Modules

Extended the power of OpenKM with flexible module system. You need to store several companyies
information then multi-tenant module is yours. You want to keep safe your company mails, then mail
arhiver is your choice. There is a module for your needs, ask us.


Document management multi-tenant

The multi-tenant module helps you to store several companyies information in the same Document Management System.


Multi-tenant

Normally OpenKM is configured like a single-instance single-tenant (ST) environment where each tenant (Instance owner) will run a single instance that is installed on one server or across a cluster of them.

Although it may also be possible to run multiple OpenKM instances on the same server, separating content stores and creating a personalized clients environments. Some advantages are Share costs with all tenants, Share support and personnel costs.

The Multi-tenancy enables multiple independent tenants to be hosted on a single instance, which can be installed either on a single server or across a cluster of them. The main instance is logically partitioned such that it will appear to each tenant that they are accessing a completely separate instance of OpenKM.


Support provides

  • Enabling MT.
  • Managing tenants.
  • Delegated administration.
  • Tenant customization.
  • Tenant-aware interfaces.
  • Tenant content routing.

The super user 'okmAdmin' has access to complete environment. Tenants will be administered by the super 'okmAdmin' using the Tenant Admin Console.

Once a tenant is created and enabled, then the tenant admin can log in to the OpenKM instance and access the Administration area within the context of their tenant domain. If for example, a tenant/organisation called 'OKM' is created, the tenant admin can log in as 'admin@OKM' and create users such as 'joe@OKM', 'ralph@OKM'.

The admin features currently available

  • Manage system users (including user Usages and Quotas).
  • Manage user groups.
  • Category management.
  • Import.
  • Export.
  • System information.
  • Node browser.
  • Tenant Customization.

It provides tenants the ability to customize their OpenKM environment, including models, workflows and web client UI.

The physical content for each tenant is stored on a separate root directory (possibly a separate mounted drive). This also allows accurate physical disk usage to be derived by measuring the disk used at the root location.




Backup and Restore

Since all tenants share the same database schema, the steps for a cold backup and restore are similar to the simple backup process. The steps also must take the use of tenant-based Content Routing (if applicable) into account.

Barcode

OpenKM incorporates a barcode reading and identification module. The barcode module supports the following formats and thanks to OpenKM's plug-in architecture, it is possible to make it easily extensible to other formats.


1D / Linear Barcodes


Barcode

OpenKM incorporates a barcode reading and identification module. The barcode module supports the following formats and thanks to OpenKM's plug-in architecture, it is possible to make it easily extensible to other formats.


2D / Matrix Barcodes

Data Matrix

The Data Matrix is a two-dimensional codification system that allows the generation of a great volume of information in a very limited format, with high reading reliability thanks to systems of redundant information and error correction. The use of this type of codes is recommended for electronic components.

Aztec

Named after the resemblance of the central finder pattern to an Aztec pyramid, Aztec code has the potential to use less space than other matrix barcodes because it doesn't need to be surrounded by a blank space.

PDF417

The PDF417 is a multilinear code, continuous, of variable length, with high information storage capacity. It is a portable file, has a capacity of up to 1800 numerical, alphanumeric and special characters. It has error detection and correction mechanisms: nine safety levels, which allows a successful reading and decoding, even when the code damage is 40 %. It's used in different sectors like industry, banking, parcel service or logistics.

A QR Code (Code of Rapid Response) is a module to store information in a data matrix or a two-dimensional barcode. It is characterized by three squares found in the corners allowing the reader to detect fastly the position of the code.

Mail Archiver

The module archive emails OpenKM allows us to use the repository as a document management system to store messages massively. The mail file is an automated process for the preservation and protection of all emails.

There a lot of benefits of email archiving the most important are :

  • The recovery of lost or accidentally deleted emails.
  • Accelerated audit response.
  • Preservation of the intellectual property.
  • "eDiscovery" in the case of litigation or internal investigations.

Electronic Invoicing

OpenKM incorporates an e-invoicing module which extracts invoices "XML" format for then store them in the system, also allows other functions like validate the invoice via digital signature, download in PDF format or send notifications.


And what is the e-invoicing?

The e-invoicing is the digital version of the traditional paper invoices, and must be legally equivalent to the latter. By its very nature, electronic invoices can be stored, managing and exchanged by electronic or digital means.

For that e-invoicing to be valid, must be completed with e-signature, allowing eliminate paper invoice.

In countries where the law supports it, the validity of an e-invoicing is exactly the same as the traditional paper invoice, and thanks to the digital signature that includes integrity and a high level of traceability, is judicially considered a binding document and does not need further proof or confirmation of their own existence.

An electronic invoice will be done in 2 phases:

  • Invoice is created and stored in a data file.
  • Then it proceed to signing a digital certificate of the sender, encrypts the contents of the invoice and adds digital stamp to it.

Depending on the company size and the volume of its sales, the savings in respect of issue and invoice management (issue, sending, receiving, storage, search, signature, return, payment) can fluctuate between 40% and 80%.

CMIS

CMIS is a specification for improving interoperability between Enterprise Content Management systems. OASIS approved CMIS as an OASIS Specification on May 1, 2010. It proposes a data model plus a set of generic services and several HTTP-based protocol bindings for these services, including SOAP and REST/Atom.

OpenKM supports CMIS through the following modules:

  • The Apache Chemistry OpenCMIS library, which is a general-purpose Java library allowing developers to easily write CMIS clients and servers.
  • Specific OpenCMIS connector bundles, allowing OpenKM to be used as a CMIS server.


CMIS is ideally suited to the following use cases

Repository-to-Repository

This is where content repositories talk directly to each other.

  • Managing Records centrally that are stored in other repositories.
  • Publishing content from one repository to another.


Application-to-Repository

This is where an application that uses content is plugged-into a content repository to handle all content services.

  • Enterprise Software Applications. (BPM, CRM, among others ).
  • Collaboration systems.
  • Productivity applications ( like openoffice which directly can be connected to CMIS repository ).

For example, use SharePoint as a front-end and OpenKM repository as the back-end. This would address the existing SharePoint scalability issues without impacting the user experience.

Federated Repositories

This is where an application talks to many different repositories while presenting a singular interface to the user.

  • Federated Search.
  • Federation instead of migration.

Apps

OpenKM has a number of applications, which enable us from signing documents electronically to scan in PDF format.

Desktop Sync

This client allows to synchronize folders and files between OpenKM server and your local computer.

Its features are :

  • Automatically or manually synchronize OpenKM folders and the desktop of a personal computer.
  • Import folders from PC to OpenKM.
  • Available for Linux and Microsoft.


Microsoft Office Add-in

The Add-ins for Microsoft Office allow you to extend the functionality of the office suite, and interact with OpenKM quickly and efficiently.

  • Microsoft Outlook Add-in: massive importation of emails including attachments..
  • Microsoft Word Add-in: allows users to upload new files and edit existing files in OpenKM.
  • Microsoft Excel Add-in: users will be able edit the contents in the document management system files and upload them again.
  • Microsoft Power Point Add-in: allows editing of files and upload them to OpenKM.

Electronic Signature

The electronic signature are data within the document what helps on:

  • Identify the signer.
  • Ensure the integrity of the document.

The Electronic Signature client allows to sign (electronic) documents created and managed into OpenKM.


Scanner Client

The Scanner client help on capture images from scanner, converting to PDF ( optional) and uploading documents to OpenKM with metadata values.

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