the node. For a quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL. More information: Folder style.
Notes	Displays a list of notes related to the folder. From this view you can add, edit, or remove your own notes. Administrators can manage other users’ notes.
Security	Displays the security grants of the folder. From this view you can change the security grants. - Click on Update button to change the security grants. When the “Recursive permission changes” checkbox is checked, the changes will be applied recursively. You may be interested in reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Relations	Displays the relations of the folder to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the folder, adding or removing relation. To set a new relation: - First must select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, four icons for searching are shown:  document,  folder,  mail or record. There are three types of relations: - Bidirectional - Parent-child - Many-to-many More information at: Relation types.
Activity log	This view performs a complete audit trail of the folder. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason most common actions are filtered when the View checkbox is not checked is that these events usually create a large list of actions and are often not relevant from an audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the folder. From this view you can: - Add a new topic. - Post a reply to the topic. - Quote a reply to the topic. - Edit a reply of the topic. - Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.

Tabs on nodes of type mail

Tab	Description
Properties	Displays properties of the selected mail. From this view you can: - Set the keywords of the mail. - Change the title of the mail. - Set relations between the mail and categories. This tab shows a list with the users subscribed to the node. For quick node sharing, there are two special icons named URL and WebDAV when clicking on them, it will copy in your clipboard a browser or WebDAV URL.
Notes	Displays a list of notes related to the mail. From this view you can add, edit, or remove your own notes. Administrators can manage notes of other users.
Security	Displays the security grants of the mail. From this view you can change the security grants. - Click on Update button to change the security grants. When the “Recursive permission changes” checkbox is checked, the changes will be applied recursively. You might be interested in reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Preview	Displays a preview of the mail. From this view you can also download the mail attachments or copy them to a destination folder.
Relations	Displays the relations of the mail to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the document, adding or removing relation. To set a new relation: - First must select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, for it are shown four icons for searching a document,  folder,  mail or record. There are three types of relations: - Bidirectional - Parent-child - Many-to-many More information at: Relation types.
Activity log	This view performs a complete audit trail of the mail. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason most common actions are filtered when the View checkbox is not checked is that these events usually create a large list of actions and are often not relevant from an audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the mail. From this view you can: - Add a new topic. - Post a reply to the topic. - Quote a reply of the topic. - Edit a reply of the topic. - Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.

Tabs on nodes of type record

Tab	Description
Properties	Displays properties of the selected record. From this view you can: - Set the keywords of the record. - Change the title of the record. - Set relations between the record and categories. This tab is shown as a list of users subscribed to the node. For quick node sharing, there are two special icons named URL and WebDAV; clicking them copies a browser or WebDAV URL to your clipboard.
Notes	Displays a list of notes related to the record. From this view you can add, edit, or remove your own notes. Administrators can manage notes of other users.
Security	Displays the security grants of the record. From this view you can change the security grants. - Click on Update button to change the security grants. When the “Recursive permission changes” checkbox is checked, the changes will be applied recursively. You might be interested on reading: - Security configuration. - Security configuration parameters. - “Advanced filter” option on Profile General tab.
Relations	Displays the relations of the record to other nodes ( documents, folders, mails or records ). From this view you can manage the relations of the record, adding or removing relation. To set a new relation: - First must select the type from the relation type list. - Then choose one of the defined relations. - Select a node in the repository, four icons for searching are shown document,  folder,  mail or record. There are three types of relations: - Bidirectional - Parent-child - Many-to-many More information at: Relation types.
Activity log	This view performs a complete audit trail of the record. From this view you can filter by specific actions. When the checkbox named View is not checked, the most common actions like GET_CHILDREN_DOCUMENTS are automatically filtered. The reason most common actions are filtered when the View checkbox is not checked is that these events usually create a large list of actions and are often not relevant from an audit trail point of view. This option is only available if you have enabled the Activity log feature.
Forum	Displays a forum associated with the record. From this view you can: - Add a new topic. - Post a reply to the topic. - Quote a reply of the topic. - Edit a reply to the topic. - Delete a topic. To delete or edit a post of the topic you must be the owner or have administrator grants. This option is only available if you have enabled the Forum feature.

Shortcuts

Tip

Shortcuts can be used from the desktop view.

Available shortcuts:

Shortcut	Description
F2	Rename a node.
CTRL+SHIFT+C	Copy a node.
CTRL+SHIFT+X	Cut a node.
CTRL+SHIFT+V	Paste a node.
CTRL+D	Download.
CTRL+G	Show UI testing pop-up.
CTRL+Z	Show UI log.
CTRL+N	Create a folder.
F5	Refresh desktop view.
INSERT	Add a new document.
ALT+B	Bookmark a node.
F1	Show help.
CTRL+ALT+Q	Exit the application.
ALT+DELETE	Delete a node.

Note

Shortcuts are configurable from Profiles.