Working with the menu bar

On the menu bar at the top, all available features are organized by type. The menu options are 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. Your menu bar may show options that are not described here if you have OpenKM extensions enabled.

Tip

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

File

Feature	Description	Massive
Find folder	Finds the folder in the repository. The search can be executed only in the context of the selected stack.	No.
Find document	Finds a document in the repository. The search can be executed only in the context of the selected stack.	No.
Find mail	Finds a mail in the repository. The search can be executed only in the context of the selected stack.	No.
Find record	Finds a record in the repository. The search can be executed only in the context of the selected stack.	No.
Create folder	Creates a new folder in 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 users” is checked, you can send an email notification to other application users. Optionally, based on Administration > Profiles configuration or Administration > Automation, a wizard is shown. The wizard can require you to set metadata groups, categories, or keywords.	No.
Add record	Creates a new record in the selected node of the navigator panel.	No.
Download document	Downloads the selected document in the browser panel.	No.
Download document as PDF	Downloads the selected document in the browser panel in PDF format. The feature is enabled when it is possible to convert the document to PDF format.	No.
Send link	Sends a URL to the selected document in the browser panel by email.	Yes.
Send document attachment	Sends the selected document in the browser panel as an attachment by mail.	Yes.
Create from template	Creates a new document based on an existing one in the templates space.	No.
Export to ZIP	Downloads the selected nodes and compresses them into a ZIP file. If you have problems with filename encodings, please take a look at Client configuration.	Yes.
Refresh	Refreshes the user interface.	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’s trash bin.	No.
Exit	Exits the application. Users should always exit the application using this menu option and not just close the web browser. In any case, after 30 minutes the user’s web session on the server will be automatically terminated.	No.

Note

Example of allowed queries for 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 the first character doesn’t matter. 
• The query “2015” is a synonym of “2015*”. In this search view application, always add “*” at the end.

Edit

Feature	Description	Massive
Lock	Locks the selected document in the browser panel.	Yes.
Unlock	Unlocks the selected document in the browser panel. Only the user who locked the document or a user with administrative 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 document changes. The application sends the notification by email.	No.
Cancel edit	Cancels document editing. Only the user who edited the document or a user with administrative credentials (force cancel edit) can cancel the editing of the node.	Yes.
Delete	Deletes the selected node. When a node has been deleted, you can restore it from the trash bin. Each user has their 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 form a virtual taxonomy space that helps with the navigation of taxonomy nodes across other concepts.	Yes.
Add keyword	Adds a keyword to the selected node.	Yes.
Add metadata group	Adds a metadata group to the selected node.	Yes.
Update metadata group	Updates the values of the metadata group fields 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 to any node type (document, folder, mail, or record). If you subscribe to a folder or record node, you’ll be notified by email of any change to that node and its child hierarchy. Users will receive notifications based on the event definitions in their own profile (they will only receive notifications for events enabled in their profile). More information about configuring notification events on Profiles.	No.
Remove subscription	Unsubscribes from the selected node.	No.

Note

The document editing 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 to the document while it has been checked out.

Tools

Feature	Description	Massive
Languages	Changes the user interface language.	No.
Show administration	Shows the administration tab on a separate browser tab. This option is only available for administrators.	No.
User configuration	Shows the user configuration. You can change your password and email address.	No.
HTML Editor	You can enable or disable the integrated HTML editor. This option is only available if you have enabled the HTML Editor 4 feature.	No.

Bookmark

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

Tip

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

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

Templates

The template menu dynamically builds a menu hierarchy based on “/okm:templates” nodes. When you click on any menu option in Templates, the process of creating a new node begins (usually a new document based on a template document).

Help

Feature	Description	Massive
About OpenKM	Shows a pop-up with information about the application.	No.