Integrate OpenKM with SharePoint to combine powerful document control with seamless cloud collaboration. This integration combines the power of OpenKM’s document control with SharePoint’s collaborative capabilities, providing a streamlined and traceable environment for managing files in real time.
In today’s digital business landscape, having a reliable document management system is essential to ensure compliance, minimize risks, and improve access to information. OpenKM and Microsoft SharePoint are two leading solutions that, when combined, offer a seamless bridge between structured information and cloud collaboration.
This guide shows you how to integrate OpenKM with SharePoint step by step so you can enhance productivity and control across both platforms.
Why Integrate OpenKM with SharePoint?
When you integrate OpenKM with SharePoint, your teams benefit from precise version control, advanced metadata handling, and flexible cloud access. OpenKM ensures internal document governance, while SharePoint provides real-time collaboration through Microsoft 365. Together, they support regulatory compliance and operational efficiency.
Requirements to Integrate OpenKM with SharePoint
- An OpenKM instance properly configured with administrator access.
- A SharePoint site with an active document library.
- Permissions to configure metadata in both platforms.
Steps to Integrate OpenKM with SharePoint Effectively
1. Initial Setup to Integrate OpenKM with SharePoint
Begin by accessing both platforms. In SharePoint, create a document library titled “OpenKM” or similar. This will be the destination for synchronized files coming from OpenKM.
2. Prepare a File to Integrate OpenKM with SharePoint
Select a Word document on your local system. Ensure the content is ready, save and close the file to make it available for upload into OpenKM.
3. Upload the Document to OpenKM for Integration
Use OpenKM’s drag-and-drop functionality to add the document to the appropriate repository folder.
4. Configure Metadata to Integrate OpenKM with SharePoint
Open the document’s metadata tab in OpenKM, select the SharePoint metadata group, and activate the sync toggle to initiate automatic integration.
5. Automatic Document Transfer to SharePoint
Once synchronization is enabled, OpenKM transfers the file to the configured SharePoint library and generates a unique ID and access URL.
6. Verify the Document Was Synced to SharePoint
Log in to SharePoint and confirm that the document is now available in the designated library. This ensures that the OpenKM to SharePoint integration is functioning as expected.
7. Edit the Document from SharePoint Online
Open the file using Microsoft Word Online. Modify and save it in the cloud, which allows real-time editing while the file is locked in OpenKM to avoid conflicts.
8. Document Locking in OpenKM During Integration
While being edited in SharePoint, the file will appear locked in OpenKM to prevent simultaneous modifications, preserving document integrity.
9. Sync the Edited File Back to OpenKM
After editing, disable the sync switch in OpenKM. This updates the file with the new version from SharePoint and unlocks it for future edits.
10. Confirm the Update in OpenKM
A green “Updated” message will appear in OpenKM, confirming that the document has been successfully replaced with the latest SharePoint version.
11. Download the Updated Document from OpenKM
You can now download the final version directly from OpenKM and continue editing it in Word or archive it as part of your record-keeping process.
Choosing to integrate OpenKM with SharePoint enables organizations to automate workflows, control document versions, and collaborate effectively in the cloud. This guide has shown how easy it is to set up and manage the integration between both platforms.
If you want to understand the full scope of what OpenKM can do beyond this integration, we also recommend reading: Document Management System – OpenKM.
If you are ready to implement this integration or need assistance customizing it, contact us here or follow our social media channels for more tips and tutorials.
Looking to improve your document management system? Explore our blog for more guides on how to integrate OpenKM with SharePoint and other platforms.
