Working with the menu bar

On the top menu bar, 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. Other options not described here may be shown in your menu bar if you have OpenKM extensions enabled.

Tip

The ‘Massive’ column in the tables indicates you can select several nodes at the same time in the browser panel to apply the same action.

File

Feature	Description	Massive
Find folder	Finds a 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 an email 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.
Find similar document	Finds similar documents in the repository. The feature uses the search engine heuristic based on the contents of the selected document. The search can be executed only in the context of the selected stack. This feature is only enabled when a document is selected in Browser view.	No.
Create folder	Creates a new folder in the selected node of the navigator panel.	No.
Add document	Uploads a new document to the selected node of the navigator panel. When the option “Import documents from ZIP” is checked, you import the contents of a ZIP file while respecting the folder tree hierarchy. 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 to 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 may 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 from 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 from the browser panel as an email attachment.	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 mail in the browser panel.	No.
Write mail	Creates 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 compressed 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 in a form as part of starting them. The available workflows are set in Administration > Profiles.	No.
Refresh	Refreshes the user interface.	No.
File uploader	Bulk upload feature. This feature requires Java to be enabled in your browser. More information at Bulk Uploader. If you’re using a recent version of Google Chrome, keep in mind that Java applets won’t work. Please take a look at Browser configuration for more info.	No.
Restore	Restores the selected node from the trash bin.	No.
Purge	Purges the selected node from the trash bin.	No.
Purge trash	Empties the user’s trash bin.	No.
Exit	Exits the application. Users should always exit the application using this menu option and not just by closing the web browser. In any case, after 30 minutes the user’s web session on the server will be automatically terminated.	No.

Note

Examples 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*”. In this search view, the application always adds “*” at the end of your query.

Edit

Feature	Description	Massive
Lock	Locks the selected document in a 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 document changes. The application sends the notification by email.	No.
Cancel edit	Cancels a document edit. 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 its 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 it (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 process 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 field values of a metadata group 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). When subscribed to a folder or record, you will be notified by email about any change to that node or its child hierarchy. Notifications are based on the events configured in the user’s profile. More information about configuring notification events at 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 on the document while it’s 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 to administrators.	No.
User configuration	Shows the user configuration. You can change your password and email address.	No.
OCR data capture	Applies Optical Character Recognition to 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 it 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 into another format. Available options: - When the Save checkbox is checked, a new document is created in the repository. - When the Download checkbox is checked, the converted document is automatically downloaded.	Yes.
DXF preview	When the AutoCAD extension feature is enabled, AutoCAD files are previewed as DXF. This option is only available if you have enabled the Autocad preview feature.	No.
PDF preview	When the AutoCAD extension feature is enabled, AutoCAD files are previewed as PDF. This option is only available if you have enabled the Autocad preview feature.	No.
Add new document encrypted	Uploads a new document and encrypts 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 history is 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 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.
Export to Dropbox	Exports the selected node to Dropbox. This option is only available if you have enabled the Dropbox feature.	Yes.
Import from Dropbox	Import data from Dropbox to the selected folder in the Navigator. This option is only available if you have enabled the Dropbox feature.	No.
Export to Google Drive	Exports the selected node to Google Drive. This option is only available if you have enabled the Google Drive feature.	Yes.
Import from Google Drive	Imports data from Google Drive to the selected folder in the Navigator. This option is only available if you have enabled the Google Drive feature.	Yes.
Create new document	Creates a new document and starts editing with Google Drive integration view. Google Drive integration allows collaborative editing with several users at the same time. This option is only available if you have enabled the Google Drive feature.	No.
Edit	Edits the selected document with Google Drive integration view. Google Drive integration allows collaborative editing with several users at the same time. This option is only available if you have enabled the Google Drive 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 Edit	You can enable or disable the Live Edit feature. When enabled, you 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. This feature needs to have Java enabled in your browser. More information at Live Edit. If you’re using a recent version of Google Chrome, keep in mind that Java applets won’t work. Please take a look at Browser configuration for more info.	No.

Bookmark

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

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

Templates

The Templates menu dynamically builds a menu hierarchy based on “/okm:templates” nodes. When you click on any templates menu option, the process of creating a new node automatically starts (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.
Version notes	Opens a new browser tab with the application’s changelog URL.	No.
About OpenKM	Shows a pop-up with information about the application.	No.