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Working with desktop

Almost all user activity takes place here. Users can work directly with folders, documents, emails, and records.

The desktop is distributed in three sections:

  • Navigation panel on the left-hand side.
  • Browser panel at the top center.
  • Properties panel at the bottom center.
Section titled “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; that means it is the space where several users modify and share company data.

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

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

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 several users to create new company documents.

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

The E-mail stack is a private space for each user; that 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; that means that only the user can access this section. When a user deletes a node it is automatically moved to their trash. When a user empties their trash the document is permanently removed from the application.

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 (selected node on the tree).

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

Browser

Section titled “Browser”

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

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

By default the browser table shows the columns:

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

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

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

The Massive icon displays a contextual menu for performing 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 emails Selects all the nodes of type mail.
Select all records Selects all the nodes of type record.
Remove selection Deselect all nodes.

Pagination

Section titled “Pagination”

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

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 previous list.
Go to next Goes to next list.
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

Section titled “Properties”

The properties panel at the bottom center shows a collection of tabs that contain grouped properties or features, like preview, associated with the selected node. The selected node can be a navigator node or a browser node.

Tabs on nodes of type document

Section titled “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 the users subscribed to the node.
For quick node sharing, there are two special icons named URL and WebDAV; when clicking on them, they will copy 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 the document’s versions.
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 freezes repository size but must be taken into consideration that 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, emails or records ). From this view you can manage the relations of the document, adding or removing relations.
To set a new relation:
- First you 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 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 why 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 the 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 to the topic.
- Quote a reply in the topic.
- Edit a reply in 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.
Workflow Displays the workflows associated with the document.
From this view you can:
- Show the details of the workflow variables.
- Show a graph where the current node is marked.
This option is only available if you have enabled the Workflow feature.
Text extracted Displays the text extracted from the document.
You will only see the text when the document has been processed by the text extractor worker. For more information: Administration > Statistics.
This option is only available if you have enabled the Text extracted feature.

Tabs on nodes of type folder

Section titled “Tabs on nodes of type folder”
Tab Description
Properties Displays 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 of the users subscribed to the node.
For quick node sharing, there are two special icons named URL and WebDAV; when clicking on them, they will copy a browser or WebDAV URL to your clipboard.
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, 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 why 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 the 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 in the topic you must be the owner or have administrator privileges.
This option is only available if you have enabled the Forum feature.
Workflow Displays the workflows associated with the folder.
From this view you can:
- Show the detail of the workflow variables.
- Show a graph where the current node is marked.
This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type mail

Section titled “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, they will copy a browser or WebDAV URL to your clipboard.
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, emails or records ). From this view you can manage the relations of the mail, adding or removing relations.
To set a new relation:
- First you must select the type from the relation type list.
- Then choose one of the defined relations.
- Select a node in the repository. Four icons are shown for searching: 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 why 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 the 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 privileges.
This option is only available if you have enabled the Forum feature.
Workflow Displays the workflows associated with the mail.
From this view you can:
- Show the detail of the workflow variables.
- Show a graph where the current node is marked.
This option is only available if you have enabled the Workflow feature.

Tabs on nodes of type record

Section titled “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 shows a list of the users subscribed to the node.
For a quick node sharing, there are two special icons named URL and WebDAV; when clicking on them, they will copy 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 may also be interested in 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, emails or records ). From this view you can manage the relations of the record, adding or removing relations.
To set a new relation:
- First you 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 why 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 the 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 privileges.
This option is only available if you have enabled the Forum feature.
Workflow Displays the workflows associated with the record.
From this view you can:
- Show the detail of the workflow variables.
- Show a graph where the current node is marked.
This option is only available if you have enabled the Workflow feature.

Shortcuts

Section titled “Shortcuts”

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 popup.
CTRL+Z Show the UI log.
CTRL+N Create a folder.
F5 Refresh the 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.