OpenKM - Save time and resources with Enterprise Open Source

Nelson Fernandes

OpenKM is an enterprise content management software, often referred to as a document management system (DMS). There are many literature sources about document management terms such as DMS, EDRMS or CMS, which are usually influenced more by marketing rules than objective reasons.

Document management software is a computer program used to store, manage, and track electronic documents and images of paper information captured through the use of a document scanner.

OpenKM is a management solution that enables organizations to control the production, storage, management and distribution of electronic documents, resulting in greater effectiveness and the ability to reuse information and control the flow of documents.

OpenKM is a document management software that integrates all essential document management functions, collaboration and advanced search functionality in one easy-to-use solution. The system also includes administration tools for defining the roles of different users, access control, user quota, level of document security, detailed activity logs and automation setup.

OpenKM's document management software builds a high-quality repository of enterprise information to facilitate knowledge creation and improve business decision making. This increases workgroup and business productivity through collaborative practices, better customer relationships, faster sales cycles, improved time-to-market products, and more informed decision making.

With OpenKM Enterprise Document Management, you can do the following:

  • Control your business content.
  • Gather information from any digital source.
  • Collaborate with colleagues on documents and projects.
  • Empower organizations to leverage accumulated knowledge by finding documents, experts, and information sources.
  • Enterprise content management functions.
  • Manage digital content.
  • Manage documents.
  • Records Management

OpenKM Records Management helps your organization efficiently and systematically control the creation, receipt, maintenance, use, and disposal of records, including processes for capturing and maintaining evidence and information about business activities and transactions in record form.

The OpenKM Records Management System captures, manages and provides access to records over time.

The OpenKM tracking system monitors the processes in which time deadlines for actions are monitored and applied to those who perform the business.

OpenKM Disposition includes a set of processes related to the implementation of decisions to retain, destroy, or transfer records.

drawings that are documented in disposition powers or other instruments. Destruction is the process of removing or deleting records beyond any possible reconstruction.

The OpenKM file plan is a set of rules that specify for each type of record in the organization where it should be kept, what policies apply to it, how long it must be kept, how it should be disposed of, and who is responsible for managing it.

With OpenKM Enterprise Document Management, you can do the following:

  • Set life cycle management.
  • Hiring information government.
  • Manage content.
  • Records Management.

This article was written in German, automatically translated into other languages and editorially reviewed. We welcome feedback at the end of the article.


OpenKM provides a workflow engine to define and reuse business logic, simplify Business processes and help employees coordinate effectively with the organization and each other. By linking processes to content creation, OpenKM enables organizations to share transactional information and respond more quickly to new or changing business needs.

With OpenKM Enterprise Document Management all your documents are stored electronically and organized in a way that makes sense for your workflow and access needs. They can be easily retrieved with an intelligent global search.

You can create complex workflows; support workflows for review, approval, and validation; provide support for serial and parallel workflows; assign tasks to groups or users; monitor workflow tasks, status, and process; set up configurable email notifications; and automate tasks.

When a certain event occurs, you can apply validation rules and certain actions on the documents without human intervention. Some examples are:

  • Capture metadata.
  • Classification of documents.
  • Automatic workflow execution.
  • Electronic signature.

The main advantages of automation are:

  • Increased productivity.
  • Reduced operating time.
  • Improved quality.
  • High degree of accuracy.
  • Reduced direct labor costs and expenses.
  • Document Automation.


OpenKM offers a range of modules, including:

  • Mail Archiver: Use the repository as a document management system to store messages en masse. The mail file is an automated process for preserving and protecting all email.
  • Multi-tenant: Multi-tenants allow 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.
  • Electronic signature: In e-commerce and law, a signature on a document is an indication that the person accepts the intentions recorded in the document.
  • Barcode: Barcode reader recognition and identification module.
  • Electronic invoicing: The e-invoicing module extracts invoices in "XML" format and stores them in the system.
  • CMIS: Specific OpenCMIS connector bundles that allow OpenKM to be used as a CMIS server.
  • Cryptography: files are encrypted and decrypted.
  • Reports: Create and use your own Jasper reports. Reports are generated in PDF format.
  • Task Manager: Create, manage and assign tasks to users and roles.


OpenKM Enterprise Document Management provides an interoperable platform to leverage resources across applications and repositories across the enterprise. We developed OpenKM with the goal of providing multiple integration methods:

  • OpenKM SDKs for Java and .Net.
  • Using the web services REST API.
  • Authentication is plug-and-play and it's easy to use an external user database, LDAP or Active Directory, SSO and CAS.
  • Even the data store can be configured to be deployed in any database such as MySQL, PostgreSQL, Oracle or SQL Server.
  • Connector availability: AutoCAD, MS Office, Vtiger, BonitaSoft, Kofax, Abby Flexicapture.

Build your own App

OpenKM Dev-Tools is a suite of utilities that allows you to create a customized app for your organization's needs, easily manage your content, simplify your workflow, and increase your efficiency and effectiveness.

The OpenKM development tool set consists of:

  • OpenKM Development Environment.
  • OpenKM SDK.
  • OpenKM User Interface Development Model.
  • OpenKM KDocs.
  • OpenKM Import Station.

Affiliate program

OpenKM's partner program is designed to create mutually beneficial relationships that increase the overall success and capability of the OpenKM ecosystem. With OpenKM's support, partners have tremendous flexibility to leverage OpenKM-related opportunities in their territory. We work with these partners to provide customers with the best possible enterprise document management solutions.

At OpenKM, our partners enable us to generate the majority of our global revenue - our program is designed to provide you with the resources you need to quickly launch your OpenKM initiatives and help you attract more customers and generate additional revenue for your existing business.

OpenKM partners form a growing community of system integrators, software vendors, infrastructure providers and resellers who build their solutions with OpenKM.

There are several service options when becoming a partner, such as training end users to use the program properly, consulting, customization, product configuration, document scanning, and the option of external hosting

Konfuzio: AI software for efficient document management

Another addition to the OpenKM system is the integration of the AI software Konfuzio. This innovative technology enables companies to automatically process and categorize large volumes of unstructured data such as documents, emails and reports.

OpenKM offers OCR only for defined optical zones to ensure that only the relevant text is extracted and no unnecessary information enters the ECM system. However, this approach requires rigid layouts. In addition, only Tesseract as OCR engine offered, see Docs.


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However, this approach can be problematic for complex documents and unstructured data, as it is not always clear where relevant text is located or how it is formatted.

In these cases, Konfuzio can be a flexible complement to OpenKM's OCR by providing a comprehensive text analysis and processing capability. Konfuzio can not only extract the relevant text, but also analyze and evaluate more complex information such as tables, charts and images. In addition, Konfuzio can recognize and translate text in different languages, which is beneficial for companies with a global reach.

By integrating Konfuzio with OpenKM, organizations can implement a flexible and effective OCR solution that can handle complex documents and unstructured data.

Konfuzio uses machine learning models to analyze text and automatically assign keywords, tags and categories. This allows companies to quickly search documents, find relevant content and make decisions based on sound insights. It can also be used to automatically classify and extract specific document types such as invoices, contracts or job applications.

The integration of Konfuzio into the OpenKM system offers a variety of benefits to users and partners:

  1. Efficient document processing: Konfuzio enables the rapid processing of large volumes of documents without the need for manual intervention. This saves time and resources and increases the efficiency of business processes.
  2. Automated categorization: AI software can automatically categorize and keyword documents, making it easier to find relevant content and supporting decision-making.
  3. Quickly identify relevant information: Konfuzio enables users to quickly identify and extract relevant information within documents. This allows decisions to be made faster and more informed.
  4. Better data quality: Through the automatic categorization and Extraction of information, Konfuzio also improves the quality of data in a company. This reduces errors and increases the accuracy of analyses and reports.

Overall, the integration of Konfuzio into the OpenKM system provides users and partners with a powerful and innovative solution for efficient document management. The AI software enables faster and more accurate processing of unstructured data and helps companies make informed decisions based on high-quality information.

Automation of functions with Konfuzio as AI platform

When you integrate Konfuzio with an enterprise content management (ECM) system, you can automate a variety of use cases, including:

  • OCR (Optical Character Recognition): Extraction of texts from images and scanned documents. With OCR, you can quickly and easily extract text from scanned documents, increasing the efficiency of your document management.
  • Text classification: Automatically assign documents to predefined categories. This feature is particularly useful if you manage large volumes of documents in your ECM system, as it allows you to quickly and easily find and edit the relevant documents.
  • Named Entity Recognition (NER): Extract entities such as people, organizations, places, and events from documents. With this feature, you can quickly find relevant information in your documents and use this information in other systems, e.g. to create reports or dashboards.
  • Sentiment analysis: Assessment of subjective expression in documents. If you collect feedback from customers or employees, sentiment analysis can help you understand and respond to their mood and opinion.
  • Automatic summary: Create concise summaries of documents. This feature is especially useful when you need to quickly get an overview of large volumes of documents. You can use the automatic summaries to make decisions or to inform employees about important information.
  • Image classification: Automatically assign images to predefined categories. If you manage a lot of images in your ECM system, you can use the image classification feature to quickly and easily find and edit relevant images.
  • Question and answer systems: Automatically answer questions based on documents or knowledge bases. If you run a help desk or customer support, a question-answering system can help you answer the most common questions automatically, reducing employee workload.
  • Text generation: Generation of texts, e.g. for chatbots or email responses. If you run an automated customer support system, you can set up chatbots that automatically respond to customer queries. With the text generation feature, you can quickly and easily generate appropriate responses and thus increase customer satisfaction.
  • Automatic translation: Translate documents into different languages. If you operate internationally, the automatic translation feature can help you translate documents into different languages quickly and easily, making it easier to communicate with customers and employees.

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    This article was written in German, automatically translated into other languages and editorially reviewed. We welcome feedback at the end of the article.