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How to Edit Documents in OpenKM

Edit Documents in OpenKM with powerful tools that support collaboration, version control, and full document lifecycle tracking. From live co-editing to local editing with Microsoft Word, OpenKM offers multiple editing modes tailored to your workflow.

This tutorial walks you through all available editing options. You’ll learn how to manage versions, apply metadata, use external applications, and even stamp PDFs. As a result, you’ll gain complete control over how documents evolve in your repository.

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How to Edit Documents in OpenKM Using Templates

One way to start editing in OpenKM is by creating a new document from a template. Simply click the “Create from Template” button, choose your model, define the destination folder, and optionally rename the file. OpenKM will generate the new document automatically in the selected location.

Collaborative Online Editing Mode

When opening the document in editing mode, OpenKM launches its Online Editor. Here, multiple users can edit simultaneously. For example, both Administrator and Manager can edit the same file at the same time. Once changes are saved, a new version is created. This collaborative feature makes it easier to edit documents in OpenKM in real time.

Metadata Editing and Versioning

Besides modifying content, you can also update metadata. To do this, select a metadata group and enter values. Each change automatically creates a new file version. Additionally, when you compare versions later, OpenKM highlights both content and metadata differences clearly.

How to Edit Documents in OpenKM Using Life Edit

OpenKM also includes Life Edit, a feature that allows users to edit files locally. To enable it, disable the online editing option. The system detects the file type and opens it in the appropriate application—like Microsoft Word—on your device. Since only one user can access it at a time, Life Edit helps prevent version conflicts.

Microsoft Office Add-Ins for Document Editing

OpenKM offers Microsoft add-ins for Word, Excel, and more. These integrate directly into the Microsoft Office ribbon. For example, once you open Word, you can use the OpenKM tab to upload or edit documents. You may even assign metadata groups and add notes during the process.

Uploading and Editing via Add-In

First, save the document locally and use the “Upload” option in the OpenKM tab. Then, assign a folder and optional metadata. If you reopen the file using the add-in, you can apply changes and click “Check-in” to confirm a new version. This integration offers another flexible way to edit documents in OpenKM.

Stamping Documents in OpenKM

OpenKM also includes a stamping feature. Users choose a stamp from a list, preview the effect, and apply it to the file. The system saves a new PDF version, ensuring the original remains intact. Furthermore, different users can apply different stamps to the same file if needed.

“Edit Documents in OpenKM your way—from online collaboration to local editing, metadata updates, or PDF stamping—without losing control.”

Master Document Editing with OpenKM

Whether you prefer online tools, external applications, or metadata-driven edits, editing documents in OpenKM adapts to your workflow. With versioning, notes, and audit trails built in, your team stays productive while preserving every change.

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.

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