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How to Add Keywords and Metadata in OpenKM

Keywords and Metadata in OpenKM make your documents easier to organize, find, and manage. Whether you’re handling contracts, technical files, or internal communications, using tags and structured metadata improves efficiency across the entire system.

In this tutorial, you’ll learn how to add keywords, categories, and metadata to your files in OpenKM. These features allow for faster retrieval, better classification, and enhanced search accuracy, especially in environments where information grows quickly.

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Adding Keywords to a File in OpenKM

To add keywords in OpenKM, go to the document’s Properties tab. Click the plus (+) button next to the Keywords field. A window will open where you can type the desired terms. You can add multiple keywords to the same file and remove them later if needed.

Assigning Categories Alongside Keywords and Metadata

Next, click the plus (+) button next to the Categories field. A pop-up window will appear where you can search for and assign one or more categories. Adding categories allows you to classify documents under topics, departments, or workflows, enabling efficient filtering across large volumes of files.

How to Add Metadata in OpenKM

To enrich documents with structured information, open the Metadata tab and click the Add Metadata Group button. Then, select the appropriate group and enter the corresponding values. For example, metadata can include project names, contract numbers, document types, or expiration dates—attributes that help identify documents with precision.

Why Keywords and Metadata Matter in Document Management

Using keywords and metadata in OpenKM helps create a smarter and more scalable document ecosystem. For example:

  • Legal teams can tag files by case number, client name, and contract type for faster case retrieval.
  • HR departments can categorize files by employee ID, role, or onboarding phase.
  • Finance teams can use metadata to track invoice dates, approval status, and vendor name.

Each of these tags enables more accurate searches, reduces manual tracking, and supports audit-readiness by ensuring that documents are classified and traceable.

Search Precision with Keywords and Metadata

All elements (keywords, categories, and metadata) can be used as search filters in OpenKM. For instance, searching by keyword like “OpenKM” might return two results. A category filter may yield three. Filtering by a specific metadata group can lead you to the exact file you need. This capability saves time and eliminates guesswork.

If you’d like to explore what else OpenKM can do to improve document workflows, automation, and compliance, we recommend reading the full overview: Document Management System – OpenKM.

Mastering how to use keywords and metadata in OpenKM is more than a technical task—it’s a strategic advantage. With proper tagging and structured metadata, your organization gains better control, smarter automation, and greater agility in managing information.

If you have any questions or want personalized guidance, contact our team today. We’ll be happy to help you optimize your document strategy with OpenKM.

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