Alfresco Enterprise Content Management Implementation Table of Contents

Table of Contents

• Preface

• 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

• Index