About OpenKM
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OpenKM by OpenKM is a robust, open-source document management system (DMS) designed to streamline the storage, retrieval, and management of documents for businesses of all sizes. Its primary purpose is to provide a secure and efficient platform for document handling, featuring capabilities such as version control, workflow automation, and advanced search functionalities. OpenKM stands out with its ability to centralize document management while ensuring compliance with industry standards and regulatory requirements, making it a dependable solution for organizations that rely heavily on document-centric processes. The user interface of OpenKM is clean and straightforward, designed to facilitate ease of use even for non-technical users. The dashboard offers a clear overview of document repositories, recent activities, and pending tasks, allowing users to navigate through their documents with minimal effort. Unique design elements include customizable views and an intuitive folder structure that mirrors traditional file systems, which eases the transition for new users. Despite the complexity of the underlying system, the interface prioritizes user-friendliness by offering contextual menus and drag-and-drop functionalities that simplify common tasks such as file uploads and document organization.
Pros & Cons
- +Offers a wide array of functionalities for document management, workflow automation, and information capitalization in a single system.
- +Integrates with Microsoft Office, email servers, and various third-party applications via APIs and standard protocols.
- +Provides granular access control, audit logs, encryption, and electronic signature capabilities.
- +User interface and metadata support over 40 languages, catering to a global user base.
- +Available in Professional, Cloud, and Community Editions to suit different organizational needs and budgets.
- −The sheer number of features might lead to a steeper learning curve and require significant configuration effort.
- −The free Community Edition likely has limitations compared to the paid versions, which might restrict functionality for some users.
- −Depending on the scale of deployment and infrastructure, performance could be a concern if not properly managed.
Features
Key features
- Collect
- OpenKM can gather unstructured information from various digital sources and store it in a central workspace. This allows users to access, enhance, and modify information from different places within a single application. It also supports integration with other applications through its API.
- Collaborate
- OpenKM facilitates information sharing and teamwork among users. This enables efficient distribution of information and quick access, aiding in problem-solving and decision-making.
- Capitalize
- OpenKM helps users transform information into valuable intellectual capital and actionable assets for the organization. It includes administration tools for managing user roles, access control, security, and activity logs, aiming to improve personal productivity and adoption rates.
- Cliente (Web and Mobile Client)
- Provides a user-friendly interface accessible via web browsers and dedicated mobile apps for iOS and Android. It boasts features like multimedia preview, web administration, online editing, drag & drop, and translation into over 40 languages.
- Microsoft Office Add-in
- Offers integrations with various Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Visio, Project, Access) to manage documents directly from within these programs.
- Enables importing emails from mail servers, with automatic sorting based on configurable filters. It supports importing .eml and .msg file formats.
- Task Management
- Enables creating, assigning, controlling, and completing tasks. Includes managing task states, project association, configurable email notifications, and a calendar view.
- Search engine
- Offers comprehensive search capabilities based on content, keywords, dates, authors, and document types. Automatically indexes various file formats and supports features like synonym search, relevance ordering, group property searches (metadata), saved queries, advanced searches using XPath and SQL, user news, hierarchical directory search, tag-based search, metadata-based search, simple and advanced search options, result sorting, download options, and support for stemming, stop-words, and synonyms.
- Administration
- Provides tools for system management, including full user audit logs, viewing logged-in users, unlocking documents, repository viewing, advanced searches, detailed activity logs, importing/exporting documents and folders, workflow management, reporting (JasperReports), thesaurus import, configuration setting viewing, user quotas, user profiles (permission management), task scheduler, smart tasks, and macros.
- Thesaurus
- Allows organizing documents based on a thesaurus structure, automatic keyword extraction, and integration with the SKOS module for training materials.
Additional features
- Information combines both automatic classification and human factors
- Supports automated categorization and manual tagging/metadata entry.
- Teams can enrich and modify shared documents through text discussions
- Enables collaborative annotation and communication around documents.
- Edit the information of any type of file
- Allows modifications to document content (depending on integration and online editing capabilities).
- Link the document to other related files
- Creates relationships between documents for better context and navigation.
- Online editing
- Provides the ability to edit certain document types directly within the web interface (depending on configuration and integrations).
- FTP
- Supports file transfer using the FTP protocol.
- Drag & drop (files or documents) from the desktop
- Simplifies the process of uploading content.
- 1D / Linear Barcodes
- Supports Codabar, Code 39, Code 93, Code 128, EAN-8, EAN-13, ITF, UPC-A, UPC-E, RSS-14, RSS Expanded, extendable to other formats.
- 2D / Two-Dimensional Barcodes
- Supports Data Matrix, PDF 417, QR Code, Aztec, extendable to other formats. (These features likely relate to metadata extraction or document identification based on barcodes).
- Document generation from templates
- Allows creating new documents based on predefined templates.
- Personal documents for each user
- Provides private storage areas for individual users.
- Recycle bin for each user
- Allows recovering accidentally deleted documents.
- Email event notifications (when changes occur)
- Notifies users about modifications to documents or folders they are interested in.
- Send document URL by email
- Enables sharing a direct link to a document within OpenKM.
- Send document by email (attachment)
- Allows sending copies of documents as email attachments.
- Document notes
- Enables adding annotations or comments to documents.
- Messaging (subscriptions/send messages to users)
- Provides internal communication features for users to interact and receive updates on specific content.
- Metadata extraction from documents
- Automatically extracts metadata from certain file types.
- Create tasks
- Enables users to define and assign individual tasks.
- Assign, control, and complete tasks
- Provides functionality for task delegation, tracking progress, and marking completion.
- Administration tools to define the roles of various users
- Enables managing user permissions and access levels.
- Access control
- Restricts access to sensitive information based on user roles and permissions.
- User quota
- Allows setting storage limits for individual users.
Pricing
Countries & Languages
Interface languages
Billing currencies
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About OpenKM
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OpenKM Details
OpenKM's In-App Market Place
Does OpenKM have an in-app market place?
Yes
How many Mini-Apps in the marketplace?
1
Mini Apps
N/A
Pricing Options
Accepted Payment Currencies
Usd ($), Eur (€), Gbp (£), Jpy (¥), Aud (A$), Cad (C$), Chf (Fr), Cny (¥), Sek (Kr), Nok (Kr), Dkk (Kr), Rub (₽), Inr (₹), Brl (R$), Ars ($)
Pros & Cons
- Offers a wide array of functionalities for document management, workflow automation, and information capitalization in a single system.
- Integrates with Microsoft Office, email servers, and various third-party applications via APIs and standard protocols.
- Provides granular access control, audit logs, encryption, and electronic signature capabilities.
- User interface and metadata support over 40 languages, catering to a global user base.
- Available in Professional, Cloud, and Community Editions to suit different organizational needs and budgets.
- The sheer number of features might lead to a steeper learning curve and require significant configuration effort.
- The free Community Edition likely has limitations compared to the paid versions, which might restrict functionality for some users.
- Depending on the scale of deployment and infrastructure, performance could be a concern if not properly managed.
OpenKM's Support Options
Email Address
contact@openkm.comContact
34605074544OpenKM's Alternatives
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