Alfresco Content Services ACS
Why Modernize?
Outdated UI, disconnected from other systems, repository silos
Proprietary systems slow and difficult to integrate and extend
Separate, complex and manual records management system
Old tooling and lack of standards support
Heavy Maintenance requirements and lack of cloud optimisation
User not empowered - lostproductivity, poor adoption
Unable to keep pace with demands of business and Shadow IT emerges
Compliance risk
Inability to attract IT talent / development
Rising total cost of ownership
Document ManagementComprehensive metadata, relationship, events access control.
Modular Content Services
Web Content ServicesManager your web content with integration to WCM systems like Drupal.
Lifecycle Management and WorkflowVersioning, workflow and policies for full lifecycle control.
Media / Digital Asset ManagementPreview, manage, transform and transcode most image, audio and video files.
Capture and ClassificationScan or ingest directly from multiple sources. Automated extraction and classification (further enhanced with Ephesoft for transactional workloads.
Mobile Access & Desktop syncOpen Mobile app for iOS or Android and Windows Desktop Sync make access content and tasks on the go and offline easy.
Intelligence and AnalyticsGain insights into your content and activities with analytics and reporting.
Modular Content Services
CollaborationCreate department, project or team sites and collaborate easily.
Office IntegrationWork with your documents in Microsoft Office (using the SharePoint protocol) and Google Docs.
EmailIngest, send and process emails (including ingestion & attachments extraction) directly.
Alfresco Digital Business Platform
Intelligence and Analytics
On-Prem, Cloud, Hybrid, Managed
Open APIs and Open Standards
Alfresco ProcessServices
Integrations / Extensions
Application Development Framework
Alfresco Governance Services
Alfresco ContentServices
Alfresco Content Services
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Access & easily collaborate on content from
anywhere
Open, easy to integrate and
extend
Brings content and processes
together seamlessly
Information Governance simplified
Enterprise scale and security
Open, easy to integrate and extend
Highly extensible & open source• Open source core with strong community• Easy to integrate and extend (Open Standards & API’s)• Add capabilities with connectors & add-ons
Modular & Scalable architecture• Designed (not acquired) modular architecture• Scale services independently for performance• Modularity brings faster release & innovation
Cloud integration & sync• Cloud service integration• Deployment flexibility (on-prem, cloud, hybrid)• Flexible cloud sync and replication
Content in Context
• Fully integrate content with processes & people• Works with systems of engagement, including
Microsoft Office, Google Docs and Salesforce• Partner integration & extensions (SAP, AutoCAD +)
Consumer-like search & usability
• Discover content easily with custom filtering• Business based view using Smart Folders• Rich collaboration features include team sites,
discussion threads, project wikis
Secure, mobile and offline access for collaboration
• Desktop sync for offline access to content• Mobile apps (offline access, search and task review)• Securely work with partners via hybrid cloud sync
Access & easily collaborate on content from anywhere
Brings content and processes
together seamlessly
Automate anything, easily
• Rules, actions & scripting allow complex document processing without development overhead
• Easily defined content data & relationship models• Auto- extraction of metadata, including smart
document capture with Ephesoft
Easy process creation and analysis
• Built in review and approval processes • Extend to full featured BPM with Alfresco Process
Services• Integrated analytics and reporting
Information Governance simplified
Invisible Information Governance• Automation removes need for user intervention• Full lifecycle capabilities including e-discovery,
disposition and secure destruction• Intelligent declaration & disposition consistently apply
information governance policiesManage Records in-place
• Centralized File Plan and Retention Policy manages records across legacy systems
• Multiple Holds to prevent changes and suspend the disposition action as part of a e-discovery process
Security, compliance and auditing
• Full audit trail on all actions for compliance• Security classification and marks provide an
additional level of security beyond ACL’s
Secure critical information
• Multi-level security & encryption in transit/at rest• Robust monitoring and auditing for visibility & control• Fine levels of access control to safeguard business-
critical content
Modular and scalable
• Scales to manage over one billion documents• Modular search, transformation, media encoding can
all be scaled independently.• High availability architecture with simple clustering
Enterprise scale and security
What's new: Alfresco Content Services 5.2
• New REST API’s & App Dev Framework
• Alfresco Search Services 1.0
• Alfresco Desktop Sync for Windows
• AWS Quickstart
• Alfresco Content Connector for Salesforce
• Alfresco Share (usability enhancements).
Summary of whats new Alfresco Content Services
• Desktop Sync for Windows 1.01• Alfresco Connector for Salesforce• Alfresco Share enhancements
Access and usability enhancements
• Expanded REST API library
REST API’s and ADF support
• Modular (independent) SOLR 6.3 service• New features & APIs, plus enhanced Sharding.
Alfresco Search Services
Intelligence and Analytics
On-Prem, Cloud, Hybrid, Managed
Alfresco Governance Services
Open APIs and Open Standards
Alfresco ProcessServices
Alfresco ContentServices
Integrations / Extensions
Application Development Framework
Fast deployment
• AWS quickstart- ‘production ready in an instant’
Alfresco Digital Business Platform
Application Development Framework
Integrations / Extensions
Open APIs and Open Standards
On-Prem, Cloud, Hybrid, Managed
Intelligence and Analytics
Alfresco Governance Services
Alfresco ProcessServices
Alfresco ContentServices
Application Development framework
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Reusable Components
REST API & Java Script API Library Responsive Design Google Material
Design
Application Development Framework
Application Development framework
Application Development Framework
Sh
are
C
usto
miz
atio
n
Document Library Centric Solutions
Alfresco Share
Alfresco Framework
Bu
sine
ss Ap
ps
Content Services
Java APIsREST APIs
Alfresco JS Unified APIs
Framework of choice
Custom UX Applications
Process Services
Rapid UX Applications (Themable Alfresco UX Standard based on
Google Material Design)
Re-usable UI Components
Low Code App Studio
New Application Development framework
ContractApproval
Sales Enablement
Simple FileShare
Team Collaboration
Alfresco
Invoice Processing
Client Portal
Contract Approval
Employee Onboarding
Customers
Patient Admissions
Fraud Investigation
Loan Origination
M&AManagement
Partners
Intelligence and Analytics
On-Prem, Cloud, Hybrid, Managed
Alfresco Governance Services
Open APIs and Open Standards
Alfresco ProcessServices
Alfresco ContentServices
Integrations / Extensions
Application Development Framework
Example Business Apps
ContractApprovalContractApproval
Sales Enablement
Sales Enablement
Simple FileShare
Team Collaboration
Team Collaboration
Alfresco
Invoice Processing
Invoice Processing
Client Portal
Contract ApprovalContract Approval
Employee OnboardingEmployee
Onboarding
Customers
Patient Admissions
Fraud Investigation
Fraud Investigation
Loan Origination
Loan Origination
M&AManagement
M&AManagement
Partners
NEW: Expanded REST API’s and App dev frameworkApplication portability, easier upgrades
• Contract First design (peer-reviewed using OpenAPI specification)
• Versioned API endpoints - backwards compatibility
• REST API’s cover: – Content Repository
– Search
– People and Authentication
– Content workflow
NEW: Alfresco Search Services
• New REST API’s – Fully featured search REST API proving the same capability as the existing Java APIs (and more)
• New capabilities - Search term highlighting, ‘fingerprinting’, category faceting & multi select facets and more.
• Enhanced sharding - Flexibility to shard based on date, property or DBID and SSL support
• Version store indexing – search past versions of documents
• Increased security - SLL encryption of data flowing between Shards and content repository
SOLR 6.3 based Search – now installed and updated independently
Search term now highlighted in results
Search term now highlighted in results
NEW: Desktop Sync for Windows
• Offline access to the latest document version• Server change applied to desktop every 5 min (default).
• Local changes are pushed to server on file-close as a new version.
• Conflicts detected and highlighted to users.
• Directly add /open content to/from Alfresco from within any application
• Integrate Alfresco content into Windows (Search, Jump lists, Recent files, etc.)
• Easily ingest content into Alfresco as part of a process.
Synchronise any Alfresco folder or site to your windows 7 or 8.1 PC:
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Alfresco Content Services
Windows Client (v7 & 8.1)
• Centralised deployment supported
• Allows user to select folders and sites to sync.
• Shows sync status & conflicts
Desktop Sync Service
• Active MQ monitors repository activities
• Sync Service tracks activity and stores client actions in PostgreSQL
• Logging and monitoring scripts
CMIS
NEW: Content Connector for Salesforce
• Search the entire Alfresco Share repository
• Link and use content in any Salesforce record
• Push Salesforce properties/metadata to Alfresco
• Start workflows
• Every single Alfresco user can access all content used in any Salesforce record from Alfresco Share
• Managed via On-Premise or Private Cloud
• Smart Folders embedded
• Declare content as records (with RM module)
Manage and Integrate Alfresco content in Salesforce
Access Alfresco Content directly in Salesforce objects
Access Alfresco Content directly in Salesforce objects
• Production-grade, clustered Alfresco Content services.
• Deploy in your own private AWS network in less than 45 minutes
• Using Alfresco and AWS recommended architectural practices
NEW: AWS Quick Start for Alfresco Content Services 5.2
+
ACS Alfresco Content Services Capabilities
• Desktop Sync• Search and discovery• Share and collaboration web access• Open Mobile Access• Office & Google Integration• Hybrid cloud sync• Flexible Data Model & Rules• Smart folders• Workflow• Information Capture & display• Security and Auditing• Easy Administration
Capability: Desktop Sync for Windows
Synchronise any Alfresco folder or site to your windows 7 or 8.1 PC:
26
Alfresco Content Services
Windows Client (v7 & 8.1)
• Centralised deployment supported
• Allows user to select folders and sites to sync.
• Shows sync status & conflicts
Desktop Sync Service
• Active MQ monitors repository activities
• Sync Service tracks activity and stores client actions in PostgreSQL
• Logging and monitoring scripts
CMIS
• Offline access to the latest document version• Server change applied to desktop every 5 min (default).
• Local changes are pushed to server on file-close as a new version.
• Conflicts detected and highlighted to users.
• Directly add /open content to/from Alfresco from within any application
• Integrate Alfresco content into Windows (Search, Jump lists, Recent files, etc.)
• Easily ingest content into Alfresco as part of a process.
Capability: Powerful Search & Discovery
• Dynamic results as you type• Search content, people and sites• Results filtering based on result facets, with
filter management admin page.• Save time with Auto-suggest, ‘More like this’,
search highlighting & saving searches• Take action on multiple search results
(move/copy/download)
Simple, amazon -like searchResults as you type
Results as you type
Dynamic filter results
Dynamic filter results
video
Capability: Extensible search with Solr
Use the power and extensibility of Solr to extend search capabilities
• Advanced Search Capabilities• Faceted Search & Filtering• Auto-Suggest & Spelling Checking• Statistics• Geospacial
• Date Math• Relevance• Term-Highlighting• Solr Cloud (Sharding/Replication) • Caching (queries, filters, documents)
Ca
pa
bilitie
s
Capability: Share & collaboration
• Open, web access to all content on any device• Rich social collaboration features:
– Activity feed, commenting, like, wiki, discussions).
• Find content quickly and easily, and ‘favorite’ most used.• Quickly preview and seamless edit content with Microsoft
Office or Google Docs.• Easily track and access multiple file versions• Secure content with flexible site and folder permissions• Personalize with configurable workspaces• Easy workflow- task lists, review and approve, etc.
Easy web based collaboration on content and workflow
Cap
abilitie
s
Capability: Open Mobile apps
Work from anywhere with Android and iOS apps
• Collaborate and edit on the go:– Powerful and easy document search and previews– Access documents offline with sync– Review and track progress & comment on content– Edit using 3rd party apps (E.g. Word, PDF, Excel)– Capture and instantly store photos and videos using the app
• Simple customization & integration:– Custom profiles based on content needs (E.g. Sales, Engineering, etc.)– Use our Open source Apps as a starting point to develop custom apps– Mobile SDK - access Alfresco content from custom built apps.
• Stay secure: – Encryption in motion and at rest– Mobile Device Management support via MobileIron and AirWatch
Capability: Alfresco Office Services
• Easily edit & save-back Office content • Support for “server properties” (maps to metadata)• Mac support for Microsoft Document Connection • WebDAV enables SharePoint features in apps that
support them• Works with any apps using Windows “common open
dialog” • Select major or minor version increment upon save
Directly set document attributes within Office apps
Directly set document attributes within Office apps
Work seamlessly with Microsoft Office content
Cap
abilitie
s
Capability: Hybrid Cloud Sync
Hybrid Sync
Content & Process
Content & Process
Con
nec
tC
ontr
ol
On-Premise
Cloud
Con
nect
Con
trol
Employees
Partners
People can securely collaborate across the extended enterprise
Mobile workers can securely access content from anywhere
MobileSync
Extend content and processes securely beyond your firewall
Cap
abilitie
s
video
Report Contract
CustomerName, Number, address
SupplierName, VAT Number, Status
ProjectProject Name, Division, Owner
Type
Aspe
ct
Issue Logexpiry date, typeexpiry date, dept Approval, status
Metadata model management:• Set Aspects and Types, not complex hierarchies
• Also include tags, likes.
• Easily define models via UI without coding
• Combine with rules and process engine.
Rules• Move, copy, transform content
• Set type, add aspect, set property values
• Automatically declare, file and complete records
• Run any JavaScript
• Initiate processes
Flexible content organization and actions
Capability: Flexible Data Model & Rulesvideo
Capability: Smart Folders (overview)
• Use metadata & tags present similar content grouped in a smart folder.
• Search query results presented as a (Smart) folder- presenting a logical view irrespective of where that content is stored.
• Metadata Inheritance
• Documents added to a smart folder inherit metadata, simplifying categorization
Provide flexible, contextual view of content- combining the power of search queries with the simplicity of presenting content in folders.
Product A (Released):• Press release• Datasheet• Internal Q&A
Product B (planned):• Press release• Datasheet• Internal Q&A
Press releases• Product A • Product B
Data sheets• Product A• Product B
Released contentProduct A• Press release• Datasheet
Actual folder structure Smart folder views
Cap
abilitie
s
Capability: Smart Folders (VIEWS)
Standard folders that execute a pre-defined search• Provide a single view of content stored across different sites and folders.• Content persists in its virtual folder based on metadata, even if the file is moved.
Provide multiple, metadata based views of a single document• The flexibility of providing the right context for multiple audiences (rather than finding one hierarchy that works for all)• Support different roles and reflects file access permissions.• Find your document by what it is (its properties), not based on knowing where it is stored.• Avoid data duplications & versions control issues- Present a single document in multiple places.
Virtual folders are just folders, which can be accessed (without changes) from:• Any device (using Alfresco Mobile Apps) • Any UI and custom application using standard APIs• Any protocol implementation (eg via CIFS)
Provide flexible, contextual view of content- combining the power of search queries with the simplicity of presenting content in folders.
Cap
abilitie
s
Capabilities: Smart Folders (ACTIONS)
Classify new content quickly and easily without forms• Simpler, faster and less error-prone than filling out forms.
• Avoid multi step process of adding meta data.
• Meta data that defines the virtual folder is added to content added to the virtual folder.
• A ‘filing’ rule defined where the file is actually stored.
•
Let Alfresco take care of adding metadata and the location a documents is stored
• Simple Folder Based Workflow
• Combine with rules for auto workflow
• Built in workflow for review and approval
• Fully customisable workflows possible
• Extend to full business process management with Activiti
• Extend workflows beyond your organisation via Alfresco hybrid cloud sync.
Powerful workflow built in.
Capability: Workflow
Capability: Information Capture & display
• Web Client• No Plugs, No ActiveX, AJAX Previews
• File System (CIFS & WebDAV, FTP)• Drag-and-Drop, File Open/Save-As or Network Drive
• Image Capture via integrationsKofax, FileMark, eCopy
• Email• Send messages and attachments
• Ingest and send emails. The Alfresco repository can appear as an inbox in the email client. Supports IMAP, SMTP, POP3.
• Support for Any Format• Content is never altered by Alfresco
Cap
abilitie
s
Capability: Security & Auditing
• LDAP, Active Directory or Alfresco Managed
• SSL encryption end to end, with optional ‘at rest’ encryption
• Secure & flexible Content Access– Users/Groups and Roles based– Folder and/or Content with inheritance– Include UI Options within permissions
• Classify content before record (via RM module)
• Full auditing data- any event, including workflow. – Use analytics module for easier audit investigation
Cap
abilitie
s
Capability: Easy Administration
• Changing property settings without shut down (JMX)
• Standardised customisation packaging method - easy deployment and management (JARs and AMPs)
• Easy clustering - new instances linked to repository automatically become part of the cluster
• No client side software required! (AOS has no dependencies on active X controls)
• Clear, searchable & public documentation
• Independently scale out compute-intensive tasks on separate tiers (eg index, transformation servers)
Easy to administer
Cap
abilitie
s
Capability: Document Capture / Document Scanning
• Capture information from physical papersand digital content
• Extract the information to powerful metadata
• Store in Alfresco Share
• Automated workflows based on intelligently captured information (Invoices, Product Documentation, etc.)
• Increase speed of document processing significantly
• Minimize errors from human processing of documents
• Re-direct resources to other value-creating areas
Capture and digitize document information - Automatically
Cap
abilitie
s
Capturing metadata intelligently and
automatically
Capturing metadata intelligently and
automatically
Optional Modules & add ons
Easily add additional functionality
• Alfresco Governance Services
• Media Management
• Analytics
• Outlook plug-in
• Document Transformation Server
• Index Server
• Content Encryption
• Alfresco System Receiver (ASR)
• AWS & EMC Centera Connector
Module: Alfresco Governance Services
• In Place Records• No need to understand complex File Plans• File and Declare records anywhere, with one click• Easy access to files in place
• Record Version Control• Rules control which versions create new records• Records related in File Plan• Relationship used to drive Disposition Schedule
• Automated Record Filing• File and declare as part of business process• Define rules to determine filing• Dynamic File Plan manages folder structure creation.
File Plan Path
Date Fields
Record Attributes
Transparent records Management
DOD 5015.02 certified
Alfresco meets information, RM and open government compliance standards, mandates and directives worldwide
HIPAA
Canadian ElectronicEvidence Act DoD
5015.2
Electronic LedgerStorage Law
11 MEDIS-DC
VERS
CNIPA
NF Z 42-013
BSI PD5000
MoReq2010
Federal Rules ofCivil Procedure
NARA/OMB 2016And 2019
FISMA
Akta Arkib Negara 2003 & e-SPARK
UK Data
Protection Act & TNA 2002
NOARK 5
eARD
Archives Act
NARS
Act
RTA
Global Standards Adopted by Countries WorldwideFreedom of Information Act/Freedom of Information/Access to Information/Public Information Act
ISO 15489:2001/ISO 23081-1/16175-1:2011/26122:2008/ISO 30300:2011
SFS 1990:7
82
/ISO 15489
Module: Alfresco Media Management
• Rich media handling:• HTML5 Video Player, Proxies & Storyboard Thumbnails• Timeline Comments & Video trimming• Pan, Zoom, Crop, Rotate Images
• Media-focused metadata - IPTC extraction, custom XMP
• Flexible Video encoding (Transformation):• On-premise Transformation Servers• Remote Transformation Services support
• Media Distribution Network support:• Publish to Brightcove & CloudFront for onward distribution
Ability to comment, linked to video
timeline
Ability to comment, linked to video
timeline
Rendition versions & status
Rendition versions & status
Trim videoTrim video
Manage digital assets and workflow
video
Module- Alfresco Analytics
• Analytics module within Share to report on:• Processes- identify long running processes and
bottlenecks.
• User activity- by user, team and site.
• Custom reports based on standard metadata.
• Standard reports included• Drag and drop custom reporting tools• Ability to publish to site dashboards
Drag and drop report creationDrag and drop report creation
Wide range of data visualization
Wide range of data visualization
Gain insight from content and interactions
Module: Microsoft Outlook Plug-in (Windows only)
User: Manage content from Outlook• Search• Access and Store Content (Drag and Drop)• Custom metadata (Create your own properties)• Favorite selector (Easy access to sites or folders)• Share (Link or Attachment)• Workflow (Start/Manage Tasks)
IT: Compliance & Control• User adoption to Alfresco platform• Archiving and policies• Duplicate checking• Access control
•
SearchSearch
Access and upload email content directly to Alfresco
Access and upload email content directly to Alfresco
Integrate Alfresco in Outlook-based workflow
Module: Content Connector for Salesforce
• Search the entire Alfresco Share repository
• Link and use content in any Salesforce record
• Push Salesforce properties/metadata to Alfresco
• Start workflows
• Every single Alfresco user can access all content used in any Salesforce record from Alfresco Share
• Managed via On-Premise or Private Cloud
• Smart Folders embedded
• Declare content as records (with RM module)
•
Integrate and Manage Alfresco Content in Salesforce
Access Alfresco Share directly in Salesforce
Access Alfresco Share directly in Salesforce
Module: Document Transformation Server
• Full-fidelity transformations and previews.
• >2 x faster transformation of large documents
• Independently scalable transformation tier
• Robust error handling and reporting
•
Integrate Alfresco in Outlook-based workflow
Modules
Scale search and indexing indefinitely
• Split indexes across multiple servers optimal performance at scale.
• Easy admin console configuration of index server.• Support for read-only SOLR indexes for
additional fail-over.
Modules
Module: Index Server
AlfrescoServer
AlfrescoServer
AlfrescoServer
Index Server
Index Server
Index Server
Index Server25%
of inde
x25% of
index
25% of
index
25% of
index
Solar Shards- split index for greater performance at scale
Module: Content Encryption
Encrypt content at rest– Content encrypted as it is written to file store
– Secures content from data center access
• “Double-Key” design– Master key generates encryption key
– Encryption key used to encrypt content
Secure your business critical content.
Author / Review
Appl
icat
ion
API
ASR
Publish
• Read only Alfresco instance with access via API’s only (no Share interface)
• External users do not login to Alfresco so no permission with out custom app:
• Used to validate external users• Queries the ASR to retrieve content
Publish content to other applications
Modules
Module: ASR (alfresco System Receiver)