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How to Use the OpenKM Download Token

The OpenKM Download Token is a secure and convenient feature that allows users to share documents with external parties without requiring them to log into the system. This functionality is ideal when you need to send files to clients, partners, or auditors quickly and safely.

In this guide, we’ll show you how to generate download tokens, share documents externally, and manage the links from the administration panel. Moreover, we’ll explore why this token-based approach enhances control and security.

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Generate a Download Token in OpenKM

To begin, locate the document you want to share in the OpenKM repository. Then, right-click on it, go to the Notification menu, and select Generate Download Link.

A window will appear where you can specify how many download tokens to generate. In addition, you may choose to send the link directly via email or copy it manually for future use. Once the link is generated, copy it and close the window.

After generating the OpenKM Download Token, you can paste the secure sharing link into an email, store it in a file, or use it in any communication platform. The recipient will receive direct access to download the document without needing OpenKM credentials.

This method saves time and avoids the need to create external user accounts. Therefore, it simplifies the document sharing process significantly.

Use the Token to Access the File

Open your browser and paste the generated link. Then, the download will begin automatically. This ensures that the external user can access the document instantly, while access remains limited to that file only.

As a result, your repository remains secure and isolated from external interaction beyond the scope of the specific download token. In OpenKM, this mechanism guarantees one-time, controlled delivery of content.

Manage Active OpenKM Download Token

Administrators can view and manage all download tokens from the OpenKM interface. Simply go to the Utilities section and click on Download Tokens.

From here, you will see a list of all shared links, along with their corresponding documents and the users who created them. This provides full visibility into token-based sharing activity across the repository.

In addition, OpenKM logs usage data. Once a download token is used, the system updates its status. Therefore, administrators can confirm whether a document was accessed or remains pending.

How to Revoke a Download Token

If access is no longer needed, administrators can delete the token directly from the panel. First, locate the token in the list. After that, select it and click delete.

Once deleted, the token becomes invalid. As a result, the external link will no longer grant access to the file. This reinforces security when time-limited access is required through the OpenKM Download Token.

Use Cases for the OpenKM Download Token

This secure sharing feature is useful in various scenarios. For example:

  • Sending contracts or agreements to clients
  • Providing audit files to external reviewers
  • Sharing product brochures or assets with partners
  • Allowing temporary access for document approval

In each case, the OpenKM Download Token keeps control in the hands of the sender. Moreover, it avoids unnecessary account creation or broad access permissions. This makes it one of the most effective file sharing methods available in OpenKM.

Conclusion

The OpenKM Download Token is a powerful tool for external file sharing. It enables you to generate, track, and revoke download links, all while protecting your repository.

With just a few clicks, you can manage document access securely and efficiently. Therefore, it’s an excellent solution for organizations that value controlled external communication.

To explore more features, visit the Document Management System – OpenKM.

Ready to improve your company’s efficiency with effective document management? Contact our team and let us guide you through the process.

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