Open Source Document Management System | OpenKM

1 How can I import email to openKM - I have emailboxes eg mbox, pst.. or .eml?

2 I need a unique document number on each document - openKM has some useless UUID that is too long to type or read.

3 I uploaded a document and then added a category to it - then I deleted the document and the strangely, the document was still visible in the categories tab even though it had bee deleted, as if by adding a category to a document a copy of the document had been made. This is not what I expect from a database.

4 I uploaded about a thousand files in one directory and found OpenKM to be too slow to use and kept seeing "stop script messages". Even deleting the directory was a problem. It seems openKM cannot handle large databases.

If there was a front end to openKM that did not go through the network but was running on the host I imagine this would solve the speed problem.

I was enthusiastic initially with openKM but it seems that it does not really work as a database for documents - I need document numbers, a field where I can enter the source of the document, and way to handle emails with their attachments.

I have about a 1TB of documents and can't use something that runs slow.

I will start answering from the last question, 1Tera = 1 milion documents community version is nor prepared to hold it you need openkm profesional optimized version ( which this among of files should be parametrized depending your casuisthic).

1- to import mails hould connect directly to your actual mail store -> normally should be imap sever or import from outlook client.
2- for it you should create metadata field that can be automatically set ( autoincremental or other logic ) after the document is uploaded ( it's easy with automation feature ).
3- document is in trash, not yet deleted ( empty trash and document will disappear ).
4- you're doing things wrong, you should not store that among of files under same node it's a bad practice and a bad taxonomy. Anyway you should enable pagination that will solve it ( only available with professional version ).

About to store extra information you should register metadata. Take a look here http://wiki.openkm.com/index.php/Property_Groups and http://wiki.openkm.com/index.php/Proper ... definition

1. I do not use Outlook I use Thunderbird. In any case openKM does not support a current version of outlook (2010), so it would be difficult to find and old version and get to actually work on a new OS (not that it ever worked properly - that's why I am using something else).

Now I have mailboxes from several people and for each person there are several chronological or partial backups. I use software to search through .pst files and then I merge the pst file into a larger one. I can export this pst to other formats like mbox, or eml, or html, but openKM needs a IMAP server which I don't have, or for me to open pst file in an old version of Outlook and somehow select and drag thousands of files. I can't see this working. Also I imagine that a IMAP server would have a user account and import emails for that user instead of the original email user. Just like when I uploaded files into openKM and it listed me as the author of all the all the imported documents when I am not the author of the documents, just the person who uploaded them.


2 Have not located any documentation for doing this.

3 This worked - thanks.

4 I don't have a price for the pro version as this "on request". I imagine that pagination will prevent the stalling when updating large directories. I am "not doing things wrong" but only uploaded a bunch of files to a "node". The number of files is not determined by me. I did not think of creating arbitrary nodes based on an undocumented limitation.

- Addins-Pro support office until version 2010 ( I have still not get time to rebuild community addins ). Import pst files ( or .eml ) is possible but should be implemented.

- Take a look here : http://wiki.openkm.com/index.php/Automation and ( using scripting -> you can execute any logic accesing openkm api ). It needs some time to know openkm architecture http://wiki.openkm.com/index.php/Developer_Guide I suggest for example take a look here that can give you some ideas http://wiki.openkm.com/index.php/Cronta ... h_metadata

- About last point is a bad practice store a lot of documents under same node ( it means is not good organized, not granular ), can be done yes, but not the best option.

I need automatically generated document number like Atrove
http://www.atrove.com/ but also the search within document capability that openKM has.

Realistically document numbering is a vital part of any database and must be implemented at a core level.

As far as document my management is concerned I must be able to find documents and identify a document unambiguously.

Only a numbering system can do that. Other advantages can be assigning ELM0001 ... to emails of xxx0001 to documents from the source xxx.

I also find it weird that the properties tab display a UUID that is note copyable (I can't cut and paste it).

The UUID is only of interest to the developer.

I do not want to start a large discussion about some DMS aspects etc... but UUID has other benefits than integration with thirdparty apps ( ERP ) and interact with documents stored in openkm by UUID.

OpenKM is a complete DMS and needs some time to understand what you got in your hands.

I create a complete example here http://wiki.openkm.com/index.php/Increm ... utonumeric that you can take as a basis and make the changes to adapt as your needs. If you want to take advantage with openkm in deep I suggest you take a look at our api classes http://doxygen.openkm.com/6.2.x and developer guide http://wiki.openkm.com/index.php/Developer_Guide

Thank you jllort for the code. It worked and I do have auto document numbers now.

However, although I am sure that following your advice and learning how to configure openKM would benefit me and I do have some qualifications in programming (electrical electronic engineering deg), unfortunately I don't have the time to do this. I am swamped by a legal case and need to organize my circa 200,000 documents. I though it would be an easy matter to find software to do this but this has not been the case. So far I found openKM is the best system but I need two more fields in order use it. These must be filled in automatically when I bulk import via zip.

A SOURCE field: this is the origin of the document - eg it could be from a material given me as a Hard disk eg HD1, HD2.. or CD1, CD2, or hard copy Bundle1 Bundle 2.
This should be a drop down list, but obviously if I do a bulk import (eg HD1) this field must filled automatically as sourced from HD1.

A DATE field that contains the document creation date as stamped on the file system. Also to be automatically filled in.

Then I would be able to search documents by date or contents and be able to tell where the document originated.

A further problem would be how to import emails and preserve the creation date of the email.

I am willing to engage someone and pay for the service - I don't know how to proceed with this. Hopefully you are interested.

I know there are others who looked at the date field entry on this forum.

my skype ID is claudfer

- You can contact with us using our contact form http://www.openkm.com/en/contact.html
- Anyway for what you need simply should be enabled PropertyGroups ( I suggest read with care all contents and links into this wiki page http://wiki.openkm.com/index.php/Property_Groups ) and enable in profiles the property group at wizard section, then each time new document is uploaded automatically user will be inquired to fill a form based in property group ( metadata which can be used as search fields at search view ).

I have Property Groups enableds (I can apply them from the menu) and I have set the Wizard in the user profile, but when I upload a document nothing happens, I must apply the Property Group aflter the upload.

I am missing something?

In the profil, in admin, You must select the propertygroup you want, then for the user with this profil, the propertygroup will be asked when upload

I ve selected the Property Group in the Wizard section, but nothing happens when I upload a document with this user (I ve applied the setting in the default profile)

do you have some automation task enabled, because when automation is enabled wizard defined in profiles are disabled automatically ( wizard could be in colision with automation logic and all wizard cases can be implemented from automation view, that's the idea ).