alfresco in an hour
DESCRIPTION
presented by Paul HamptonTRANSCRIPT
Alfresco in an HourAlfresco in an Hour
Paul HamptonDirector of Product Marketing
Alfresco
Agenda
Overview of Alfresco and ECM market
Alfresco Content Management services
Alfresco Content Management clientsAlfresco Content Management clients
Integrations
Compare Editions
What Next?
Traditional ECM
High Cost Slow / LimitedAdoption
Complex
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Challenges for the ECM Market
● Cloud Computing, Mobile, Broadband and Internet
● Changing business demographics
● New CMIS standard● New CMIS standard
● Open Source
● 3C’s – Commoditization, Consumerization and Cost Reduction
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Alfresco is...
Lower Cost Easier to Use Adopted FasterLower Cost Easier to Use Adopted Faster
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DocumentManagement
Collaboration
Web Content Management
Email Archive
Complete ECM
Electronic RecordsManagement
Workflow
ImageManagement
Digital AssetManagement
Two Components
Client Access
Web Browser
Network DriveFTP
WebDAVMS Office
Kofax
IBM LotusGoogle Docs
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Content ServicesVersion
Security
SearchMetadata
LifecycleWorkflow Renditions
Rules / Actions
Google Docs
Document Content and Properties
● Manage any content (.doc .ppt .xls .jpg .mp3 .mp4)
● Metatdata – information about the document
o Name, Title, Who created,
Properties
o Name, Title, Who created, When Created, When modified
● Can be extended
o Customer number, name
● Support custom types
● Support for Aspects
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Document
Alfresco Flexible Data Model
Type = Report
Type Attributes...
SubjectReport dateBusiness area
Type = Contract
Type Attributes...
Effective dateValue
Type = Email
Type Attributes...
SubjectSent BySent To
Type = Case
Type Attributes...
Format
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Aspect = CustomerAspect Attributes...
Customer NameCustomer NumberContactStatus
Properties
Version Control
● No need to track by file nameo Alfresco –v1.ppt
o Alfresco – v1.2.ppt
o 2010-05 Alfresco.ppt
● Keep relationship between versions
● Role back
● Traceability
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DocumentVersion
Access Control
● Lock file on edit
o Stop multiple editors
● User Roles
● Security
Lock Properties
● Security
o Control who has access
o Control the role that they have
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DocumentVersion
Security
Roles
Roles
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Access Control
PattiRisley
VP of HR
JenniferWatmore
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VP of HR CEO
Content Storage
● Store content in a ‘Space’
● Navigate by:
o FolderFolderLock Properties
o Tag
o Categories
o Filters (i.e. favourites)
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DocumentVersion
Security
Roles
Renditions and Comments
● Create related files
● Transform to a different format
o i.e. HTML, PDF, JPGFolderLock Properties
● Allow users to comment on content
● Comments managed as separate objects
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Comments
Document
Renditions
Version
Security
Roles
Other Services
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Rules and Actions
● Rules are applied to a ‘Space’
● Rules make a space ‘Smart’
RulesActions
● Rules are triggered by an evento 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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Rules and Actions
● Rules are filtered based on:
o All items
o Specific MIME type
Draft
Example
o Content type
o Category
● Can have multiple events
● Can define the order
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Approved
Published
Workflow
● Documents have a lifecycle
o They are created
o They are reviewed
RulesActions
o They are approved
o They are published
o ...and then they are revised and it all starts again!
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Workflow
Workflow and Business Process Management (BPM)
● Based on embedded Jboss jBPM
● Full BPM Capabilities
o Branching, merging and conditions
AuthorWrite
ReviewComment
conditions
o Scripting
● Lifecycle Managemento Roles, Reviewers, Security,
Folder, Comments/Discussion, Workflow, Status, Audit
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Comment
PublishRead
They Shouldn’t have Seen That
It was in Review
Search
● Google like operators to search for content
● Examples:o Type – type:document
o Property – modified:today
RulesActions
o Property – modified:today
o Date – created:“2009-01-01”
o Text – text:“alfresco faq”
● Can combine search criteriao AND, OR, NOT
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Workflow Search
Example – name: plan
Example – modifier: phampton
Will return any object – Blog posts, Documents, Folders, Forum posts, Wiki pages, etc.
Example – name: plan ANDmodifier: phampton
Storage Policies
● AKA Information Lifecycle Management (ILM)
● Dynamic storage based on business policies /
RulesActions
on business policies / lifecycle rules
● Define business rules
● Reduced cost without impacting performance
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Workflow Search
StoragePolicies
Storage Policies
● Examples
o By type: Large video files on fast expensive drives. Office documents on slower, more cost effective, drives.
o By business unit, by age, by usage, by ...
SSD$$$
FC Drives
Policy Rules
Policy usage, by ...
● Leverage Rules and Actions to drive
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Drives$$
SATADrive
$
SSD = Solid State DrivesFC = Fibre Channel
Policy Rules
Shared Drive
Web
Access Content From...
SMTP ListenerSharePoint / Office
The Most Used ECM
● The Network Drive
● Why?
o Easy to useo Easy to use
o No Training
o Low cost
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● Hard to find files
● No Context
● No Version Control
● Inappropriate Security
Issues...
Shared Network Drive
● CIFS / FTP / WebDAVo Root URL: \\<machine
name>_A\Alfresco
o Same as a network share folder
o Can mount as a share drive
o All rules are applied
o All permissions are enforced
o If versioning is enabled, then 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 Management
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Document Details
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Project / Team Collaboration
● Customisable dashboard
● Each project Includes: o Document Library
o Calendar
o WIKIo WIKI
o Blogs
o Discussion forums
o External links
o Data lists
● IMAP enabled
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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, o Rules processing for auto-filing, metadata collection and rendition generation
● File records from
o Web (In RM Site or from other Share Sites)
o Email – IMAP Support
o CIFS – Shared Network Drive
Supporting Governance,
Retention and Compliance
Records Management
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The Web Platform Vision
Alfresco Web Delivery Runtime Repository
CMIS, REST
Web Application
Alfresco WebProducer
Alfresco WebEditor
Alfresco WebPreview
Alfresco EditorialRepository
Dep
loym
ent
Work Packages, Renditions
Alfresco Web Editor
Alfresco Web Editor Framework
ComponentEditingEdit from
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 foldersvirtual 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
DocumentManagement
RecordsManagement
Collaboration Web ContentManagement
EmailArchive
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One RepositoryBuilt on Modern
Technology Stack
Content Services For...
Shared Drive
WEB
MS Office
SharePoint
Any CMIS Client
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SAPEmail
Google Docs
IBM Lotus
Drupal
KofaxFTP
WebDAV
Joomla
● Automated QA on a single OS stack
o Limited platform support
Alfresco Community
Compare Editions
● Extensive QA
o Support for both OS and proprietary platforms
Easy to configure
Alfresco Enterprise
● Need to restart servers
● Easy to configure clustering
● JMX Monitoring
● Alfresco Subsystems
● Storage Policies
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● Free (but hidden support and deployment costs)
● No support
Community
Compare Services
● Lower cost than traditional solutions
● Alfresco Technical Support
o Agreed SLA’s
Enterprise Subscription
o No SLA’s
o Community / Wiki
● None provided
o Fix yourself, rely on community
● None
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o Agreed SLA’s
o Support portal
● Maintenance
o Upgrade, Updates, Hot Fixes and Back porting
● Indemnity and Warranty
What Next?
● Try Alfresco...
● 24 Hour trial in the Cloud
o http://bit.ly/EntTrial
o http://bit.ly/RM-Trialo 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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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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Questions?
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