presented by Paul Hampton

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
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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
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5. Alfresco is...
Lower Cost Easier to Use Adopted Faster
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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
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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
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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
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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
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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
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12. Roles
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13. Access Control
Patti Jennifer
Risley Watmore
VP of HR CEO
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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
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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
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16. Other Services
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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
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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
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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!
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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
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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
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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
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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
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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
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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
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30. Document Management
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31. Document Details
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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
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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
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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
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39. Complete Content Management
Document Collaboration Web Content Records Email
Management Management Management Archive
One Repository
Built on Modern
Technology Stack
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40. Content Services For...
Any CMIS Client
MS Office
Shared Drive
WEB SharePoint
SAP
Email
IBM Lotus WebDAV
Drupal Google Docs
Joomla FTP
Kofax
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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
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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
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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
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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
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45. Questions?

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