Alfresco in an Hour

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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

eMail

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

Email

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

1

23

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

Email

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

Questions?

Paul HamptonEmail: [email protected]: @pauldhampton

The open platform forsocial content management.