Guided tour of Alfresco in 60 minutes

1. 6/21/2010
Agenda
Overview of Alfresco and ECM market
Alfresco Content Management services
Alfresco in an Hour Alfresco Content Management clients
Integrations
Paul Hampton
Director of Product Marketing
Alfresco Compare Editions
What Next?
Traditional ECM Challenges for the ECM Market
● Cloud Computing, Mobile,
Broadband and Internet
High Cost Complex Slow / Limited
Adoption ● Changing business
demographics
● New CMIS standard
● Open Source
● 3C’s – Commoditization,
Consumerization and Cost
Reduction
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Alfresco is... Complete ECM
Document Web Content
Management Management
Lower Cost Easier to Use Adopted Faster
Collaboration Email
Archive
Electronic Records Image
Management Management
Digital Asset
Workflow Management
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Two Components Document Content and Properties
eMail ● Manage any content (.doc
Web Browser Kofax .ppt .xls .jpg .mp3 .mp4)
FTP
Network Drive ● Metatdata – information
Client Access MS Office
WebDAV about the document Properties
Google Docs IBM Lotus o Name, Title, Who created,
When Created, When modified
Document
Security ● Can be extended
Rules / Actions
Version
Metadata o Customer number, name
Content Services Search
Lifecycle ● Support custom types
Workflow Renditions ● Support for Aspects
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Alfresco Flexible Data Model Version Control
● No need to track by file
Type = Report Type = Contract Type = Email Type = Case
Type Attributes... Type Attributes... Type Attributes... Type Attributes...
name
Subject Effective date Subject Format o Alfresco –v1.ppt
Report date Value Sent By
Business area Sent To o Alfresco – v1.2.ppt Properties
o 2010-05 Alfresco.ppt
Aspect = Customer
Aspect Attributes...
● Keep relationship
Version Document
Customer Name between versions
Customer Number
Contact
Status
● Role back
● Traceability
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Access Control Roles
● 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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3. 6/21/2010
Access Control Content Storage
● Store content in a
‘Space’
Patti Jennifer ● Navigate by:
Risley Watmore
Lock Folder Properties
o Folder
VP of HR CEO o Tag
Version Document Roles
o Categories
o Filters (i.e. favourites)
Security
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Renditions and Comments Other Services
● 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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Rules and Actions Rules and Actions
● Rules are applied to a ● Rules are filtered based
Rules Example
‘Space’ Actions on:
● Rules make a space o All items Draft
‘Smart’ o Specific MIME type
● Rules are triggered by o Content type Approved
an event o Category
o Inbound – Content being added to
a space ● Can have multiple Published
o Outbound – Content leaving a
space (moved or deleted)
events
o Update – Content being modified
● Can define the order
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4. 6/21/2010
Workflow and Business Process
Workflow
Management (BPM)
● Documents have a ● Based on embedded Author
Rules
lifecycle Actions Jboss jBPM Write
o They are created ● Full BPM Capabilities
o They are reviewed Review
o Branching, merging and
Comment
o They are approved Workflow
conditions
o They are published o Scripting
Publish
o ...and then they are ● Lifecycle Management Read
revised and it all starts o Roles, Reviewers, Security,
again! Folder, Comments/Discussion,
Workflow, Status, Audit They Shouldn’t have Seen That
It was in Review
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Search Example – name: plan
● 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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Example – name: plan AND
Example – modifier: phampton
modifier: phampton
Will return any
object – Blog posts,
Documents, Folders,
Forum posts, Wiki
pages, etc.
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5. 6/21/2010
Storage Policies Storage Policies
● AKA Information ● Examples
Rules SSD
Lifecycle Management Actions o By type: Large video files on fast Policy
Rules $$$
expensive drives. Office
(ILM) documents on slower, more cost
effective, drives.
● Dynamic storage based FC
o By business unit, by age, by
on business policies / usage, by ...
Policy
Rules Drives
Workflow Search
lifecycle rules $$
● Leverage Rules and Actions to
drive
● Define business rules SATA
● Reduced cost without Drive
Storage $
impacting performance Policies
SSD = Solid State Drives
FC = Fibre Channel
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Access Content From... The Most Used ECM
Web
● The Network Drive
Shared Drive Email
● Why?
o Easy to use
o No Training
SharePoint / Office
o Low cost Issues...
SMTP Listener
● Hard to find files
● No Context
● No Version Control
● Inappropriate Security
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Shared Network Drive Document Management
● 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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Document Details 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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Open Source Records Management 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
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The Web Platform Vision Alfresco Web Editor
Web Application
Alfresco Web Editor Framework
CMIS, REST
Alfresco Web Delivery
Runtime Repository
Component
Editing
Deployment
Alfresco Web
Producer
Alfresco Web
Editor
Alfresco Web
Preview
Edit from
selection list
Alfresco Editorial
Repository
Work Packages, Renditions
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7. 6/21/2010
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
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Complete Content Management Content Services For...
Document Collaboration Web Content Records Email Any CMIS Client
Management Management Management Archive MS Office
Shared Drive
WEB SharePoint
SAP
Email
IBM Lotus WebDAV
One Repository Drupal Google Docs
Built on Modern
Technology Stack Joomla FTP
Kofax
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Compare Editions Compare Services
Alfresco Enterprise Alfresco Community Enterprise Subscription Community
● Extensive QA ● Automated QA on a ● Lower cost than traditional ● Free (but hidden support
single OS stack solutions and deployment costs)
o Support for both OS and
proprietary platforms o Limited platform support ● Alfresco Technical Support ● No support
o Agreed SLA’s
● Easy to configure
o Support portal o No SLA’s
clustering
o Community / Wiki
● Maintenance
● JMX Monitoring
o Upgrade, Updates, Hot Fixes
● None provided
● Alfresco Subsystems ● Need to restart servers and Back porting o Fix yourself, rely on community
● Storage Policies ● Indemnity and Warranty ● None
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8. 6/21/2010
What Next? Summary
● Try Alfresco... ● Alfresco Open Source is a fraction of the cost of
traditional solutions
● 24 Hour trial in the Cloud
o http://bit.ly/EntTrial ● Alfresco has be designed and built as a complete
ECM solution
o http://bit.ly/RM-Trial
● Alfresco provide extensive Content Services
● Download 30 day trial
● Alfresco Content Services can be access from
o http://www.alfresco.com/products/ecm/enttrial/
multiple clients
● YouTube videos
● Try Alfresco now
o http://www.youtube.com/alfresco101
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Questions?
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