Document Request Module in OpenKM is the perfect tool for companies that need to collect documents from clients in a secure and organized way. With this module, your team can create orders, attach files, notify clients, and receive uploads, all within the OpenKM platform.
This tutorial demonstrates how to use the updated version of the module to streamline document requests. Whether you’re handling licenses, invoices, or certifications, the Document Request Module in OpenKM keeps everything structured and auditable.
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How to Set Up the Document Request Module in OpenKM
To begin, access your OpenKM instance. In this case, we use demo1. You also need access to the client-facing interface used to place external document requests.
Creating Folders and Placing Orders
Inside OpenKM, we created two folders (Customer Acne and Customer Beta) to organize incoming documents. After navigating to the orders folder, we confirm access using the same OpenKM credentials.
Then we place a new order. The interface shows two previous ones: one pending and one fulfilled. We enter the client’s name and email, and specify the document to request, in this case, a license. Additionally, we could request more documents, but here we focus on one.
Customizing the Document Request Order
We configure the expiration for the secure token, which defaults to 1 day but can go up to 4 days. After that, we click on the destination folder, which reveals subfolders to organize the content better.
Attaching Documents and Notes
We drag the file into the selected location. Then we optionally add a note and an additional document, like an invoice. This enhances communication and gives the customer complete context.
Once everything is ready, we submit the order. As a result, OpenKM sends an automated email to the client with all the details.
Client Interaction and File Upload
The client receives the request in their inbox. When they click the secure link, they view a confirmation screen. After acknowledging it, they upload the requested file. This workflow ensures smooth delivery using the Document Request Module in OpenKM.
Administrator Notification and File Reception
After the upload, OpenKM notifies the administrator. We return to the designated folder and verify that the document (such as the license) is now available. Additionally, refreshing the order panel shows the status as “Completed.”
Benefits of the Document Request Module in OpenKM
This feature reduces follow-up emails, file misplacement, and unnecessary delays. Since each document request is tied to a secure token and tracked end to end, your team gains visibility and control. Moreover, OpenKM logs every step, ensuring compliance and traceability.
“The Document Request Module in OpenKM simplifies client file collection with automation, precision, and security.”
Start Using the Document Request Module in OpenKM
Take advantage of this module to modernize how you gather information from external parties. The Document Request Module in OpenKM provides a reliable, professional, and efficient method to manage document collection.
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 step by step.