Alfresco 2.

1 Getting Started with Document Management

Version 1.0

Version 2.1

Getting Started with Document Management

Copyright (c) 2007 by Alfresco and others.

Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Alfresco. The trademarks, service marks, logos or other intellectual property rights of Alfresco and others used in this documentation ("Trademarks") are the property of Alfresco and their respective owners. The furnishing of this document does not give you license to these patents, trademarks, copyrights or other intellectual property except as expressly provided in any written agreement from Alfresco. The United States export control laws and regulations, including the Export Administration Regulations of the U.S. Department of Commerce, and other applicable laws and regulations apply to this documentation which prohibit the export or re-export of content, products, services, and technology to certain countries and persons. You agree to comply with all export laws, regulations and restrictions of the United States and any foreign agency or authority and assume sole responsibility for any such unauthorized exportation. If you need technical support for this product, contact Customer Support by email at support@alfresco.com. If you have comments or suggestions about this documentation, contact us at documentation@alfresco.com. This edition applies to version 2.1 of the licensed program.

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Version 2.1

Getting Started with Document Management

Contents
Introduction .......................................................................................................................................1 Important Notes ............................................................................................................................1 Typographic Conventions .................................................................................................................2 Starting with Alfresco ........................................................................................................................3 Toolbar ......................................................................................................................................3 Sidebar ......................................................................................................................................4 Working Area.............................................................................................................................4 Logging In.....................................................................................................................................5 Adding New Users ............................................................................................................................6 Home Spaces ...............................................................................................................................7 Creating Spaces and Content ..........................................................................................................8 Creating a Space..........................................................................................................................8 Creating and Editing Content in a Space ...................................................................................10 Managing Content Item Details ..................................................................................................12 Working with Space Templates ......................................................................................................14 Building Smart Spaces ...................................................................................................................16 Creating Content Rules ..............................................................................................................16 Adding a Content Versioning Rule .............................................................................................17 Setting the Conditions .............................................................................................................18 Defining the Actions ................................................................................................................18 Selecting the Rule Type ..........................................................................................................19 Adding Simple Workflow Rules ..................................................................................................20 Requesting Draft Approval ......................................................................................................20 Publishing the Approved Content............................................................................................21 Moving Content via the Clipboard ..............................................................................................22 Collaborating with Other Users.......................................................................................................23 Editing Content in a Collaborative Space .......................................................................................25 Checking out a content item.......................................................................................................25 Checking in a Content Item ........................................................................................................26 Version History ...........................................................................................................................27 Sending Content for Review...........................................................................................................28

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Getting Started with Document Management

Uploading and Transforming Content.............................................................................................29 Categorizing Content and Advanced Search .................................................................................31 Searching for Categorised Content............................................................................................32 Forums and Discussions ................................................................................................................34 Creating a Forum .......................................................................................................................34 Creating a Topic ......................................................................................................................35 Discussions ................................................................................................................................36 Summary ........................................................................................................................................37

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which is a collaborative space that uses rules to simplify the handling.com/wiki/ 1 .alfresco.Version 2.1 ECM platform offering. If you have any issues in the installation.1 Getting Started with Document Management Introduction This Document Management Product Evaluation Guide is to: • Introduce the basic concepts of an overview tutorial of the Alfresco™ Document Management solution to accompany the download of the system available at: http://dev. you can find help in the Alfresco Forums at: http://forums. make sure that your system has been installed properly.com/ Alfresco also recommends reviewing and keeping up-to-date on the latest around the Document Management offering on our Developer Wiki.alfresco.alfresco.alfresco. Important Notes Before starting.1 release and walk through this guided product evaluation guide to familiarize yourself with the Document Management features of Alfresco’s 2. The installation is fast and easy for either Microsoft Windows® or Linux. please use the following link: http://wiki.com/products/ecm/tour/’ Demonstrate how to set up and configure Alfresco for managing your documents Showcase a Smart Space. management and transformation Show how to use additional properties and categories to organize and find content Create and manage a forum Collaborate with your colleagues • • • • • Alfresco recommends you download the Alfresco 2. To bookmark this page for easy reference.com/downloads/. You can also access an online demo by going to: http://www.

1 Getting Started with Document Management Typographic Conventions The following typographic conventions are used in this Product Evaluation Guide: Formatting Convention Bold Blue Italicized Bold Italics Type of Information Navigation. Folder names within the Alfresco web client Important information to note “Quoted Text” Captioned Text 2 . and Action links in the Alfresco web client Links in the sample website Filenames and path references in the Alfresco sample website and source files. Also used for labels within Alfresco forms.Version 2. Menu.

depending on who you are. If you are logged in as: Guest: User: Administrator: You have access to Home Space or your My Alfresco Dashboard You also have access to the Company Home and Guest Home You also have access to User Options and the Administration Console The toolbar also lets you: • Access the Search and Help capabilities 3 . This space can be used to hold any content that you would like to be available to anyone who has access to your Alfresco server.Version 2.1 Getting Started with Document Management Starting with Alfresco When you open your browser to Alfresco for the first time. There are three main areas in the Alfresco user interface: • • • Toolbar along the top Sidebar at the left Working area at the right Toolbar The toolbar contains navigation button. you are taken to the Guest Home.

Shortcuts.Version 2. Recent Spaces. find. and openSearch. For information views. Sidebar The Sidebar contains a number of different features to help you navigate. as well as who you are. Working Area The working area changes depending on what information you are looking at or what task you are performing. there is a summary area along with actions or alternative views. The top of the working area will always have a navigation breadcrumb that allows you to jump to any part of the breadcrumb path. and work with content such as the Navigator.1 Getting Started with Document Management • • You can also hide and show the Sidebar using the icon to the left of the Help icon View information about Alfresco CMS by clicking on the Alfresco logo. The details and options also change depending on what you are looking at and doing. 4 . Clipboard.

1 Getting Started with Document Management Logging In If you want to add and create content you must to log in.Version 2. When Alfresco is installed. it creates an administration user called ‘admin’ with a default password of ‘admin’. Click the Login link to access the Administrator Dashboard and click Company Home in the toolbar to go to the Company Home. 5 .

1 Getting Started with Document Management Adding New Users Before adding some new users and defining their own personal working spaces. When Alfresco is installed. a User Home space is created automatically to contain all user home spaces. To add a new user. including the pre-configured ‘admin’ account. icon (Administration Console) on the toolbar. Click Show All to list the current users.Version 2. you will organize the repository and where user home spaces live. click the Administration Console. This opens the Click Manage System Users and you will be presented with the Manage System Users pane. Click Create User in the header to open the New User Wizard. 6 .

Bob Smith and his home space.Version 2.1 Getting Started with Document Management Home Spaces Specify the person properties. Assign the name of the user’s home space and location. and displays him in the user list. using “Bob Smith” again. For this example. 7 . using “Bob Smith” and click Next. Specify the user properties. use the default home space location ‘User Homes’ created during installation and name it “Bob Smith”. This creates the new user. Click Next to see a summary of the details and click Finish. Create another user named ‘Joe Bloggs’ for use later on.

8 . Select Create Space from the Create menu in the header. Click Logout from the toolbar and log in using the details for Bob Smith.Version 2. Creating a Space Before adding content. The Create Space pane displays. For this example. Click My Home in the sidebar to create a sub-space and add content. Type “My web documents” as the space name. Optionally. You are taken to your My Alfresco Dashboard by default.1 Getting Started with Document Management Creating Spaces and Content You can now log in as a user. create a sub-space called ‘My web documents’ for HTML files. organise your home space into categories that meet your business needs (including collaboration). you can specify other information and an icon for more detail about the space.

Your home space displays with the new space listed.1 Getting Started with Document Management Click Create Space. 9 .Version 2. Now you can create web content directly in the browser. (Refresh) icon next to the Navigator header in the sidebar to synchronise the Click the navigator bar.

including text formatting and images. You can modify them. Click Next to display the Enter Content pane and add the following example web page. The Create Content wizard starts.htm” as the file name.1 Getting Started with Document Management Creating and Editing Content in a Space Open the ‘My web documents’ space (click the icon or the name).Version 2. Note that the remaining general properties are populated by default. Type “newfile. 10 . Select Create Content from the Create menu.

OK is not enabled until they have been completed. 11 .1 Getting Started with Document Management Click Next for the summary page. It becomes active when there is enough information to complete a task. The Modify Content properties page displays. Review the properties and add new ones if you like. Any additional steps are optional. Click Finish. Click OK to save the properties and return to the ‘My web documents’ space with the new file displayed. These properties vary for different Types and Smart Spaces. Note that the Finish button is also active. with the full set of properties.Version 2. If there are any required properties.

1 Getting Started with Document Management Managing Content Item Details You can view the details (properties and meta-data) of a content item at any time. Click the Modify icon on the top right of the Properties panel. Click the icon (View Details) in the top right of this pane to display the Details page with the Properties panel expanded. If you are not sure which icon does what action. hover your mouse over the icon and a tool tip displays its name. 12 .Version 2. Click to the right of the content item to display the details.

1 Getting Started with Document Management Click the View In Browser link in the Links panel to view or download the through the browser. You can also download the content to your local disk as a file by selecting the content icon or name in the space browser.Version 2. 13 .

Select the Software Engineering Project template from the list and click Next to specify the space details. In this scenario. 14 . Select Advanced Space Wizard from the Create menu.1 Getting Started with Document Management Working with Space Templates You can use templates that you create or Alfresco provides to accelerate the set up of a space and for ensuring consistency across multiple spaces. Type “Project Voodoo” as the Name.Version 2. Part of the requirements you have for this space are provided by a template. The Create Space Wizard page displays. Step Two – Space Options displays which enables you to select a template for this space. approve. Select Using a template and click Next. and publish documents. Navigate to your home space (you can use the breadcrumb or click My Home on the toolbar). you will set up a project space with multiple sub-spaces in which you will collaborate with other team members to create.

1 Getting Started with Document Management Click Finish to return to the My Home space where the Project Voodoo documentation is now listed. 15 .Version 2.

Creating Content Rules You are going to create a few rules in the Project Voodoo Documentation space to: • • Add content versioning because multiple authors will collaborate on the documents Set up a simple workflow that allows the documents to progress through these spaces To add a rule. Rules are applied when content comes in or out of a space and may also apply to content directly in the space or in sub-spaces. the space where a document will be created. A rule is made up of three main elements: • • • The conditions on the content for the rule to match The actions that are performed on the content The type of rule it is Any number of conditions and actions may be defined in a rule. Open the Drafts space. These rules can be used to provide creative solutions to automation and management of content. navigate to the Project Voodoo Documentation space. 16 .Version 2.1 Getting Started with Document Management Building Smart Spaces One of the key benefits of Alfresco is the ability to define rules that affect content within a space. There are four sub-spaces to contain the documents in different stages of completion. as well as a space with sample content.

select Manage Content Rules from the More Actions menu. click Create Rule to open the Create Rule Wizard.Version 2. The Content Rules pane appears.1 Getting Started with Document Management In the space header. 17 . Adding a Content Versioning Rule In the header.

Defining the Actions Click Next to define the actions. Click Set Values and Add. The condition displays in the Summary list. Select Add aspect to item from the Select Action list.Version 2. select All Items so the action is performed on any content added to the space.1 Getting Started with Document Management Setting the Conditions The first step allows defines the conditions that are applied to the content before the action is performed. Click Add to List to set the condition. In the Select Condition list. 18 .

The options are: • • • Inbound . This allows you to choose what type of rule it is. Click Next to review the summary.The actions occurs when content is updated in the space. type “All versioned” as the title. Select Inbound from the Type menu.The action occurs when content is moved or deleted from the space Updated .The action occurs when content is copied. when the rule gets tested. Selecting the Rule Type Click Next to move to Step Three – Enter Details. and optionally. that is to say. select Versionable from list as the required feature and click OK.Version 2.1 Getting Started with Document Management In the Set Actions Values section. created or added to the space Outbound . 19 . a description.

Select to Move the item to the ‘Pending Approval’ space. 5.1 Getting Started with Document Management Verify the information you have specified and click Finish and the rule displays on the Content Rules page. 8. Click Create Rule in the header and add a rule using the following information. 4. 20 . 1. 3. Adding Simple Workflow Rules The workflow rules move the content item through the spaces. 6. 2. Select the Condition – All Items. • • Request Approval . Specify the type – Inbound. You will create the following rules. Select the Action – Add simple workflow to item. Select No as the Reject Flow step.Version 2.Move from ‘Draft’ to ‘Request Approval’ space Publish – move from ‘Request Approval’ to ‘Publish’ space Requesting Draft Approval You also want to create a rule that applies a simple workflow to content in this space. Specify the Title – “Add simple workflow”. based on specific criteria. 7. Click Finish to complete the wizard. Specify the Approve Flow Step Name – “Request approval”.

3. Select to Move the item back to the ‘Drafts’ space. Select Yes as the Reject Flow step and name it “Reject”. Select Manage content rules to define a simple workflow rule: Click Create Rule and use the following information: 1. 5. 4. Specify the title – “Add simple workflow”. Select the Condition .Version 2. since content has moved from the ‘Drafts’ space where it will have already been versioned. Specify the type – Inbound. you need to add some content. To see these rules in action. 21 . Select to Move the item to the ‘Published’ space. Select the Action – Add simple workflow to item. 8.All items. 2. Specify the Approve Flow Step Name – “Publish”. navigate to the ‘Pending Approval’ space to add the next step in the workflow. There is no need to add a rule to make all content versioned.1 Getting Started with Document Management Publishing the Approved Content Now that you have finished defining rules on the ‘Draft’ space. 6. 9. 7. Click Finish to complete the wizard.

indicating that the document was successfully added to the clipboard. This pastes a new copy of the document in the ‘Drafts’ space and the contents of the clipboard are removed. The clipboard contents are not retained over login sessions. so if you cut some content and then log out. the content stays where it was originally.html’ document. and then select Copy from the list. A message displays. You can also paste items as ‘Links’. Navigate to the ‘Samples’ space within the Project Voodoo ‘Documentation’ space Click the icon (More Actions) associated with the ‘system-overview. but can have a different name and description. 22 .1 Getting Started with Document Management Moving Content via the Clipboard There is a sample software overview document created as part of the template you are using. If the content is Cut. icon beside the Navigator header in the sidebar and select Shelf to view the Click the clipboard contents. Navigate to the ‘Drafts’ space. a reference to it is placed in the clipboard and the content remains in its original place until you Paste it in the new location. Use this document to test the rules. Click the icon (More Actions) in the header and select Paste All from the list.Version 2. which creates an item that points to another space or content.

Type “Joe” as the person you want to invite and click Search. Click Invite on the top right of the header to invite a user to the space.1 Getting Started with Document Management Collaborating with Other Users To work with other users on this project. This opens a page to select the users and the role they can play in the space. This displays users with permission to work on content in Drafts.Version 2. select “Consumer” as his role. Select Manage Space Users from the More Actions menu in this space. Select “Joe Bloggs” from the results list. invite them to the ‘Drafts’ space. 23 .

1 Getting Started with Document Management Click Add to List. As you haven’t configured email. Click Close to return to the ‘Drafts’ space. 24 .Version 2. select No and click Finish. Click Next and you are given the option to send the invited users an email telling them about being invited.

now containing two items. you want to ensure that only one person modifies it at a time by checking it out. so may have created a specific folder in their home space for working copies. When you check it in. You are going to keep the working copy in the current space. This creates a working copy and locks the original. You are given the choice of checking out the working copy to the same space as the original. it overwrites the original item with the working copy and unlocks it.html’. Click Check Out and you can choose to download the content for editing in some other program. Checking out a content item Click the (Check out) icon for ‘system-overview.1 Getting Started with Document Management Editing Content in a Collaborative Space With multiple authors collaborating on the content. 25 . with one appended with (working copy).Version 2. Some people like to work with one space that contains all their current work-in-progress. Click OK to return to a view of the space. or any other space.

The only way you can modify it is to check in or undo the check out on the working copy. hover the mouse over the lock icon on the original item. Any modifications you make can be uploaded to the working copy by selecting Update from the associated with the working copy file without the need to check in. If you are not the person who checked the document out. 26 . and click Check In. Once saved. It displays the author who is currently editing the item. icon (More Actions ) Click the icon (Check In) associated with the content item.1 Getting Started with Document Management Checking in a Content Item The icon (lock) displayed beside the original content item lets you know that it cannot be modified. identify where the updated version of the content is. Take a copy of the content onto the desktop and work with it offline. First you are going to edit the document and add some minor changes to the text.Version 2. You can specify any notes on the modifications you have made. you can check in the content.

previous iterations are available in the version history. 27 .Version 2. You will also see current version listed.html’ and expand the Version History pane. Click the icon (View Details) for ‘system-overview.1 Getting Started with Document Management Version History As the content is versioned.

28 . Another rule could have been defined to send an email alert to the reviewers of this document.1 Getting Started with Document Management Sending Content for Review Now that the content has been completed. The BPM-based workflow creates tasks for users to complete. Any workflow steps that are available for an item of content are shown in its actions. either from the or from the icon (View Details) associated with the content item. Click the icon (More Actions) again and you can see the Publish and Reject workflow steps you created as a rule. This moves the content item to the Navigate to the ‘Pending Approval’ space where you can see the ‘system-overview. This goes beyond the Simple Workflow folder-based method of sending content for review.Version 2.html’ content. it can be sent for review. with these showing up in the user’s My Tasks To Do Dashboard Component. Select Request Approval from the ‘Pending Approval’ space. icon (More Actions) icon (More Actions). allowing content to remain where it is while complex workflows can operate on it. Alfresco also has integrated Business Process Management (BPM) capability. Select Publish to move the content on to the ‘Published’ space.

2.Version 2. Set the Condition value . However.pdf. To use the text. 1. Specify the Type – Inbound. you want to use some marketing content in a technical document. define a transformation rule that convert content to a different format.1 Getting Started with Document Management Uploading and Transforming Content In the following scenario. 8. 3. 5. Click Create Rule and complete it using the following information. Select the Action – Transform and copy content to a specific space. the marketing content is in PDF format only. Specify the Title – Transform PDFs. Select the Action Setting – Plain Text. 6. 29 . Navigate to the ‘Drafts’ space in Project Voodoo and select Manage Content Rules from the More Actions menu. 7. 4. Select the Condition – Items which contain a specific value in its name. Select the Destination – Drafts space. Click Finish to complete the wizard.*.

The ‘Drafts’ space now contains two new documents: The PDF file and the text version of it.1 Getting Started with Document Management Now you can upload a file to exercise the rule.PDF file available in the Alfresco installation folder. Click Add Content in Drafts header and browse to the sample . When the message confirming the upload displays. uncheck Modify all properties when this dialog closes and click OK.Version 2. Click Upload. 30 .

In the following example.html’ Expand the Category pane and click Allow Categorization. Navigate to the ‘Published’ space and click the icon (View Details) for ‘system-overview. 31 .Version 2. you can retrieve items that match combinations of constraints. Click Select then click Click here to select a category. Click through the following subcategories: Software Descriptions Main Software Descriptions Select Short System Description.1 Getting Started with Document Management Categorizing Content and Advanced Search Another Alfresco feature is the ability to assign categories to items. Click the Change Category icon in the top right corner of the pane. including categories. Categories are hierarchical. This allows information to be classified in any number of different ways. The first step is to allow the content to be categorized. Click Software Document Classification to view its sub-categories. you are going to add some content to a category and then search for it. With this. so searching for an item in a category will also find anything classified below it.

Version 2. Select Advanced Search from the (Search Options) menu in the toolbar. ensuring you check Include sub-categories. under which you can search for a content item. Searching for Categorised Content You can now use the Advanced Search to find this content. including categories. The Advanced Search provides multiple criteria. Expand the Show me results in the categories pane Select Software Descriptions as the category. 32 .1 Getting Started with Document Management Click OK. Click Add to List and click OK.

For this example. Click Search. You can also include other options for the search. such as the kind of document you are looking for.Version 2. there is only one document that matches this criteria: ‘systemoverview.1 Getting Started with Document Management Click Add to List then click OK. 33 . or a range of dates for its creation or modification.html’.

34 . Click Create Forum Space. A forum space can contain any number of forums. Name the space “Open Source Content Management”. Select Create Forum from the Create menu and name the forum “Projects”. Click My Home on the toolbar. Forums contain topics of discussion and topics contain posts from different users. Click Create Forum.Version 2. Open the ‘Open Source Software’ space. Select Create Forum Space from the Create menu.1 Getting Started with Document Management Forums and Discussions Alfresco provides an easy way for people to collaborate using forums and discussions. Create a space From scratch and click Next. You will use a sub forum space to organise your forums. Open the ‘Open Source Content Management’ forum space. or even other forum spaces if wanted. Select Advanced Space Wizard from the Create menu. Creating a Forum The first step is to create a forum space. Select Forum Space and click Next. Name the space “Open Source Software” and click Finish.

or even delete it (the icons on a post determine what actions you are allowed to take). it is always possible to edit and change it. You can choose a different icon for the post to highlight the type of posting. create a topic in the ‘Projects’ forum. the most recent post is at the top. By default. 35 . Now any other user with the right permissions will be able to reply to the post (using the green reply icon).1 Getting Started with Document Management Creating a Topic Next. Open the ‘Projects’ forum. Create a topic for the forum. Click Create Topic. Once a topic is created. Select the Create Topic from the Create menu.Version 2.

the working draft will not have that discussion. 36 . the discussion goes with it. when it is checked in. click the content item.1 Getting Started with Document Management Discussions Discussions are like a forum attached to a piece of content. Where ever the document is moved. However. icon (View Discussions) associated with the If you check out a document that has a discussion. the original content is locked. the discussion is added to the original item with a date stamp. They provide an ideal way to record decisions or annotations about a document without changing the content. but discussions can still continue on it. To view a discussion on an item. While content is checked out. To start a discussion on an item: Identify the item for which you want to have a discussion and select Start Discussion from its icon (More Actions).Version 2. if you start a discussion on a working copy.

with a view to giving you some ideas about the approaches Alfresco takes to managing content. 37 .Version 2. The functionality of the system is being expanded continuously. providing an ever growing list of Enterprise Content Management features.1 Getting Started with Document Management Summary You have meandered around much of the Alfresco system.

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