Select Page

How to Use Workflows in OpenKM

How to Use Workflows in OpenKM to automate document-related processes with precision and control. Whether you configure a basic approval or a complex multi-step sequence, OpenKM lets you build flexible workflows that adapt to your team’s real needs.

This tutorial covers two workflow examples, a basic and an advanced. so you can learn how to use them effectively inside OpenKM and maximize your process efficiency.

(The information below is directly related to the video you just watched)

Workflow Management Console in OpenKM

Administrators start by accessing the workflow development environment in OpenKM. Inside the console, they view and manage all workflows. Furthermore, they can monitor status, stop, suspend, or delete any process with a few clicks.

How to Use Workflow Permissions in OpenKM

Administrators can assign workflows to users by enabling them in each user’s profile. They do not need to participate in the task to manage or influence it. As a result, they maintain centralized control while delegating execution.

Training to Create Workflows in OpenKM

If you want to learn how to create your own workflows in OpenKM, the OpenKM Academy offers a full online course. It teaches you how to use the workflow engine, create logic, and apply rules to automate internal processes efficiently. In addition, it helps build internal expertise.

How to Use a Basic Workflow in OpenKM

Let’s begin with a basic example, a purchase request. The user enters a price and short description, then clicks “Accept.” If the price is over 500, OpenKM sends a notification to the manager, prompting them to approve or reject the purchase.

Manager Actions and Status Tracking

Managers access the task from their session, review the content, and make a decision. Once they respond, the system removes the task from their dashboard and logs the action. Therefore, OpenKM keeps every approval step transparent and traceable.

How to Use Advanced Workflows in OpenKM

In advanced scenarios, workflows assign multiple tasks to different users. For example, one user may fill out a form. Then, the system reassigns the task to another team member. Notifications appear via email, mobile app, and system alerts. Moreover, this keeps the entire team informed in real time.

Advanced Workflow Logic and Metadata Integration

Managers may complete several actions in a row. The system also applies a metadata group automatically and updates it based on user input. Consequently, these dynamic workflows offer flexibility for real-world processes.

Final Output and Document Generation

After all tasks are complete, OpenKM generates a final file that includes the original document and a summary page. This page contains user data, activity logs, and electronic signatures. As a result, the organization gains a complete record of the process.

“Learning how to use workflows in OpenKM unlocks automation that reduces delays, boosts accuracy, and supports audit-ready operations.”

Why You Should Use Workflows in OpenKM

Workflows help your business run faster and with fewer errors. Since OpenKM supports both basic and advanced automation, you can tailor every process. Additionally, your team works more collaboratively while maintaining full process control and accountability.

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.

Explore More Tutorials

Contact Us

Recent Comments

No comments to show.