• Automatic Document Number generation and insertion into document headers or footers

  • We tried to make OpenKM as intuitive as possible, but an advice is always welcome.
We tried to make OpenKM as intuitive as possible, but an advice is always welcome.
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 #46142  by citizen
 
Hi,

I am completely new to OpenKM document management software and would like to know if a particular feature is available as standard in the Comunity version of the the product.

Essentially we are looking at creating repositories of Technical Documentation (TD) for each of the products that our small company manufactures. This is called the Technical Documention File and is a compilation of ALL relevant documents, including design, mechanical drawings, specifications, certifications and various compliance certificates from sub-component manufacturers etc. Essentially all that describes a product needs to be assembled for each and every product. We have so far managed this on a local server without much issue, but we envisage that by expanding our scope of certifications and the standards applicable, possible yearly audits etc we will need to manage this with better tools at our disposel.

For this reason we are looking at a Document Management system such as OpnKM, as we already use something similar for source code versioning, and we use SVN for other engineering documentation version tracking etc.
Specifically we would only include PDF and Word or Excell files, and some JPGs product photos, but this could all be agreed on to be just PDFs.

One question I have regading the OpenKM community version software (for starters as we are looking first to evaluate) is it possible to include customized Automatic Document Numbering of each document, and if this can be automatically inserted into the PDF, Word or Excell document so that when extracting and printing a document in the repository its unique document number is already inserted and if required, updated etc. ?? Can this be done, so that a third party that may have access to a particular document, will be able to make reference to a unique document number (and its unique version) that we could verify in the repository and make available for whatever reason, printing, modification, update, emailing etc ...

This feature (or some variant of it) would be highly regarded by us when making a decision on a particular Document Management System. Can somebody kindly confirm if this is availabel or if they know of other OS software that does include something like this ?

Loking forward to your reply and thanks in advance, regards,
Michael
 #46159  by jllort
 
You can upload any document type PDF, XLS etc...

Your needs seems going on direction of getting control for what reason the people are downloading the files and you want to mark them. Consider you can only mark PDF files ( you will not be able to apply mark for XLS or another kind of files ).

The way for solving it is applying with automation task a watermark into PDF files when are downloaded ( here should consider is only when downloaded or also when are previewed into the application ). In the other hand might be you will be interested on a minimalist UI ( small customization ) for downloading files, in that scenario will be able to previously convert XLS to PDF and apply the mark you with into.

Finally community and professional version ( both ) comes with full control about what person downloaded, and when, also is possible to activate customized alarms, for example when a user has downloaded more than N files in the same day, etc...

The feature you are looking for might be done with community version ( I'm not 100% sure if community it have the events for intercepting downloading document or not ) and also with professional version.
 #46164  by citizen
 
Hi,

Thanks for your insight. We can declare to agree only to use PDF files for upload into DMS, so its OK to use watermark if it is possible. The reason I am asking, is that, other community versions of other DMS can do Document Numbering (of course each file still has unique UUID as usual). We want to use the DMS only for PDF and maybe Word or Excell documents (which can be converted to PDF). If we make changes to Excell or Word files, we can keep track of versions, but the PDF will have the Document Number to identify it more easily, example : APC/DocNum/BS-APC2-500 or APM/DocNum/BS-APM-100 or somehting similar. The UUID is too cryptic, and if we have audits from external party, we need to make it easy to identify any printed document by its Document Number etc. So you can see why this is essential and if semi-automatic, even better. FOSSLook can do this apparently but I have not verified it yet ...

Thanks for your suggestion.
citizen
 #46177  by jllort
 
You might linked the changed based on metadata value where to hold the unique identifier ID. This problem might be solved in several ways, but for the customization you need some minimal IT skill because you must create small customization ( source code what use OpenKM API ) for it.

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OpenKM is part of the management software. A management software is a program that facilitates the accomplishment of administrative tasks. OpenKM is a document management system that allows you to manage business content and workflow in a more efficient way. Document managers guarantee data protection by establishing information security for business content.