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How to Use the EDX Module in OpenKM

The EDX Module in OpenKM helps streamline electronic document exchange between organizations and external users. It allows secure two-way communication through structured templates for clients and employees.

In this guide, you’ll learn how to configure and use the EDX module step by step. Moreover, we’ll explore practical scenarios such as HR communication and invoice submission through OpenKM’s EDX system.

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Set Up the EDX Module in OpenKM

First, log in to OpenKM as an administrator and verify the presence of a dedicated space for the EDX Module in OpenKM. Then, go to the templates section to access the available folder structures.

OpenKM provides two predefined templates: Clients and Employees. For instance, the client template includes folders like Fees, HR, and Invoices. Inside the HR folder, you’ll find subfolders for Holiday Requests and Sick Leave. Therefore, it becomes easy to separate content by function and target user.

How to Configure EDX Templates

To create a new template in the EDX Module in OpenKM, navigate to the Templates menu and click the plus icon. After that, enter a template name (such as “Client”) according to your use case.

Next, copy the UUID of the docs from folder and paste it into the Inbox field. In addition, do the same with the docs to folder under the Public space. Once this is done, repeat the process for the employee template as needed.

Register External Users in the EDX Module

Once the templates are ready, go to the user registration section of the EDX interface. For example, you can create a test client user, assign them a password, name, and email address, and link them to the appropriate template.

Immediately after saving, the system sends an email with login credentials. As a result, the external user gains secure access to their personalized OpenKM document space via the document exchange module.

Test the EDX Module from a Client’s Perspective

After logging in, the client sees a space that OpenKM automatically generates using the selected template. As a result, the client has access to all relevant folders, including HR, Invoices, and Communications configured through the EDX Module in OpenKM.

To test the connection, add a file to the “Communications” folder as the administrator. Then, log in as the client and confirm that the file appears both in the folder and in the News tab. Therefore, you can ensure that communication flows both ways.

Send Files Using the EDX Module in OpenKM

From the client account, upload a file, for instance, an invoice. Once the document is uploaded, it appears instantly in the News section for visibility. This ensures users are notified of the exchange through OpenKM’s EDX system.

Return to the admin interface. Then, refresh the repository and locate the new file. OpenKM categorizes the document by year and tags it with the client’s username. Consequently, traceability is guaranteed within the EDX Module in OpenKM.

Why Use the EDX Module for External Collaboration

This module improves operational efficiency by eliminating the need for email attachments or third-party portals. Moreover, clients and employees gain a secure space for uploading and receiving documents without compromising internal repository control.

The EDX Module in OpenKM also ensures metadata consistency, folder structure integrity, and proper version tracking. In addition, it supports compliance efforts by documenting user activity across exchanges.

Conclusion

The EDX Module in OpenKM is a reliable solution for structured and secure document exchange with external users. It creates personalized workspaces, automates folder setup, and simplifies inbound and outbound file transfers.

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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