OKMFlow in Action: A Practical Guide to Mastering OpenKM’s Native Workflow

OKMFlow in Action: A Practical Guide to Mastering OpenKM's Native Workflow

Written by Ana Canteli on 30 June 2025

Having a powerful and versatile document management software is essential for process automation and the continuous improvement of business operations. OKMFlow, the native workflow engine of OpenKM, has become an indispensable tool for organizations aiming to implement best practices in document management and optimize their document management systems.

Unlike external solutions, OKMFlow is fully integrated into OpenKM, making it easy to define, execute, and monitor workflows without the need for additional tools. In this practical guide, we explore how it works from an operational perspective, focusing on real-life use cases and features that help reduce manual tasks, ensure regulatory compliance, and improve collaboration.

Getting Started with OKMFlow

To begin, it is essential to have the appropriate version of OKMFlow installed, which operates with Java 17. The installation process includes database creation, port configuration, and user validation. Once this step is complete, the connection between OpenKM and the workflow server is established, allowing users to log in directly from the usual document management interface.

The first workflow can be as simple as a transition between a start node and an end node. This basic structure already allows for the definition of context variables, instance registration, and automatic actions such as log creation. With OKMFlow, each variable remains available throughout the process lifecycle, facilitating knowledge management and automated decision-making.

Electronic Forms and Assigned Tasks

One of the key features of OKMFlow is the management of electronic forms through tasks. These forms may include text fields, dropdown menus, required options, and numeric validations. Tasks can be assigned to specific users, the workflow initiator, members of a specific role, or even a shared list.

For example, in an electronic invoice approval process, the user enters the data in the initial form. In the next task, the fields are displayed as read-only, and the amount must be validated. Finally, depending on the value entered, the flow can be routed to different departments—such as Human Resources, Sales, or IT—by integrating conditional logic through decision nodes.

Automated Actions to Optimize Your Workflows

Actions are blocks of code that allow direct interaction with the OpenKM API. Among the automated tasks are: dynamic folder creation, metadata assignment, document stamping, automatic renaming, and moving items between repositories.

These actions are fundamental to avoid repetitive tasks and ensure that each document follows defined stages such as version control or digital signing. They also allow the implementation of best practices at every phase of document management.

Process Variables and Shared Context Management

OKMFlow’s power also lies in its process variable management. Variables are stored in a "context" that acts as a shared map between tasks. This enables a value entered in a form to be used later to determine the flow’s route, set email recipients, or trigger specific actions.

This system enhances traceability and provides a global view of each execution, meeting audit and compliance requirements. Additionally, the context can be updated, allowing continuous adaptation of the workflow without losing previous data.

Transitions and Conditional Flow Systems

Transitions between tasks and actions in OKMFlow can be defined either statically or dynamically. Using decision nodes and actions that return text strings, it is possible to condition the flow's path based on specific values—such as an amount, department selection, or validation status.

This makes it possible to model complex processes in a simple and transparent way, turning a traditional document management system into a business process management platform focused on process efficiency.

Internal Communication via Email Notifications

OKMFlow enables the automatic sending of emails directly from within the workflow. These emails can include document links, pending forms, or even temporary access for external users through tokens. The email template is configurable via the properties file and allows the insertion of context variables using Freemarker.

This improves internal communication and ensures that all stakeholders are informed in real-time.

Use Cases for Business Processes

The flexibility of OKMFlow makes it ideal for various types of documents and scenarios, such as:

• Quality management with revision traceability
• Legal validation processes using electronic signatures
• Budget approval workflows or product catalog item onboarding
• Implementation of a confidential and automated whistleblower channel

Each of these scenarios benefits from an automated workflow approach and intelligent decision logic.

Keys to Optimizing Your Processes

Adopting OKMFlow also involves reviewing your current workflows to eliminate redundancies and align document management with business objectives. Key optimization strategies include:

• Identifying bottlenecks in critical processes
• Standardizing forms and transitions to your preferences
• Mapping frequent workflows and turning them into reusable templates
• Applying process automation in repetitive or predictable stages

This not only improves efficiency but also turns the document management system into a true engine of business value.

Conclusion

OKMFlow transforms the way we manage documents and tasks within OpenKM. Thanks to its native integration, advanced configuration options, and compatibility with workflow systems, it enables process automation with agility, scalability, and alignment with business needs.

For those seeking a document management system that not only stores files but also enhances business processes, OKMFlow is a powerful step toward operational excellence.