Alfresco Enterprise Content Management Implementation

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Alfresco Enterprise Content Management Implementation
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Table of Contents
Sample Chapters
  • Manage your business documents: version control, library services, content organization, and search
  • Workflows and business rules: move and manipulate content automatically when events occur
  • Maintain, extend, and customize Alfresco: backups and other admin tasks, customizing and extending the content model, creating your own look and feel

Book Details

Language : English
Paperback : 356 pages [ 235mm x 191mm ]
Release Date : January 2007
ISBN : 1904811116
ISBN 13 : 9781904811114
Author(s) : Munwar Shariff
Topics and Technologies : Alfresco, All Books, CMS and eCommerce, Content Management (CMS), Java

Table of Contents

Chapter 1: Introduction to Alfresco
Chapter 2: Installing and Getting Started with Alfresco
Chapter 3: Planning
Chapter 4: Implementing Membership and Security
Chapter 5: Implementing Document Management
Chapter 6: Implementing Business Rules
Chapter 7: Extending the Alfresco Content Model
Chapter 8: Search
Chapter 9: Implementing Workflow
Chapter 10: Collaboration and Syndication
Chapter 11: Customizing the User Interface
Chapter 12: Maintaining the System
Chapter 13: Implementing Imaging and Forms Processing
  • Chapter 1: Introduction to Alfresco
    • Overview of Alfresco
      • Leverage the Benefits of Open Source
      • State-of-the-Art Content Repository
      • Scalable Architecture
      • Open Standards-based Underlying Components
      • Globalization Support
      • Security and Access Control
      • Essential Library Services
      • Business-Process Automation
      • Enterprise Integrations
    • How You Can Benefit from Alfresco
      • Using Alfresco for Document Management
      • Using Alfresco for Records Management
      • Using Alfresco for Web Content Management
      • Using Alfresco for Collaboration Management
      • Using Alfresco for Enterprise Content Search
      • Applications of Alfresco
    • How does the Future Look with Alfresco?
      • More Feature Enhancements
      • Better Support Options
      • Free Upgrades
    • Implementing an Example Solution using Alfresco
    • Where do You get More Information?
    • Summary
  • Chapter 2: Installing and Getting Started with Alfresco
    • Installing Alfresco
      • Out-of-the-Box Installation Architecture
        • Where is Your Content Stored?
        • What are the Components of Alfresco Application Server?
        • How Can You Access the Application?
      • Which Installation Option is Suitable for You?
        • Enterprise and Community Editions
        • Operating Systems—Windows, Linux, UNIX, MacOS
        • Databases—MySQL, Oracle, MS SQL Server
        • Application Servers—Tomcat, JBoss
        • Portals (Optional)—JBoss Portal, Liferay
        • Choose the Suitable Software for Your Installation
      • Installing on Microsoft Windows
        • Requirements
        • Installation of Community Edition with Tomcat and MySQL
        • Using HSQL or MySQL Database
        • Installation Folder Structure
        • Starting and Stopping the Alfresco Application as a Service
        • Starting and Stopping Alfresco as a Console Application
      • Installing on Linux
    • Introduction to the Web Client
      • Log in to Alfresco as Administrator
      • Screen Layout
        • Tool bar
        • Shelf
        • Breadcrumbs
        • Header
        • Detail
      • Administration Console
        • User and Group Management
        • Category Management
        • Data Management
        • System Information
    • Getting Started with Content Creation
      • Create Space
      • Create Content
      • Create a Link to Content
    • Summary
  • Chapter 3: Planning
    • Follow Best Practices
      • Finalize Requirements and Scope of Implementation
      • Start with Documentation
      • Define Security for Groups and Not for Individuals
      • Create Various Use Cases for Testing
      • Identify Data to be Migrated
      • Define Development, Staging, and Production Set up
      • Refer to the Alfresco Wiki, Forums, and Bug-Tracking Systems
      • Contribute Back to the Community
    • Start with Basic Configuration
      • Extend Alfresco Configuration
        • Default Configuration Files
        • Alfresco Extension Folder
        • Configuration Approach
        • Packaging and Deploying Java Extensions
      • Install the Enterprise License File
      • Change the Default Administrator Password
      • Configure Relational Database
      • Configure Email
        • From Email Address
      • Configure Log Files
      • Configure CIFS Desktop Actions
      • Configure Default Logos
      • Customize Look and Feel using CSS
      • Configure Multilanguage Support
    • Create a Blueprint for Your Application
      • Enterprise Intranet as a Theme
      • Features You are Going to Implement
    • Summary
  • Chapter 4: Implementing Membership and Security
    • Alfresco Membership and Security Model
      • Users and Groups
      • Permissions and Roles
      • Authentication
      • How is Security Imposed in Alfresco?
    • Manage System Users
      • Create a Space for All Users
      • Create New Users
      • Search for Existing Users
      • Modify User Details
      • Deleting a User
    • Individual User Access
      • New User Log in and My Home Page
      • Update Personal Details and Password
    • Manage User Groups
      • Create Groups and Sub-Groups
      • Add Users to a Group
      • Remove Users from a Group
    • Extend Security Permissions and Roles
      • Default Permissions
      • Default Roles
      • Create a Custom Role
    • Secure Your Spaces
      • User Roles on a Space
      • Invite Users to Your Space
      • Define and Secure Your Spaces
    • Secure Your Content
      • User Roles for Content
      • Invite Users to Your Content
    • Choosing the Right Security Model for You
      • Use Alfresco Out-of-the-Box Membership System
      • Configuring LDAP for Centralized Identity Management
      • Configuring NTLM for Single Sign-on
    • Migrate Existing Users to Alfresco
      • Using Command-Line Scripts to Bulk Upload Users
      • Bootstrapping the Alfresco Repository with Pre-Defined User Data
      • Using the Web Services API to Create Users
    • Summary
  • Chapter 5: Implementing Document Management
    • Managing Spaces
      • Space is a Smart Folder
      • Why Space Hierarchy is Important
      • Edit Space
        • Edit Space Properties
        • Delete a Space and Its Contents
        • Move or Copy a Space Using the Clipboard
        • Create a Shortcut to a Space for Quick Access
      • Choose a Default View for Your Space
      • Sample Marketing-Project Space Structure
    • Managing Content
      • Create Content
        • Creating Text Documents—HTML, Text, and XML
        • Uploading Binary Files—Word, PDF, Flash, Image, and Media
      • Edit Content
        • Inline Editing of HTML, Text, and XML
        • Upload an Updated Binary File
        • Content Actions
        • Delete Content
        • Move or Copy Content Using the Clipboard
        • Create a Shortcut to Content for Quick Access
      • Managing Content Properties
        • What is Content Metadata?
        • Metadata Extractors
        • Editing Metadata
        • Adding Additional Properties
    • Library Services
      • Versioning
        • Auto Versioning
      • Check-in and Check-out
        • Checking out Documents
        • Checking in the Working Copy
        • Undo Check-Out to Unlock a Document
    • Categorizing Content
      • Managing Categories
      • Adding Categories to Content
      • Search Content by Category
    • Recovering Deleted Content
    • Use Network Drives to Manage Content
      • CIFS
        • Mapping the Drive
        • Drag-and-Drop Documents in Alfresco through CIFS
        • Check out and Check in Documents in CIFS
      • FTP
      • WebDAV
    • Data Dictionary and Space Templates
      • Data Dictionary Space
      • Space Templates for Reusable Space Structure
        • Create a New Space Template for Reuse
        • Use an Existing Space Template to Create a New Space
    • Migrating Existing Content into Alfresco
      • Drag-and-Drop Content to a Network Drive
      • Using the Web Services API to Migrate Content
      • ACP Generator Bulk Upload Utility
    • Summary
  • Chapter 6: Implementing Business Rules
    • Using Business Rules on Spaces
      • Organize Documents Automatically
      • Run Rules in the Background to Improve Performance
      • Dynamically Add Properties to a Document
      • Automatic Versioning of Documents
      • Send Notifications to Specified People
      • Chaining All the Business Rules
    • Built-In Business Rules
      • How these Business Rules Work
      • How the Conditions are Checked
      • What Actions are Executed
      • When are these Rules Triggered?
    • Applying Business Rules to Individual Content
      • Removing an Aspect from Content
    • Handling Content Transformations
      • Transforming a Word Document to a PDF
      • Resizing and Transforming Images
      • OpenDocument Format
        • Converting Microsoft Office Documents to ODF
      • Built-In Transformations
    • Executing JavaScript as Business Rules
      • Use Built-In JavaScript Files as Actions
      • Extend Business Rules with Custom JavaScript
        • Set up Website Space
        • Create Custom JavaScript
        • Execute Custom JavaScript as a Business Rule
      • JavaScript API
    • Scheduled Actions
      • Example to Publish Effective Content to Production
      • XML Configuration File for Scheduled Actions
        • The cron Expression
    • Summary
  • Chapter 7: Extending the Alfresco Content Model
    • Custom Configuration
      • Default Content Model Configuration Files
      • Custom Content Model Configuration Files
        • Custom Model Context File
        • Custom Model File
        • Custom Web Client Configuration File
      • Hierarchy of Configuration Files
    • A Custom Aspect
      • When Do You Need a Custom Aspect ?
      • Steps to Add a Custom Aspect
      • Define the Custom Aspect
      • Extend the Content Model with the Custom Aspect
      • Configure the Web Client for the Custom Aspect
      • Use the Custom Aspect in a Business Rule
    • Custom Content
      • When Do You Need a Custom Content Type?
      • Steps to Add a Custom Content Type
      • Define the Custom Content Type
      • Extend the Content Model with the Custom Content Type
      • Configure the Web Client for the Custom Content Type
      • Add Custom Content
      • Create a Press Release as HTML Content
      • Create Business Rules Targeting a Custom Content Type
    • Custom Associations
      • When Do You Need an Association?
      • Define Custom Associations
      • Use the Custom Associations
      • Presentation Template for Custom Content Type
      • Sample Extensions
        • Handling Publishing Material
        • Handling Translations
    • Full Auditing
      • Controlling Audit Information
      • Simple Audit Template to Display Audit Information
    • Summary
  • Chapter 8: Search
    • Search Overview
      • Full-Text Search
      • Boolean Search
      • Search File Names Only
    • Advanced Search
      • Search by Content Location
      • Search by Content Category
      • Search by Content Properties
    • Extending the Search Form
      • Configure the Web Client User Interface
      • Search Custom Content and Properties
    • Using a Saved Search as a Report
      • Define Complex Search Criteria
      • Save Search Criteria as a Public or Private Report
      • Reuse the Saved Search
    • Configuring the Alfresco Search Engine
      • The Theory behind the Search Engine
      • Limit Search Results
      • Indexing Properties
      • Configuring Lucene in Alfresco
    • Summary
  • Chapter 9: Implementing Workflow
    • Introduction to the Alfresco Workflow Process
    • Simple Workflow
      • Out-of-the-Box features
      • Define and Use a Simple Workflow
        • Identify Spaces and Security
        • Define Workflow Process
        • Add Simple Workflow to Items
        • Send Notification to the Manager for Approval
        • Test Simple Workflow
      • Email Notification Templates
      • Implementing Complex Workflows
    • Advanced Workflows
      • Out-of-the-Box Features
      • Workflow User Interactions
    • Adhoc Task-Based Workflow
      • Start an Advanced Workflow
        • Select Adhoc Task from the List of Predefined Workflows
        • Select Due Date, User, and Resources
        • Workflow Information in the Document Details Page
        • View Status or Cancel Workflow
      • Adhoc Activities as seen by the Assignee
        • List of My Tasks To Do
        • Reassign an Adhoc Task
        • Manage an Adhoc Task
        • List of My Completed Tasks
      • Further Adhoc Activities by the Workflow Initiator
    • Review and Approve Workflow
      • Activities by the Assignee
    • Creating Custom Advanced Workflows
      • Display of Workflow Definition Diagrams
    • Summary
  • Chapter 10: Collaboration and Syndication
    • Using Alfresco as a Collaborative Framework
    • Discussion Forums for Collaboration
      • Forum Space
      • Create Discussion Forums in a Forum Space
      • Create Topics in a Forum
      • Replying to Topics
      • Departmental Forums and Security
      • Define Forums for Groups within a Department
    • Interdepartment Collaboration Using Spaces
      • Manage Space Users
      • Space Collaboration Using Emails
      • Start a Discussion on a Specific Space
    • Content Collaboration
      • Start a Discussion on Individual Content
      • Owner Invites Individuals to Collaborate on Content
    • RSS Syndication
      • Enabling RSS Syndication
      • Using RSS Feeds
      • RSS Templates
    • Summary
  • Chapter 11: Customizing the User Interface
    • Configuring the Web Client
      • Configuring Space Views
      • Applying a Custom View on a Space
      • Configuring Forum Topics Sort Direction
      • Adding a Custom Icon to a Space
      • Configuring HTML Links to Appear in the Web Client
      • Adding Custom Menu Items
    • User Configurable Dashboards
      • Choosing My Alfresco Dashboard as Start Location
      • Configuring Your Personal Dashboard Using the Wizard
        • Step One — Select Layout
        • Step Two — Select Components
      • Writing Custom Dashlets
        • Create a Custom Dashlet Script
        • Create a Custom Dashlet JSP
        • Configure the Custom Dashlet JSP in the Web Client
        • Restart Alfresco
        • Use the Custom Dashlet in the My Alfresco Dashboard
      • A FreeMarker Dashlet from the Repository
    • Presentation Templates
      • The FreeMarker Template Engine within Alfresco
        • Alfresco Objects Available to FreeMarker
        • FreeMarker Template-Node Model API
        • FreeMarker Directives
      • Custom Template to Preview Web Pages
      • Custom Template for XML Content
      • Custom Template for Space Custom View
    • Summary
  • Chapter 12: Maintaining the System
    • Exporting and Importing of Content
      • Alfresco Content Package (ACP)
      • Export and Import of Space Content
        • Export of a Department Space using the Web Client
        • Import of a Department Space using the Web Client
      • Export and Import of the Complete Repository
        • Export via the Alfresco Web Client Administration Console
        • Bootstrap the Destination Repository from ACP Files Exported from Full Export
      • Using Business Rules to Import Data
      • Using Command-Line Tools
        • Export Tool
        • Import Tool
    • Data Backup
      • List of Items for Backup
        • Content Stored in the File System
        • Metadata Stored in the Relational Database
        • Customization Files
        • Membership Data
        • Log Files
      • Back-up Frequency
      • Backup is Based on Alfresco Deployment
        • Alfresco Deployed as Repository Application Server
        • Alfresco Deployed as Clustered Repository Server
        • Alfresco Deployed in Hot Backup Mode
    • General Maintenance Tips
      • Regular Maintenance of Deleted Items
      • Examine Log Files
      • Reset the Administrator Password
      • Reset the Complete Repository Data
    • Upgrading to New Versions of Alfresco
      • Upgrading to a Minor Release
      • Upgrading to a Major Release
    • Summary
  • Chapter 13: Implementing Imaging and Forms Processing
    • Introduction
      • Electronic Imaging and the Paperless Office
      • Forms Processing
      • Alfresco for Imaging and Forms Processing
    • Example Imaging Solution with Workflow
      • Set up Space and Security
      • Business Rule to Extract Important Metadata
      • Transform Documents to the Required Format
      • Define the Workflow Process
      • Connect a Scanner to a Network Folder
      • Bulk Upload Scanned Documents into the Repository
    • OCR Integration
      • Intelliant OCR-Alfresco Bundle
    • Integration with Kofax Ascent Capture
      • Kofax Release Script Configuration
      • Release Script Functionality
    • Integration with an eCopy-Enabled Scanner
    • Summary

Munwar Shariff

Munwar Shariff, as a co-founder and Chief Technology Officer at CIGNEX Datamatics, brings over 20 years of industry experience and proven technical leadership. He oversees the enterprise architecture solution team and provides strategic planning to achieve business goals by identifying and prioritizing technology-based services and solutions. Defining initiatives and setting timetables for the evaluation, development, and deployment of pioneering technologies are his areas of expertise.

He is an entrepreneur, open source technologist, and author of the following four technical books:

  • Plone Live
  • Implementing Alfresco
  • Alfresco3 WCM
  • Alfresco3 ECM

He contributes to the open source community by journaling submissions on open source CMS, and has been a featured speaker at AIIM USA, JBoss World, DAM Conference, Plone Conference, Linux World, Gilbane, CTC, Yahoo OSCMS, Saudi Government, and CA World.

Munwar has also served on board at the Plone Foundation and is currently a board member at CIGNEX Datamatics.

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Submit Errata

Please let us know if you have found any errors not listed on this list by completing our errata submission form. Our editors will check them and add them to this list. Thank you.


- 4 submitted: last submission 21 May 2013

Errata type: Typo | Page number: 2

In the paragraph that begins "Chapter 2 provides", there exists the extra word "to" in the sentence. It reads ...provides valuable tips on how to to choose the right installation"


Errata type: typo | Page number: 3

In the paragraph beginning "Chapter 12" it reads "...explains how to content easy to find by using search,...". This should read something like "...explains how to easily find content by using search,..."


Errata type:technical | Page number: 116

The Tomcat location is WEB-INF not web-inf


Errata type: Typo | Page number: 270

Under the title of "The Workflow Process" there is an example of implementing a "Home Load Document Workflow". That should read "Home Loan Document Workflow".


Sample chapters

You can view our sample chapters and prefaces of this title on PacktLib or download sample chapters in PDF format.

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What you will learn from this book

This book will take you through the complete cycle of planning, implementing and customizing your ECM installation. Among the many topics covered are:

  • Working with users and membership accounts, including LDAP integration
  • Using Alfresco as a Smart document repository; working with automatic version tracking and control, and accessing the repository from the Web, shared network folders, or FTP
  • Making content easy to find using search, content categorization, and metadata
  • Automating document management tasks with business rules and complete workflows
  • Working together using Alfresco's collaboration and syndication features to create effective working groups
  • Customizing the user interface, creating your own dashboard layouts; presenting content in custom ways relevant to your business

Chapter 1:
Introduction to Alfresco
Chapter 2: Installing and getting started with Alfresco
Chapter 3: Planning
Chapter 4: Implementing Membership and Security
Chapter 5: Implementing Document Management
Chapter 6: Implementing Business Rules
Chapter 7: Extending the Alfresco Content Model
Chapter 8: Search
Chapter 9: Implementing Workflow
Chapter 10: Collaboration and Syndication
Chapter 11: Customizing User Interface
Chapter 12: Maintaining the System
Chapter 13: Implementing Imaging and Forms Processing

In Detail

Alfresco offers true Enterprise Content Management (ECM) and aspires to be "Documentum fast and free", and was founded by a former Documentum executive. Alfresco can store a wide range of digital content in flexible, smart "spaces". Content is accessible through a web interface, shared network folders, FTP, WebDav, and other methods.

Users can set up Alfresco to process content in certain ways, according to business rules and workflow requirements. It can also apply version control to documents automatically, making it easy and safe to collaborate and update documents.

Alfresco is regarded as the most powerful open-source enterprise content management system. Using Alfresco, administrators can easily create rich, shared content repositories. This book shows you how to unleash this power to create collaborative working systems in your enterprise.

This well-crafted and easy-to-use book is a complete guide to implementing enterprise content management in your business using Alfresco. It guides you through creating smart, collaborative content repositories, and shows how to use Alfresco to create more elegant document sharing, better collaborative working, and reliable automated workflow processes.


Munwar Shariff is an experienced software trainer for CIGNEX Inc. He has trained many users, administrators, and developers in Alfresco and many other systems. This book distils the hands-on approach of his training courses into a concise, practical book. The emphasis is on getting up and running fast and discovering the scope and power of Alfresco incrementally through practical discovery.

Who this book is for

This book is designed for system administrators, experienced users or developers who want to install and use Alfresco in their teams or businesses. Because Alfresco is free many teams can install and experiment with its ECM features without any upfront cost, often without management approval. The book assumes a degree of technical confidence but does not require specialist sysadmin or developer skills to get a basic system up and running.

Alfresco is particularly suitable for IT consultants who want or need to set up a flexible enterprise content management system for their clients, be that for demonstration, development, or as a mission-critical platform. This book gets you to that result quickly and effectively.

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