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Page 1 of 12  Alfresco CMS claims to be "The Open Source Alternative for Enterprise Content Management". It offers Enterprise Content Management (ECM) - Document Management, Collaboration, Records Management, Knowledge Management, Web Content Management and Imaging using technologies such as Spring, Hibernate, Lucene, standards such as JSR-168, JSR-170, Web Services and Java Server Faces.
In the book "Alfresco Enterprise Content Management Implementation" from Packt, author Munwar Shariff looks at "How to Install, use, and customize this powerful, free, Open Source Java-based Enterprise CMS". Below is Chapter 5 from the book. Visit the Packt site to get more information on this book.
In the book "Alfresco Enterprise Content Management Implementation" from Packt, author Munwar Shariff looks at "How to Install, use, and customize this powerful, free, Open Source Java-based Enterprise CMS". Below is Chapter 5 from the book.
Implementing Document Management
This chapter "Implementing Document Management" introduces you to the basic features of creating and managing content in Alfresco. Using Alfresco, you can manage any type of documents such as HTML, text, XML, Microsoft Office documents, Adobe PDF, Flash, scanned images, media, and video files. You will also learn about the concepts of creating and using categories and smart spaces. This chapter also focuses on the most important aspect of adopting a new enterprise content management system, which is migrating the existing data and using it effectively.
By the end of this chapter you will have learned how to:
Create spaces and fill them with documents
Automatically control the document versioning
Lock, check-in, and check-out the documents
Categorize content to facilitate searching
Recover deleted content
Create and use space templates
Access documents in the Alfresco repository from your web browser, or a networked drive, FTP, or WebDAV
Migrate existing documents to Alfresco
Managing Spaces
A space in Alfresco is nothing but a folder, which contains content as well as
sub-spaces. Space users are the users invited to a space to perform specific actions such as editing content, adding content, discussing a particular document, etc. You need to have the administrator, contributor, collaborator, or coordinator role, on a space to create sub-spaces. Similarly you need to have the administrator, editor, collaborator, coordinator role, to edit space properties. For more information about user roles on a space, refer to Chapter 4.
Space is a Smart Folder
Space is a folder with additional features such as security, business rules, workflow, notifications, local search, and special views. These additional features that make a space a smart folder are explained below:
Space Security: You can define security at the space level. You can specify a user or a group of users who may perform certain actions on content in a space. For example, on the Marketing Communications space in Intranet, you can specify that only users of the marketing group can add the content and others can only see the content.
Space Business Rules: Business rules such as transforming content from Microsoft Word to Adobe PDF and sending notifications when content gets into a space can be defined at space level.
Space Workflow: You can define and manage content workflow on a space. Typically, you will create a space for the content to be reviewed, and a space for approved content. You will create various spaces for dealing with the different stages the work flows through, and Alfresco will manage the movement of the content between those spaces.
Space Events: Alfresco triggers events when content gets into a space, or when content goes out of a space, or when content is modified within a space. You can capture such events at space level and trigger certain actions such as sending email notifications to certain users.
Space Aspects: Aspects are additional properties and behavior, which could be added to the content, based on the space in which it resides. For example, you can define a business rule to add customer details to all the customer contract documents in your Intranet's Sales space.
Space Search: Alfresco Search can be limited to a space. For example, if you create a space called Marketing, you can limit the search for documents within Marketing space, instead of searching the entire site.
Space Syndication: Space content can be syndicated by applying RSS feed scripts on a space. You can apply RSS feeds on your News space, so that other applications and websites can subscribe for news updates.
Space Content: Content in a space can be versioned, locked, checked-in and checked-out, and managed. You can specify certain documents in a space to be versioned and others not.
Space Network folder: A space can be mapped to a network drive on your local machine enabling you to work with the content locally. For example, using the CIFS interface a space can be mapped to the Windows network folder.
Space Dashboard View: Content in a space can be aggregated and presented using special dashboard views. For example, the Company Policies space can list all the latest policy documents that have been updated during the past one month or so. You can create different views for the Sales, Marketing, and Finance departmental spaces.
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