Working with the menu bar

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 have any doubts about accessing any of these features, please create a ticket on the support website.

On the menu bar at the top, all available features are organized by type. The menu consists of pull-down menus with various 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. In your menu bar, options may be shown that are not described here if you have OpenKM extensions enabled.

Tip

A mass-selection column in the tables indicates that 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 only be executed in the context of the selected stack.	No.
Find document	Finds a document in the repository. The search can only be executed in the context of the selected stack.	No.
Find mail	Finds a mail in the repository. The search can only be executed 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.
Find similar document	Finds similar documents in the repository. The feature uses a search engine heuristic based on the contents of the selected document. The search can only be executed in the context of the selected stack. This feature is only enabled when a document in Browser view is selected.	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 will 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 from 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 email.	Yes.
Generate download link	Generates a download token for the selected document in the browser panel and sends the URL. For more information, take a look at Download tokens.	No.
Forward e-mail	Forwards the selected email in the browser panel.	No.
Write mail	Writes a new email directly from the user interface.	No.
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.
Start workflow	Starts a workflow on the selected node in the browser panel. You can start a workflow on any node type (document, folder, mail, or record). Optionally, some workflows require you to fill out a form as part of starting them. The available workflows are set in Administration > Profiles.	No.
Refresh	Refresh 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 with this menu option and not only close the web browser. Anyway, after 30 minutes, the web session of the user in 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 a question mark “?” 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*”. On this search view application, always add “*” to the end of your query.

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 administration 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 changes to the document. The application sends the notification by email.	No.
Cancel edit	Cancels document editing. Only the user who edited the document or a user with administration credentials (force cancel edit) can cancel the edit 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 are 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. When the thesaurus is enabled, you can choose terms from there (SKOS).	Yes.
Merge PDF	Merges two or more PDF files. The result of the process is a new PDF document. You must choose two or more PDF files to be merged. You can change the order of the PDF documents. You can set the name of the new PDF document resulting from merging the selected PDF files.	No.
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 are subscribed to a folder or record node, you’ll be notified by email of any change in that node and its child hierarchy. Users will receive notifications based on the event definitions in their own profiles (they will only receive notifications for events enabled in their own profiles). More information about configuring notification events in Profiles.	No.
Remove subscription	Unsubscribe from the selected node.	No.

Note

The document edition 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 Administrator users.	No.
User configuration	Shows the user configuration. You can change your password and email address.	No.
OCR data capture	Applies Object Character Recognition on the selected node. The data captured is stored in a metadata group. This option is only available if you have enabled an OCR template. For more information about it take a look at Administration > OCR templates.	No.
Web page import	Captures a web page and imports as a PDF file. This option is only available if you have configured the parameter “system.html2pdf”. More information at Preview parameters.	No.
Convert	Transforms the selected document to another format. Available options: - When Save checkbox is checked, a new document is created in the repository. - When Download checkbox is checked, the converted document is automatically downloaded.	Yes.
DXF preview	With the AutoCAD extension feature enabled, preview AutoCAD files as DXF. This option is only available if you have enabled the AutoCAD preview feature.	No.
PDF preview	With the AutoCAD extension feature enabled, preview AutoCAD files as a PDF. This option is only available if you have enabled the AutoCAD preview feature.	No.
Add new document encrypted	Upload a new document and encrypt it. This option is only available if you have enabled the Cryptography feature.	No.
Encrypt document	Encrypts the selected document in the repository. When a document is encrypted, all previous version history will be removed (because previous version histories are not encrypted). This option is only available if you have enabled the Cryptography feature.	No.
Edit encrypted document	Edits an encrypted document. This option is only available if you have enabled the Cryptography feature.	No.
Update encrypted document	Uploads a new version of an encrypted document. This option is only available if you have enabled the Cryptography feature.	No.
Download decrypted document	Downloads the decrypted version of the selected encrypted document. This option is only available if you have enabled the Cryptography feature.	No.
Decrypt document	Decrypts the selected document in the repository. This option is only available if you have enabled the Cryptography feature.	No.
Send new message	Sends a new internal message using OpenKM’s internal messaging. This option is only available if you have enabled the Messaging feature.	No.
Sign document	Applies a digital signature to the selected document. This option is only available if you have enabled the Digital signature feature.	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.
Live Editor	You can enable or disable the Live Edit feature. When enabled, you can edit the selected document in its native application (for example, MS Office, OpenOffice, or LibreOffice). This option is only available if you have enabled the Live Edit feature.	No.

Bookmark

Feature	Description	Massive
Home	Goes to the home node.	No.
Set default home	Change the default home for the selected node. When the user logs in, the application opens in desktop view at 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 bookmarks 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, it starts the process of creating a new node (usually a new document based on a template document).

Help

Feature	Description	Massive
Documentation	Opens a new browser tab with the official OpenKM documentation URL.	No.
Support request	Opens a new browser tab with the official community support URL.	No.
OpenKM	Opens a new browser tab with the official OpenKM website URL.	No.
About OpenKM	Shows a pop-up with information about the application.	No.