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How to Use Automations in OpenKM

Automations in OpenKM help reduce manual tasks by triggering specific actions when predefined conditions are met. Whether your goal is to insert a keyword, assign a category, or launch a wizard, these automations streamline document workflows and improve accuracy.

This guide walks you through practical examples of how to use automations within OpenKM. You’ll learn how to configure them to meet your business requirements, reduce repetition, and ensure consistency across your repository.

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What Are Automations in OpenKM?

Automations work based on two elements: validation and action. The system evaluates whether the validation condition is fulfilled. If it is, it executes the assigned action right away. As a result, you eliminate the need for manual intervention in repetitive tasks. Furthermore, this ensures faster response times and fewer human errors.

Single-Action Automations in OpenKM

Let’s look at “Add Category by Event” and “Add Keyword by Event.” Both are basic examples of Automations in OpenKM. In each case, when a file appears in a specific folder, OpenKM adds a category or a keyword like “Marketing” or “OpenKM” automatically. Consequently, the system classifies documents correctly without user input.

Multi-Action Automations with Wizards

Wizards handle complex automations. For example, when a file reaches a designated folder, OpenKM activates a wizard that prompts the user to insert a keyword, assign at least one category, and complete a metadata group. Moreover, this allows the system to adapt to scenarios requiring multiple steps.

How to Create Automations in OpenKM

Administrators access the Automation settings through the Administration panel. From there, they define validation conditions and assign corresponding actions. In addition, OpenKM’s documentation provides detailed guidance and practical code samples to help configure these rules effectively.

Explore and Test Preconfigured Automations

You can explore examples of Automations in OpenKM through the demo environment. These include real use cases that show how automations improve document consistency. For example, try uploading a file to a test path and watch OpenKM apply metadata or categorize the file instantly. As a result, you’ll understand how these rules behave in practice.

User Interaction with Wizard-Based Automations

Let’s say a file triggers a wizard after upload. OpenKM displays a message that asks for input, such as adding an expiration date, assigning categories, or completing metadata. Users can provide this information immediately or postpone it. Additionally, the wizard ensures no required field goes unfilled.

Benefits of Using Automations in OpenKM

By using Automations in OpenKM, your organization reduces errors, boosts productivity, and ensures compliance. These rules enforce best practices automatically, while the wizard provides a user-friendly interface for structured data input. In turn, this improves data quality across the system.

“Automations in OpenKM empower teams to focus on meaningful work, while the system handles the routine processes in the background.”

Get the Most from Automations in OpenKM

From basic triggers to advanced multi-step processes, Automations in OpenKM adapt to your needs. Over time, they help create scalable, efficient workflows that evolve with your business. Therefore, investing in automation leads to better resource allocation and operational agility.

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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