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 PowerPoint and Microsoft Outlook.

With OpenKM Microsoft Outlook Add-in you can save emails to the OpenKM repository from within Microsoft Outlook.

Note

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

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

When editing OpenKM documents, a user can decide to upload or cancel editing. After either operation, the local file is removed so as not to cause 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”, the OpenKM connection data are saved. The password is encrypted.

In the file “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/document.xml”, the document editing information and status are saved.

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 the add-in

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

Editing documents from Microsoft Office

Caution

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

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

Importing emails from Microsoft Outlook

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

Add new translation

Note

The translation file is located 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 the Spanish translation).
• Set the translations.
• Edit “%USER_LOCAL_DOCUMENT_FOLDER%/OpenKM/openkm.xml” and change the tag

<idioma>enGB</idioma>

to

<idioma>esES</idioma>

Known issues

In Microsoft Office 2010 we have detected some issues. If you experience problems using this version, try the following:

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