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INRIA – Alfresco ALFRESCO - END- Author : Romain Delalande, Brice Chaffangeon
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1 ABOUT ALFRESCO...........................................................................................................................3 1.1 ALFRESCO................................................................................................................................................3 1.2 MAIN VOCABULARY..................................................................................................................................3 2 USING ALFRESCO............................................................................................................................5 2.1 THE DIFFERENT AVAILABLE ACCESS WAYS TO ALFRESCO REPOSITORY............................................................5 2.2 THE WEB INTERFACE.................................................................................................................................5 2.2.1 LOGGING IN...........................................................................................................................................5 2.2.2 FIRST CONNECTION.................................................................................................................................6 2.2.3 WORKSPACES.........................................................................................................................................7 2.2.4 CONTENT ITEMS.....................................................................................................................................9 2.2.5 ROLES.................................................................................................................................................10 2.2.6 THE TRASH..........................................................................................................................................11 2.3 CREATING A SPACE.................................................................................................................................11 2.4 CREATE A CONTENT ITEM........................................................................................................................13 2.5 MODIFY SPACE OR CONTENT PROPERTIES..................................................................................................15 2.6 GET THE LINK OF A CONTENT OR A SPACE.................................................................................................16 2.7 CLASSIFY A CONTENT..............................................................................................................................16 2.8 START AND PARTICIPATE TO A DISCUSSION.................................................................................................18 2.9 THE PERSONAL SPACE..............................................................................................................................20 2.9.1 QUOTAS..............................................................................................................................................20 2.9.2 STATISTICS...........................................................................................................................................20 2.9.3 THE SPACE/CONTENT EFFECTIVENESS........................................................................................................22 2.9.4 EXTERNAL S............................................................................................................................24 2.9.5 SHARING DOCUMENTS............................................................................................................................24 2.9.6 MANAGE MULTILINGUAL CONTENT...........................................................................................................28 3 THE LEFT COLUMN.......................................................................................................................30 3.1 THE NAVIGATION BAR..............................................................................................................................30 3.2 CLIPBOARD............................................................................................................................................31 3.3 RECENT SPACES......................................................................................................................................31 3.4 SHORTCUTS............................................................................................................................................32 4 WEBDAV...........................................................................................................................................33 4.1 WEBDAV ACCESS....................................................................................................................................33 4.2 WEBDAV CLIENTS...................................................................................................................................33 5 IMPORT / EXPORT .........................................................................................................................34 5.1 EXPORT.................................................................................................................................................34 5.2 IMPORT..................................................................................................................................................35 6 CONTENT RULES............................................................................................................................36 Alfresco– guide – Date: 20/03/2008
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6.1 CONTENT RULES DISPLAY.........................................................................................................................36 6.2 CREATING A NEW CONTENT RULE.............................................................................................................36 7 CHECK-IN / CHECK-OUT..............................................................................................................40 7.1 CHECK-IN / CHECK-OUT PRESENTATION....................................................................................................40 7.2 CHECK-IN / CHECK-OUT USE....................................................................................................................40 8 VERSIONING....................................................................................................................................45 8.1 WHAT IS VERSIONING ?..........................................................................................................................45 8.2 USING VERSIONING.................................................................................................................................45 9 SEARCH.............................................................................................................................................48 9.1 STANDARD SEARCH..................................................................................................................................48 9.2 ADVANCED SEARCH................................................................................................................................49 10 WORKFLOW..................................................................................................................................52 10.1 WHAT IS WORKFLOW ?........................................................................................................................52 10.2 USING INRIA WORKFLOW..................................................................................................................52 10.3 SET UP THE WORKFLOW.........................................................................................................................52
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ABOUT ALFRESCO
1.1 Alfresco Alfresco is an Enterprise scale Content Management system (ECM), designed to s who require a high degree of modularity and scalable performance. Alfresco includes a content repository, an out-of-the-box web portal framework for managing and using standard portal content. It allows document management, document sharing, repository-level versioning, publishing, mail notification, workflow, effectiveness duration, multiple accesses, advanced search, desktops. Usable from a Web browser by all INRIA agents, it is also opened to non-INRIA partners thanks to a mechanism for creating external s. 1.2 Main Vocabulary -
ECM: Enterprise Content Management is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
-
Space: a space can be assumed as a folder (or repository). It can hold content (documents) or other spaces (subspaces). A space can be managed by some Content Rules.
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Content: A content is the final item – mostly, a document. It surely is a file to (PDF, Word, Excel, etc.), with some dedicated pieces of information: the meta-datas.
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Meta-data: the meta-data are pieces of information that are related to a content or a space. For instance, it can be the Creation Date, the title, the author … Moreover, the meta-data of a content item can hold some words that are included inside the file; indeed, a large of mime-types are automatically detected by Alfresco and read through. Then, some specific meta-data can be defined by the , as the effectiveness duration of a space.
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Aspect: An aspect is a set of metadata, and sometimes, associated with a particular behaviour. In example, the « effectivity » aspect adds 2 metadata to a document: « valid from » and valid to » dates, and sends an email when document is out of date.
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Action: Actions in Alfresco are basic actions performed by as cut/copy, paste, manage rights, and add an aspect.
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Content Rules: Content rules aim at deg specific actions, dedicated to particular spaces or contents, consequently to particular
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events. Those events are: the creation of a new space / content, the update of an existing space, or the moving of en existing space / content. -
Webdav: Webdav enables use alfresco without the web interface. With webdav, Alfresco can be seen as a network disk alfresco. It enables drag and drop in example from the desktop to alfresco.
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External : External s are s created for people working outside INRIA. They are created by people from INRIA to give access to foreigner’s collaborators, in example.
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Workflow: A workflow is a validation process applied to content.
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Versionning: Versionning is a feature to manage many versions of a same document. In example, each update of a document will automatically update the version number, if versionning is activated.
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Check-in / Check-out: check-in / check-out is a feature to lock a document, to avoid multiple edition at the same time.
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Home directory: The home directory is a personal space. Each INRIA has a home directory.
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USING ALFRESCO
2.1 The different available access ways to Alfresco repository Alfresco can be accessed through 2 different ways: -
The web interface, using your browser (Internet Explorer, Firefox)
-
Using a webdav Client.
The web interface is the richest in of possibilities: you can files, create spaces, share documents, interact with other s, etc... Accessing through CIFS and Webdav is more limited since the interface is the one of a File Explorer. Although they allow making mass imports using the “Copy-Paste” tool, they cannot let you interact with other s’ workspaces of contents. Note: a CIFS interface also exists but this one is not usable outside the Alfresco server network. 2.2 The web interface 2.2.1 Logging in To get identified in Alfresco and access to the web interface, you just have to open a web browser (Internet Explorer, Firefox) and go to the address that your should give you. You get to this page, where you have to provide your connection id ( Name, ):
Your name and are the same as defined in the INRIA LDAP directory (these are those used to connect to your computer). Alfresco– guide – Date: 20/03/2008
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2.2.2 First Connection The default Home page for every is the following one: Tools menu
Search bar
Title bar
Main Area
Navigation bar
The navigation bars (on the left side and on the top of the screen), will lead you to the same areas: •
My home : your personal space (home directory)
•
Company Home : Alfresco’s root.
The tool header on the top of the screen lets you: -
: Go to your personal settings page (lastname, firstname, email, etc.)
-
: Hide the left shelf in order to sets the main area in a wider view
-
: go to this guide
-
: log out.
The search toolbar allows you to ask for a simple term in the whole Alfresco’s database.
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2.2.3 Workspaces The interface of a workspace is as follows: Number of content rules managing the space
Shows the areas you recently got into Navigation arrows
Subspaces
Choose the number of elements displayed per page
Contents
The left navigation column is deployed, in order to let you see this space’s sub tree (the subspaces). Then, you can easily browse the different spaces of Alfresco. Clicking on an arrow deploys the subspaces’ sub tree for the selected Area. On the main screen of the current space, you will find: -
The list of the subspaces of the current space, in the “Browse spaces” bloc.
-
The content items belonging to the current space, in the “content items” bloc.
Clicking on the title of some space or some content will lead you to its browsing page (for a space) or to the interface (for a document).
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This icon displays pieces of information about the selected item. For instance, if you selected a PDF file, it will show you the first words of it:
The available actions concerning the content items (and spaces) depend on the role you have (see below). These actions can be seen: - Under each content item or space:
-
In the title bar’s menu “More Actions” :
“View details” is the most important: it gets you into the details’ view of the item (space or document), that provides much useful information. As for a space, you will see:
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This button allows you to sets a predefined view to this space
Navigation arrows (leading to samelevel spaces)
Meta-datas concerning effectiveness duration
Meta-data displayed
Available actions, depending on the role you have on the space
If the statistics have been defined for the current space, you can see statistics in the details view (and also in the navigation view):
2.2.4 Content Items As previously seen, documents can be ed directly by clicking on them. Like Spaces, the details view is available for content items. To see it, just click on the icon
, under a content icon. It will get you into:
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Displayed information and actions here are pretty similar as for spaces. 2.2.5 Roles
Update / Edit
X X
Add contents Edit properties/metadatas
X
X
Coordinator
X
Collaborator
X
Contributor
Editor
See spaces and contents
Consumer
Roles provide s rights for a given space /content. Alfresco distinguishes 5 roles as follows:
X
X
X
X
X
X
X
X
Manage rights
X
Take ownership
X
Roles are given to one or more s on spaces or contents. Coordinator role has all rights and is usually assigned to the space manager. The coordinator then provides roles to other s depending on the rights he wants to give them to the space or contents.
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2.2.6 The trash All deleted documents remains in the trash without time limit. To display the trash content, click on the option, in the title bar:
option Then click on « Manage deleted items », at the bottom of the page:
You can search for a document by entering his title, or by filtering by date:
You can either recover a document by clicking on
, or you can choose to
recover the whole selection by clicking on You can do the same for deleting items: you can either delete a single document or the whole selection by clicking on
2.3 Creating a space To create a content item, you must have at least the role of contributor. To create a new subspace in a space, you must have the rights to do so, and click on “create” / “create space”.
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A form opens:
You have to fill in three text fields. Name and title may be the same. Validate by clicking on “create space”. Space is created then. You might want to choose another method, if you need to build a space corresponding to a specific model. Then, click on “create” / “advanced space wizard”:
A form opens, where different possibilities are available:
-
“from scratch” helps you to create a simple space
-
“Based on an existing space” will let you choose an existing space, in order to create a new subspace with the same pattern (subspaces, content rules …)
-
“Using a template” is identical to the previous one, except the fact that you will have to choose among the space models your s have designed. Alfresco– guide – Date: 20/03/2008
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2.4 Create a content item To create a content item, you must have at least the role of contributor. Adding a new content item in a space is quite easy, as you just need to a file in the space you want. Basically, in whatever space where you have rights to do so, you have to click on
, on this screen:
Click on “Browse” and choose the file you want to :
Then click on “”, this will copy the file from your computer to the current space.
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The “add content dialog” now tells you that the file was successfully ed. You can still cancel the , clicking on “cancel” or on the icon “ed content” bloc.
in the
Otherwise, if you want to validate the operation, click on “OK”. A “modify content properties” screen appears:
Most of the fields are already filled in, since Alfresco knows how to read standard formats (PDF, Excel, Word …). Click on “OK” to end the operation. Alfresco will display the current space’s browse page. You can view the ed document:
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More actions are available since you are the owner of this document (you just ed) 2.5 Modify space or content properties To edit a space or content, you must have the role of editor, collaborator, or coordinator. You have to go on the details view to edit the content or space metadata.
Then, click on the edit button, in the properties :
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You have to validate modification by clicking on the « OK » button. 2.6 Get the link of a content or a space Each content or space in Alfresco can be directly reached with a link. To get this link, you have to go on the details view, and focus on the “Links” :
-
View in browser : give the link to view the document in the web browser
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View in webdav : give the link to browse by webdav
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content : give the link to the content
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Details page URL : give the link to access to the content detail page (this page)
-
Alfresco Node Reference: give the unique node reference. When an error occurs, your may want you to give this link.
To get these links, right click on the wanted label, and “Copy link address” on Firefox, or “Copy shortcut” on Internet Explorer. 2.7 Classify a content You must have the role of editor, collaborator, or coordinator to classify content. In order to easily find a document, it can be useful to give it a keyword. Keywords are then used in the advanced search to get all documents with a particular keyword. We both can say keyword or category. To affect a keyword to a document, you must go on the details view, then click on , in the “Category” .
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If « Allow categorization » appears, it means that categorization is not activated yet. You must first click on this link. The becomes:
You have to click on the category modification icon:
. The next screen is:
1. First, click on the « Select » button.
2. Click here category tree.
to
display
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3. To choose a category, just check the checkbox in the left column. You can also navigate into the category by clicking on it. When you have chosen, click on “OK”.
4. The chosen category appears here. Click on « Add to list » to put it in the category list.
The selected categories are displayed here. Do the 4 steps again to add other category.
2.8 Start and participate to a discussion To start a new discussion, click on the link details view:
, in the content
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This form appears:
You have to fill the mandatory field (« * »), then click on « Create topic »:
When a discussion is started on a document, it is displayed like that:
Discussion icon
Also, on the details view, the link 2 links to view the topic:
appears. Click on one if those
Each discussion is displayed here as a unique topic. You can click on a title to display messages: Click here to reply to this message.
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Action displayed depends on the role you have. A consumer is allowed to browse messages. An editor is allowed to edit existing post, but can’t reply, and a contributor can only reply. A collaborator also has the right to edit previous post, and a coordinator has all rights on the discussion. The coordinator can manage the discussion rights, on the discussion details view: Discussion details
The same form as when we manage rights on a space appears. 2.9 The personal space The personal space is a directory where you have all rights, where you are coordinator. If you have an INRIA , this space has been automatically created for you. The title is your . You have the right to create content and spaces, manage space s, create external , start workflow, etc. 2.9.1 Quotas Your personal home space has a default quota of 200 MB. When your quota is reached, an email is sent to you and to s. It warns you about this and advises you to remove some old content. You can see your allowed quota, by clicking on the details view of your space, and looking at the properties :
2.9.2 Statistics In order to let you know the disk space you are filling in your home space, you can apply a
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To do so, go on the detail view of your home space, and click on the arrow near “Custom view”. Then click on “Apply a custom view” and choose the view “stats_view_EN.ftl”.
=>
The first time the view is applied, we get this display:
Statistics are not up to date: you have to click on « Refresh », and you will also have to click on « Refresh » after each modification. Once statistics are calculated we get the following information:
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2.9.3 The space/content effectiveness When ing a content item, an automatic content rule (designed by the s) is applied, adding the effectiveness meta-datas on this content. It provides an effectiveness duration to the document, giving two dates (begin date, end date). Please notice that when a document / space reaches its “end of effectiveness”, an email is sent to its creator in order to get him change this date, or delete the document … Besides, you should know that even if the “effectiveness” rule is automatically applied, it is your task to define the start and end dates, if needed (indeed, effectiveness duration is optional). To do so, after having created a content item, you have to go into the details view of the content item.
Click on this icon to go into the details view You should recognize the following details view:
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Click here to modify metadatas
Effectiveness dates. Empty after creation
To choose the effectiveness dates, you need to click on this icon data). Edit the meta-datas on this screen:
(edit meta-
Free-text field
Date fields: click on « none » to define one. These are the effectiveness dates.
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2.9.4 External s You must have the coordinator role to create an external . It is possible to create an for people who don’t have access to Alfresco (in example, people working outside of INRIA). This will automatically have read access to the space from which it has been created. For this, you have to be in the space of your choice, and click on “More actions” and “Create ”:
The followings form appears:
Basic information is needed to create this . Once created the concerned will receive a mail with his data. In this mail the is asked to change the generated the first time he will log on Alfresco. Each external has a validity date: when this date is outdated, is automatically deleted. 30 days before that, an email is sent to you and to this person to you that is will be deleted.
2.9.5 Sharing documents You must be coordinator on a space to manage space s. This is the case by default on your home directory.
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By default, other s have no rights to view documents or spaces in your home directory. That’s why alfresco allows you to manage space and documents s. In order to manage rights on a space, go on the details view and click on . For a document click on
instead.
Rights meanly work with inheritance. The checkbox “Inherit parent space permissions” allows you to accept or not this inheritance. Warning, you cannot see directly which are parent permissions: you have to go on the parent space for that. Inheritance means that when a will have a right on a parent space, he will have the same right on the current space. In order to add or remove permissions, click on “Invite”:
Then, enter the name of a group in the second field, and choose the corresponding value in the first field (groups / ). Be careful: - to search for a , you will have to enter his lastname or his firstname. It won’t search by the or the email. -the use of iLDAP groups must be done with great caution. In case of doubt about the iLAP group your local . Then you have to choose a role for the :
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Update / Edit
X X
X
Add contents Edit properties/metadatas
X
X
Collaborator
X
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Contributor
Editor
See spaces and contents
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Coordinator
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X
X
X
X
X
X
X
X
Manage rights
X
Take ownership
X
The collaborator role is the often appropriate to share documents. Once the role is chosen, click on « Add to the list »
Next step allows you to prevent s by email:
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This step can be done with an email template, in example « invite__email.ftl “, which will automatically fill the mail text. To use a template, choose it in the list and click on “Insert template”. Then, click on “finish” to validate the rights. Alfresco goes on the rights summary screen:
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2.9.6 Manage multilingual content In order to manage multilingual content, you must have at least the editor role. Alfresco allows you to manage many translations of a same document. You have to go on the details view of a document, and focus on this :
Then click on « Make multilingual ». The next screen brings you to enter the primary author of the document, the primary language, and the first translation of the content:
In the next screen, you have to import a translation of the content:
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In the next screen, you have to fill the properties of the translated document:
Then, validate by clicking on « OK ». Translated document in a space will be displayed like:
On the details view of the primary document, or it’s translations:
You can add as many translations as you want for a document. But the properties displayed in the multilingual will always be those of the primary document.
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COLUMN
The left column of the web interface contains two objects: the navigation bar (grey-blue-colored) and the toolbox (white-colored).
3.1 The navigation bar
It displays the root spaces. The root space you are currently browsing is highlighted (enforced orange), and its subspaces are displayed, you can deploy them clicking on The toolbox offers 3 areas: “clipboard”, “recent spaces”, and “shortcuts”.
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3.2 Clipboard
The clipboard is the interface you will use to make “copy/cut – paste” actions, thanks to the icons (that you can find under every item: space or document). Clicking on one of these will load the clipboard with the selected item:
This icon means the item was copied. If it was cut, the icon would have been Confirmation notice
Clipboard buttons: : The trashcan button allows you to suppress the item from the clipboard (NOT from Alfresco). : This button allows you to paste the clipboard’s content in the current space. : This button allows you to create a link (shortcut) to the clipboard’s content in the current space.
3.3 Recent spaces
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The “recent spaces” bloc is automatically filled in when you’re browsing alfresco. It just displays the spaces you were recently browsing. s cannot delete spaces from this box.
3.4 Shortcuts This functionality is devoted to providing s a list of links to their favorite spaces or documents. To create a shortcut to an item, go to the details view of this item (icon
or “more actions” / “view details” ) and then, select the action in the right Actions toolbar.
Then, a shortcut to this content will appear in the Shortcuts box:
This icon will delete the shortcut, and NOT the content
This icon will create a new shortcut to the current space « new space »
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WEBDAV 4.1 Webdav access Alfresco can be used by the webdav protocol. That means with the file browser on Windows, Mac OS, and Linux. It may be possible to use an external application to use Alfresco through webdav. The webdav URL of the alfresco root is: https://partage.inria.fr/alfresco/webdav. To go directly to a specific space it can be accessed by its Webdav link. To get the Webdav link just go on the details view, right-click on the link "View in WebDAV" then "Copy Link" in Firefox, or "Copy Shortcut" under Internet Explorer. Disclaimer: by accessing to spaces with Webdav, it is not possible to use in a reliable ways Alfresco features such as version management and document locking. That is why we do not recommend Webdav access except for the initial space creation and feeding. For any other action please use only the web interface. 4.2 Webdav clients The most important thing to is that if required, you have to use webdav with UTF-8 client (otherwise some special characters such as accentuated ones, will not be dealt properly). -
Windows: "My Network Places" allow you to add a link as a favorite Webdav network. This one can then be used from the Windows file Explorer for accessing spaces and corresponding documents. Caution: if the Webdav link contains characters like %nn (which correspond to Hexadecimal encoding characters) please urgently replace them by the corresponding real character real. For example, %20 should be replaced by a space: https://partage.inria.fr/alfresco/webdav/Centres% 20de% 20recherche must be replaced by: https://partage.inria.fr/alfresco/webdav/Centres de recherche
-
Linux and Mac: the file browser allows Webdav link access, if it is using utf-8.
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IMPORT / EXPORT 5.1 Export The export feature can be used to backup or move big space, through the web interface. The export generates an .a file. Alfresco will export : -
arborescence
-
rules
-
role
-
metadatas applied on spaces and contents.
To export a space, you have to be coordinator of this space. Go on the details view, and then click on “Export”:
Enter a title for your export package, and choose a destination to save your export. The “include sub-spaces” option is almost mandatory if you want to save all the arborescence. The “include this space” option allows you to export or not the root space. If you choose this option, the root space of your export will be this space. If not, the root spaces will be the all subspaces of the space. To get your export, just go to the destination you have chosen, and the .a file:
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5.2 Import It is possible to import .a files and zip files, if you are coordinator of a space. To import, just go under the details view of the space you want to import something and click on “Import”:
For a zip file, Alfresco will import all arborescence and documents. But if folders are empty, they will not be created. For a .a, alfresco will import: -
arborescence
-
rules
-
role
-
metadatas applied on spaces and contents
In the both case, the imported package will remain in the location you have chosen for import, even after the import. You have to remove it manually.
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RULES
6.1 Content rules display
Content rules apply on spaces (uniquely): they automatically run actions on spaces / subspaces. To create a content rule applying to a space, you need to browse this space, and click on “more actions” / “manage content rules”
.
This icon displays the number of active content rules on this space
The next screen will show you the existing content rules:
“Local” column indicates whether the rule was created on this space, or that it is just inherited from a parent one. If it is inherited, you will not be able to disable it (from here).
6.2 Creating a new content rule To create a new content rule, click on the icon wizard” will help you:
. The “create rule
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The first step consists in choosing the condition that shall trigger the rule. Here are the most useful ones: -
“Items of a specified type or its sub-types”: will apply the rule on items that are either folders or documents.
-
“Items with the specified mime type”: will apply the rule on documents that have the specified mime type (PDF, Word, Excel).
-
“Items which contain a specified value in its name”: will apply the rule on items whose name contains the entered string.
-
“All items”: will apply the rule on all items.
Then, you need to click on « set values and add » to define the parameters of the condition you chose. For instance, if you chose “items with the specified mime type”, a “set condition values” scrollbar will be displayed, for you to select among “Adobe PDF document”, “AIFF audio”, etc …
Once this value has been selected, you will be redirected on the “create rule wizard, step one”. You can see the condition you just defined in the summary bloc. Consequently, you can create several conditions.
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Go to next step clicking on “Next”. Step 2 consists in choosing the action that will be applied when the rule is called (when the conditions previously defined are true). Choose your action in the scrollbar:
Among those actions, you can see: -
Copy item to a specific space
-
Move item to a specific space
-
Send an email to specified s
Select the parameters of the action clicking on “Set values and add”. For example, if you chose “Copy the item to a specific space”, you need to select which is the target space:
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After having set those parameters, click on “ok” / “next” to go to wizard’s step 3:
Here, you can save and activate the rule. First, provide the rule a type: -
“inbound” : the rule will apply on items “coming into” the current space
-
“outbound” : the rule will apply on items “going out” the current space
-
“update”: the rule will apply on items being updated.
You should give a title and some description to the rule. At last, the checkboxes in « Other options » precise some complementary settings about the rule: -
“Apply rule to sub spaces”: the subspaces will inherit the rule.
-
“Run rule in background”: can be useful in case of high-density file processing.
-
“Disable rule”: rule remains saved, but will not be applied.
Click on « finish » to exit the wizard, and save the rule.
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CHECK-IN / CHECK-OUT
7.1 Check-in / check-out presentation Check-in / check-out makes collaborative work easier on content because it avoids multiple editions at the same time. It enables content reservation/locking on a document to ensure that only one collaborator is working on it. Once he has finished, he can update the content and unlock the document, to bring it available for other s. 7.2 Check-in / check-out use First step is to create a working copy of content, by clicking details view.
, on the
Alfresco asks you where to save this working copy:
« Current space » will often be a good choice. Click « Checkout » to validate.
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This will: •
Create the working copy : title is the same as the original with suffix « Working Copy »
•
Lock the original file
Click on « OK » to return on the details view of the original file. In the current space, there are 2 documents: the orignal file, and the working copy.
The icon
near the original file means that this file is locked. It not possible to edit
it anymore, unless clicking on:
in the details view.
Note: Only the coordinator can work on working copy created by other s.
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In order to edit the working copy, click on near the working copy icon prompt for the file :
. Alfresco will
The working copy is now on your desktop, you can modify what is needed. Once this is done, you have to update the working copy. Just click on « Update » on the details view of the document:
Note: This link is also available on the navigation view, under the document icon :
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This will bring you to the following classical form
Click on « update » to finish the document . Alfresco goes back on the detail view of the working copy.
Warning: it may be possible that Alfresco doesn’t properly extract new metadata from the updated working copy.
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To avoid this problem, you can manually extract metadata by running a specific action. Click on “Run action” and select “Extract metadata”
If you think you have finished working on the working copy, you have to bring these modifications into the original file. Go on the details view of the working copy and click on
:
The first option will have effect only if versionning is activated on the document. The second choice will allow you to keep the working copy after the update. Otherwise, it will be erased. By clicking on « Check-in », the original file is updated with modifications done in the working copy. It is also unlocked and the working copy is erased. You can also cancel the working copy and all modifications: click on . It will remove the working copy and unlock the original file too. Alfresco– guide – Date: 20/03/2008
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VERSIONING
8.1 What is Versioning ? Versionning, tly used with check-in/check-out, enables to manage many different versions of a same document. It makes easier: •
Version management : minor or major
•
Taking back an old version
•
Automatically increment version number with working copy
8.2 Using Versioning By default, versionning is not activated on document. You can manually activate it on content by clicking on « Allow versionning », on the Version History (details view)
The first version is created with the 1.0 number.
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Note: Versionning could be automatically applied with a content rule. This rule should add aspect “Versionnable” on every object of type content, incoming in the space. Now that versionning is activated, each update will create a new version:
You can get an old version by clicking on « View ». You can also put this old version as the current version by ing the old one, click on update, and this old version. Warning: As for the check-in/check-out, it may be possible that alfresco doesn’t extract new metadata. To avoid this problem, you can manually extract metadata by running a specific action. Click on “Run action” and select “Extract metadata”
When used with check-in, you can choose for a minor version change.
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You can also put a comment at the check-in. This will be displayed like that:
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SEARCH
9.1 Standard search Standard search consists in finding content matching a few words. You just need to write the words on the top right corner of the screen and throw the search process clicking on the icon
.
Results will quickly appear, ordered by types (spaces / documents):
The results will contain: -
spaces that have the specified search value in their name or title
-
documents that have the specified search value either in their name, or in their content (PDF, Word …).
Filter options are available by clicking on the icon
in the search bar:
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9.2 Advanced Search The advanced search can be opened by selecting it in the Filter options. You will see the following form:
Search settings among the metadatas
Deploy the advanced settings clicking on the arrows
The input text field “Look for” is the main area. There, enter the value you want to look for. “More search options” will let you select some advanced settings, like restricting some meta-data values, or choosing the type of item you want to find. Please notice that, for scrollbar options, you need first to click on the associated checkbox, in order for this parameter to be taken into :
Clicking on “search” will throw the search and display the results.
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The results of an advanced search are displayed the same way that those of a standard search. However, you will notice that a new action is available: “More actions” / “Save new Search”.
Doing so will lead you to the “Save new search” screen:
How can you find and use later this saved search ? Just go to the advanced search screen, and the saved search will be available in the top right scrollbar:
Saved searches scrollbar
If you select it, Alfresco will fill in the advanced search form as you just did when you created this search.
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Consequently, you saved the search parameters, but not the results of it, i.e. results may vary, if documents in the repository were added, updated or deleted.
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10 WORKFLOW
10.1 What is Workflow ?
A workflow could be basically described as a reliably repeatable pattern of document-processing activity including creation, validation, and publication. First, a contributor edits a document. Then, a dedicated authority decides whether validating or refusing its publication. In the first case, the document is published; otherwise it can be deleted, or placed in a waiting status.
10.2 Using INRIA Workflow
If a document needs to be validated through a workflow process, it will have to be moved to a space called “pending validation”. If your coordinator decides to validate the content, it will be moved into the “production” space; otherwise, it will be moved into the “drafts” space. 10.3 Set up the workflow
In order to use workflow, you have to first create a space with the INRIA workflow template. Your space will automatically have the 3 sub-spaces that enable workflow process. Click on “Create” > “Advanced space wizard”:
If you want to send and receive mail within the workflow process, go under the space « production » and click on “manage content rules”. You have to set up the Alfresco– guide – Date: 20/03/2008
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following rule: condition: all items / action: send an email / type: incoming (be careful to uncheck “apply to sub-spaces”) You can also to the same on the “drafts” space to be warned when documents are rejected. At least you have to configure rights on space “Pending validation”, “Drafts”, and “Production” Note: Smile gave the space template « Simple workflow » with a content rule to automatically move document when there are accepted or rejected. For you information, this rule is: condition: all item / action: add a basic workflow / type: incoming. Then when content is created under « Pending validation », a workflow is started. When document is approved, it is moved to “Production”. When it is rejected, it is moved to “Drafts”.
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1 ABOUT ALFRESCO...........................................................................................................................3 1.1 ALFRESCO................................................................................................................................................3 1.2 MAIN VOCABULARY..................................................................................................................................3 2 USING ALFRESCO............................................................................................................................5 2.1 THE DIFFERENT AVAILABLE ACCESS WAYS TO ALFRESCO REPOSITORY............................................................5 2.2 THE WEB INTERFACE.................................................................................................................................5 2.2.1 LOGGING IN...........................................................................................................................................5 2.2.2 FIRST CONNECTION.................................................................................................................................6 2.2.3 WORKSPACES.........................................................................................................................................7 2.2.4 CONTENT ITEMS.....................................................................................................................................9 2.2.5 ROLES.................................................................................................................................................10 2.2.6 THE TRASH..........................................................................................................................................11 2.3 CREATING A SPACE.................................................................................................................................11 2.4 CREATE A CONTENT ITEM........................................................................................................................13 2.5 MODIFY SPACE OR CONTENT PROPERTIES..................................................................................................15 2.6 GET THE LINK OF A CONTENT OR A SPACE.................................................................................................16 2.7 CLASSIFY A CONTENT..............................................................................................................................16 2.8 START AND PARTICIPATE TO A DISCUSSION.................................................................................................18 2.9 THE PERSONAL SPACE..............................................................................................................................20 2.9.1 QUOTAS..............................................................................................................................................20 2.9.2 STATISTICS...........................................................................................................................................20 2.9.3 THE SPACE/CONTENT EFFECTIVENESS........................................................................................................22 2.9.4 EXTERNAL S............................................................................................................................24 2.9.5 SHARING DOCUMENTS............................................................................................................................24 2.9.6 MANAGE MULTILINGUAL CONTENT...........................................................................................................28 3 THE LEFT COLUMN.......................................................................................................................30 3.1 THE NAVIGATION BAR..............................................................................................................................30 3.2 CLIPBOARD............................................................................................................................................31 3.3 RECENT SPACES......................................................................................................................................31 3.4 SHORTCUTS............................................................................................................................................32 4 WEBDAV...........................................................................................................................................33 4.1 WEBDAV ACCESS....................................................................................................................................33 4.2 WEBDAV CLIENTS...................................................................................................................................33 5 IMPORT / EXPORT .........................................................................................................................34 5.1 EXPORT.................................................................................................................................................34 5.2 IMPORT..................................................................................................................................................35 6 CONTENT 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6.1 CONTENT RULES DISPLAY.........................................................................................................................36 6.2 CREATING A NEW CONTENT RULE.............................................................................................................36 7 CHECK-IN / CHECK-OUT..............................................................................................................40 7.1 CHECK-IN / CHECK-OUT PRESENTATION....................................................................................................40 7.2 CHECK-IN / CHECK-OUT USE....................................................................................................................40 8 VERSIONING....................................................................................................................................45 8.1 WHAT IS VERSIONING ?..........................................................................................................................45 8.2 USING VERSIONING.................................................................................................................................45 9 SEARCH.............................................................................................................................................48 9.1 STANDARD SEARCH..................................................................................................................................48 9.2 ADVANCED SEARCH................................................................................................................................49 10 WORKFLOW..................................................................................................................................52 10.1 WHAT IS WORKFLOW ?........................................................................................................................52 10.2 USING INRIA WORKFLOW..................................................................................................................52 10.3 SET UP THE WORKFLOW.........................................................................................................................52
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ABOUT ALFRESCO
1.1 Alfresco Alfresco is an Enterprise scale Content Management system (ECM), designed to s who require a high degree of modularity and scalable performance. Alfresco includes a content repository, an out-of-the-box web portal framework for managing and using standard portal content. It allows document management, document sharing, repository-level versioning, publishing, mail notification, workflow, effectiveness duration, multiple accesses, advanced search, desktops. Usable from a Web browser by all INRIA agents, it is also opened to non-INRIA partners thanks to a mechanism for creating external s. 1.2 Main Vocabulary -
ECM: Enterprise Content Management is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
-
Space: a space can be assumed as a folder (or repository). It can hold content (documents) or other spaces (subspaces). A space can be managed by some Content Rules.
-
Content: A content is the final item – mostly, a document. It surely is a file to (PDF, Word, Excel, etc.), with some dedicated pieces of information: the meta-datas.
-
Meta-data: the meta-data are pieces of information that are related to a content or a space. For instance, it can be the Creation Date, the title, the author … Moreover, the meta-data of a content item can hold some words that are included inside the file; indeed, a large of mime-types are automatically detected by Alfresco and read through. Then, some specific meta-data can be defined by the , as the effectiveness duration of a space.
-
Aspect: An aspect is a set of metadata, and sometimes, associated with a particular behaviour. In example, the « effectivity » aspect adds 2 metadata to a document: « valid from » and valid to » dates, and sends an email when document is out of date.
-
Action: Actions in Alfresco are basic actions performed by as cut/copy, paste, manage rights, and add an aspect.
-
Content Rules: Content rules aim at deg specific actions, dedicated to particular spaces or contents, consequently to particular
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events. Those events are: the creation of a new space / content, the update of an existing space, or the moving of en existing space / content. -
Webdav: Webdav enables use alfresco without the web interface. With webdav, Alfresco can be seen as a network disk alfresco. It enables drag and drop in example from the desktop to alfresco.
-
External : External s are s created for people working outside INRIA. They are created by people from INRIA to give access to foreigner’s collaborators, in example.
-
Workflow: A workflow is a validation process applied to content.
-
Versionning: Versionning is a feature to manage many versions of a same document. In example, each update of a document will automatically update the version number, if versionning is activated.
-
Check-in / Check-out: check-in / check-out is a feature to lock a document, to avoid multiple edition at the same time.
-
Home directory: The home directory is a personal space. Each INRIA has a home directory.
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USING ALFRESCO
2.1 The different available access ways to Alfresco repository Alfresco can be accessed through 2 different ways: -
The web interface, using your browser (Internet Explorer, Firefox)
-
Using a webdav Client.
The web interface is the richest in of possibilities: you can files, create spaces, share documents, interact with other s, etc... Accessing through CIFS and Webdav is more limited since the interface is the one of a File Explorer. Although they allow making mass imports using the “Copy-Paste” tool, they cannot let you interact with other s’ workspaces of contents. Note: a CIFS interface also exists but this one is not usable outside the Alfresco server network. 2.2 The web interface 2.2.1 Logging in To get identified in Alfresco and access to the web interface, you just have to open a web browser (Internet Explorer, Firefox) and go to the address that your should give you. You get to this page, where you have to provide your connection id ( Name, ):
Your name and are the same as defined in the INRIA LDAP directory (these are those used to connect to your computer). Alfresco– guide – Date: 20/03/2008
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2.2.2 First Connection The default Home page for every is the following one: Tools menu
Search bar
Title bar
Main Area
Navigation bar
The navigation bars (on the left side and on the top of the screen), will lead you to the same areas: •
My home : your personal space (home directory)
•
Company Home : Alfresco’s root.
The tool header on the top of the screen lets you: -
: Go to your personal settings page (lastname, firstname, email, etc.)
-
: Hide the left shelf in order to sets the main area in a wider view
-
: go to this guide
-
: log out.
The search toolbar allows you to ask for a simple term in the whole Alfresco’s database.
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2.2.3 Workspaces The interface of a workspace is as follows: Number of content rules managing the space
Shows the areas you recently got into Navigation arrows
Subspaces
Choose the number of elements displayed per page
Contents
The left navigation column is deployed, in order to let you see this space’s sub tree (the subspaces). Then, you can easily browse the different spaces of Alfresco. Clicking on an arrow deploys the subspaces’ sub tree for the selected Area. On the main screen of the current space, you will find: -
The list of the subspaces of the current space, in the “Browse spaces” bloc.
-
The content items belonging to the current space, in the “content items” bloc.
Clicking on the title of some space or some content will lead you to its browsing page (for a space) or to the interface (for a document).
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This icon displays pieces of information about the selected item. For instance, if you selected a PDF file, it will show you the first words of it:
The available actions concerning the content items (and spaces) depend on the role you have (see below). These actions can be seen: - Under each content item or space:
-
In the title bar’s menu “More Actions” :
“View details” is the most important: it gets you into the details’ view of the item (space or document), that provides much useful information. As for a space, you will see:
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This button allows you to sets a predefined view to this space
Navigation arrows (leading to samelevel spaces)
Meta-datas concerning effectiveness duration
Meta-data displayed
Available actions, depending on the role you have on the space
If the statistics have been defined for the current space, you can see statistics in the details view (and also in the navigation view):
2.2.4 Content Items As previously seen, documents can be ed directly by clicking on them. Like Spaces, the details view is available for content items. To see it, just click on the icon
, under a content icon. It will get you into:
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Displayed information and actions here are pretty similar as for spaces. 2.2.5 Roles
Update / Edit
X X
Add contents Edit properties/metadatas
X
X
Coordinator
X
Collaborator
X
Contributor
Editor
See spaces and contents
Consumer
Roles provide s rights for a given space /content. Alfresco distinguishes 5 roles as follows:
X
X
X
X
X
X
X
X
Manage rights
X
Take ownership
X
Roles are given to one or more s on spaces or contents. Coordinator role has all rights and is usually assigned to the space manager. The coordinator then provides roles to other s depending on the rights he wants to give them to the space or contents.
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2.2.6 The trash All deleted documents remains in the trash without time limit. To display the trash content, click on the option, in the title bar:
option Then click on « Manage deleted items », at the bottom of the page:
You can search for a document by entering his title, or by filtering by date:
You can either recover a document by clicking on
, or you can choose to
recover the whole selection by clicking on You can do the same for deleting items: you can either delete a single document or the whole selection by clicking on
2.3 Creating a space To create a content item, you must have at least the role of contributor. To create a new subspace in a space, you must have the rights to do so, and click on “create” / “create space”.
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A form opens:
You have to fill in three text fields. Name and title may be the same. Validate by clicking on “create space”. Space is created then. You might want to choose another method, if you need to build a space corresponding to a specific model. Then, click on “create” / “advanced space wizard”:
A form opens, where different possibilities are available:
-
“from scratch” helps you to create a simple space
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“Based on an existing space” will let you choose an existing space, in order to create a new subspace with the same pattern (subspaces, content rules …)
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2.4 Create a content item To create a content item, you must have at least the role of contributor. Adding a new content item in a space is quite easy, as you just need to a file in the space you want. Basically, in whatever space where you have rights to do so, you have to click on
, on this screen:
Click on “Browse” and choose the file you want to :
Then click on “”, this will copy the file from your computer to the current space.
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The “add content dialog” now tells you that the file was successfully ed. You can still cancel the , clicking on “cancel” or on the icon “ed content” bloc.
in the
Otherwise, if you want to validate the operation, click on “OK”. A “modify content properties” screen appears:
Most of the fields are already filled in, since Alfresco knows how to read standard formats (PDF, Excel, Word …). Click on “OK” to end the operation. Alfresco will display the current space’s browse page. You can view the ed document:
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More actions are available since you are the owner of this document (you just ed) 2.5 Modify space or content properties To edit a space or content, you must have the role of editor, collaborator, or coordinator. You have to go on the details view to edit the content or space metadata.
Then, click on the edit button, in the properties :
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You have to validate modification by clicking on the « OK » button. 2.6 Get the link of a content or a space Each content or space in Alfresco can be directly reached with a link. To get this link, you have to go on the details view, and focus on the “Links” :
-
View in browser : give the link to view the document in the web browser
-
View in webdav : give the link to browse by webdav
-
content : give the link to the content
-
Details page URL : give the link to access to the content detail page (this page)
-
Alfresco Node Reference: give the unique node reference. When an error occurs, your may want you to give this link.
To get these links, right click on the wanted label, and “Copy link address” on Firefox, or “Copy shortcut” on Internet Explorer. 2.7 Classify a content You must have the role of editor, collaborator, or coordinator to classify content. In order to easily find a document, it can be useful to give it a keyword. Keywords are then used in the advanced search to get all documents with a particular keyword. We both can say keyword or category. To affect a keyword to a document, you must go on the details view, then click on , in the “Category” .
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If « Allow categorization » appears, it means that categorization is not activated yet. You must first click on this link. The becomes:
You have to click on the category modification icon:
. The next screen is:
1. First, click on the « Select » button.
2. Click here category tree.
to
display
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3. To choose a category, just check the checkbox in the left column. You can also navigate into the category by clicking on it. When you have chosen, click on “OK”.
4. The chosen category appears here. Click on « Add to list » to put it in the category list.
The selected categories are displayed here. Do the 4 steps again to add other category.
2.8 Start and participate to a discussion To start a new discussion, click on the link details view:
, in the content
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This form appears:
You have to fill the mandatory field (« * »), then click on « Create topic »:
When a discussion is started on a document, it is displayed like that:
Discussion icon
Also, on the details view, the link 2 links to view the topic:
appears. Click on one if those
Each discussion is displayed here as a unique topic. You can click on a title to display messages: Click here to reply to this message.
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Action displayed depends on the role you have. A consumer is allowed to browse messages. An editor is allowed to edit existing post, but can’t reply, and a contributor can only reply. A collaborator also has the right to edit previous post, and a coordinator has all rights on the discussion. The coordinator can manage the discussion rights, on the discussion details view: Discussion details
The same form as when we manage rights on a space appears. 2.9 The personal space The personal space is a directory where you have all rights, where you are coordinator. If you have an INRIA , this space has been automatically created for you. The title is your . You have the right to create content and spaces, manage space s, create external , start workflow, etc. 2.9.1 Quotas Your personal home space has a default quota of 200 MB. When your quota is reached, an email is sent to you and to s. It warns you about this and advises you to remove some old content. You can see your allowed quota, by clicking on the details view of your space, and looking at the properties :
2.9.2 Statistics In order to let you know the disk space you are filling in your home space, you can apply a
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To do so, go on the detail view of your home space, and click on the arrow near “Custom view”. Then click on “Apply a custom view” and choose the view “stats_view_EN.ftl”.
=>
The first time the view is applied, we get this display:
Statistics are not up to date: you have to click on « Refresh », and you will also have to click on « Refresh » after each modification. Once statistics are calculated we get the following information:
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2.9.3 The space/content effectiveness When ing a content item, an automatic content rule (designed by the s) is applied, adding the effectiveness meta-datas on this content. It provides an effectiveness duration to the document, giving two dates (begin date, end date). Please notice that when a document / space reaches its “end of effectiveness”, an email is sent to its creator in order to get him change this date, or delete the document … Besides, you should know that even if the “effectiveness” rule is automatically applied, it is your task to define the start and end dates, if needed (indeed, effectiveness duration is optional). To do so, after having created a content item, you have to go into the details view of the content item.
Click on this icon to go into the details view You should recognize the following details view:
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Click here to modify metadatas
Effectiveness dates. Empty after creation
To choose the effectiveness dates, you need to click on this icon data). Edit the meta-datas on this screen:
(edit meta-
Free-text field
Date fields: click on « none » to define one. These are the effectiveness dates.
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2.9.4 External s You must have the coordinator role to create an external . It is possible to create an for people who don’t have access to Alfresco (in example, people working outside of INRIA). This will automatically have read access to the space from which it has been created. For this, you have to be in the space of your choice, and click on “More actions” and “Create ”:
The followings form appears:
Basic information is needed to create this . Once created the concerned will receive a mail with his data. In this mail the is asked to change the generated the first time he will log on Alfresco. Each external has a validity date: when this date is outdated, is automatically deleted. 30 days before that, an email is sent to you and to this person to you that is will be deleted.
2.9.5 Sharing documents You must be coordinator on a space to manage space s. This is the case by default on your home directory.
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By default, other s have no rights to view documents or spaces in your home directory. That’s why alfresco allows you to manage space and documents s. In order to manage rights on a space, go on the details view and click on . For a document click on
instead.
Rights meanly work with inheritance. The checkbox “Inherit parent space permissions” allows you to accept or not this inheritance. Warning, you cannot see directly which are parent permissions: you have to go on the parent space for that. Inheritance means that when a will have a right on a parent space, he will have the same right on the current space. In order to add or remove permissions, click on “Invite”:
Then, enter the name of a group in the second field, and choose the corresponding value in the first field (groups / ). Be careful: - to search for a , you will have to enter his lastname or his firstname. It won’t search by the or the email. -the use of iLDAP groups must be done with great caution. In case of doubt about the iLAP group your local . Then you have to choose a role for the :
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Update / Edit
X X
X
Add contents Edit properties/metadatas
X
X
Collaborator
X
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Contributor
Editor
See spaces and contents
Consumer
Author : Romain Delalande, Brice Chaffangeon
Coordinator
ALFRESCO - END-
X
X
X
X
X
X
X
X
Manage rights
X
Take ownership
X
The collaborator role is the often appropriate to share documents. Once the role is chosen, click on « Add to the list »
Next step allows you to prevent s by email:
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This step can be done with an email template, in example « invite__email.ftl “, which will automatically fill the mail text. To use a template, choose it in the list and click on “Insert template”. Then, click on “finish” to validate the rights. Alfresco goes on the rights summary screen:
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2.9.6 Manage multilingual content In order to manage multilingual content, you must have at least the editor role. Alfresco allows you to manage many translations of a same document. You have to go on the details view of a document, and focus on this :
Then click on « Make multilingual ». The next screen brings you to enter the primary author of the document, the primary language, and the first translation of the content:
In the next screen, you have to import a translation of the content:
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In the next screen, you have to fill the properties of the translated document:
Then, validate by clicking on « OK ». Translated document in a space will be displayed like:
On the details view of the primary document, or it’s translations:
You can add as many translations as you want for a document. But the properties displayed in the multilingual will always be those of the primary document.
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THE
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COLUMN
The left column of the web interface contains two objects: the navigation bar (grey-blue-colored) and the toolbox (white-colored).
3.1 The navigation bar
It displays the root spaces. The root space you are currently browsing is highlighted (enforced orange), and its subspaces are displayed, you can deploy them clicking on The toolbox offers 3 areas: “clipboard”, “recent spaces”, and “shortcuts”.
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3.2 Clipboard
The clipboard is the interface you will use to make “copy/cut – paste” actions, thanks to the icons (that you can find under every item: space or document). Clicking on one of these will load the clipboard with the selected item:
This icon means the item was copied. If it was cut, the icon would have been Confirmation notice
Clipboard buttons: : The trashcan button allows you to suppress the item from the clipboard (NOT from Alfresco). : This button allows you to paste the clipboard’s content in the current space. : This button allows you to create a link (shortcut) to the clipboard’s content in the current space.
3.3 Recent spaces
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The “recent spaces” bloc is automatically filled in when you’re browsing alfresco. It just displays the spaces you were recently browsing. s cannot delete spaces from this box.
3.4 Shortcuts This functionality is devoted to providing s a list of links to their favorite spaces or documents. To create a shortcut to an item, go to the details view of this item (icon
or “more actions” / “view details” ) and then, select the action in the right Actions toolbar.
Then, a shortcut to this content will appear in the Shortcuts box:
This icon will delete the shortcut, and NOT the content
This icon will create a new shortcut to the current space « new space »
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WEBDAV 4.1 Webdav access Alfresco can be used by the webdav protocol. That means with the file browser on Windows, Mac OS, and Linux. It may be possible to use an external application to use Alfresco through webdav. The webdav URL of the alfresco root is: https://partage.inria.fr/alfresco/webdav. To go directly to a specific space it can be accessed by its Webdav link. To get the Webdav link just go on the details view, right-click on the link "View in WebDAV" then "Copy Link" in Firefox, or "Copy Shortcut" under Internet Explorer. Disclaimer: by accessing to spaces with Webdav, it is not possible to use in a reliable ways Alfresco features such as version management and document locking. That is why we do not recommend Webdav access except for the initial space creation and feeding. For any other action please use only the web interface. 4.2 Webdav clients The most important thing to is that if required, you have to use webdav with UTF-8 client (otherwise some special characters such as accentuated ones, will not be dealt properly). -
Windows: "My Network Places" allow you to add a link as a favorite Webdav network. This one can then be used from the Windows file Explorer for accessing spaces and corresponding documents. Caution: if the Webdav link contains characters like %nn (which correspond to Hexadecimal encoding characters) please urgently replace them by the corresponding real character real. For example, %20 should be replaced by a space: https://partage.inria.fr/alfresco/webdav/Centres% 20de% 20recherche must be replaced by: https://partage.inria.fr/alfresco/webdav/Centres de recherche
-
Linux and Mac: the file browser allows Webdav link access, if it is using utf-8.
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IMPORT / EXPORT 5.1 Export The export feature can be used to backup or move big space, through the web interface. The export generates an .a file. Alfresco will export : -
arborescence
-
rules
-
role
-
metadatas applied on spaces and contents.
To export a space, you have to be coordinator of this space. Go on the details view, and then click on “Export”:
Enter a title for your export package, and choose a destination to save your export. The “include sub-spaces” option is almost mandatory if you want to save all the arborescence. The “include this space” option allows you to export or not the root space. If you choose this option, the root space of your export will be this space. If not, the root spaces will be the all subspaces of the space. To get your export, just go to the destination you have chosen, and the .a file:
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5.2 Import It is possible to import .a files and zip files, if you are coordinator of a space. To import, just go under the details view of the space you want to import something and click on “Import”:
For a zip file, Alfresco will import all arborescence and documents. But if folders are empty, they will not be created. For a .a, alfresco will import: -
arborescence
-
rules
-
role
-
metadatas applied on spaces and contents
In the both case, the imported package will remain in the location you have chosen for import, even after the import. You have to remove it manually.
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RULES
6.1 Content rules display
Content rules apply on spaces (uniquely): they automatically run actions on spaces / subspaces. To create a content rule applying to a space, you need to browse this space, and click on “more actions” / “manage content rules”
.
This icon displays the number of active content rules on this space
The next screen will show you the existing content rules:
“Local” column indicates whether the rule was created on this space, or that it is just inherited from a parent one. If it is inherited, you will not be able to disable it (from here).
6.2 Creating a new content rule To create a new content rule, click on the icon wizard” will help you:
. The “create rule
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The first step consists in choosing the condition that shall trigger the rule. Here are the most useful ones: -
“Items of a specified type or its sub-types”: will apply the rule on items that are either folders or documents.
-
“Items with the specified mime type”: will apply the rule on documents that have the specified mime type (PDF, Word, Excel).
-
“Items which contain a specified value in its name”: will apply the rule on items whose name contains the entered string.
-
“All items”: will apply the rule on all items.
Then, you need to click on « set values and add » to define the parameters of the condition you chose. For instance, if you chose “items with the specified mime type”, a “set condition values” scrollbar will be displayed, for you to select among “Adobe PDF document”, “AIFF audio”, etc …
Once this value has been selected, you will be redirected on the “create rule wizard, step one”. You can see the condition you just defined in the summary bloc. Consequently, you can create several conditions.
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Go to next step clicking on “Next”. Step 2 consists in choosing the action that will be applied when the rule is called (when the conditions previously defined are true). Choose your action in the scrollbar:
Among those actions, you can see: -
Copy item to a specific space
-
Move item to a specific space
-
Send an email to specified s
Select the parameters of the action clicking on “Set values and add”. For example, if you chose “Copy the item to a specific space”, you need to select which is the target space:
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After having set those parameters, click on “ok” / “next” to go to wizard’s step 3:
Here, you can save and activate the rule. First, provide the rule a type: -
“inbound” : the rule will apply on items “coming into” the current space
-
“outbound” : the rule will apply on items “going out” the current space
-
“update”: the rule will apply on items being updated.
You should give a title and some description to the rule. At last, the checkboxes in « Other options » precise some complementary settings about the rule: -
“Apply rule to sub spaces”: the subspaces will inherit the rule.
-
“Run rule in background”: can be useful in case of high-density file processing.
-
“Disable rule”: rule remains saved, but will not be applied.
Click on « finish » to exit the wizard, and save the rule.
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CHECK-IN / CHECK-OUT
7.1 Check-in / check-out presentation Check-in / check-out makes collaborative work easier on content because it avoids multiple editions at the same time. It enables content reservation/locking on a document to ensure that only one collaborator is working on it. Once he has finished, he can update the content and unlock the document, to bring it available for other s. 7.2 Check-in / check-out use First step is to create a working copy of content, by clicking details view.
, on the
Alfresco asks you where to save this working copy:
« Current space » will often be a good choice. Click « Checkout » to validate.
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This will: •
Create the working copy : title is the same as the original with suffix « Working Copy »
•
Lock the original file
Click on « OK » to return on the details view of the original file. In the current space, there are 2 documents: the orignal file, and the working copy.
The icon
near the original file means that this file is locked. It not possible to edit
it anymore, unless clicking on:
in the details view.
Note: Only the coordinator can work on working copy created by other s.
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In order to edit the working copy, click on near the working copy icon prompt for the file :
. Alfresco will
The working copy is now on your desktop, you can modify what is needed. Once this is done, you have to update the working copy. Just click on « Update » on the details view of the document:
Note: This link is also available on the navigation view, under the document icon :
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This will bring you to the following classical form
Click on « update » to finish the document . Alfresco goes back on the detail view of the working copy.
Warning: it may be possible that Alfresco doesn’t properly extract new metadata from the updated working copy.
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To avoid this problem, you can manually extract metadata by running a specific action. Click on “Run action” and select “Extract metadata”
If you think you have finished working on the working copy, you have to bring these modifications into the original file. Go on the details view of the working copy and click on
:
The first option will have effect only if versionning is activated on the document. The second choice will allow you to keep the working copy after the update. Otherwise, it will be erased. By clicking on « Check-in », the original file is updated with modifications done in the working copy. It is also unlocked and the working copy is erased. You can also cancel the working copy and all modifications: click on . It will remove the working copy and unlock the original file too. Alfresco– guide – Date: 20/03/2008
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VERSIONING
8.1 What is Versioning ? Versionning, tly used with check-in/check-out, enables to manage many different versions of a same document. It makes easier: •
Version management : minor or major
•
Taking back an old version
•
Automatically increment version number with working copy
8.2 Using Versioning By default, versionning is not activated on document. You can manually activate it on content by clicking on « Allow versionning », on the Version History (details view)
The first version is created with the 1.0 number.
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Note: Versionning could be automatically applied with a content rule. This rule should add aspect “Versionnable” on every object of type content, incoming in the space. Now that versionning is activated, each update will create a new version:
You can get an old version by clicking on « View ». You can also put this old version as the current version by ing the old one, click on update, and this old version. Warning: As for the check-in/check-out, it may be possible that alfresco doesn’t extract new metadata. To avoid this problem, you can manually extract metadata by running a specific action. Click on “Run action” and select “Extract metadata”
When used with check-in, you can choose for a minor version change.
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You can also put a comment at the check-in. This will be displayed like that:
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SEARCH
9.1 Standard search Standard search consists in finding content matching a few words. You just need to write the words on the top right corner of the screen and throw the search process clicking on the icon
.
Results will quickly appear, ordered by types (spaces / documents):
The results will contain: -
spaces that have the specified search value in their name or title
-
documents that have the specified search value either in their name, or in their content (PDF, Word …).
Filter options are available by clicking on the icon
in the search bar:
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9.2 Advanced Search The advanced search can be opened by selecting it in the Filter options. You will see the following form:
Search settings among the metadatas
Deploy the advanced settings clicking on the arrows
The input text field “Look for” is the main area. There, enter the value you want to look for. “More search options” will let you select some advanced settings, like restricting some meta-data values, or choosing the type of item you want to find. Please notice that, for scrollbar options, you need first to click on the associated checkbox, in order for this parameter to be taken into :
Clicking on “search” will throw the search and display the results.
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The results of an advanced search are displayed the same way that those of a standard search. However, you will notice that a new action is available: “More actions” / “Save new Search”.
Doing so will lead you to the “Save new search” screen:
How can you find and use later this saved search ? Just go to the advanced search screen, and the saved search will be available in the top right scrollbar:
Saved searches scrollbar
If you select it, Alfresco will fill in the advanced search form as you just did when you created this search.
Alfresco– guide – Date: 20/03/2008
INRIA – Alfresco ALFRESCO - END- Author : Romain Delalande, Brice Chaffangeon
GUIDE
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Consequently, you saved the search parameters, but not the results of it, i.e. results may vary, if documents in the repository were added, updated or deleted.
Alfresco– guide – Date: 20/03/2008
INRIA – Alfresco ALFRESCO - END- Author : Romain Delalande, Brice Chaffangeon
GUIDE
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10 WORKFLOW
10.1 What is Workflow ?
A workflow could be basically described as a reliably repeatable pattern of document-processing activity including creation, validation, and publication. First, a contributor edits a document. Then, a dedicated authority decides whether validating or refusing its publication. In the first case, the document is published; otherwise it can be deleted, or placed in a waiting status.
10.2 Using INRIA Workflow
If a document needs to be validated through a workflow process, it will have to be moved to a space called “pending validation”. If your coordinator decides to validate the content, it will be moved into the “production” space; otherwise, it will be moved into the “drafts” space. 10.3 Set up the workflow
In order to use workflow, you have to first create a space with the INRIA workflow template. Your space will automatically have the 3 sub-spaces that enable workflow process. Click on “Create” > “Advanced space wizard”:
If you want to send and receive mail within the workflow process, go under the space « production » and click on “manage content rules”. You have to set up the Alfresco– guide – Date: 20/03/2008
INRIA – Alfresco ALFRESCO - END- Author : Romain Delalande, Brice Chaffangeon
GUIDE
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following rule: condition: all items / action: send an email / type: incoming (be careful to uncheck “apply to sub-spaces”) You can also to the same on the “drafts” space to be warned when documents are rejected. At least you have to configure rights on space “Pending validation”, “Drafts”, and “Production” Note: Smile gave the space template « Simple workflow » with a content rule to automatically move document when there are accepted or rejected. For you information, this rule is: condition: all item / action: add a basic workflow / type: incoming. Then when content is created under « Pending validation », a workflow is started. When document is approved, it is moved to “Production”. When it is rejected, it is moved to “Drafts”.
Alfresco– guide – Date: 20/03/2008
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