Success on the magic circle, collect data, collaborate and capitalize

Collect

OpenKM easily captures unstructured information from any digital source. All collected information is stored, viewed, and used in a single workspace. This allows users to browse, enrich, and edit information collected from various sources from within a single application.

Through our API, any application can be integrated with OpenKM acting as producer or consumer of information.

Teams can enrich and modify shared documents by holding text discussions, editing information of any file type, and attaching all supporting materials to a final document.

Client

  • Web Client: You can access the documentation from anywhere, no client software installation required.
  • Fast and friendly user interface using AJAX.
  • Works with the most popular browsers: Firefox, Internet Explorer, Opera, Safari, Chrome.
  • Translated into German, Arabic, Catalan, Bosnian, Chinese Simple, Chinese Traditional, Czech, Euskera, Dutch, English, Farsi, French, Galician, Greek, Hungarian, Indonesian, Italian, Japanese, Latvian, Lithuanian, Macedonian, Polish, Portuguese, Brazilian Portuguese, Romanian, Russian, Serbian, Spanish, Swedish, Thai, Turkish and Vietnamese.
  • Preview multimedia files.
  • Web Administration.
  • WebDAV.
  • CIFS
  • FTP
  • Drag & drop (files or documents) from the desktop.
  • Support for iPhone & Android

Microsoft Office Add-in

  • MS Add-in support from version 2000 until 2013.
  • MS Outlook Add-in.
  • MS Word Add-in.
  • MS Excel Add-in.
  • MS PowerPoint Add-in.

Email

  • Collecting email from an IMAP, Pop3, IMAPs, Pop3s.
  • Configuring User Account.
  • Import text, HTML and attachments.
  • Capture of metadata.
  • Automatic import and filter sort.
  • Sync with Google Contacts.
  • Import eml and msg.

1D / Linear Barcodes

  • Codabar.
  • Code 39.
  • Code 93.
  • Code 128.
  • EAN-8 and EAN-13.
  • ITF.
  • UPC-A and UPC-E.
  • RSS-14.
  • RSS Expanded.
  • Extensible to other formats.

2D / Matrix Barcodes

  • Data Matrix.
  • PDF 417.
  • QR Code.
  • Aztec.
  • Extensible to other formats.

OCR

  • Scans and secure storage of all paper documents.
  • Unlimited OCR.
  • Reads binary, gray scale or color images.
  • Extraction of text, dictionaries support in English, French, Italian, German, Spanish and Dutch.
  • Searching for data in TIFF.
  • Integrable with most Open Source and Commercial OCR engines.

Antivirus

  • Virus-scanning of all uploaded documents.

Desktop Sync

  • Sync desktop and OpenKM folders.
  • Import folders from desktop.

Electronic Invoicing

  • Invoice extracting in "XML" format.
  • Invoice validation by digital signature.
  • Downloading the E-invoice in PDF format.
  • Sending notifications.

Digital Signature Client

  • Documents digital signature.

Scanner Client

  • Capture images from scanners.
  • Convert to PDF (optional).
  • Upload to OpenKM setting metadata values.
  • Add and delete images in PDF format.
  • Compression to PDF Group 4.

Joomla

  • Posting and editing content and images.
  • Add metadata publication.

WordPress

  • Posting and editing content and images.
  • Add metadata publication.

Collaborate

By enabling sharing and information collaboration through shared folders, threaded discussions, and e-mail, OpenKM enables enterprise users to efficiently distribute the kind of information needed to solve problems and make decisions.

Furthermore, OpenKM’s search agents (custom channels for each user) deliver quality content that requires each user to develop his or her work.

Document management

  • Bulk upload documents using ZIP files.
  • Download folders as ZIP files.
  • Lock / Unlock documents.
  • Manage Favorites.
  • Select the default startup folder.
  • Support for document templates.
  • Personal documents for each user.
  • Recycle Bin for each user.
  • Event notification by email (when changes occur).
  • Send document URL via e-mail.
  • Send document as email attachment.
  • Notes on documents.
  • Messaging (share queries / subscriptions / send messages to users).
  • Chat Service.
  • Extraction of metadata from documents.
  • Unique document identifier.
  • User Tags.
  • Tags in the thesaurus.
  • Tag Cloud.
  • Categorization.
  • Staple (documents / folders / emails).
  • Forums.
  • Generation of documents with the wizard (forms and documents together with a final document is generated with values).
  • Watermark on documents (text or image).
  • Programmable automatic cataloging.
  • Intelligent extraction of keywords.
  • Operation with multiple files.
  • Text to speech converter.
  • Expiration of documents.
  • Live edit.

Workflow

  • Create complex workflows.
  • Workflow for review, approval, validation.
  • Support for serial and parallel workflows.
  • Assign tasks to groups or users.
  • From the dashboard can monitor workflow tasks, status and process.
  • Configurable mail messages notification.
  • Workflow enables you to shoot automatically from a folder or document type.
  • Automatic workflow execution based on folder or folder type.

Document previsualization

  • AutoCAD.
  • MS Office family.
  • Open Office family.
  • PDF.
  • Sound and video.
  • Images.
  • DICOM.

Version control

  • Based on the model check-in / check-out.
  • Add comments to versions.
  • Access to previous versions of the document.
  • Restore previous versions of the document.
  • Allows history compaction to free up space.

Metadata

  • You can add your own groups to the system properties (metadata).
  • Supports various formats: inputs, dates, links, simple lists, multiple selection lists, text areas.
  • Internationalization of metadata values.
  • Let's you sort the position of how metadata appears in the user interface.

Dashboard

  • User view (document edited, locked, unloaded, signed, last modified, last uploaded).
  • Overview (documents most viewed / modified, the last week / month last uploaded, last modified).
  • New user (agent search).
  • View workflow.
  • View email (new mail and attachments).
  • Cloud document search and navigation.
  • RSS Feed.
  • OpenMeetings integration.

Task manager

  • Create tasks.
  • Assign, control or complete tasks.
  • Manage status and projects related with tasks.
  • Configurable mail message notifications.

Calendar

  • Create tasks.
  • Move or change task duration.
  • Moth, week and daily view.

Capitalize

OpenKM allows the user to turn information into valuable intellectual capital and actionable assets for the enterprise. This helps organizations fully realize the potential of corporate knowledge much faster.

The system also includes administration tools to define the roles of various users. Access control, user quota, level of document security, detailed logs of activity and workflow management, are just some of the available features. OpenKM improves personal productivity by mapping the users’ everyday work processes, helping deliver high adoption rates.

Search engine

  • Searches for documents by content, keyword, date modified, author and document type. Automatically indexes uploaded document formats: Text, HTML, RTF, XML, PDF, OpenOffice.org, MS Office, MS Office 2007, EXIF JPEG, MP3 ID3.
  • Search by synonyms.
  • Searches ordered by relevance.
  • Searches using group properties (metadata).
  • Allows storing queries.
  • Advanced searches using XPath and SQL
  • News User.
  • Search based on a hierarchical directory structure.
  • Select the search objects, folders, emails, documents or records.
  • Allows using tags to find documents.
  • Allows use metadata to locate documents.
  • Choice of simple and advanced search.
  • Allows sorting of the results according to various criteria.
  • Download Options or go to the location of a document from the results view.
  • Support for Stemming, stop-words and synonyms.
  • Push news service (based on user queries).

Administration

  • Full user audit (trace log). All user operations are recorded and stored in a database.
  • Show logged users.
  • Unlock and remove documents published.
  • View the repository.
  • Advanced searches using XPath and SQL.
  • Detailed activity log.
  • Import documents / folders from the file system.
  • Export the repository file system.
  • Managing the workflow.
  • Reports (jasper).
  • Importing the thesaurus (or .rdf owl formats).
  • View configuration settings.
  • User quota.
  • User Profiles (functions for which a user can access).
  • Task Scheduler (scheduler).
  • Smart Tasks.
  • Macros.

Thesaurus

  • View documents in the structure of the thesaurus.
  • Automatic extraction of keywords.
  • Skos Module-based training and training documents.

Security

  • Plug-in for JAAS based authentication.
  • Support for LDAP, Active Directory, DBMS, etc. (via a configuration file). By default OpenKM comes with an embedded database.
  • List of granular access control.
  • Flexibility in choice of inheritance of access control lists.
  • Security and user roles.
  • Permissions on folders and documents.
  • Record of every user operation.
  • Support for SSL communications.
  • Cryptography (encrypts and decrypts documents).
  • Electronic signature.

Integration

  • Kofax.
  • Abby Flexicapture.
  • Cognitive forms.
  • Flexibar.
  • 2D barcode reader.
  • Active Directory.
  • LDAP.
  • SSO, CAS (authentication).
  • Canon IW DS.
  • With third application using webservices.
  • With third application using CMIS.
  • With third application using Rest.
  • Automatic synchronization with Windows and Linux desktop.
  • SDK for Java, .NET and PHP.
  • Joomla.
  • WordPress.
  • Ms Office Add-in.

Contact us

General inquiries

Open Document Management System S.L.

Email:
email
Phone:
+34 605 074 544 ( Spain )
Phone:
+1 800 793 8369 ( USA )
Fax:
+34 605 074 544 ( Spain )
Headquarters:
c/ Gilabert de Centelles 17, 07005 Palma de Mallorca, Balearic Islands, Spain

Europe: Please call +34 605 074 544.
Office Hours:
Monday - Friday: 09:00 am - 19:00 pm CEST for immediate assistance. Currently it is Saturday 09:05 am in Palma de Mallorca-Spain.

USA: Please call +1 800 793 8369.
Office Hours:
Monday - Friday: 08:00 am - 17:00 pm EST for immediate assistance. Currently it is Saturday 03:05 am in New York-USA.