About OpenKM

OpenKM is a document management solution available on-premise or on the cloud, which helps businesses manage documents by capturing, processing and securing data from various digital sources. It lets enterprises edit and share documents with team members, ensuring collaboration in the organization.

Key features of OpenKM include version control, records management, information governance, electronic signature capture, content lifecycle management, and mobile access. The solution allows businesses to import multiple types of data from emails, including text, media/document attachments, and HTML. Plus, the multi-lingual application enables the extraction of text from paper documents including grayscale, color or binary images.

OpenKM helps capture digital signatures, generate invoices in XML format, and upload documents by setting metadata values to distribute information across teams for solving problems and facilitating decision making. The dashboard allows managers to get an overview of changes made in documents and control user access to ensure compliance. Integration with various third-party applications, including MS Office, .NET, PHP, cognitive form systems, Abby Flexicapture, and more lets users manage as well as maintain official documents and automate workflows.

Pricing starting from:

N/A

  • Free Version
  • Free Trial
  • Subscription

Key benefits of OpenKM

Automatically capture vital information and catalog scanned documents with OpenKM’s OCR.

Share information and collaborate through shared folders, threaded discussions, and e-mail with OpenKM.

Grant and control access to documentation, including what actions are available to perform, on a per-document basis with OpenKM Security.

Automate business processes and workflows, saving time and improving efficiency, with OpenKM.

Keep a full audit trail of all business and document management processes with OpenKM’s Activity Log.

Devices

Business size

S M L

Markets

Andorra, Antigua & Barbuda, Anguilla, Albania, Armenia, Angola, Argentina, American Samoa, Austria, Australia, Aruba, Azerbaijan, Bosnia & Herzegovina, Barbados, Bangladesh, Belgium, Burkina Faso, Bulgaria, Bahrain, Burundi, Benin, Bermuda, Brunei, Bolivia, Caribbean Netherlands, Brazil, Bahamas, Bhutan, Botswana, Belarus, Belize, Canada, Cocos (Keeling) Islands, Congo - Kinshasa, Central African Republic, Congo - Brazzaville, Côte d’Ivoire, Chile, Cameroon, China, Colombia, Costa Rica, Cuba, Cape Verde, Curaçao, Christmas Island, Cyprus, Czechia, Germany, Denmark, Dominica, Dominican Republic, Algeria, Ecuador, Estonia, Egypt, Ethiopia, Finland, Faroe Islands, France, United Kingdom, Grenada, French Guiana, Gibraltar, Equatorial Guinea, Greece, Guatemala, Guyana, Hong Kong SAR China, Honduras, Croatia, Hungary, Indonesia, Israel, India, British Indian Ocean Territory, Iceland, Italy, Jamaica, Jordan, Japan, Kenya, Cambodia, Comoros, St. Kitts & Nevis, South Korea, Cayman Islands, Luxembourg, Latvia, Morocco, Monaco, Moldova, Maldives, Mexico, New Caledonia, Nicaragua, Norway, Nepal, New Zealand, Panama, Peru, French Polynesia, Pakistan, Puerto Rico, Paraguay, Russia, Slovenia, Slovakia, El Salvador, Chad, United States, St. Vincent & Grenadines

Supported Languages

Arabic, Bulgarian, Catalan, Chinese, Danish, Dutch, English, Finnish, French, Galician, German, Greek, Hungarian, Indonesian, Italian, Japanese, Korean, Latvian, Lithuanian, Malay, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovak, Spanish, Swedish, Thai, Turkish, Vietnamese

Pricing starting from:

N/A

  • Free Version
  • Free Trial
  • Subscription

Images

OpenKM Software - OpenKM contextual menu and desktop screenshot
OpenKM Software - OpenKM full text and advanced search screenshot
OpenKM Software - OpenKM granular security management screenshot
OpenKM Software - OpenKM DICOM viewer screenshot
OpenKM Software - OpenKM version control screenshot
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OpenKM video
OpenKM video
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OpenKM video
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OpenKM video
OpenKM Software - OpenKM contextual menu and desktop screenshot OpenKM Software - OpenKM full text and advanced search screenshot OpenKM Software - OpenKM granular security management screenshot OpenKM Software - OpenKM DICOM viewer screenshot OpenKM Software - OpenKM version control screenshot

Features

Total features of OpenKM: 71

  • API
  • Access Controls/Permissions
  • Activity Dashboard
  • Activity Tracking
  • Alerts/Notifications
  • Approval Process Control
  • Archiving & Retention
  • Audit Management
  • Audit Trail
  • Calendar Management
  • Collaboration Tools
  • Commenting/Notes
  • Compliance Tracking
  • Configurable Workflow
  • Contact Management
  • Content Management
  • Contract Lifecycle Management
  • Customizable Branding
  • Customizable Fields
  • Customizable Reports
  • Customizable Templates
  • Data Extraction
  • Data Synchronization
  • Digital Asset Management
  • Digital Signature
  • Document Automation
  • Document Capture
  • Document Classification
  • Document Generation
  • Document Management
  • Document Review
  • Document Storage
  • Document Templates
  • Drag & Drop
  • Electronic Signature
  • File Conversion
  • File Management
  • File Recovery
  • File Sharing
  • File Transfer
  • Full Text Search
  • Government Contracts
  • Indexing
  • Information Governance
  • Metadata Management
  • Mobile Access
  • Mobile Capture
  • Multi-Language
  • Optical Character Recognition
  • Personalization
  • Real Time Notifications
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Role-Based Permissions
  • Rules-Based Workflow
  • SSL Security
  • Search/Filter
  • Secure Data Storage
  • Secure Login
  • Single Sign On
  • Specialty Contracts
  • Task Management
  • Team Collaboration
  • Template Management
  • Templates
  • Third Party Integrations
  • Two-Factor Authentication
  • User Management
  • Version Control
  • Workflow Management

Alternatives

Alfresco Content Services

4,1
#1 Alternative to OpenKM
Alfresco Content Services is a content management solution that helps businesses store & share documents with team...

LogicalDOC

4,7
#2 Alternative to OpenKM
LogicalDOC is a document management platform which stores all company documents in a centralized repository and enables...

Microsoft SharePoint

4,3
#3 Alternative to OpenKM
SharePoint is a collaboration & content management platform which can be used to build portals, collaboration sites, &...

Legito

5,0
#4 Alternative to OpenKM
Automate drafting and managing your documents. Join 160K+ users in over 50 countries from top-tier law firms and F500...

Reviews

Overall rating

4,7 /5
(16)
Value for Money
4,6/5
Features
4,4/5
Ease of Use
4,2/5
Customer Support
4,2/5

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Showing 5 reviews of 16
Verified Reviewer
Overall rating
  • Industry: Information Technology & Services
  • Company size: 2-10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

Fantastic DMS solution

Reviewed on 2019/11/24

Great solution with all fully integrated components of DMS core, workflow, reporting, OCR, etc.

Great solution with all fully integrated components of DMS core, workflow, reporting, OCR, etc.

Pros

Very cost-effective yet with enterprise-class features and functionalities.

Cons

Hope to see mobile app's built-in file previewer soon.

Alternatives Considered

Alfresco Content Services

Reasons for Switching to OpenKM

Cost

Response from OpenKM

Hello dear customer,

We, at OpenKM, appreciate your highly positive feedback. Our team has primarily been working on Version 7 recently, now that it is live we will be looking to continue improving in other areas, and have noted that the previewer for the mobile app is a highly sought function for its users.

Jose miguel S.
Overall rating
  • Industry: Computer Software
  • Company size: 11-50 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

Digital Document Management Done Right!

Reviewed on 2019/12/02

Digital Document Management can be implemented to a very wide range of verticals, but to be precise...

Digital Document Management can be implemented to a very wide range of verticals, but to be precise and in my experience, you can achieve:
- Procurement documents
- HR Documents
- Medical Images
- Legal Contracts
- Service Contracts

Pros

The most valuable advantage of OpenKM is its API. It is so easy to connect OpenKM to other systems (this is the most common scenario for Document Management). Using Rest services, OpenKM can connect to your ERP, CRM or even your BPM of choise, you name it.

Cons

Its UI is a little dated, but version 7 will come with a big overhaul in this regard! So, stay tuned.

Alternatives Considered

LogicalDOC and Alfresco Content Services

Reasons for Switching to OpenKM

Open and easy to use of its API. Robust infrastructure with no fancy requirements, as you can install in HA IF. Secure. Knowledgeable Support team.

Response from OpenKM

We at OpenKM, appreciate your highly positive feedback. We are very excited by the opportunities and advancements possible with Version 7, and hope to be able to show the improvements to the UI soon.

Ben R.
Overall rating
  • Industry: Biotechnology
  • Company size: 51-200 Employees
  • Used Daily for 6-12 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 5.0 /10

OpenKM Experience

Reviewed on 2019/11/27

Pros

Overall functionality. Open Source. Feature rich.

Cons

The application was written with discrepancies such as:
• The Copy and Move command behave differently as it relates to inheriting permission in the target folder. The Move command should work like copy with the option to clone security.
• Email: When sending an email from the Write Email icon, the emails get saved in the Email section below Taxonomy. However, when emails are sent via Send link or Send document attachment or Notification, they are not saved in the email folder. All emails and notifications should be saved in the email section.
• Stamping: Text stamps do not have the option to choose a page or page range, but Image stamps do. All stamps should have the option to apply to a specific page or range.
• Stamping: All stamps - be able to set the default page number when creating the stamp.

When sending an email, it would be nice to be able to type ahead to get to the name or at least to have the ability to enter the first initial, to quickly move to the name desired.

Write mail Icon to default the “Reply to” to the sender.

When clicking on a link in an email, to be able to configure which browser it should go to either on a system level or per user, not for OpenKM to open the document in the default browser. This is because many use Chrome as their default browser but OpenKM works best with Firefox. So, even if the default browser is Chrome, there should be a setting to open document links in a specified browser.

Alternatives Considered

Microsoft SharePoint

Reasons for Switching to OpenKM

Affordable and features.

Response from OpenKM

We at OpenKM appreciate your feedback. Our team is currently performing a significant user interface overhaul as part of the version 7 update, and we have sent your UI requests to our technical staff so they may be reviewed for inclusion in the new interface. We will be providing many improvements soon, and hope to see your desired changes among them.

Michael J.
Overall rating
  • Industry: Information Technology & Services
  • Company size: 51-200 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 8.0 /10

Good for building a searchable PDF database

Reviewed on 2019/11/25

We use the software to maintain bills received from our facilities over 2 states. We have to keep ...

We use the software to maintain bills received from our facilities over 2 states. We have to keep everything for at least 2 years before compacting and archiving with the ability to pull up documents on the fly. We currently have roughly 200,000 PDFs in OpenKM and the only lag comes from Adobe. We are running it on an in-house VM with very little resource usage and have had almost no problems.

Pros

Drag and drop from file explorer is a huge plus for our non-tech savvy users.
Adding a tag to each PDF for future recall is good if you don't want to OCR everything.
Up time is excellent. Over the last ~2 years, we have gone down maybe twice, and neither time was for more than an hour. Very dependable.

Cons

The interface is a bit outdated.
OCR is a bit hit or miss.
Help files could be better. There are a few features that I had trouble getting more info on.
User access can be a pain to set up, especially retroactively.

Response from OpenKM

Hello dear customer,

We, at OpenKM, appreciate your overall positive feedback. We had a technical concern preventing us from updating our UI, which has been addressed with Version 7. Interface improvements are now on our development schedule.

We are also currently revising our documentation for the new version, and it will see improvements shortly as well. The OCR and User Authentication both require some experience to use to their full potential, such as setting user permissions through the database, which will be much faster for some changes.

There are also alternate options, the OCR engine used is pluggable if an alternative would be preferred, and OpenKM Professional can be set up to use Active Directory or LDAP for authentication. If you would like any additional information, please contact us.

Allen G.
Overall rating
  • Industry: Hospital & Health Care
  • Company size: 201-500 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

OpenKM Two year review

Reviewed on 2019/11/29

We have solved our NYS and HIPAA regulatory requirements for governance of our documents.

We have solved our NYS and HIPAA regulatory requirements for governance of our documents.

Pros

It has all the features that a company needs to satisfy requirements for documentation management.

Cons

It requires a basic training session before any user can get started. We about one hour to get them started, then a follow-up later.

Response from OpenKM

We at OpenKM, appreciate your overall positive feedback. We believe that OpenKM gives you a whole array of useful features that can improve its usability and help your company process workflows.

We agree that basic training is necessary to learn how to use OKM and get the most benefits of our application.

We believe it might be beneficial for your team to attend one of our free webinars that take place once a month. The next one in English is on 12/17/19 at 1:00 pm EST. If you want to register, please do so by using the following link

https://register.gotowebinar.com/rt/5090586405572191756

During the webinar, your team can post questions that, if the time allows, will be answered right away, or we will be addressed afterward via direct email.

Showing 5 reviews of 16 Read all reviews

OpenKM FAQs

Below are some frequently asked questions for OpenKM.

OpenKM offers the following pricing plans:

  • Starting from:
  • Pricing model: Free Version, Subscription
  • Free Trial: Available

Contact OpenKM for pricing details. OpenKM Community version is free to download and use. This version is not supported. OpenKM Cloud is an annual subscription please check for pricing information and other details OpenKM professional on-premise version is a one-time payment license please check for pricing information and other details Discount is offered to non-profit and EDU organizations

OpenKM has the following typical customers:

2-10, 11-50, 51-200, 201-500, 501-1 000, 1 001+

OpenKM supports the following languages:

Arabic, Bulgarian, Catalan, Chinese, Danish, Dutch, English, Finnish, French, Galician, German, Greek, Hungarian, Indonesian, Italian, Japanese, Korean, Latvian, Lithuanian, Malay, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovak, Spanish, Swedish, Thai, Turkish, Vietnamese

OpenKM supports the following devices:

Android (Mobile)

OpenKM integrates with the following applications:

Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word

OpenKM offers the following support options:

Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support

Related categories

See all software categories found for OpenKM.