Understanding Document Managment Systems and Nuxeo

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This is a presentation provided to the CollectionSpace project to help understand the where document management application fit, and how Nuxeo is used.

see www.data4USA.com for details

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Understanding Document Managment Systems and Nuxeo

  1. 1. Document management systems “Nuxeo in a Nutshell” Art Nicewick March 2012
  2. 2. Basic Document management
  3. 3. What is the problem with Explorer Provides a single hierarchy Limited Metadata support Limited search capabilities No approvals processing No way to rollback to old versions No check-in Check out Limited abilities to control who has what type of access Limited integration with alternate communication processes (Email, WebSites, Wiki, Blogs, ..) No integration with authoritative data sources Limited Templateing features
  4. 4. What a Document management system  Allows Multiple hierarchy  Advanced Metadata support  Advanced search capabilities  Approvals processing  Allows rollback to old versions  Check-in Check out  Advanced abilities to control who has what type of access  Advanced integration with alternate communication processes (Email, WebSites, Wiki, Blogs, ..)  Allows integration with authoritative data sources  Advanced Templateing features
  5. 5. Content vs Documents Documents means Word, PowerPoint, Excel spreadsheets, PDF, and other popular formats Content includes documents, plus other digital assets. For example, audio, video, Flash, Web Sites, Wiki, Emails, Tags, and multimedia files as well as raw data collected from various third-party Internet sources. Nuxeo is a “Enterprise Content management Systems” that “contains” a Document Management System.
  6. 6. Understanding what a Contentmanagement system is The standards body OASIS, is trying to define the basic components of a Content Management Systems (CMS). They see these “Basic Components” and the essentials, that all CMS should share. They Developed a standard called Content Management Interoperability Services (CMIS) We will explore what a CMS is. By understanding how they relate to the OASIS standard CMIS
  7. 7. Vision of CMIS“Defining the standards of content “
  8. 8. Document management Products IBM Alfresco Nuxeo Content Manager IBM  In the Center is the metadata repository Nuxeo Alfresco (Open Source) (Open Source) eXo Apache Chemistry (Open Source) MetadataSharepoint Repository Documentum FileNet Microsoft Documentum Sharepoint EMC Filenet
  9. 9. Document management is Layers Every vendor has their own schema for storing content IBM Alfresco Nuxeo Content Manager Metadata Repository Microsoft Documentum Sharepoint EMC Filenet
  10. 10. Document management is Layers  In the Center is the repository  Every vendor has their own schema for storing content  CMIS Provides a common set of service that all the vendors agree Common ServicesCommon View CMIS (SOA Based) Document Management Repository SQL-Like Language CMIS Common Language (SQL-Like) SQL-Like Language  In the ”Content” space, this standard is from OASIS, and is called the Content Management Interoperability Services (CMIS)
  11. 11. CMIS Document Management CMIS Data View Repository SQL-Like Language“Objects” With “Properties”Are made up of Documents Folders Relationships Policies CMIS
  12. 12. CMIS Document Management CMIS Services Repository SQL-Like LanguageServices that take place on Documents Folders Relationships Policies
  13. 13. CMIS Document Management CMIS Language Repository SQL-Like Language  SQL Like SQL-Like LanguageSELECT (*|[DISTINCT] <select-clause>) FROM <from-clause> [WHERE <where-clause>] Nuxeo SELECT * FROM Document SELECT * FROM Folder SELECT * FROM File SELECT * FROM Note SELECT * FROM Note, File WHERE dc:title = My Doc SELECT * FROM Document WHERE NOT dc:title = My Doc SELECT * FROM Document WHERE dc:title = My Doc OR dc:title = My Other Doc SELECT * FROM Document WHERE (dc:title = blah OR ecm:isProxy = 1) AND dc:contributors = bob SELECT * FROM Document WHERE filename = testfile.txt Alfresco SELECT * FROM cmis:document -- selects all properties for all documents but does not include thumbnails (cm:thumbnail).
  14. 14. Distributions  Outside of the CMIS code, is a set of services that make up Nuxeo distributions. The distribution include additional features for the functionality of the distribution.  In this case, we’ll look at the Document Management (DM) distributionDigital Asset Mgmt Document Mgmt Distribution Document Mgmt (DM) Workflow Preview CMIS Approvals Picture Email Mgmt Integration Metadata Wiki Conversion Repository Templates Audit User Interface Tag Annotation ...Social Collaboration CollectionSpace ResearchSpace
  15. 15. Nuxeo Document management
  16. 16. Document Type Document Type can be both a file and data recorded in database Document Type: Treatment Proposal Field1: Field2: Author: Allowed to be in Folders: WorkflowApproval Permission File Database
  17. 17. Plug-In’s Outside of the CMIS code, is a set of services that make up Nuxeo distributions. The distribution include additional features for the functionality of the distribution. In this case, we’ll look at the Document Management (DM) distribution Plug-Ins DM CMIS Metadata Repository
  18. 18. Add-ons – Access Tracking Outside of the CMIS code, is a set of services that make up Nuxeo distributions. The distribution include additional features for the functionality of the distribution. In this case, we’ll look at the Document Management (DM) distribution Add-ons DM CMIS Metadata Repository
  19. 19. Access Tracking
  20. 20. It may be possible for Nuxeo to figure out some of the Metadata byscanning the attachments
  21. 21. Searching for data inside the treatment reports And displaying it in the marginsFrench Prime Minister Fillion resigns.html Francois Fillion
  22. 22. Site Configuration Content Modeling (Definition of type of Documents, Hierarchies, ..) Local Config Addon DM CMIS Metadata Repository
  23. 23. Site Configuration  Vocabularies Local Config Addon DM xml CMIS Metadata Repository
  24. 24. Nuxeo StudioThe studio creates the XML filesthat are used to define the systemThis is a Schema called “Object”
  25. 25. Nuxeo Studio andWorkflows (Approvals) The studio allows you Define approval chains To document type and Groups. For Example: A Treatment Proposal requires Division Head approval, if currently In exhibition. Otherwise, just department Head.
  26. 26. Nuxeo Studioand automation Automation, works with Workflow to control Automated actions For Example: Create a Zip files of all the files In a folder, after the Closed date is entered, Two weeks ellasped Without activity. This uses the CMIS SQL-Like statements To select files
  27. 27. Nuxeo Studioand Templates Templates use the Freemarker template Language to create Files that the user can Update.
  28. 28. Modeling Content
  29. 29. Note the URL for Studio is hosted at“Connect.nuxeo.com”, this is a Nuxeo, and it requires a fee to use this The Nuxeo studio creates many types of XML files, and numerous customization. But it the studio does not effect Java Code, to go farther with Nuxeo, you need to work with Java and work in a Java Integrated Development Environment (IDE).
  30. 30. Code CustomizationLets say you don’t like the CustomizationsNuxeo User Interface, or youWant special features like “ajax” Local Config AddonAnd they are not in the Add-on. DM CMISNow you need to customizeNuxeo , and you need to code Java Metadata Repository
  31. 31. Extending with Nuxeo IDE •The IDE can be downloaded for free and exist at you site ..Nuxeo has hundreds of “extension points”, each of these allows someone to code an special routine.For example, you can add a routine that reads the TMS tables when someone saves a new document with a Accession Number, and insert the artist name …
  32. 32. Using a new user interface Customizations Use other UI Package Local Config Google Web Toolkit Addon DM User Interface CMIS Flex Metadata Repository WebEngine Java ServerFaces (FreeMarker)
  33. 33. Nuxeo vs Alfresco Software Licensing  Nuxeo = LGPL (Changes can be propeitary)  Alfresco = GPL (Changes also GPL)  Alfresco Enterprise = Proprietary Support Cost  Alfresco = $10,000 per CPU/Year  Nuxeo = $12,000 per application/Year Integration  Alfresco =(CIFS,WebDAV,FTP,IMAP)  Nuxeo = (WebDav,IMAP)
  34. 34. Nuxeo in a Nutshell Customizations Local Config Addon DM CMIS Metadata Repository

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