Document encryption

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Cryptography allows for additional document protection in OpenKM. With the cryptography extension, one can upload a new encrypted document, encrypt and decrypt an existing document, edit and check in an encrypted document and download and decrypt encryted documents. In order to make the cryptography process more secure, files are encrypted and decrypted on the local user computer by a signed applet. That means any networking file traffic is always with encrypted documents.


All Cryptography options are available from the Tools menu:


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Restrictions

  • Cryptography is only allowed in taxonomy view.
  • User must have write privileges on document and folder to perfom cyptography operations.
  • For editing purposes, the document should not be locked or checked out by another user.

Description of different icon options

  • Crypt doc encrypt.png → Add new encrypted document
  • Crypt doc encrypt existing.png → Encrypt document
  • Crypt doc checkout.png → Edit encrypted document
  • Crypt doc checkin.png → Checkin encrypted document
  • Crypt doc decrypt.png → Download decrypted document
  • Crypt doc decrypt existing.png → Decrypt document

Add new encrypted document

First select some folder in the taxonomy where you have write privileges to upload a document. Next, select the Crypt doc encrypt.png Add new encrypted document menu option. An encrypt popup will appear.


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Now simply put your cryptopharase twice, and select the file to encrypt by clicking on the select file button. After that the document will be encrypted locally with the cryptophrase and then uploaded to OpenKM. When the process is finished, a popup message will appear indicating a successful upload.


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The OpenKM document explorer UI will be refreshed and the newly uploaded document will appear with the cryptography icon Crypt.png indicating that it's an encrypted document.


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Download decrypted document

This operation downloads an encrypted document and decrypts it locally. First select some encrypted document in OpenKM. Then select the Crypt doc decrypt.png Download decrypted document option and a popup will appear for decrypting the remote OpenKM document.


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Next, put the decryptphrase and select the directory where you want to download the decrypted version of the OpenKM document. OpenKM will then download the encrypted document to the local computer, decrypt and save. After that an information popup will appear indicating that the document has been saved locally.


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Edit encrypted document

In order to edit an encrypted document, select the Crypt doc checkout.png Edit crypted document menu option. A decrypt popup will appear.


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Next, put the decryptphrase and select the directory where you want to download the decrypted version of the OpenKM document. OpenKM will then download the encrypted document to the local computer, decrypt and save. After that an information popup will appear indicating that the document has been saved locally.


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The OpenKM document explorer UI will be refreshed and the document will appear, marked for editing.


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Check-in encrypted document

After making changes to the local document ( decrypted using Edit encrypted document menu option ), you must upload a new document version to the OpenKM repository. First select the document that you want to upload to OpenKM.


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Then select the Crypt doc checkin.png Checkin encrypted document menu option. An encrypt popup will appear.


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Now simply put your cryptopharase twice, and select the file by clicking on the select file button. After that, the document will be encrypted locally with the cryptophrase and then uploaded to OpenKM. When the process is finished, a popup message will appear indicating a successful upload.


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The OpenKM document explorer UI will be refreshed and the document will appear as the latest version.


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Nota clasica.png Cancelling checkin can be done with the normal cancel checkin button available in the toolbar


Decrypt document

Decrypt document will decrypt an encrypted document in OpenKM and will replace it will a decrypted version. For security reasons all previous encrypted document versions will be removed and replaced with the decrypted document. The encrypted document will be downloaded and decrypted locally, then uploaded to OpenKM and the version history purged.


First select an encrypted document in OpenKM.


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Then select the Crypt doc decrypt existing.png Decrypt document menu option. A decrypt popup will appear.


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Next, put the decryptphrase and select the Decrypt file button. The encrypted document will be downloaded and decrypted locally and then uploaded to OpenKM, and version history will be purged too. An information popup will appear indicating that the operation was done sucessfully.



The OpenKM document explorer UI will be refreshed and the decrypted document will appear as the latest version, and with history purged.


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Encrypt document

Encrypt document will encrypt some unencrypted document in OpenKM and will replace it with the encrypted version. For security purposes all previous document versions will be removed and replaced with the encrypted document. The OpenKM document will be downloaded and encrypted locally, then uploaded to OpenKM and version history purged.


First select some unencrypted document in OpenKM.


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Then select the Crypt doc encrypt existing.png Encrypt document menu option. The document will be downloaded locally, encrypted, uploaded to OpenKM, and version history purged.


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The OpenKM document explorer UI will be refreshed and the encrypted document will appear as the latest version, and with history purged.


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