Alfresco in an hour

Alfresco in an Hour Paul Hampton Director of Product Marketing Alfresco

Agenda Overview of Alfresco and ECM market Alfresco Content Management services Alfresco Content Management clients Integrations Compare Editions What Next?

Traditional ECM High Cost Complex Slow / Limited Adoption 3

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

Alfresco is... Lower Cost Easier to Use Adopted Faster 5

Complete ECM Document Web Content Management Management Collaboration Email Archive Electronic Records Image Management Management Digital Asset Workflow Management

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

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

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

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

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

Roles 12

Access Control Patti Jennifer Risley Watmore VP of HR CEO 13

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

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

Other Services 16

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

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

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

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

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

Example – name: plan

Example – modifier: phampton Will return any object – Blog posts, Documents, Folders, Forum posts, Wiki pages, etc.

Example – name: plan AND modifier: phampton

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

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

Access Content From... Web Shared Drive Email SharePoint / Office SMTP Listener

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

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

Document Management 30

Document Details 31

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

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

Records Management 34

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

Alfresco Web Editor Alfresco Web Editor Framework Component Edit from Editing selection list

Edit Content

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

Complete Content Management Document Collaboration Web Content Records Email Management Management Management Archive One Repository Built on Modern Technology Stack 39

Content Services For... Any CMIS Client MS Office Shared Drive WEB SharePoint SAP Email IBM Lotus WebDAV Drupal Google Docs Joomla FTP Kofax 40

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

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

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

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

Questions?

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Alfresco in an hour

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