Working with the dashboard

Caution

OpenKM 7.1 comes with two user interfaces, called “classic” and “kcenter”. Although both are functionally very similar, the layout and the way they are used may have significant differences. This page is based on the “classic” user interface. If you are using the “kcenter” user interface and are unsure how to access any of these features, please create a ticket in the support website.

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 application activity.
• News. Displays information based on the scheduled user search queries.
• Mail. It is a virtual navigation across the entire mail repository.
• Mail account. Helps users to manage their own mail accounts.
• Workflow. Users work on company business process tasks.
• Keyword map. Displays a tag cloud based on all repository keywords.
• Tasks. Helps create, administer, assign, and track basic company tasks.
• Calendar. Helps track the status of basic company tasks.
• Messaging. Displays internal OpenKM messaging.
• Forum. Displays a forum.
• Wiki. Displays a wiki.

Tip

The results listed in dashboard boxes depend on the security access level for each user.

User view

In the user’s information view, users can access interesting queries about their most recent operations.

The information is organized in several boxes:

Box	Description
Locked documents	Displays a list of the documents currently locked by the user.
Locked records	Displays a list of the records currently locked by the user.
Edited documents	Displays a list of the documents currently checked out by the user.
Last download documents	Displays a list with the last 20 documents downloaded by the user.
Subscribed documents	Lists subscriptions to documents by the user.
Subscribed folders	Lists subscriptions to folders by the user.
Subscribed mails	Lists subscriptions to mails by the user.
Electronic mails	Displays a list with the last 20 mails uploaded by the user.
Attachments	Displays a list of the last 20 documents attached to mails uploaded by the user.
Last modified documents	Displays a list with the last 20 documents modified by the user.
Last created documents	Displays a list with the last 20 documents created by the user.
Last created folders	Displays a list with the last 20 folders created by the user.
Last created records	Displays a list with the last 20 records created by the user.

Tip

Each box indicates the number of new items pending to be viewed by the user.

When a user clicks on a row, the application will automatically open the repository destination node.

General view

In the general information view, users can access queries about the most recent repository operations performed by all users.

The information is organized in several boxes:

Box	Description
Last week top view documents	Displays a list of the 20 documents most viewed during the last week.
Last month top viewed documents	Displays a list of the 20 documents most viewed during the last month.
Last week top modified documents	Displays a list of the 20 documents most modified during the last week.
Last month top modified documents	Displays a list of the 20 documents most modified during the last month.
Last created documents	Displays a list of the last 20 documents created.
Last modified documents	Displays a list of the last 20 documents modified.
Last created folders	Displays a list of the last 20 folders created.
Last created records	Displays a list of the last 20 records created.

Tip

Each box indicates the number of new items pending to be viewed by the user.

When a user clicks on a row, the application will automatically open the repository destination node.

News

The News view displays information based on scheduled user search queries. Each query is shown in a separate box. As a push service (usually executed every 30 minutes), the results are refreshed.

Note

More information about registering “Users news” is available at: Working with search.

Mail

The Mail view is a virtual navigation across the entire mail repository. The view is organized into sections:

• Toolbar.
• Mail browser.
• Preview.

Toolbar

The toolbar is at the top of the Mail panel.

Feature	Description
Show / hide mails without attachments	Shows / hides nodes of type mail without attachments in a browser panel.
Show / hide mails with attachments	Shows / hides nodes of type mail with attachments in a browser panel.
Filter	Filter mails. Available filtering options: - Subject (allows wildcards). - From (allows wildcards). - Range of dates
Limit select	Sets the limit of mails 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 list.
Go to next	Goes to the next list.
Go to the end	Go to the end of the list.
Order select	Sets the column value for that ordering.
Reverse checkbox	Reverses the ordering.

Mail browser

The Mail browser panel in the center shows a table of mails. To preview a mail, click on it.

Preview

The Preview panel on the right side displays a mail preview.

The Preview panel is organized in three sections:

• Mail fields.
• Message tab.
• Headers tab.

With Options icon at the top right of the “Mail fields” panel you can show extra fields (cc, bcc, reply, and extra fields).

The Message tab shows the mail body content.

The Headers tab shows the mail headers.

Mail accounts

In the Mail accounts view, the mail user accounts are shown. These mail accounts are used by the application to periodically import mail into the application repository.

Note

The features and configuration are quite similar to those for managing users and mail accounts. The difference is that from the dashboard view users can manage only their own mail accounts.

More information at Manage user mail accounts.

Workflow

In the Workflow panel, workflows in execution are shown. The Workflow panel is organized into two sections:

• Workflow lists.
• Workflow detail.

Workflow lists

In the Workflow lists panel, workflows in execution are shown, organized into two boxes:

• Pending tasks.
• Unassigned pending task.

Note

The workflows in the “Pending task” box have yet to be assigned to the logged-in user and are waiting for them.

The workflows in the “Unassigned pending task” box have not yet been assigned to a single user. There is a group of users who can auto-assign the workflow themselves (one of them is the logged-in user). The workflow is waiting for this auto-assignment.

Workflow detail

In the Workflow detail panel, the workflow details are shown. From this view you can see low-level information such as “process instance”, “process definition”, or “data”, and also go to the next workflow task by completing the workflow form.

To complete a workflow task:

• Click on workflow at Pending task box. It will be shown the workflow form.
• Fill in the workflow form.
• Click on any of the available buttons to submit the values.

Keyword map

The Keyword map view shows a tag cloud based on all the repository keywords. The Keyword map is organized in four sections:

• Toolbar.
• Browser.
  • Tag cloud.
  • Results.
• Keywords list.
• Results controller.

Toolbar

The toolbar is on top.

Feature	Description
Low detail	Displays result nodes in low detail.
Medium detail	Displays result nodes in medium detail.
Full detail	Displays result nodes in full detail.
Keywords	Shows keywords used for filtering.
Keyword selector	The suggestbox selector helps to quickly choose the keywords for filtering.
Clean	Reset Keyword map view.

Browser

The Browser panel is in the center. The panel is divided into two sections: at the top the Tag cloud (visual representation of text data) and at the bottom the Results table containing the nodes that comply with the filtering rules.

Note

Available features on results:

• Go to document.
•   Go to folder.
•   Go to e-mail.
•   Go to record.

In the “Medium” and “Full” detail views, each node displays its associated keywords in two colors: blue (for those used in filtering) and grey.

Clicking on  the blue keyword will remove it from the filtering rules.

Clicking on  the grey keyword will add it to the filtering rules.

Keywords lists

The Keywords list is on the right side. The keywords list is a stack panel organized in three stacks:

• Related keywords.
• Top Keywords.
• All Keywords.

In the “Related keywords” stack, the related keywords are listed based on the current filtering rules. In the “Top Keywords” stack the most commonly used keywords are listed, and finally in “All keywords” all the keywords are listed.

Results controller

The results controller is at the bottom.

Feature	Description
Context selected	Choose the context. Available contexts are: - Taxonomy. - Templates. - My documents. - E-mail. - Trash. - All repository.
Page results	Sets the limit on the number of nodes to be shown at the same time.
Results	Displays the number of results.
Go to previous	Go to the previous list.
Go to next	Go to the next list.

Tasks

The Tasks feature allows you to create, manage, and assign tasks to users (or roles). The Tasks panel is organized in three sections:

• Toolbar.
• Filter.
• Browser.

Toolbar

Feature	Description
Task list	Shows a task list view.
States lists	Manages the task status. Available features: -  Add new state. - Edit. -  Delete. States with the “Finish” value active are used to indicate the end of a task’s process execution.
Types list	Manages task types. Available features: -  Add new type. - Edit. -  Delete. You can disable a type by setting the “Active” field to false.
Project list	Manages projects. Available features: -  Add new project. - Edit. -  Delete. You can disable a project by setting the “Active” field to false.

Filter

The Filter on the left side helps users filter tasks by:

• Assigned tasks.
• Active tasks.
• Closed tasks.
• State.
• Project.
• Type.

Note

Also from this panel you can Add new task states, projects or task types.

Browser

The Browser on the right side lists tasks based on filtering rules applied in the filter panel. From the top right corner you can Add new task. Also, for each task you can Edit or  Delete it. Tasks can be edited or deleted by the task owner (the user who created the task) or by users with ROLE_ADMIN or ROLE_TASK_MANAGER_ADMIN roles.

There is a tooltip feature that shows all task data in this view when the cursor is over the task subject.

Note

Upon creation or editing of a task, a mail notification is sent to users to inform them that a new task has been assigned.

Caution

Users assigned to a task who are not the owners (creators) are only allowed to modify the status, the task progress, or add links between the task and nodes.

Task fields:

Field	Description	Mandatory
Subject	Sets the subject of the task.	Yes.
Start	Sets the starting date.	No.
Ends	Sets the ending date.	No.
Repeat	Checks whether the task will be periodically repeated or not.	No.
Progress	Sets the task progress.	No.
Status	Sets the status.	Yes.
Project	Sets the project.	Yes.
Type	Sets the type.	Yes.
Users	Users assigned to the task	Yes.
Roles	Roles are converted to users assigned to the task.	Yes.
Find folder	Links folders to the task.	No.
Find document	Links documents to the task.	No.
Find mail	Links mails to the task.	No.
Find record	Links records to the task.	No.
Add note	Adds a note.	No.

Calendar

Helps on following the status of the basic company task. There are three views available a Monthly, Weekly and Daily calendar.

There’s a tool tip feature which allows to show all task data from this view when the cursor is over the subject task. 

Tip

You can dynamically manage tasks, the available options are:

• Drag & drop to move tasks in calendar.
• Double click on day ( or hour when viewing calendar in daily view ) to create a new task.
• Click on a task to display the data of task ( from this view you can also Edit the task ).

Caution

Users assigned to a task who are not the owners (creators) are only allowed to modify the status, the task progress, or add links between the task and nodes.

Messaging

Messaging helps you propose node subscriptions to users, share queries, and send text messages between users. The Message panel is organized into three sections:

• Message type
• Browser
• Preview

Message type

The Message type is on the left side. Message type is a stack panel with the following options:

• Propositions.
• Proposed queries.
• Messages received.
• Messages sent.

Feature	Description
Propositions	Displays users who have proposed subscriptions to nodes.
Proposed queries	Displays users who have shared their search queries.
Messages received	Displays users who have sent messages to the user.
Messages sent	Displays users to whom you have sent messages.

Note

Bold users indicate that you have pending information to review.

Browser

The Browser panel is on the top right. The panel lists the messages based on the “Message type” selection.

Note

Bold messages indicate that you have not yet previewed them.

Right-clicking on a message will show a contextual menu with the Delete action.

Preview

The Preview panel is on the bottom right. In this panel, the message is previewed.

Feature	Description
Subscribe	Subscribes to a node. Available when “Proposition” stack is visible.
Execute search	Executes the shared search. Available when the “Proposed queries” stack is visible.
Accept	Accepts a shared search. Available when “Proposed queries” stack is visible.

Forum

From the forum view, you can manage all discussions on nodes and also create new forums not linked to any node.

Feature	Description	Need administrator grants
New forum	Adds a new forum.	Yes.
Edit forum	Edits a forum.	Yes.
New topic	Adds a new topic to an existing forum.	No.
Post reply	Posts a reply in an existing topic.	No.
Quote	Quotes a posting.	No.
Edit post	Edits a posting.	No, when you are the owner.
Delete	Deletes a post.	No, when you are the owner.

Wiki

Displays the main wiki page.

Field / Property	Description
Update	Edits wiki content.
History	Wiki page history. Available options: - View older page. - Restore previous version.
Unlock	Cancels wiki editing.
Delete	Deletes the wiki page.