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Alfresco in an hour

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presented by Paul Hampton

presented by Paul Hampton

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Alfresco in an hour Presentation Transcript

  • 1. Alfresco in an Hour Paul Hampton Director of Product Marketing Alfresco
  • 2. Agenda Overview of Alfresco and ECM market Alfresco Content Management services Alfresco Content Management clients Integrations Compare Editions What Next?
  • 3. Traditional ECM High Cost Complex Slow / Limited Adoption 3
  • 4. Challenges for the ECM Market ● Cloud Computing, Mobile, Broadband and Internet ● Changing business demographics ● New CMIS standard ● Open Source ● 3C’s – Commoditization, Consumerization and Cost Reduction 4
  • 5. Alfresco is... Lower Cost Easier to Use Adopted Faster 5
  • 6. Complete ECM Document Web Content Management Management Collaboration Email Archive Electronic Records Image Management Management Digital Asset Workflow Management
  • 7. Two Components eMail Web Browser Kofax FTP Network Drive MS Office Client Access WebDAV Google Docs IBM Lotus Security Rules / Actions Version Metadata Content Services Search Lifecycle Workflow Renditions 7
  • 8. Document Content and Properties ● Manage any content (.doc .ppt .xls .jpg .mp3 .mp4) ● Metatdata – information about the document Properties o Name, Title, Who created, When Created, When modified Document ● Can be extended o Customer number, name ● Support custom types ● Support for Aspects 8
  • 9. Alfresco Flexible Data Model Type = Report Type = Contract Type = Email Type = Case Type Attributes... Type Attributes... Type Attributes... Type Attributes... Subject Effective date Subject Format Report date Value Sent By Business area Sent To Aspect = Customer Aspect Attributes... Customer Name Customer Number Contact Status 9
  • 10. Version Control ● No need to track by file name o Alfresco –v1.ppt o Alfresco – v1.2.ppt Properties o 2010-05 Alfresco.ppt ● Keep relationship Version Document between versions ● Role back ● Traceability 10
  • 11. Access Control ● Lock file on edit o Stop multiple editors ● User Roles Lock Properties ● Security o Control who has access Version Document Roles o Control the role that they have Security 11
  • 12. Roles 12
  • 13. Access Control Patti Jennifer Risley Watmore VP of HR CEO 13
  • 14. Content Storage ● Store content in a ‘Space’ ● Navigate by: Lock Folder Properties o Folder o Tag Version Document Roles o Categories o Filters (i.e. favourites) Security 14
  • 15. Renditions and Comments ● Create related files ● Transform to a different format Lock Folder Properties o i.e. HTML, PDF, JPG ● Allow users to comment Version Document Roles on content ● Comments managed as separate objects Security Renditions Comments 15
  • 16. Other Services 16
  • 17. Rules and Actions ● Rules are applied to a Rules ‘Space’ Actions ● Rules make a space ‘Smart’ ● Rules are triggered by an event o Inbound – Content being added to a space o Outbound – Content leaving a space (moved or deleted) o Update – Content being modified 17
  • 18. Rules and Actions ● Rules are filtered based Example on: o All items Draft o Specific MIME type o Content type Approved o Category ● Can have multiple Published events ● Can define the order 18
  • 19. Workflow ● Documents have a Rules lifecycle Actions o They are created o They are reviewed o They are approved Workflow o They are published o ...and then they are revised and it all starts again! 19
  • 20. Workflow and Business Process Management (BPM) ● Based on embedded Author Jboss jBPM Write ● Full BPM Capabilities Review o Branching, merging and Comment conditions o Scripting Publish ● Lifecycle Management Read o Roles, Reviewers, Security, Folder, Comments/Discussion, Workflow, Status, Audit They Shouldn’t have Seen That It was in Review 20
  • 21. Search ● Google like operators to Rules search for content Actions ● Examples: o Type – type:document o Property – modified:today Workflow Search o Date – created:“2009-01-01” o Text – text:“alfresco faq” ● Can combine search criteria o AND, OR, NOT 21
  • 22. Example – name: plan
  • 23. Example – modifier: phampton Will return any object – Blog posts, Documents, Folders, Forum posts, Wiki pages, etc.
  • 24. Example – name: plan AND modifier: phampton
  • 25. Storage Policies ● AKA Information Rules Lifecycle Management Actions (ILM) ● Dynamic storage based on business policies / Workflow Search lifecycle rules ● Define business rules ● Reduced cost without Storage impacting performance Policies 25
  • 26. Storage Policies ● Examples SSD o By type: Large video files on fast Policy expensive drives. Office Rules $$$ documents on slower, more cost effective, drives. o By business unit, by age, by FC usage, by ... Policy Rules Drives $$ ● Leverage Rules and Actions to drive SATA Drive $ SSD = Solid State Drives FC = Fibre Channel 26
  • 27. Access Content From... Web Shared Drive Email SharePoint / Office SMTP Listener
  • 28. The Most Used ECM ● The Network Drive ● Why? o Easy to use o No Training o Low cost Issues... ● Hard to find files ● No Context ● No Version Control ● Inappropriate Security 28
  • 29. Shared Network Drive ● CIFS / FTP / WebDAV o Root URL: <machine o All rules are applied name>_AAlfresco o All permissions are enforced o Same as a network share o If versioning is enabled, then folder content will be versioned o Can mount as a share drive o Drag and Drop files into Alfresco o Edit content directly with other programs o Network folders can be smart spaces 29
  • 30. Document Management 30
  • 31. Document Details 31
  • 32. Project / Team Collaboration ● Customisable dashboard ● Each project Includes: o Document Library o Calendar o WIKI o Blogs o Discussion forums o External links o Data lists ● IMAP enabled 32
  • 33. Open Source Records Management ● First ... o DoD Certified Open Source RM Solution o CMIS-enabled RM Solution ● Designed for ‘Ease of Use’ o Rules processing for auto-filing, metadata collection and rendition generation ● File records from Supporting Governance, o Web (In RM Site or from other Share Sites) Retention and Compliance o Email – IMAP Support o CIFS – Shared Network Drive
  • 34. Records Management 34
  • 35. The Web Platform Vision Web Application CMIS, REST Alfresco Web Delivery Runtime Repository Deployment Alfresco Web Alfresco Web Alfresco Web Producer Editor Preview Alfresco Editorial Repository Work Packages, Renditions
  • 36. Alfresco Web Editor Alfresco Web Editor Framework Component Edit from Editing selection list
  • 37. Edit Content
  • 38. IMAP Integration ● Virtualised IMAP Server ● Browse and access repository content o Open Alfresco from within email client o Navigate spaces and Share sites as virtual email folders o View metadata, Links to content ● Drag and Drop for email archiving ● Configurable attachment handling ● Works with IMAP compliant clients – No plug-in required 38
  • 39. Complete Content Management Document Collaboration Web Content Records Email Management Management Management Archive One Repository Built on Modern Technology Stack 39
  • 40. Content Services For... Any CMIS Client MS Office Shared Drive WEB SharePoint SAP Email IBM Lotus WebDAV Drupal Google Docs Joomla FTP Kofax 40
  • 41. Compare Editions Alfresco Enterprise Alfresco Community ● Extensive QA ● Automated QA on a o Support for both OS and single OS stack proprietary platforms o Limited platform support ● Easy to configure clustering ● JMX Monitoring ● Alfresco Subsystems ● Need to restart servers ● Storage Policies 41
  • 42. Compare Services Enterprise Subscription Community ● Lower cost than traditional ● Free (but hidden support solutions and deployment costs) ● Alfresco Technical Support ● No support o Agreed SLA’s o Support portal o No SLA’s o Community / Wiki ● Maintenance o Upgrade, Updates, Hot Fixes ● None provided and Back porting o Fix yourself, rely on community ● Indemnity and Warranty ● None 42
  • 43. What Next? ● Try Alfresco... ● 24 Hour trial in the Cloud o http://bit.ly/EntTrial o http://bit.ly/RM-Trial ● Download 30 day trial o http://www.alfresco.com/products/ecm/enttrial/ ● YouTube videos o http://www.youtube.com/alfresco101 43
  • 44. 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 ● Try Alfresco now 44
  • 45. Questions?
  • 46. 46