User administration

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With User administration view you can create, update, delete, enable and disable users accounts and assign several mail account address and twitter accounts.


Nota clasica.png Although OpenKM can handle several email accounts, users can only manage one account from the user interface.

Detail of the functions according to their icons:

  • Add.png → Create new user
  • True.png → User enabled
  • False.png → User disabled
  • Edit.png → Edit user
  • Delete.png → Delete user
  • Email.png → Edit mail accounts
  • Twitter.png → Edit twitter account

In main user administration view, you can take a quick look at actual users.


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Switch User / roles view

In the top window you can switch between users and roles view list by clicking on the proper option


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User view

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Role view

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Creating a new role

To create a new role click on the Add.png create new role icon:


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After creating the new role, you'll return to view all roles list (now with the role you've created).


Deleting a role

To delete a role click on the Delete.png delete role icon:


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After deleting a role, you'll return to view all roles list.

Filtering by role

Using filtering form, you can select to filter the list only by users with some Role.


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Creating a new user

To create a new user click on the Add.png create new user icon:


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After creating the new user, you'll return to view all users list (now with the user you've created).


Nota advertencia.png Remember that every user should have assigned the ROLE_USER or ROLE_ADMIN to log into OpenKM. In OpenKM 5.1 the roles where UserRole or AdminRole.

Updating a user

To update an user have to click in Edit.png edit user icon:


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After updating a user, you'll return to view all users list.

Deleting a user

To delete a user click on the Delete.png delete user icon:


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After deleting a user, you'll return to view all users list.


Edit user config

To edit user config click on the Config.png config user icon:

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After updating user configuration, you'll return to view all users list.


User mail accounts

To view the user mail accounts, click on the Email.png edit mail accounts icon:


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A list of all mail accounts assigned to a user will be visible.


Nota advertencia.png Remeber to activate the mail import scheduler. Read more at Configuring schedulers.

Creating user mail accounts

To insert a new mail user account click on the Add.png new mail account icon:


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In the page you should set some mail account information like mail protocol, user mail, host server, mail server password IMAP folder and if when mail is read it should be marked as read or to be deleted.


Nota idea.png In Google Mail, these IMAP folders are called labels.

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Nota clasica.png OpenKM periodically will import mails from IMAP pop3 or IMAPS accounts.

Deleting mail accounts

To delete a user related mail account, click on the Email.png edit mail accounts icon:


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Then click on Delete.png Delete mail account. After deleting the mail account, you'll return to view all mail account list.

Updating mail accounts

To update a user mail account, first click on the Email.png edit mail accounts icon


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Then click on Edit.png Edit mail account


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After updating the mail account, you'll return to view all mail account list.


Configuring mail filters

Then click on Filter.png Filter mail account


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Then click on Add.png Add new mail filter


Must select a valid OpenKM folder where mails will be imported. If the grouping option is selected, the mail will be imported into a folder structure based on year/date/day of the mail


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Add mail filtering rules

Then click on Rule.png Rule mail filter


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Then click on Add.png Add new rule


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It must be selected the field (from, to subject content ) that must have the valid condition (contains / equals ) with some value. Note if you've got several rules in a filter rules, all must be true.


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User twitter accounts

To view the user twitter accounts, click on the Twitter.png edit twitter accounts icon:


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There will appear a list of all twitter accounts assigned to a user.

Creating user twitter accounts

To insert a new twitter user account click on the Add.png new twitter account icon:


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In the following screen, set some twitter account information like twitter user.


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Nota clasica.png OpenKM can be configured to send user notification with twitter.

Deleting twitter accounts

To delete a user's twitter accounts, first click on the Twitter.png edit twitter accounts icon


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Then click on Delete.png Delete twitter account


After deleting the twitter account, you'll return to view all twitter account list.


Updating twitter accounts

To update a user's twitter accounts, first click on the Email.png edit twitter accounts icon


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Then click on Edit.png Edit twitter account


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After updating the twitter account, you'll return to view all twitter account list.