alfresco in an hour
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Webinar presenting Alfresco ECM in an hourTRANSCRIPT
1
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Alfrescoin an Hour
Paul HamptonDirector of Product Marketing
Agenda
Introduction to Alfresco
Alfresco Content Management services
Alfresco Content Management clients
Integrations
Compare Editions
What Next?
Traditional ECM
High Cost Slow / LimitedAdoption
Complex
Alfresco is...
Lower Cost Easier to Use Adopted FasterLower Cost Easier to Use Adopted Faster
DocumentManagement
Collaboration
Electronic RecordsManagement
Workflow
Web Content Management
Email Archive
ImageManagement
Digital AssetManagement
Complete ECM
Two Components
Content Services
Client Access
VersionSecurity
SearchMetadata
LifecycleWorkflow Renditions
Web Browser
Network DriveFTP
WebDAVMS Office
Kofax
Rules / Actions
IBM LotusGoogle Docs
Replication
Document Content and Properties
• Manage any content (.doc .ppt .xls .jpg .mp3 ODF XML .mp4)
• Metatdata – information about the documento Name, Title, Who created,
When Created, When modified
• Can be extendedo I.e. Customer number and
name
• Support custom types• Support for Aspects
Document
Properties
Alfresco Flexible Data Model
Type = Report Type = Contract Type = Issue Log Type = Case File
Aspect = CustomerCustomer NameCustomer NumberContactStatus
Aspect = SupplierSupplier NameSupplier NumberVAT numberStatus
Aspect = ProjectProject NameProject OwnerProject SponsorStatus
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Properties
Version Control
• No need to track by file nameo Alfresco –v1.ppto Alfresco – v1.2.ppto 2010-05 Alfresco.ppt
• Keep relationship between versions
• Role back• Traceability
DocumentVersion
Access Control
• Lock file on edito Stop multiple editors
• User Roles• Security
o Control who has access
o Control the role that they have
DocumentVersion
Security
Lock Properties
Roles
Access Control
PattiRisley
VP of HR
JenniferWatmore
CEO
Content Storage
• Store content in a ‘Space’
• Navigate by:o Foldero Tago Categorieso Filters (i.e. favourites)
Document
Folder
Version
Security
Lock Properties
Roles
Renditions and Comments
• Create related files• Transform to a
different formato i.e. HTML, PDF, JPG
• Allow users to comment on content
• Comments managed as separate objects
Comments
Document
Renditions
Folder
Version
Security
Lock Properties
Roles
Other Services
Rules and Actions
• Rules are applied to a ‘Space’
• Rules perform an action
• Rules are triggered by an evento Inbound, Outbound, Update
• Can have multiple events
• Can define the order
RulesActions
Workflow
• Documents have a lifecycleo They are createdo They are reviewedo They are approvedo They are publishedo ...and then they are
revised and it all starts again!
RulesActions
Workflow
“They shouldn’t have seen thatit was in review”
Workflow and Business Process Management (BPM)
• Based on embedded Jboss jBPM
• Full BPM Capabilitieso Branching, merging
and conditionso Scripting
AuthorWrite
ReviewComment
PublishRead
Search
• Make it easy to find contento Both Simple and Advanced
search
• Can search for...o Folders / Containerso Content (all types)o Custom types (example
‘Contract’)o Aspects (example ‘customer
= ACME’)o Application specific
(example ‘Contract and customer = ACME’)
• Extensible via forms
RulesActions
Workflow Search
Screen Shots
Storage Policies
• AKA Information Lifecycle Management (ILM)
• Dynamic storage based on business policies / lifecycle rules
• Define business rules• Reduced cost without
impacting performance
RulesActions
Workflow Search
StoragePolicies
Storage Policies
• Exampleso By type: Large video
files on fast expensive drives. Office documents on slower, more cost effective, drives.
o By business unit, by age, by usage, by ...
• Leverage Rules and Actions to drive location
SSD$$$
FC Drives
$$
SATADrive
$
SSD = Solid State DrivesFC = Fibre Channel
Policy Rules
Policy Rules
Content Replication
• Selective replication of content
• Can be scheduled, run manually or based on a rule
• Support for full, incremental and delete replication
• One source – multiple destinations
Head Office Regional Offices
Remote DrillingOffice
Remote DrillingOffice
SMTP Listener
Shared Drive
Web
SharePoint / Office
Access Content From...
The Most Used ECM
• The Network Drive• Why?
o Easy to useo No Trainingo Low cost
● Hard to find files
● No Context
● No Version Control
● Inappropriate Security
Issues...
Shared Network Drive
• CIFS / FTP / WebDAVo Same as a network
share foldero Can mount as a share
driveo Drag and Drop files
into Alfrescoo Edit content directly
with other applications
o Network folders can be smart spaces
o All rules are appliedo All permissions are
enforcedo If versioning is
enabled, then content will be versioned
Document Management
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Document Details
1 2 3
4 5
Project / Team Collaboration
• Customisable dashboard • Each project Includes:
o Document Libraryo Calendaro WIKIo Blogso Discussion forumso External linkso Data lists
• IMAP enabled
Alfresco Share
Open Source Records Management
• First ...o DoD Certified Open Source RM
Solutiono CMIS-enabled RM Solution
• Designed for ‘Ease of Use’ o Rules processing for auto-filing,
metadata collection and rendition generation
• File records from o Web (In RM Site or from other Share
Sites)o Email – IMAP Supporto CIFS – Shared Network Drive
Supporting Governance, Retention and Compliance
Records Management
Web Content Management
• Rich collaboration environment
• Office–to–Web• Web Editor• Workflow• Production ready templates• WCM Development
o Standard Tools (Spring, Spring Surf, CMIS, Java, Rest)
o Lightweight scripting speeds development
o Extensible platform
• Multiple deployment options
Alfresco Web Editor
ComponentEditing
Alfresco Web Editor Framework
Edit from selection list
Edit Content
IMAP Integration
• Virtualised IMAP Server • Browse and access repository
contento Open Alfresco from within email
cliento Navigate spaces and Share sites
as virtual email folderso View metadata, Links to content
• Drag and Drop for email archiving
• Configurable attachment handling
• Works with IMAP compliant clients – No plug-in required
Complete Content Management
DocumentManagement
One RepositoryBuilt on Modern
Technology Stack
RecordsManagement
Collaboration Web ContentManagement
EmailArchive
Content Services For...
Shared Drive
WEB
SAP
MS Office
SharePoint
Google Docs
IBM Lotus
Drupal
Kofax
Any CMIS Client
FTP
WebDAV
Joomla
Compare Editions
Alfresco Enterprise
• Extensive QAo Support for both OS and
proprietary platforms
• Easy to configure clustering
• JMX Monitoring• Alfresco Subsystems• Storage Policies
Alfresco Community
• Automated QA on a single OS stacko Limited platform support
• Need to restart servers
Compare Services
Enterprise Subscription
• Lower cost than traditional solutions
• Alfresco Technical Supporto Agreed SLA’so Support portal
• Maintenanceo Upgrade, Updates, Hot
Fixes and Back porting
• Indemnity and Warranty
Community
• Free (but hidden support and deployment costs)
• No support
o No SLA’so Community / Wiki
• None providedo Fix yourself, rely on
community
• None
What Next?
• Try Alfresco...• 24 Hour trial in the Cloud
o http://www.alfresco.com/try/
• Download 30 day trialo http://www.alfresco.com/try/
• YouTube videoso http://www.youtube.com/alfresco101
Summary
• Alfresco Open Source is a fraction of the cost of traditional solutions
• Alfresco has be designed and built as a complete ECM solution
• Alfresco provide extensive Content Services
• Alfresco Content Services can be access from multiple clients
The open platform forsocial content management.