Contributors’ Guide

Chapter 3 Using LibreOffice's Alfresco Website

v3.org/licenses/by-sa/3. All trademarks within this guide belong to their legitimate owners.0/).org Acknowledgments This chapter is based on the work of the following: David Nelson Jean Hollis Weber Jeremy Cartwright Ron Faile Jr. Based on Alfresco Community .org .0 (c 3335). Contributors Jeremy Cartwright Surat Lozowick Jean Hollis Weber Feedback Please direct any comments or suggestions about this document to: documentation@libreoffice.Copyright This document is Copyright © 2011 by its contributors as listed below.0 or later.libreoffice.4. You may distribute it and/or modify it under the terms of the Creative Commons Attribution-ShareAlike 3. Samphan Raruenrom Publication date and software version Published 18 May 2011. Documentation for LibreOffice is available at www.0 Unported license (http://creativecommons. version 3.

.........................................................................................................................................................................................................................................13 Check Out a document................................................ 12 Submitting a document to review.................................................12 Done editing............................. 14 Proofing a document.............................................................................................................................................................................................................................................................................15 Where to from here?..............................................................................................Contents Copyright................................................................................................................................................................................................................................ 4 Logging in to Alfresco..............................................................................................................................................................................................................11 Adding new content....................................................................................................................................................................................14 Starting a discussion.......................................................................................................................................................................................................................................................11 Editing offline............................................................... 4 The Toolbar....................................................................... 4 The Alfresco Interface....................... 2 Introduction............................................................13 Reviewing a document...................................................................... 6 Navigating through the LibreOffice spaces.............................8 Exploring the Working Area....................................................................................................................6 Initial setup..................................................................................................................... 8 Using the Custom View pane.................. 15 Using LibreOffice's Alfresco Website 3 ...........................10 LibreOffice documentation workflow: Theory................................................................................................................................................................................................................................................ 5 The Alfresco interface: terms................. 4 What is Alfresco?...................................................7 Navigating using the Working Area................................................................................................................................................................... 5 The Working Area......................9 Using the Content Items pane........................................................... 6 Change your password......................... 11 Upload new version.................................................................................................................................10 LibreOffice documentation workflow: Practice.............................................................14 Rejecting a document..................................................................................................13 Submit to Proofing...............................................................................................................................................................................................................................................................................................................................7 Navigating using the Sidebar................................................................................................ 4 The Sidebar.........................

As you grow comfortable with Alfresco. You will be greeted with a login box in the middle of the screen. using the Alfresco content management system. It describes a single way of operating within the Alfresco framework abiding by the LibreOffice workflow.” Impressive. However.org/ . web content management.Introduction This chapter aims to get you familar and working as quickly as possible with the LibreOffice documentation workflow. Enter the user name and password you received from an administrator and click Login. What is Alfresco? Alfresco is a highly customizable. 4 Using LibreOffice's Alfresco Website . but to document. feature-rich ECM (Enterprise Content Management) system. Alfresco is a powerful tool. truly. we are not here to understand Alfresco fully. it is most certain that you will find a way of working that suits you better.libreoffice. Logging in to Alfresco The LibreOffice Alfresco site is located at http://alfresco. From the Alfresco website. “The Alfresco content platform uses flexible. open standards architecture to provide document management. This guide is NOT a definitive description of all that's available with Alfresco. The Alfresco user interface opens. The Alfresco Interface The Alfresco interface has three main components: • • • The Toolbar The Sidebar The Working Area The Toolbar The Toolbar is the strip that runs across the top of the screen. records management and collaboration software to 1100 enterprise customers in 40 countries.

To summarize. Note: If you cannot see the Sidebar.A detailed description of the Toolbar can be found in the Alfresco Help Page under Getting Started/User Interface. A detailed description of the Sidebar can be found in the Alfresco Help Page under Getting Started/User Interface. and are encouraged to do so. You can explore the Sidebar and its features at your leisure. The Working Area Using LibreOffice's Alfresco Website 5 . may not be present for all users) User Profile icon Hide or Show the Sidebar icon Help icon Raise an Issue link Logout (username) link A Searchbar The Sidebar The sidebar runs along the left-hand side of the screen. the components of the Toolbar from left to right are: • • • • • • • • • The LibreOffice logo Links to various spaces Administration Console icon (not shown in image. be sure to click the 'Hide or Show the Sidebar' icon located in the Toolbar.

They can vary depending on which Working Area is being shown. It is a dynamic area that will change based on choices made with the Toolbar and the Sidebar. General Preferences and Management. The Sidebar – The bar that runs along the left-hand side of the screen. My Details. you may wish to do a few housekeeping tasks. this is the are where you will work. Used for navigation. As you use Alfresco. Initial setup The first time you login to Alfresco. Pane – A portion of the Working Area. To do this. A detailed description of the Working Area can be found in the Alfresco Help Page under Getting Started/User Interface. The Working Area – The area that fills most of the screen. select the User Profile icon in the Toolbar. The Alfresco interface: terms • • • • • • The Toolbar – The strip that runs across the top of the screen. We will look at some of them later in this chapter. 6 Using LibreOffice's Alfresco Website . The Working Area is comprised of different panes. The option to change your password is located in the bottom left of the My Details pane. The User Profile and Settings Working Area offers three panes. which leads to the User Profile and Settings page. for example change your password and add more details to your profile.The working area on the right fills most of the screen. Space – An Alfresco-specific term equivalent to directory or folder in other systems. Used for navigation. let's change the password supplied off-list to something that only you know. Change your password As the first order of business. Space Header – The space header caps the Working Area and contains details on the current space and the functions available within the space.

Some of these spaces are for documents in different languages. Notice the Items Per Page field on the right-hand side. Otherwise. and using the Workspace. please do so. which is active. the Finish button becomes active. Both methods begin by clicking Company Home in the Sidebar. we’ll be looking at the English Contant space. which is initially not active. Notice that the Sidebar does not change. Navigating through the LibreOffice spaces You can move around the contents of the LibreOffice spaces in two ways: using the Sidebar. The Working Area changes to show the subspaces in the English Content space. you can Using LibreOffice's Alfresco Website 7 . You can change the number of items displayed in the Workspace. Click Finish to save your changes and return to the User Profile and Settings page. your new password and a confirmation (type new password again). After you correctly enter the information in the Change Password dialog. Here you will find the names of the user guides and other documentation (such as Quick Reference Guides) that we are working on. To the right of that dialog are two buttons: Finish.Clicking that link leads to a screen which prompts for your old password. click on Documentation. if there are more items than will fit on one page. This will open the Company Home space in the Working Area and display several spaces in both the Working Area and the hierarchy of the Sidebar. In the English Content subspace. If you wish to fill in the rest of your details. and Close. You can come back to your profile at any time and add or change the information. Navigating using the Working Area To navigate using the Working Area. for example English Content. click on the name of the required space.

) Now choose the book you are going to be working on. Browse Spaces. Click on the arrow next to Documentation to drop down a list of documentation spaces (the user guides and the other document types we are producing). Proofread. where four spaces are listed: Drafts. Each space offers a description. the date it was created. You should see three panes in the Working Area: Custom View. and Published. use the Sidebar. 8 Using LibreOffice's Alfresco Website . We are interested in the Browse Spaces pane. and Content Items. Navigating using the Sidebar Navigating though the Working Area can be a bit time-consuming. At this point the Working Area still shows the Company Home space. They are listed in alphabetical order. (Note that the Working Area does not change when you are opening the Sidebar hierarchy. files appear in the space associated with their stage in the documentation workflow. which are used during the document production process. When you get to a subspace containing files. Click on the arrow next to (en) English [English] Content to drop down a list of subspaces in the English space. the workflow order is actually Drafts > Reviewed > Proofread > Published. Published. These spaces are also listed in the Sidebar if you have expanded the Writer Guide section. especially if you want to change from one subspace to another. but as you’ll see later. The Sidebar should now be showing a set of subspaces under Company Home. indicating that these items are subspaces. Each book has these four subspaces. You can click on the name of one of the spaces to display the contents of that space. Reviewed. For faster navigation. This example uses the Getting Started guide. Exploring the Working Area Click on the Writer Guide in the Sidebar. As we’ll see in the next section of this chapter.navigate through the pages of items using the Page field below the list of items (not shown in illustration above). We’ll see some examples later in this chapter. The Navigator area in the Sidebar should now look like the picture below. Notice also that the icons by each of the item names are folders. Proofread. Click on the triangle to open more subspaces: Drafts. Some spaces may have no contents. When you click on the name of one of the spaces. the contents of that space opens in the Working Area. and a series of icons to provide further functionality. the icons change to those relevant to the individual files. You can then quickly navigate from one space to another using the Navigator in the Sidebar. and Reviewed.

There you will see a list of files under the name of the space where they are located. At this point you can either choose a file from the Custom View or open the appropriate space in the Browse Spaces pane to see the content items in the Reviewed space. the Writer Guide chapters are in the Reviewed space. without changing from one space to another? Here’s the trick: click on the arrow to the left of the Custom View pane in the Writer Guide space. you can see immediately if any documents are checked out for editing: those filenames will have Locked set to Yes. At the time of writing this chapter. To see more information about a file. not all are visible in the illustration below. and actions that can be taken on the file.How will you know where files are located. click its name in the list. Which method you use is entirely up to you. The pane expands to show the four spaces and a list of files in each space. Using LibreOffice's Alfresco Website 9 . Using the Custom View pane In the Custom View pane. The Details page has many panes.

As you have seen in the previous section. Another documenter checks out the file. We’ll look at actions later in this chapter. LibreOffice documentation workflow: Theory [Some of the details in this section may change as we review our processes.We are primarily interested in the Properties and Actions panes. which looks like sheet of paper. Proofread. You can think of those four subspaces as a continuum. and Published. This section will be revised if/when that occurs. we’ll look at their use later in this chapter. Step 1 A documenter uploads a new file to the Drafts space. you’ll see several icons below each of the files. Reviewed. click the Modify icon in the top right of that pane. After the second documenter is done editing the document. You can also choose an action. from the Actions pane. The middle icon (View Details). If they feel it requires no more work. 10 Using LibreOffice's Alfresco Website . Drafts > Reviewed > Proofread > Published Our workflow is described below. such as Check Out. These icons provide quick access to common actions. they check it back in. You can edit the information in the Properties pane. To do so.] The LibreOffice documentation workflow is facilitated by automation in Alfresco. Using the Content Items pane In the Content Items pane of (in this case) the Reviewed space. they Approve the file and it progresses to the Review space. each of our books has a subspace structure of four subspaces: Drafts. Alfresco marks it as Locked as they do so. opens the same Details page as shown above.

but we are not yet done creating the content. which features a search box and a Browse button. they Start Discussion on the file to inform other editors and proofreaders that the file has cleared one editing and needs one more. Editing offline The document has been added. they Reject the file and it goes back to the Drafts space to begin the cycle again. If they feel it is ready to progress. LibreOffice documentation workflow: Practice Now let’s put the theory into practice. and click Open on the pop-up window. Using LibreOffice's Alfresco Website 11 . Adding new content To begin. That will bring you to the Add Content Dialog. If they feel it is ready to progress. they Reject the file and it goes back to the Drafts space to begin the cycle again. they check it back in. However. After the reviewer is done reviewing the file. So we will click the first icon under our document. you may not need to make any changes on this dialog. click on Add Content. so if your document has the correct information in its Properties dialog. they check it back in. we will follow a document through the steps listed above. Step 4 A second editor or proofreader checks out the file from the Proofread space. Alfresco is usually quite good at importing metadata. For this exercise. Click Browse. If they feel it is ready to progress. and 3) It creates a (Working Copy) of the document which you can update often until you have finished editing. This opens the Modify Content Properties dialog. it does not trigger the versioning and it does not lock the document for us. they Reject the file and it goes back to the Drafts space to begin the cycle again. If they feel it needs more work. Click OK when you are satisfied with the properties. they Approve the file and it progresses to the Publish space.Step 2 A reviewer checks out the file from the Reviewed space. This will do a few things: 1) It automatically downloads the document to our hard drive. where it waits for the other chapters of the book to become LibreOffice documentation. adding to the Discussion that the file was rejected. they Approve the file and it progresses to the Proofread space. Step 3 An editor checks out the file from the Proofread space. locate the file you would like to upload on your computer's hard drive. they check it back in. In the Toolbar of the Drafts space. 2) It locks the original document to inform others that you’re working on it. as that merely gives us a copy. After the editor is done working with the file. If they feel it needs more work. the pencil – Edit Offline. where you can modify the content properties. then click the OK button to the right. If they feel it needs more work. Alfresco marks it as Locked as they do so. Do so. Alfresco marks it as Locked as they do so. it’s generally useful to fill in the Description field. After this person is done proofing the file. The Add Content Dialog then changes to show your choice and allows you to verify settings. We do not want to download. Alfresco marks it as Locked as they do so. So we want to Edit Offline. navigate to the Drafts space of the Getting Started Guide.

The original document has remained unaffected at this point. If we choose Cancel Editing. you need to upload a new version of your file so it mirrors what you have been editing. Find Done Editing in that Actions pane. we can keep working on the document without affecting the original document's versioning until we are truly ready to update it. named Actions. Let’s update and see what happens. and that will take you to the Details page of that document. Let's do that now. This brings you to a dialog where you can choose to increment the version number by . and click OK. though. the original document's version will remain unmodified. as in the example. Done editing When you have finished editing your document and are ready to commit the changes. and click it. To the right of the Panes there is a smaller Pane.0. Click it and you return to the Drafts space. 12 Using LibreOffice's Alfresco Website . Click the Browse button. Upload new version This brings up a dialog much like the Add Content dialog. This can serve as a useful summary of the work that you've done. Click the (Working Copy) link in the Custom View pane. And then you are ready to commit the changes. In the Custom View pane of the Working Area. the (Working Copy) will disappear. you should see both the original document you uploaded and the (Working Copy) of that original. Under the Drafts icon. This has merely refreshed the (Working Copy) on Alfresco so that your team can see the progress you are making on the document as you work on it. This offers all of the functionality and more that was available to you in the previous view.0. and no changes will be saved. Make your choices and click the OK button to the right.If we choose Done Editing. The original is still at Version 1. you should see icons for each subspace of the Getting Started Guide. If all goes well with the transfer. let's take a look at the details of the original document. First. we will get a dialog on which we will go into greater detail later. find the file on your hard drive. If we choose Upload new version. And you still have all the choices available to you as before with your (Working Copy). you will be told as much and the OK button will be clickable. It also gives you the option to write some version notes. for the sake of others working with that document. even though you might have updated your (Working Copy) a few times. Choose Upload new version.1 or up to the next full number – in this case 2.

look in the Actions pane for Submit to Review. It also shows that the document is no longer locked. There is a dialog which explains that your working copy can be created in the same space as the original document. Using LibreOffice's Alfresco Website 13 . it has changed status. so click Check Out with the default setting. there are now a couple of viable options.1. Click the link in the Custom View to go to the Details page. but won't necessarily download the file to our hard drive. the original document. when we check in later we are given more choices as to which document we will check in. Click that icon. Also. or in a space of your choosing.This will bring you back to the Working Working Area. Or we can choose Check Out. Click that icon now. and check it in again. and the understanding that we do not do this in production. you can see that as well. The bottom pane in the Details Working Area is Version History. Let's check out our document. Click the triangle next to Version History to expand that pane. If you entered version notes. You can also see that the version number has incremented by . Reviewing a document Now we are ready to review our document. Selecting In the current space will allow us to take advantage of our Custom View. upload a revised copy. Submitting to Review and then Reviewing the same document is generally considered poor form and is not something we recommend. It also shows us that the version number has been incremented to reflect the change of your applied edits. Submitting a document to review You have committed the changes of your document and are ready to Submit to Review. Our Custom View shows us that there is now just one file. In the current space. This will take you back to the Working Working Area. And to be clear. let’s move on. you can check it out as described below. the process we have covered previously. the original and the edited version you just applied. This is a streamlined method which removes a lot of extra steps. Let's view the Details of that document. clicking the appropriate version number in this pane will download the document to your hard drive for editing. this is an exercise. It's our choice. Even though there were no edits committed. If you ever need to retrieve a previous version. (If you discover that you need to make further changes to the document. With that said. and therefore has a new version number. We can choose Edit Offline. Checking out a document Clicking Check Out will take you to the Check Out page. While we are still in the Details page of our document. In the Actions pane. Our Custom View shows that the document is no longer in Drafts.) Click on the document link in the Custom View. This will lock the document and provide a working copy. You can see both versions. but has moved to Reviewed.

and then Close in the Edit Offline dialog. but has moved to Proofread. return to this page. This will take you back to the Working Area. where you can either send the document on to the next stage (proofreading) or return it to Drafts for further work. From the Working Working Area of Boot Camp. We haven't covered Start Discussion yet. Starting a discussion Now click the document's name in the Custom View again. 14 Using LibreOffice's Alfresco Website . and a Message. We take measures to Lock the document in Alfresco and download it to our hard drive. we update the document as necessary and ensure that the document is no longer locked in Alfresco. select your document's name. Submitting a document to Proofread You have reviewed your document and are ready to submit it to be proofread. Click Save on the Pop-up. as well as what happens when a document is Rejected. Then we move the document in the LibreOffice workflow. After you review the document. then OK on the pop-up box. Click the (Working Copy) document in the working Custom View pane.” and then click Create Topic to the right.1. We find a document in a space. though. select Edit Offline. such as “This Document has cleared one Proofing. it has changed status. This will take you back to the Working Area.You are given the option to download the (Working Copy) on the next dialog page. If you choose Check In. Proofing a document By now you should see a pattern emerging. Click on your document’s name in the Custom View pane and look in the Actions pane for Submit to Proofing. Even though there were no edits committed. and therefore has a new version number. Let's say it withstands the first proofing unscathed. either the long way with Check Out or the streamlined way with Edit Offline. Click Cancel Editing in the Actions pane. click on the (Working Copy) in the Custom View and select either Undo Check Out (if you did not make any changes) or Check In (if you did make changes). Let's do that now. the original document is now locked and there is a (Working Copy) present in the directory as well. Enter a Subject. Finally click OK on the Check Out page. Confirm by clicking Cancel Editing to the right. In the Details page. This takes you back to the Working Area. Our Custom View shows that the document is no longer in Review. You can also see that the version number has incremented by . you will see a box where you can choose the document to upload and check in. such as Proofing. As you can see in the Custom View. Click the document name in the dialog and then click Save. Proof the document as desired. But this time click Start Discussion in the Actions pane. When we are done. Click that icon. This launches the Start Discussion page.

Rejecting a document From the Working Area. Make your choices and click the OK button to the right. You can now see the discussion. Let's say the document doesn't clear the second proofing. In the Details page. Find Done Editing in the Actions pane. an Edit Post and Delete Post as well. Let’s choose Post Reply.0. and as you become comfortable with Alfresco and the workflow. This will change the screen to the Working Area. Using LibreOffice's Alfresco Website 15 . where we can see in our Custom View that the document has indeed moved to Drafts. choose Reject to Drafts in the Actions pane. Click the (Working Copy) document in the Custom View pane. Where to from here? Alfresco is a powerful tool. its version number has been incremented by . It also gives you the option to write some version notes. This brings you to a dialog where you can choose to increment the version number by .” Click OK. Feel free to practice on your document as much as necessary to get a handle on Alfresco and how to maneuver within its framework while abiding by the LibreOffice Documentation workflow. In the Working Area. and depending on if you created the post or not. This page displays your post and allow others to respond. They are marked in the file. This launches the Discussion page. Try customizing your My Alfresco space to suit you. for example “Several figures need to be replaced. Now we need to Reject this file to Drafts. Click Save on the Pop-up. select the document name to load the Details page. and click it. There are many ways you can harness Alfresco to work for you and your preferences. For instance. and then Close in the Edit Offline dialog. select Edit Offline.This will take you to the Topic page. Write a brief description of the problem. named for the Subject you gave your Discussion. But this time click View Discussions in the Actions pane.1. Proof the document as desired. There are various paths you can take to reach the same destination.1 or up to the next full number – in this case 2. and it is now ready to begin the cycle again. Click on the topic you would like to respond to. From that page. Now click the document's name in the Custom View again. your personal workflow can evolve. and you can improve upon the tips provided here. in this case Proofing. and this guide detailed a single way of operating within the Alfresco framework while abiding by the LibreOffice Documentation workflow. This launches a message dialog where we can enter text. try creating a shortcut in your home space to a document you will be focusing on. Each bubble will have a Post Reply choice. select your document's name.