Welcome

Welcome to the Explorer end user online help for Alfresco Labs 3. This version of the user help includes documentation on the tasks associated with Web Content Management (WCM). Select the topic you are interested in from the left pane to get started.

Getting Started
The Getting Started tasks enable you to set yourself up to work offline, familiarize yourself with the user interface, and set up your user options.

Mapping an Alfresco space to a drive
Alfresco allows you to map a space to a drive on your computer, which allows you to work offline. Before you begin, you must know your computer name. A shared network drive (network share) is a folder on a network computer that you have mapped to a virtual drive on your own computer. If you have the correct permissions, working with files on the shared drive is no different from working with files on your local drive. In exactly the same way, Alfresco allows you to map a space to a drive on your computer. If you insert a file into any of the directories on the mapped drive and then refresh your browser, the inserted file will also appear in the corresponding space. If you then delete the file in Alfresco, the file is simultaneously deleted from your mapped drive. This feature allows you to work offline. You can also keep several computers synchronized using Microsoft Briefcase. 1. In Windows Explorer, click Tools > Map Network Drive. The Map Network Drive dialog box appears. 2. In the Drive list, select an unused drive letter. 3. In the Folder box, type: \\YourMachineName_a\alfresco\Users\YourSpaceName 4. Select the Reconnect at logon check box. 5. Click Finish. 6. Type your user name and password when prompted. If you open the various directories, you will find that the contents are identical to the contents of corresponding spaces in Alfresco, with a single exception: Windows Explorer has an additional item in each directory, __AlfrescoClient. This is a direct link to the Alfresco space that corresponds to the directory. If you click this link, a new tab or a new browser window will open, containing the corresponding Alfresco space. Note: If you are unable to map your drive, contact your system administrator or refer to the topic Setting up the CIFS server in the Installation Guide.

Finding a computer name
Find the name of your computer so you can map an Alfresco space to a network drive. •

On your Windows desktop, right-click My Computer and select Properties. Click the Computer Name tab. You will use the computer name without the domain. On Linux, type uname -a at the prompt. For mapping a drive to Alfresco, derive the server name by adding _a (underscore + a) to your computer name. For example, if the machine name is A9j5pr0b, the server name will be A9j5pr0b_a.

Setting user options
The User Options feature enables you to set various preferences for your view of Alfresco. From the User Options page, you can change your user name, password, and email address; set user interface preferences, including the page displayed when you login; and manage items that have been deleted from the repository.

Changing your password and user details
Change your password for increased security.
1. Click

(User Options) in the toolbar to display the User Options page.

2. In the My Details pane, click Change Password. The Change Password page appears. 3. Type your old password. 4. Type your new password. 5. Retype your new password to confirm it. 6. Click Finish to return to the User Options page. If you are using Firefox, you may be prompted to add this password to your Password Manager.

Editing user details
All users have permissions to change their own name and email address within Alfresco.
1. Click

(User Options) in the toolbar to display the User Options page. (Modify) in the upper right corner. The Edit User Details

2. In the My Details pane, click

page appears. 3. In the boxes provided, edit your First Name, Last Name, and Email address as desired. All three fields are required. 4. Click Finish to return to the User Options page. If you are using Firefox, you may be prompted to add this password to your Password Manage

Recovering deleted items

If you delete a content item in error, you can recover it easily. By default, the item you select to recover will be restored to its original location. However, as part of the recovery process, you are given the option to select a new location in which to place the item.
1. Click

(User Options) in the toolbar to display the User Options page.

2. In the Management pane, click Manage Deleted Items. The Manage Deleted Items page appears. 3. Locate the item you want to recover in one of the three following ways: ○ Type the name of the item and click Search by Name. ○ Type the content and click Search by Content. ○ Leave the search box blank and click Show All. The results list displays. If the search returns too many items, you can filter by date or owner. 4. In the results list, select the item you want to recover. The Details page for that item appears. 5. In the Actions list, click Recover. You are prompted to confirm your selection. If desired, select a new location to restore the item to. 6. Click Yes. The selected item is recovered and you are returned to the Details page for that item. 7. Click Close to return to the Manage Deleted Items page.

Removing deleted items
Deleted items are still stored in the Alfresco repository. You may want to permanently remove these items as a housekeeping activity.
1. Click

(User Options) in the toolbar to display the User Options page.

2. In the Management pane, click Manage Deleted Items. The Manage Deleted Items page appears. 3. Locate the item you want to remove in one of the three following ways: ○ Type the name of the item and click Search by Name. ○ Type the content and click Search by Content. ○ Leave the search box blank and click Show All. The results list displays. If the search returns too many items, you can filter by date or owner. 4. In the results list, select the item you want to remove. The Details page for that item appears. 5. In the Actions list, click Delete. You are prompted to confirm your selection.

6. Click Yes. The selected item is deleted and you are returned to the Details page for that item. 7. Click Close to return to the Manage Deleted Items page.

Specifying your preferences
The User Options feature enables you to set general preferences for your view of Alfresco. You can customize the following settings: Start Location Specify the space you would like the application to display when you log in. Interface Language Specify in which language you would like to view the interface. Content Language Specify the preferred language for multilingual properties (metadata) and translations of documents. By default, the content language is set to All Languages, which means that all translations of a document are shown and that the interface language is used for multilingual properties. If a property or document is not available in the preferred content language, Alfresco tries to find an appropriate alternative. To specify the general preferences:
1. Click

(User Options) in the toolbar to display the User Options page.

2. In the General Preferences pane, select the desired settings from the Start Location, Interface Language, and Content Language Filter lists. 3. Click Close.

User interface
The Alfresco user interface provides navigation, access to content, and a working area. The user interface includes three main areas: the toolbar, the sidebar, and the working area.

Toolbar
The toolbar contains a navigation area with buttons that lead to the various Alfresco spaces: Company Home, My Home, Guest Home, and My Alfresco. The navigation options displayed depend on the permissions set for the current user. The search feature located in the toolbar allows you to quickly perform basic searches on content and spaces. It also provides an advanced search option. The remaining toolbar functions are available to you at all times. Click to access each feature or function.

(Alfresco) Displays information about the application, including the product version (Administration Console) Provides you with access to the Administration Console where you perform system administration functions (available only for users with administrative privileges) (User Options) Enables you to edit your user details, including your user name and password, and set general preferences (Hide or Show the Sidebar) Enables you to hide or show the sidebar to expand the working area (Help) Displays the online help Displays the Alfresco Community page (http://www.alfresco.com/services/support/issues), which provides information on how to review current and report new issues with the Alfresco open source application (Login (guest)), (Logout (username)) Logs you in and out of the Alfresco application

Sidebar
The sidebar appears to the left of the working area and can contain one of three features: the Navigator, the Shelf, and the OpenSearch. The sidebar defaults to the Navigator. To change the current sidebar option, click and select the desired feature.

Navigator
The Navigator enables you to navigate the contents of the Alfresco repository and view them in a tree format without updating the working area as you navigate. Clicking a link in the Navigator displays the selected space in the working area.

Shelf
The Shelf displays the items in your clipboard. It also provides quick access to content, through shortcuts and the list of recently viewed spaces. Clipboard The Clipboard displays items you have collected in Alfresco. Each time you cut or copy an object, the item is added to the Clipboard. An icon next to each item in the list indicates the action that was performed to place it in the clipboard.

Use the Paste As Link feature ( ) on the clipboard to give you easy access to a content item sorted in another space. The pasted item displays as a content item, starting with the text Link to, and provides you with access to a subset of actions to the item. To use the complete set of actions, you must go to the actual location of the content item. The clipboard retains the six items most recently cut and copied. An item remains in the clipboard until you delete it or log out. The Alfresco clipboard is not related to the system clipboard. Any actions you perform in the Alfresco clipboard will not affect the system clipboard. Recent Spaces The Recent Spaces list is a quick way to navigate to a space that you recently viewed. The most recent space is displayed at the top of the list, the next most recent space is second in the list, and so on. There are no duplications. If you alternately click Company Home and My Home, the list will contain these two spaces, with each space being top of the list alternately. There is a limit of six spaces in the list, so when you visit the seventh (non-duplicate) space, the oldest space drops off the list. The contents of Recent Spaces are lost when you log out. Shortcuts The Shortcuts list displays links to content or spaces that you want to access frequently. You can create any number of shortcuts and they remain in this list until you remove them.

OpenSearch
OpenSearch enables you to connect to other available OpenSearch services, such as other Alfresco repositories, to expand your search outside the current repository. If no other OpenSearch services are available, you can search your current repository only. This differs from Search in that the search results display on the left pane and your working space context remains the same.
1. In the sidebar, click

and select OpenSearch if it is not already displayed.

2. Type your query in the search box. 3. Specify the number of items you want to see returned per page for the search results.
4. Check the boxes for the available OpenSearch services you want to query for your

search. By default, you use OpenSearch to search within your current Alfresco repository.
5. Click

(Search). The search results display below the Search pane, categorized by the OpenSearch services you checked.

Working area
The working area is a dynamic area displaying items relevant to the selected space and the task you are performing.

In the Company Home, My Home, and Guest Home spaces, the working area contains a space header, the Browse Spaces pane, and the Content Items pane. In these panes, the actions that can be performed are displayed in menus and as clickable icons. If you are not sure of the action an icon performs, position your mouse over the icon to display a ToolTip. When you select My Alfresco in the navigator, the working area displays your personal dashboard. See Dashboard for full details.

Space header
The space header contains the Breadcrumb Path, details on the current space, and the functions available within the space. The Breadcrumb Path is located at the top of the header. It is a navigation breadcrumb that allows easy access to any part of the current navigation path. These breadcrumbs allow you to return to a previously visited space without having to repeat all the steps. Each breadcrumb item is a link. Clicking a link returns you to its corresponding space. Note: For information on the origin of breadcrumbs, refer to the Wikipedia article: http://en.wikipedia.org/wiki/Breadcrumb_(navigation). The name of the current space and details about that space are displayed beneath the breadcrumb path. An icon, , to the right of the space name indicates the number of rules currently applied to this space. The available functions and menus display on the right side of the header. These can include links for creating content and spaces, as well as an option for changing the way Alfresco displays content in the space.

Browse Spaces pane
The Browse Spaces pane displays all sub spaces contained within the current space. There may be multiple pages of sub spaces. Use the navigation buttons provided to view the pages. Throughout this document, the instruction to navigate to a particular space assumes that the space will be open in the working area and not simply visible in the Browse Spaces pane. When open, the name and description of the space appear in the space header; the Browse Spaces pane displays the sub spaces; and the Content Items pane displays the files the space contains. To perform functions on the open space, use the functions and menus on the right side of the header. Note: When a space is listed as a sub space of the current space, you can use the icons (actions) associated with that sub space to perform functions on it. Use this shortcut if you are certain of the contents of the space and don’t need to verify them before performing actions that may affect them.

Content Items pane
The Content Items pane displays all content items contained within the current space.

There may be multiple pages of content items. Use the navigation buttons provided to view the pages.

My Alfresco Dashboard
The My Alfresco Dashboard is a configurable area where you can select from a list of preconfigured layouts and components to construct your own page. When configuring your dashboard, each component you select is displayed as a pane on the dashboard. The available components are as follows: Getting Started The Getting Started component displays helpful information for getting started, including links to an Alfresco demonstration, a feature tour, and the Alfresco online help system. Descriptions of some common tasks you may want to perform in Alfresco are also included. My Tasks To Do The My Tasks To Do component displays all incomplete tasks assigned to you. In this pane you manage and reassign your tasks. All Active Tasks The All Active Tasks component displays all active tasks – those assigned to you and those assigned to other users. In this pane you manage and reassign tasks. My Pooled Tasks The My Pooled Tasks component displays all pooled tasks relevant to you. These will be pooled tasks assigned directly to you or tasks assigned to a group that you belong to. In this pane you manage and reassign your tasks. My Completed Tasks The My Completed Tasks pane displays all tasks that you have completed. In this pane you can view and cancel workflow related to a completed task. OpenSearch This component displays the OpenSearch pane on your dashboard, which provides the ability to search across multiple repositories. This is the same search pane that is displayed in the sidebar. My Document List The My Document List component displays the documents within your home space. In this pane you can view the document details, preview the document, and perform various actions on the content item without leaving the dashboard, including Check Out, Check In, Update, Delete, Edit Details, and Download. Use the document type filter in this pane to specify the information to display: All Items, Word Documents, HTML Documents, PDF Documents, or Recently Modified. My Spaces List The My Spaces List component displays the current repository. In this pane you can navigate the repository from the dashboard and perform various actions, including creating spaces, uploading content, and viewing content items. Use the filter in this pane to specify the type of information to display: All Items, Spaces, Documents, My Items, or Recently Modified.

My Tasks The My Tasks component displays all incomplete tasks assigned to you. In this pane you can filter the tasks by due date (Due Today, Next 7 days, No due date, Overdue) and manage the tasks. This component is similar to the My Tasks To Do component but with a different user interface. My Web Forms The My Web Forms component displays the web projects you have been invited to and the web forms associated with each project. This pane enables you to preview a web project, create web content from a web form, and display the Sandbox view for a project – all from the dashboard. My Web Files The My Web Files component displays the web projects you have been invited to and the Modified Items list from your sandbox for each project. This pane enables you to edit and preview individual content items, preview a web project, and display the Sandbox view for a project – all from the dashboard.

Configuring the dashboard layout and contents
Configure the dashboard (My Alfresco) with the desired layout and components. Workflow is managed from the dashboard. Therefore, if you plan to use advanced workflow as part of Alfresco, it is important that you configure your dashboard to handle the resulting workflow tasks. At the very least, you must be able to view the tasks assigned to you.
1. In any space, click My Alfresco in the toolbar to open the My space.

2. Click Configure on the right side of the space header. The Configure Dashboard Wizard opens.
3. In Step One, Select Layout, select the desired layout style and click Next.

4. In Step Two, Select Components, click an item in the Available Components list and click Add to add the component to the Selected Components list. Two columns are available for components and each column can contain up to four components.
5. Reorder the components, as desired. The order of the components in the Selected

Components list dictates the order they display in the dashboard. To change the order, click to select the item you want to reposition; click click to move the item down the list. to move the item up the list and

6. Remove unwanted components from the Selected Components list. You can select only one component at a time to remove. To do this, click the unwanted component and click Remove.
7. Click Next once the Selected Components list is complete and ordered as desired to view

a configuration summary.

8. In Step Three, Summary, review the configuration and click Finish. The dashboard configuration is saved and you return to the dashboard with your changes applied.

Working with dashboard tasks
Once configured to display your current tasks, you can use the dashboard to manage all tasks assigned to you. The reason a task appears in your My Tasks To Do list may vary. A task can be assigned to you because: • • • you are indicated in a defined workflow as the reviewer you initiated a workflow that is now complete and can be marked as such you initiated a workflow and the content needs to be addressed in order for the workflow to continue (for example, the content contains broken links or was rejected by the reviewer)

The entry in the Type column in your task list indicates the reason the task has been assigned.

Managing a task
The My Tasks To Do pane displays all tasks assigned to the currently logged in user. The Type column indicates the reason the task has been assigned. The actions available to perform on the selected task vary depending on the type of task being managed. For example: • • • • When content is assigned to a user as part of the editorial review process, a Review task is created. The actions available for a Review task are Approve and Reject. When content submitted for review is approved, an Approved task is created and assigned to the user who initiated the review workflow. The action available on an Approved task is Task Done. When content submitted for review is rejected, a Rejected task is created and assigned to the user who initiated the review workflow. The actions available on a Rejected task are Abort Review and Resubmit for Review. When content is successfully submitted to the staging environment and is awaiting a specified launch date, a Submission Pending task is assigned to the user who initiated the submission. The actions available for a Submission Pending task are Abort Submission and Submit Now.

When you process a task in the My Tasks To Do list, the task is added to the My Completed Tasks list, regardless of the type of task being managed.
1. Click My Alfresco to display the dashboard. Tasks assigned to you are listed in the My

Tasks To Do pane.
2. Click

(Manage Task) or the description text of the task you want to work with. The Manage Task page opens. This page displays details on the current task, including the workflow history.

The Resources pane lists the content items that are part of this task. The Actions column displays the actions that are available to be performed on the individual content items from this page. 3. In the Task Properties pane, select the appropriate option in the Status box. 4. Enter details in the Comment box, if desired. The right side of the page displays the actions you can perform on the task. These actions vary depending on the type of task being managed. 5. Select the appropriate action to process the task. The task is added to your My Completed Tasks list and is also reassigned to another user, if the workflow is not yet complete.

Managing a task
The My Tasks To Do pane displays all tasks assigned to the currently logged in user. The Type column indicates the reason the task has been assigned. The actions available to perform on the selected task vary depending on the type of task being managed. For example: • • • • When content is assigned to a user as part of the editorial review process, a Review task is created. The actions available for a Review task are Approve and Reject. When content submitted for review is approved, an Approved task is created and assigned to the user who initiated the review workflow. The action available on an Approved task is Task Done. When content submitted for review is rejected, a Rejected task is created and assigned to the user who initiated the review workflow. The actions available on a Rejected task are Abort Review and Resubmit for Review. When content is successfully submitted to the staging environment and is awaiting a specified launch date, a Submission Pending task is assigned to the user who initiated the submission. The actions available for a Submission Pending task are Abort Submission and Submit Now.

When you process a task in the My Tasks To Do list, the task is added to the My Completed Tasks list, regardless of the type of task being managed.
1. Click My Alfresco to display the dashboard. Tasks assigned to you are listed in the My

Tasks To Do pane.
2. Click

(Manage Task) or the description text of the task you want to work with. The Manage Task page opens. This page displays details on the current task, including the workflow history. The Resources pane lists the content items that are part of this task. The Actions column displays the actions that are available to be performed on the individual content items from this page.

3. In the Task Properties pane, select the appropriate option in the Status box. 4. Enter details in the Comment box, if desired. The right side of the page displays the actions you can perform on the task. These actions vary depending on the type of task being managed.

5. Select the appropriate action to process the task. The task is added to your My Completed Tasks list and is also reassigned to another user, if the workflow is not yet complete.

Reassigning a task
You can reassign any task in your task list to another user. This simply moves the selected task from your task list to the task list of the selected user.
1. In the My Tasks To Do list, click

(Reassign) for the task you want to reassign. The

Reassign Task page opens. 2. In the search box, type the full or partial name of the user you want to add and click Search. Leave the search box empty and click Search to return a list of all users. Selecting to display all users may take some time if there are many users in the system. 3. In the results list, click to select the user you want to assign the selected task to. 4. Click OK.

Viewing a completed task
You can view the details of any completed task in the My Completed Tasks pane. This information is read-only.
1. In the My Completed Tasks list, click

(View Completed Task) for the task you want to view. The View Completed Task page opens. The page title includes the task type.

2. Click Close to return to the dashboard.

Cancelling workflow for a task
You can cancel the workflow that is currently in progress for a task in the My Completed Tasks pane. Only the user who started the workflow can cancel it. Performing this action rolls back the entire task, undoing any steps that had already taken place as part of the defined workflow.
1. In the My Completed Tasks list, click

(Cancel Workflow) for the task whose workflow you want to cancel. A message prompts you to confirm the cancellation of the workflow.

2. Click Yes to cancel the workflow for this task.

Getting around in Alfresco
Once familiar with the user interface features of Alfresco, it is important to know how to use them to perform standard tasks, such as navigating the spaces, configuring the Alfresco interface, and performing searches.

Navigating spaces
The Navigator enables you to easily navigate the spaces in the Alfresco repository.

It appears in the sidebar to the left of the working area and displays the four highest spaces in the repository. 1. In the Navigator, select the space you wish to view: Company Home, My Home, or Guest Home. The sub spaces display in a tree. Clicking My Alfresco returns you to the My Alfresco Dashboard space.
2. Navigate the tree structure: click

to expand a space, displaying its subspaces; click to collapse a space, hiding its subspaces. (Refresh) to refresh the tree view.

3. Click a space name to display the space in the working area. Click

Changing the space appearance
You can set the preferred view for displaying spaces and content in the working area. The current view is displayed in the space header with the View icon, , to its left. You can also specify the number of spaces and content items to display on each pane. The view configuration applied to the working area remains in effect for the duration of your session or until you reconfigure the view. 1. In the space header, click the current view to display the view options. 2. Click the desired view: ○ Details View: Displays lists of space and content items with details information, and a small icon that identifies the type of content or space. Click the column headings to sort the items by name, description, created date, or modified date. ○ Icon View (default): Displays the space and content items as large icons, with their name, description, size, and creation date. You cannot sort the items in this view. ○ Browse View: Displays large icons for space and content items with the item's name and description. If a space contains sub spaces, up to three are displayed. ○ Custom View: Displays the space using the template selected as the custom view. This option is available only when a custom view has been defined for a space.
3. To change the number of items displayed on the Browse Spaces or Content Items pane,

enter the number of items to display in the Items Per Page box and press ENTER.

Using the clipboard
Expand the Clipboard, located in the Shelf view of the sidebar, to view and use Alfresco content that has been collected using the Cut and Copy actions. To view the contents of the clipboard: 1. Display the Shelf in the sidebar, if it is not already visible.
2. If not already displayed, click

to the left of Clipboard to display the clipboard contents.

Removing items from the clipboard
Remove items from the clipboard that you no longer require. To remove items from the clipboard: 1. Display the Shelf in the sidebar, if it is not already visible.
2. If not already displayed, click

to the left of Clipboard to display the clipboard contents.

3. Do one of the following:

To remove an individual item from the clipboard, click the item you want to remove.

(Remove Item) next to

○ To remove all items from the clipboard, click Remove All.

Using shortcuts
Expand the Shortcuts, located in the Shelf view of the sidebar, to display the shortcuts to spaces and/or content items that you have created. Shortcuts can save you time navigating the

Creating a shortcut to a space
Create shortcuts to spaces you expect to access frequently. To create a shortcut to a space: 1. Navigate to the space to which you want to create a shortcut. 2. In the More Actions menu in the space header, click View Details. 3. In the Actions list, click Create Shortcut. 4. Click Close to return to the working area.

Creating a shortcut to a content item
Create shortcuts to content items you expect to access frequently. This can save you time navigating the repository. To create a shortcut to a content item: 1. Navigate to the content to which you want to create a shortcut.
2. In the Content Items pane, click

(View Details) for that content.

3. In the Actions list, click Create Shortcut. 4. Click Close to return to the working area.

Removing a shortcut from a space or content item

When you no longer require a shortcut to a space or content item, you can delete it. To remove a shortcut from a space or a content item: 1. Display the Shelf in the sidebar if it is not already visible.
2. If not already displayed, click 3. Click

to the left of Shortcuts to display the current shortcuts.

(Remove Item) next to the shortcut you want to remove.

Finding content and spaces
The search bar on the right side of the toolbar enables you to quickly perform both basic and advanced searches.

Performing a basic search
You can use the search bar located on the toolbar to find content items in Alfresco. 1. Type the text you want to find in the search box. You must enter a minimum of three characters.
2. Click

(Go) or press ENTER. The working area displays the search results. Alfresco returns all items whose filename or content contain the search criteria entered. (Options) and specify what you want Alfresco to search: ○ All Items (default): search the filename and content of all content items, and the names of all spaces ○ File names and contents: search the filename and content of all content items ○ File names only: search the filename of all content items ○ Space names only: search the names of all spaces

3. To narrow the search results, click

4. Click

(Go) or press ENTER to perform the search again using the selected option.

Performing an advanced search
Use the Advanced Search feature to find items in Alfresco more precisely.
1. On the search bar, click

(Options) and click Advanced Search.

2. In the Look for box, type the text for which you are searching. 3. Specify additional search criteria, as desired. The advanced search features are: ○ Show me results for: specify the items you want to be displayed in your results ○ Look in location: Specify where you want to look for items ○ Show me results in the categories: Restrict your search results to categories you specify

○ More search options: Narrow your results by selecting options such as date and content format ○ Additional options: Any additional attributes your administrator has provided for you to help find the item you are looking for 4. Click Search to perform the search as specified.

General search tips
Refer to these general tips to help you improve your search results in Alfresco. Single word By default, Alfresco will search the filename and content of content items, and the filename of spaces, for the text entered in the search box. For example, if you are looking for all content items containing the word William, simply enter William in the search box. Multiple words You can narrow your results further by using two or more search terms. For example, to find William and Shakespeare, type William Shakespeare in the search box. Quoted phrase To find an exact phrase, surround your search term with quotation marks. For example, to find the phrase to be or not to be, type "to be or not to be" in the search box. Partial word match (wildcard) If you want to match part of a word, you can indicate the part to be found by inserting an asterisk directly before it. For example, a search for *able will return results for capable, readable, and scalable. You will only get results for a wildcard search if the asterisk is placed at the beginning of the search term. If the wildcard is placed anywhere else in the term, such as at the end, it will be ignored. A search term can contain only one asterisk.

Using Alfresco
The tasks in this section relate to the Alfresco document management features, enabling you to manage and collaborate on content contained in the repository.

Working with spaces
In Alfresco, a space is a container for storing and organizing content and other spaces so that you can quickly and easily locate or return to them again. A smart space is a space that has rules defined for how the content entering, leaving, or currently residing in a space is managed.

Creating spaces
Spaces in Alfresco are used to store and organize content items and other spaces. You create the spaces as you need them. You can easily create a space from scratch or you can create a space based on an existing template.

Creating a space

Create a space to store and organize content and other spaces. 1. Navigate to the space where you want to create the new space. The space header displays the name and details of the space in which the new space will be created. 2. In the Create menu, click Create Space. 3. On the Create Space page, type the relevant information in the Name, Title, and Description boxes. Optionally, select an icon to represent the type of content that you intend to put in the space. 4. Click Create Space

Creating a space from a template
You can use a template to create a space in Alfresco. Space templates allow you to create a hierarchy of spaces with only a few steps. The spaces can have default rules. The out-of-the box application contains a template called Software Engineering Project. The spaces in Software Engineering Project are a typical set of spaces that you might create for a software project. So the same template could be used for all your projects. If the template did not match your needs exactly, you could add or delete some spaces in the template itself. The Software Engineering Project can be found at: Company Home > Data Dictionary > Space Templates > Software Engineering Project 1. Navigate to the space where you want to create the new space. The space header displays the name and details of the space in which the new space will be created. 2. In the Create menu, click Advanced Space Wizard. 3. In Step One, Starting Space, select the option Using a template and click Next.
4. In Step Two, Space Options, select the template you want to apply to the space being

created and click Next. This step should display a list of default space templates that were supplied with the application. For more information, contact your system administrator. 5. In Step Three, Space Details, type the relevant information in the Name, Title, and Description boxes. Optionally, select an icon to represent the type of content that you intend to put in the space. Click Next.
6. In Step Four, Summary, check that all information entered is correct and click Finish.

Customizing a space view
Apply templates to your Alfresco spaces to customize your views. Before applying a template you can preview it to ensure it suits your needs. Once applied, it is easy to both change and remove the template.

Previewing a space in a template
You can preview a space in a template before choosing to apply the template.

On the Preview page, you can preview other spaces located in the same space with the selected template applied. Click previous space. in the header to preview the next space; click to preview the

1. Navigate to the space you want to preview in a template. The space header displays the name and details of the space. 2. In the More Actions menu, click View Details. The Details page appears. 3. In the Actions list, click Preview in Template. 4. In the header of the Preview page, select a template from the menu provided. The page displays a preview of the customized view the template represents. 5. Continue previewing the templates until you find the template with your preferred customized view. 6. Click Close to return to the current space.

Applying a template to a space
You can apply a template to a space to customize the space. Before applying a template to a space, it is important to preview the available templates. 1. Navigate to the space you want to customize. The space header displays the name and details of the space you are working with. 2. In the More Actions menu, click View Details. The Details page appears.
3. In the Custom View pane, click

to expand the pane, if it is not open.

4. Click Apply Template. If a template is already applied, see Changing or removing a

template applied to a space to perform the desired action. 5. On the Apply Template page, select the template to apply to the space and click OK. The Custom View pane displays the selected custom view for this space. 6. Click Close to return to the current space.

Changing or removing a template applied to a space
You can easily change the template currently applied to a space or remove it completely. 1. Navigate to the space whose view you want to modify. The space header displays the name and details of the space you are working with. 2. In the More Actions menu, click View Details. The Details page appears.
3. In the Custom View pane, click

to expand the pane, if it is not open.

4. Modify the space as follows:

Click

(Remove) to remove the currently applied template.

Click (Modify) to display the Apply Template page. Select a different template and click OK. You return to the Details page.

5. Click Close to return to the current space.

Deleting a content space
Delete a content space to permanently remove it, and its contents, from the Alfresco repository. When you choose to delete a space, you specify what you want to delete: the entire space, all of the space contents, or a portion of the space contents. Deleting a space also deletes all of its content and any rules attached to that space. 1. Navigate to the space you want to delete. The space header displays the name and details of the space to be deleted. 2. In the More Actions menu, click Delete. 3. On the Delete Space page, select the appropriate option to indicate what you want to delete: ○ This space and all its contents: deletes the current space and everything contained within it, including any rules defined for or within the space ○ Only the files within this space: deletes the content items contained within the current space; sub spaces and their contents are not deleted ○ Only the folders within this space: deletes the sub spaces contained within the current space; content items residing directly in the current space are not deleted ○ Files and folders within this space: deletes all content (sub spaces and content items) contained within the current space; the space itself is not deleted 4. Click OK to process the deletion.

Moving and copying a space
You can move or copy a space, and its contents, from one location to another. Use the Cut feature to move the space and the Copy feature to copy the space. Note: You can also move a space by accessing the space through your desktop and using the cut and paste features of your operating system. You can click Open Network Folder next to the space you want to open on your desktop. If you are using Firefox to browse Alfresco you will need to install an extension for this feature to work correctly. 1. Navigate to the space you want to move or copy. The space header displays the name and details of the space to be moved or copied. 2. In the More Actions menu, click Cut or Copy, as appropriate. The space is added to the clipboard in the Shelf. 3. Navigate to the space where you want to paste the collected space. 4. Make the Shelf visible in the sidebar, if it is not already.

5. In the Clipboard, click

(Paste Item) to the right of the space you want to paste. If you selected Cut in step 2, the space has now been moved, in its entirety, to the new location. If you selected Copy in step 2, you now have two identical spaces in the repository.

Inviting users to a space for collaboration
To collaborate with others on content, you must invite them to the space and define the roles they will play. When you do this, you are setting permissions for the space. You can invite both individual users and user groups to a space. By default, users invited to a space are invited as guests. 1. Navigate to the space to which you want to invite users. The space header displays the name and details of the selected space. 2. In the More Actions menu, click Manage Space Users. 3. On the Manage Space Users page, click Invite. The Invite Users Wizard opens. 4. In Step One, Invite Users, select User or Group. In the search box, type the full or partial name of the user/group you want to invite and click Search. 5. In the Results list, click to select the users/groups to invite. Use SHIFT to select multiple, consecutive items; use CTRL to select multiple, nonconsecutive items. 6. In the Role list, click a role for the selected user(s)/group(s). 7. Click Add to List. The selected user(s)/group(s) and their specified role are added to the list of invitees.
8. Add additional invitees in the same manner, as required. To remove a user or group from

this list, click

(Remove).

9. Click Next once all users/groups have been added.

10. In Step Two, Notify Users, choose one of the following options: ○ Click No if you do not want the invited users to be notified of the invitation by email.

Click Yes if you want the invited users to be notified of the invitation by email, then complete the Subject and Message boxes. You can write your own message, or select a template from the User Template menu and click Insert Template.

11. Click Next. 12. In Step Three, Summary, click Finish. The Manage Space Users page displays the invited users and groups for the current space. 13. Click Close to return to the current space.

Managing space users
Once users have been invited to a space with defined roles, also referred to as permissions, you can manage the space users. When a user or group is invited to a space and given a role, they have permissions to that space and its sub spaces in the specified capacity. The owner of the space can remove users

and groups from the space. The owner can also change the roles assigned to the invited users and groups. You can specifically set permissions on a sub space or you can have the space take the permissions of the parent space. When selected, the check box Inherit Parent Space Permissions on the Manage Space Users page indicates that all content contained in the current space, as well as all sub spaces, will have the same permissions as the parent space.

Changing users' roles for a space
Users and groups can have multiple roles within a space. You can add, change, and remove those roles as needed. 1. Navigate to the space whose users you want to manage. The space header displays the name and details of the selected space. 2. In the More Actions menu, click Manage Space Users.
3. On the Manage Space Users page, click

(Change Roles) for the user or group whose to the left of the name indicates a user;

role you want to change. In this list, the icon the icon indicates a group.

4. On the Modify User Roles page, change the roles for the selected user or group as follows: a. To assign a new role for the selected user or group, click a role in the Select role list and click Add to List.
b. To delete an assigned role for the selected user or group, click

(Remove) for

that role in the Selected roles list. 5. Click OK to save the changes. 6. Click Close to return to the current space.

Removing users from a space
Remove a user or group from a space when you no longer want them to have access to the content within that space. 1. Navigate to the space whose users you want to manage. The space header displays the name and details of the selected space. 2. In the More Actions menu, click Manage Space Users.
3. On the Manage Space Users page, click

(Remove) for the user or group you want to

remove. In this list, the icon indicates a group.

to the left of the name indicates a user; the icon

4. On the Remove User page, click Yes to confirm the action.

5. Click Close to return to the current space.

Emailing space users
If you want to email users of a space to let them know about some changes to that space, you can do it from within the space itself. 1. Navigate to the space whose users you want to contact. The space header displays the name and details of the space. 2. In the More Actions menu, click View Details. The Details page appears.
3. In the Actions list, click Email Space users. The Email Space users page appears.

4. Type a subject for the email. 5. Provide an email message in one of two ways: ○ Type the desired text in the Message box. ○ Select a template from the Use Template list. 6. Click OK to send the message to the users of the current space.

Taking ownership of a space
You can take ownership of a space from someone else. For example, it may be that the individual who owned the space no longer works on the project for which the space exists and you need to take responsibility for it. 1. Navigate to the space you want to own. The space header displays the name and details of the space. 2. In the More Actions menu, click View Details. The Details page appears. 3. In the Actions list, click Take Ownership. A statement appears at the bottom of your Properties pane indicating if you were successful.

Running an action on a space
The Run Action feature enables you to run a one-off action on all content items in a space. For example, you may want to move all the items to another space. 1. Navigate to the space against which you want to run an action. The space header displays the name and details of the space. 2. In the More Actions menu, click View Details. The Details page appears. 3. In the Actions list, click Run Action. The Run Action Wizard starts. 4. In Step One, Select Actions, select the action you want to run in the Select Action list and click Select Values and Add. 5. For most selections, the Set action values pane will appear. On this pane, set the desired action values and click OK. The action displays in the summary box of the Step One pane. 6. Repeat steps 3 to 5 for each action you want to run against all the content in this space.

7. Click Finish.

Viewing space details
In addition to viewing the contents of a space, you can view its details. The detailed information available includes the properties, workflows, categories, and rules for the space. 1. Navigate to the space whose details you want to view. The space header displays the name and details of the selected space. 2. In the More Actions menu, click View Details. The Details page for the current space appears. The page is divided into several panes.
3. Click

to expand a heading; click to collapse a heading.

4. Click Close to return to the space.

Editing space details
In addition to viewing the space details, you can edit its properties and configuration. Use the Modify buttons and the actions available to edit the space details. 1. Navigate to the space whose details you want to edit. The space header displays the name and details of the selected space. 2. In the More Actions menu, click View Details. The Details page for the current space appears. The page is divided into several panes.
3. Click

to expand a heading; click to collapse a heading.

4. Click the appropriate Modify icon in the section you wish to edit. 5. In the pane displayed, make the desired changes and click OK. You return to the Details page. 6. Click Close to return to the current space.

Working with content
Content items are added to or created in spaces within the Alfresco repository. You can view and work with content items within the spaces themselves or on your own hard drive. There is no limit to the type or number of content items that can be stored in Alfresco.

Adding content to spaces
You can add content items to Alfresco spaces in several ways. In addition to uploading existing content from your computer to the repository, you can create content within Alfresco.

Uploading content from your computer
Upload content from your computer to a space in the Alfresco repository.

1. Navigate to the space to which you want to upload a file. The space header displays the name and details of the space where the uploaded file will reside. 2. In the space header, click Add Content. 3. On the Add Content page, click Browse. 4. Locate the file on your computer that you want to upload and click Open. The full path name of the selected content item is inserted in the box. 5. Click Upload. A message informs you that your upload was successful. 6. Verify the General Properties information and click OK. 7. On the Modify Content Properties page, add or edit the properties as necessary and click OK. You are returned to the space where you started this procedure. The Content Items pane displays the file uploaded from your computer

Creating content in a space
Create text files, HTML files, and XML files directly in a space. Other types of files must be uploaded from your hard drive. 1. Navigate to the space in which you want to create content. The space header displays the name and details of the space where the content will reside. 2. In the Create menu, click Create Content. The Create Content Wizard appears displaying the Details page. 3. In Step One, Specify name and select type, enter a name for the file in the Name box. Leave the Type as Content. 4. In the Content Type list, select the type of content you want to create: HTML, Plain Text, or XML. 5. Optionally, select the Modify all properties when this wizard closes check box. 6. Click Next.
7. In Step Two, Enter Content, enter your content in the editing area When creating HTML

content, use the formatting features available to you. To view the content with the HTML markup, click (Edit HTML Source). This opens the HTML Source Editor where you can edit the text and tags. Click Update to close the window and return to the Enter Content pane with the contents updated 8. Click Next. 9. In Step Three, Summary, review the file details. 10. Click Finish. If you checked the Modify all properties when this wizard closes check box in step 5, the Modify Content Properties pane appears 11. Modify or add information as required. If you want to be able to edit the document later, select the Edit Inline check box. 12. Click OK. You are returned to the space where you started this procedure. The Content Items pane displays the file created.

Viewing content
View a content item directly in Alfresco without needing to download or check out a copy to your hard drive. 1. Navigate to the space containing the content item you want to view. The file name of each content item is a link. 2. Click the name or icon of the content item you want to view.

Editing content
You can edit content items inline, using the inline editor, or on your computer. The inline editor is available for HTML and plain text documents, but only when the Edit Inline option is enabled for the content item. 1. Navigate to the space containing the content item you want to edit.
2. Click

(Edit) for the content item to edit.

Note: To prevent other users overwriting your changes, you can check out the content item. 3. Depending on the content type and its settings, you will do one of the following: ○ If the content selected is an HTML or Plain Text file for which inline editing has been permitted, the inline editor opens displaying the selected document. Edit the content as desired and click Save. ○ If the content selected is not inline editable, follow the directions on the displayed page to save the file to your computer. You can then open the file with the relevant desktop application. Once the edits are complete, you must update the version in Alfresco to allow others to see the changes you have made.

Adding versioning to content
Enable versioning for a content item to track the revisions made to that item. When enabled, a new version number is assigned to the item each time its content is checked in or updated. When you use the Update feature, you do not have the opportunity to enter version notes. 1. Navigate to the space containing the content item you want to version.
2. In the Content Items pane, click

(View Details) for the content item of interest. to expand this

3. On the Details page, scroll down to the Version History pane. Click

pane, if necessary. This document has no version history is displayed if the content item does not yet have versioning. 4. Click Allow Versioning. The history table appears with the current version set at 1.0 for this item. As the content is versioned, previous iterations are available in this table.

5. Click Close in the top right of the pane to return to the current space.

Downloading content to your computer
Download a content item from the Alfresco repository in the same manner that you would download a content item from the Internet. Downloading a copy of an item in this manner does not check it out. 1. Navigate to the space containing the content item you want to download to your computer. 2. Right-click the content item. 3. In the menu, click Save Target As.
4. Select a location on your computer to save the file and click Save.

Updating content
The Update function enables you to update a content item in the repository with content from your computer. You can perform this function without checking out the content item. 1. Navigate to the space containing the content item you want to update.
2. Click

for that content item and click Update.

3. On the Update page, click Browse. 4. Locate the file on your computer that you want to upload and click Open. The full path name of the selected content item is inserted in the box. 5. Click Upload. A message informs you that the upload was successful. 6. Click Update. The date and time details for the content item indicate it has been updated.

Approving and rejecting a content item
If a content item is part of a simple workflow – that is, it resides in a space for which simple content review workflow has been defined – you can approve it. The approve action may be followed in the action list by a rejection action. The actions are represented by the icons actions is user defined, so will vary. (accept) and (reject). The text label for these

1. Navigate to the space containing the content item you want to approve or reject.
2. In the Content Items pane, click 3. Click the approval action (

to display the available actions. ), as appropriate.

) or click the rejection action (

Understanding working copies
When you check out a content item for editing, Alfresco creates a working copy for you to work with. The working copy provides an easy way to make changes to content, online or offline, and review and update the changes before replacing the original content. Checking out a content item locks the original item. Roll your mouse over the lock icon associated with a content item to see who checked it out. The icon out by you and indicates it is checked out by another user. indicates it is checked

Users can view both the original version and the working copy of a content item. The working copy remains the same as the original unless you upload your changes. You can update the working copy to allow others to see your changes without updating the original content. Once you complete your edits, you must check in the working copy to update the original content item.

Checking out content
When editing content, you can check out a content item to prevent other users from overwriting your work. Checking out content locks the original file and creates a working copy that you work with. 1. Navigate to the space containing the content item you want to check out.
2. In the Content Items pane, click

(Check Out) for that content item.

3. On the Check Out page, choose where you want to keep the working copy and click

Check Out. You can keep the working copy in the current space, where the original content item resides, or in another space within the Alfresco repository. The working copy has the same name as the original content item but is appended with (Working Copy). 4. The Check Out complete pane provides several options. Perform the desired option: ○ To download the working copy to your computer immediately, click the working copy of the file and save it to your computer. Once the download is complete, click Open to open the file for editing. ○ To edit the content at another time, click OK to copy the working copy of the file to the specified space. When you are ready to edit the content, you will need to download the file to your computer. ○ To cancel the checkout, click Undo Check Out. No working copy of the file is created.

The icon beside a content item indicates it is locked by you; the icon indicates it is locked by another user. Position your mouse over the icon to display the name of the user who checked out the item.

Checking in content
When you complete edits on a checked out content item, you must check in the working copy to update the original. If you are not yet finished with the item, you can check in the content while keeping the item itself checked out. You can only check in a file that was previously checked out by you. 1. Navigate to the space containing the working copy of the file you want to check in. This may or may not be located in the same space as the original content item.
2. In the Content Items pane, click

(Check In) for the working copy of the item you want

to check in. While the Check In options section appears at the top of this pane, you must complete the Working copy location section first. 3. Select one of the following options in the Working copy location section:

Use copy in current space: Select this option if you performed an inline edit on the content item listed in the space header. Proceed to step 7 to set the Check In options.

○ Use copy uploaded from my computer: Select this option to update the original file with the specified working copy from your computer. 4. Click Browse. 5. Locate the file on your computer that you want to check in and click Open. The full path name of the selected content item is inserted in the box. 6. Click Upload. A message informs you that the upload was successful. 7. In the Version Notes box, enter details specific to the file being checked in, if desired. The Version Notes box appears only when versioning has been enabled for the file being checked in. 8. Check Minor Change to increment the minor version number upon check in. This is optional. When selected, checking out version 3.4 of a file results in the versioning being updated to 3.5 upon check-in. Without this option selected, the version number after check-in would be 4.0. If versioning is not enabled, a version number is not assigned.
9. Check Check in changes and keep file checked out if you want to update the working

copy in the repository without checking in the file. This is a useful option if you intend to continue working on the file. You can continually mirror your changes from the working copy to the locked copy. This means that if another user wants to look at the file, they will see an up-to-date copy. Otherwise, users cannot view the updated file until you check it in. 10. Click Check In. The date and time details for the original file indicate it has been updated. The working copy is removed from the repository.

Discussing content
When developing a piece of content in collaboration with other colleagues, you can discuss specific objects with selected colleagues. A forum is automatically created for the content item and you can organize messages in topics. 1. Navigate to the space containing the content item you want to discuss.
2. Click

for the content of interest and click Start Discussion.

3. On the Create Topic pane, enter the discussion details in the Subject and Message boxes. Optionally, select an icon to represent the type of message you are posting. 4. Click Create Topic. A new pane appears with the header displaying the subject you entered for your topic.
5. Navigate back to the space containing the content item being discussed. In the Content

Items pane, (View Discussions) has been added to alert your colleagues that discussions on this content have started.
6. To view discussions on a content item, click

(View Discussions) for that content item.

Exporting and importing content
Exporting and importing content allows you to copy a space and it subspaces and folders from one location within Alfresco to another or from one Alfresco repository to another. This differs from a simple copy of a space from one location to another because it includes all rules, workflow, properties, and meta-data associated with that space. Exporting a space and its contents bundles all the content into an Alfresco Content Package (ACP). Importing the ACP into a new location expands the package to the original structure of the space.

Exporting a space and its contents
Export a space to copy the space, its contents, and all rules, workflow, properties, and meta-data associated with the space to a new location within Alfresco. Exporting a space and its contents bundles all the content into an Alfresco Content Package (ACP). 1. Navigate to the space you want to export. The space header displays the name and details of the space. 2. In the More Actions menu, click View Details. The Details page appears. 3. In the Actions list, click Export. 4. On the Export page, type a name for the export package (ACP). 5. Select a destination location to store the resulting ACP file. 6. Select Current Space as what you would like to export from.

a. Check Include children if you want to export subspaces. b. Check Include self if you want to exports the selected space as well as the children. 7. Check Run export in background if you want the export to occur while you are still working. 8. Click OK. The ACP file is created and stored in the destination location.

Importing the ACP file into a space
Use the Import function to copy an exported space to a new location within Alfresco. Importing the ACP into a new location expands the package to the original structure of the space. 1. Navigate to the space into which you want to import content. The space header displays the name and details of the space. 2. In the More Actions menu, click View Details. The Details page appears. 3. In the Actions list, click Import. The Import page appears. 4. Click Browse and locate the ACP file you want to import. 5. Click Upload. 6. Check Run import in background if you want the import to occur while you are still working. 7. Click OK. The ACP file expands, putting the space, subspaces, and content in the space.

Inviting users to a content item for collaboration
To collaborate with others on a specific content item, you must invite them to that content and define the roles they will play. When you do this, you are setting permissions for the content item. You can invite both individual users and user groups to a content item. By default, users invited to an item are invited as guests. 1. Navigate to the space containing the content item to which you want to invite users. The space header displays the name and details of the selected space.
2. In the Content Items pane, click

(View Details) for the content item of interest. The

Details page appears. 3. In the Actions list, click Manage Content Users. 4. On the Manage Content Users page, click Invite. The Invite Content Users Wizard opens. 5. In Step One, Invite Users, select User or Group. In the search box, type the full or partial name of the user/group you want to invite and click Search. 6. In the Results list, click to select the users/groups to invite. Use SHIFT to select multiple, consecutive items; use CTRL to select multiple, nonconsecutive items. 7. In the Role list, click a role for the selected user(s)/group(s).

8. Click Add to List. The selected user(s)/group(s) and their specified role are added to the list of invitees.
9. Add additional invitees in the same manner, as required. To remove a user or group from

this list, click

(Remove).

10. Click Next once all users/groups have been added.

11. In Step Two, Notify Users, choose one of the following options: ○ Click No if you do not want the invited users to be notified of the invitation by email.

Click Yes if you want the invited users to be notified of the invitation by email, then complete the Subject and Message boxes. You can write your own message, or select a template from the User Template menu and click Insert Template.

12. Click Next. 13. In Step Three, Summary, click Finish. The Manage Content Users page displays the invited users and groups for the content item. 14. Click Close to return to the Details page.

Managing content item users
Once users have been invited to a content item with defined roles, also referred to as permissions, you can manage the content users. When a user or group is invited to a content item and given a role, they have permissions to that item in the specified capacity. The owner of the content item can remove users and groups from the item. The owner can also change the roles assigned to the invited users and groups. If permissions are not specifically set for a content item, the permissions set for the space in which the content resides will be in effect.

Changing users' roles for a content item
Remove a user or group from a content item when you no longer want them to have access to that item. 1. Navigate to the space containing the content item whose users you want to manage. The space header displays the name and details of the selected space.
2. In the Content Items pane, click

(View Details) for the content item of interest. The

Details page appears. 3. In the Actions list, click Manage Content Users.
4. On the Manage Content Users page, click

(Change Roles) for the user or group whose to the left of the name indicates a user;

role you want to change. In this list, the icon the icon indicates a group.

5. On the Modify User Roles page, change the roles for the selected user or group as follows: a. To assign a new role for the selected user or group, click a role in the Select role list and click Add to List.
b. To delete an assigned role for the selected user or group, click

(Remove) for

that role in the Selected roles list. 6. Click OK to save the changes. 7. Click Close to return to the Details page.

Removing users from a content item
Remove a user or group from a content item when you no longer want them to have access to that item. 1. Navigate to the space containing the content item whose users you want to manage. The space header displays the name and details of the selected space.
2. In the Content Items pane, click

(View Details) for the content item of interest. The

Details page appears. 3. In the Actions list, click Manage Content Users.
4. On the Manage Content Users page, click

(Remove) for the user or group you want to

remove. In this list, the icon indicates a group.

to the left of the name indicates a user; the icon

5. On the Remove User page, click Yes to confirm the action.

6. Click Close to return to the Details page.

Taking ownership of content
You can take ownership of content from someone else. For example, it may be that the individual who owned the content has left your company and you need to take responsibility for it. 1. Navigate to the space containing the content item you want to own.
2. In the Content Items pane, click

(View Details) for the content item of interest. The

Details page appears. 3. In the Actions list, click Take Ownership. This action is available only if you have permissions allowing you to take ownership of a content item. A statement appears at the bottom of the Properties pane indicating if you were successful.

Using multilingual content

Alfresco enables you to store translated versions of content against the native language content item, so the relationship is always maintained. It controls these translations with versioning and other content services. To use this multilingual feature you must mark the content item as multilingual. 1. Navigate to the space containing the content item you want to mark as multilingual.
2. In the Content Items pane, click

(View Details) for the item of interest. The Details

page appears. 3. In the Actions list, click Make Multilingual. 4. On the Make Multilingual page, confirm the Author of the content. 5. Select the language into which you would like to transform the document from the list. 6. Optionally, check Add translation when this page closes. You can select one of two options: With Content or Without Content. 7. Click OK.

Viewing content item details
In any space, you can choose to view either the basic details or the full details for a content item.

Viewing content properties and a preview
View the basic properties of a content item as well as a preview of the content. The properties displayed include the title, creator, size, and create/modify dates. The information presented is view-only. 1. Navigate to the space containing the content item whose properties you want to view.
2. In the Content Items pane, click

to the right of that content item. A floating pane appears displaying the properties for the selected content item, as well as a preview of the content. To jump to the full details for the content item, you can click upper right corner of this pane. (Details) in the

3. Click

again or

(Close) to close this pane.

Viewing full content item details
View the full details of a content item. The information available includes links, properties, workflows, categories, and version history. The page header displays the name of the current content item, as well as its location in the repository.

From the Details page, you can navigate to the same page for other items within the same space. Click in the header to view the Details page for the previous content item in the space; click

to view the Details page of the next content item in the space. 1. Navigate to the space containing the content item whose properties you want to view.
2. In the Content Items pane, click

(View Details) for that content item.

The Details page displays information, divided into panes, for the selected content item.
3. Click

to expand a pane; click to collapse it. Some of the properties allow you to modify the information.

4. Click Close to return to the current space.

Editing content item details
When viewing content item details, you can modify some of the information presented. 1. Navigate to the space containing the content item whose properties you want to edit.
2. In the Content Items pane, click 3. Click

(View Details) for that content item. The Details page displays information, divided into panes, for the selected content item. to expand panes, as needed.

4. Work through the panes and edit the content item as desired. Some of the modifications can include:
a. Click the link, where available, to enable a feature, such as Allow Inline Editing,

Allow Categorization, and Allow Versioning. b. Click the Modify icon, where available, in the upper right corner of a pane to edit the current settings. 5. Refer to the Actions list on the right side of the pane to access functions not available in the Content Items pane. 6. Click Close to return to the current space.

Using categories
Categories allow you to quickly and easily organize your content to help you retrieve the content you are looking for. You classify your content items in Alfresco with categories. The categories are organized into related groups to form a hierarchy. You can link a content item to more than one category.

Adding a category link to a content item
Link a content item to a category to classify that item.
1. Navigate to the content item you want to categorize and click

(View Details) for that

item.
2. In the Category pane, click

to expand the pane, if it is not open.

3. If the content has not been categorized before, click Allow categorization.
4. Click

(Change Category).

5. In the Modify categories pane, click Click here to select a Category.

6. Click Select. 7. From the list of categories displayed, select a category and click OK. The selected category is displayed in the pane. 8. Click Add to List.
9. The category you selected is displayed in the Selected categories list. Repeat steps 5

through 8 to add more categories. 10. Click OK.

Removing a category link from a content item
If you no longer want a content item linked to a specific category, you can break the connection
1. Navigate to the content item you want to remove the category link from and click

(View Details) for that item.
2. In the Category pane, click 3. Click

to expand the pane, if it is not open.

(Change Category). (Remove) next to each

4. On the Modify categories page under Selected categories, click

category you want to remove from this content item. 5. Click OK.

Viewing the categories linked to a content item
View the categories linked to the content item on the Details page.

1. Navigate to the content item of interest and click

(View Details) for that item to display

the Details page.
2. In the Category pane, click

to expand the pane, if it is not open. The Category pane displays a list of categories to which this content item is linked.

Working with smart spaces and content rules
One of the key benefits of Alfresco is the ability to define rules that affect content within a space. A space with one or more defined content rules is called a smart space. A content 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 rule type, which indicates the event that triggers the rule

A rule can be triggered by one of the following events: • • • Content arrives in the space Content leaves the space because it is moved or deleted Content is modified

There is no limit to the number of conditions that can be applied to each rule. You can define rules to provide creative solutions to automation and management of content. Rules are applied when content moves in or out of a space and may also apply to content directly in the space or in sub spaces. For example, you could set up rules to manage content in the following ways: •

All content items placed in the Drafts space are versioned All content items placed in the Drafts space become part of a simple workflow (see Implementing a simple workflow) All presentation documents placed in the Published space will be transformed to Flash and copied to the Assets space

When a rule is created for a space, it applies to all files that are added to the space after the creation of the rule. Files residing in the space before the rule was created are not affected by the rule.

Creating a content rule

Create a content rule to automatically perform actions on content items within the space that meet certain conditions. 1. Navigate to the space where you want to create a content rule. The space header displays the name and details of the selected space. 2. In the More Actions menu, click Manage Content Rules. 3. On the Content Rules page, click Create Rule. 4. In Step One, Select Conditions, select a condition in the Select Condition list and click Set Values and Add. If you select All Items, click Add to List. 5. Depending on your selection, the Set condition values pane may appear. On this pane, set the desired conditions and click OK.
6. Add as many conditions as needed and then click Next to proceed.

7. In Step Two, Select Actions, select an action in the Select Action list and click Set Values and Add. 8. For most selections, the Set action values pane will appear. On this pane, set the desired action values and click OK.
9. Add as many actions as needed and then click Next to proceed. 10. In Step Three, Enter Details, provide information about the rule you are creating and

click Next. Select one of the following three options as the rule type: ○ Inbound: The action occurs when content is copied, created or added to the space. ○ Outbound: The action occurs when content is moved or deleted from the space. ○ Updated: The action occurs when content is updated in the space. 11. In Step Four, Summary, ensure all information entered is correct and click Finish. 12. Click Close to return to the current space.

Deleting a content rule
If you no longer need an existing content rule, you can delete it. If there is a chance you might need the rule again, you may want to edit the rule and make use of the option to disable it instead. You cannot delete a rule inherited from a parent space. 1. Navigate to the space containing the rule you want to delete. 2. In the More Actions menu, click Manage Content Rules.
3. On the Content Rules page, locate the rule you want to delete and click

(Delete). A

message prompts you to confirm the deletion of the selected rule. 4. Click Yes. 5. Click Close to return to the current space.

Editing a content rule
You can edit a content rule unless it is inherited from a parent space. 1. Navigate to the space containing the rule you want to edit. 2. In the More Actions menu, click Manage Content Rules.
3. Click

for the rule you want to edit.

4. Click Next and Back to work through the steps in the Edit Rule Wizard. Make your

changes to the appropriate step(s). 5. Click Finish when all changes are complete. 6. Click Close to return to the current space.

Viewing content rules
You can view rules in a space based on where they have been created. The default view on the Content Rules page is Local, which displays all rules that have been created for this specific space. The view option Inherited displays the rules that have been inherited from the space in which the current space is contained. For example, if your name space is in the User Homes space, you can view the rules your name space has inherited from the User Homes space. 1. Navigate to the space whose content rules you want to view. The space header displays the name and details of the space. 2. In the More Actions menu, click Manage Content Rules. 3. To change the view, click the current view and select the alternate view.

Managing content rules
Content rules can be applied directly to a space or they can be inherited from a parent space. You manage the content rules at the space level. You manage the content rules at the space level. You are able to specify if inherited rules are included or ignored for a space. You can also reapply rules to ensure that new rules apply to existing content in a space.

Reapplying rules
When you add rules to a space that already contains content, the rules are not applied to the existing content by default. You must reapply the rules to that space to ensure the existing content is included. 1. Navigate to the space whose content rules you want to manage. The space header displays the name and details of the space. 2. In the More Actions menu, click Manage Content Rules.

3. In the More Actions menu of the Content Rules page, click Reapply Rules. You are notified when the rules have been reapplied. 4. Click Close to return to the current space.

Ignoring inherited rules
If a space has inherited rules from the space in which it is contained, you can ignore those inherited rules in that sub space. 1. Navigate to the space whose content rules you want to manage. The space header displays the name and details of the space. 2. In the More Actions menu, click Manage Content Rules. 3. In the More Actions menu of the Content Rules page, click Ignore Inherited Rules. You are notified that the rules are being ignored. 4. Click Close to return to the current space.

Including inherited rules
If a space ignores rules from the space in which it is contained, you can change it to include those inherited rules in that sub space. 1. Navigate to the space whose content rules you want to manage. The space header displays the name and details of the space. 2. In the More Actions menu, click Manage Content Rules. 3. In the More Actions menu of the Content Rules page, click Include Inherited Rules. You are notified that the rules are being included. 4. Click Close to return to the current space.

Working with workflows
A workflow is a work procedure and workflow steps represent the activities users must follow in order to achieve the desired outcome. Alfresco provides two different types of workflow: simple and advanced. Simple workflow is generated by an Alfresco space that has a defined workflow content rule. The content rule dictates how the content entering, leaving, or currently residing in the space is managed. Advanced workflow is any workflow constructed using the Alfresco embedded workflow engine. You can start an advanced workflow with the Start Advanced Workflow Wizard or as part of Web Content Management (WCM). Advanced workflows are defined in your development environment or the Alfresco Workflow Designer.

Alfresco includes two out-of-the-box workflows: Adhoc Task (for assigning a task to a colleague) and Review & Approve (for setting up review and approval of content). These are both basic examples of advanced workflows. In both examples, the content items are attached to the workflow. In WCM, the workflow is configured for a web form associated with the web project and/or workflow configured as part of the overall web project. The Submit process in WCM is a complex example of advanced workflow that moves content through review, approval, and publishing actions. Tasks resulting from advanced workflow are managed in your personal dashboard (My Alfresco).

Implementing a simple workflow
A smart space with a defined workflow content rule generates simple workflow. In a simple workflow, a space is used to represent a step and the workflow is defined as a content rule. The rule specifies the user actions and flow of the content between the spaces. To add complexity to simple workflow you must create rules for other spaces and pass content around from space to space. For example, you could set up rules to create a simple workflow that manages content as follows: • • • • Users with the appropriate abilities can approve the content items added to the Drafts space. On approval, the content is moved to a space named Pending Approval. Users with the appropriate abilities can approve the content in this space. On approval, the content will be moved to the Published space. If, however, the content is rejected in this step, it will be moved back to Drafts.

The content can be a document, a graphics file, a Web page, streaming media, and so on. When a rule is created for a space, it applies to all files that are added to the space after the creation of a rule. Files residing in the space before the rule was created are not affected by the rule. 1. Navigate to the space for which you want to create a simple workflow. The space header displays the name and details of the selected space. 2. In the More Actions menu, click Manage Content Rules. 3. On the Content Rules page, click Create Rule. 4. In Step One, Select Conditions, select a condition in the Select Condition list and click Set Values and Add. If you select All Items, click Add to List. 5. Depending on your selection, the Set condition values pane may appear. On this pane, set the desired conditions and click OK.
6. Add as many conditions as needed and then click Next to proceed.

7. In Step Two, Select Actions, select Add simple workflow to item and click Set Values and Add.

8. In the Set action values pane, specify the Approve Flow and, if desired, the Reject Flow

for the workflow being defined. The values provided in the Name boxes will be the labels for the approval and rejection actions. Indicate whether the content being acted on is to be moved or copied, then select a target location. 9. Click OK. The defined workflow is summarized in Step Two. 10. Define additional actions in the same manner, if desired, and click Next to proceed.
11. In Step Three, Enter Details, provide information about the rule you are creating and

click Next. Select one of the following three options as the rule type: ○ Inbound: The action occurs when content is copied, created or added to the space. ○ Outbound: The action occurs when content is moved or deleted from the space. ○ Updated: The action occurs when content is updated in the space. 12. In Step Four, Summary, ensure all information entered is correct and click Finish. 13. Click Close to return to the current space.

Implementing an advanced workflow
Advanced workflow allows you to attach workflow directly to a content item and then assign the content to another user for review. With advanced workflow, the workflow tasks are managed in the dashboard. Alfresco includes two preconfigured workflows: Adhoc Task (for assigning a task to a colleague) and Review & Approve (for setting up review and approval of content). 1. Navigate to the space containing the content item you want to add to a workflow.
2. Click

for the content of interest and click Start Advanced Workflow.

3. In Step One, Choose Workflow, select the workflow you want to define: Adhoc Task or

Review & Approve. 4. Click Next. 5. In Step Two, Workflow Options, specify the workflow options.

To define an Adhoc Task workflow:  In the Description box, describe what you want the recipient to do, such as Please review the attached file.  In the Priority list, select the required priority.

To specify a Due Date, click None to display the date controls and select the desired date. Click Today to select the current date; click None to remove the due date.

 Optionally, select Notify Me to receive a notification when the task is complete.  For Assign To, click Select… and use the search feature provided to locate the desired user. Click to select the user to assign the task to and click OK. ○ To define a Review & Approve workflow:

 In the Description box, describe what you want the recipient to do, such as Please review the attached file.  In the Review Priority list, select the required priority.

To specify a Review Due Date, click None to display the date controls and select the desired date. Click Today to select the current date; click None to remove the due date.

 For Reviewer, click Select… and use the search feature provided to locate the desired user. Click to select the user who will be responsible for the review and click OK. 6. In the Resources pane, click Add Resource to add more content items to create a content set to assign to the specified user. a. b. c. Use the search feature provided to locate content items. In the results list, click to select the content item to add. Use SHIFT to select multiple, consecutive items from the list and use CTRL to select multiple, non-consecutive items. Click Add to List to add the selected content items to the Resources list. 2. Click Next.
3. In Step Three, Summary, click Finish to create the specified workflow.. You return to the

space where you started. Click (View Details) for the content item to see the newly attached workflow in the Workflows pane.

Viewing the workflow steps for a content item
You can easily determine if a content item is part of a workflow by viewing the content item's details. Access the View Details page to view a summary of the workflow defined for a content item. The Workflows pane details both the simple workflow and the advanced workflow for the item. This feature is not applicable to WCM content. Within a web project, you view – and have the opportunity to configure – the workflow as part of the Submit action. 1. Navigate to the content item whose workflow you want to view.
2. In the Content Items pane, click 3. In the Workflows pane, click

(View Details) for that item.

to expand the pane, if it is not open, and review the

defined workflow. 4. Click Close to return to the current space.

Working with forum spaces

A forum space is a place for holding discussions with other users. A forum space enables users to organize discussions into forums and topics. A forum is an area for displaying discussion topics. Topics display discussion messages posted by forum users.

Creating a forum space
Use the Advanced Space Wizard to create a forum space. A forum space contains forums. It can also contain other forum spaces. 1. Navigate to the space where you want to create a forum space. The space header displays the name and details of the space in which the forum space will be created. 2. In the Create menu, click Advanced Space Wizard.
3. In Step One, Starting Space, select the option From scratch and click Next. 4. In Step Two, Space Options, select Forum Space and click Next.

5. In Step Three, Space Details, type the relevant information in the Name, Title, and Description boxes. Optionally, select an icon to represent the type of content that you intend to put in the space. Click Next.
6. In Step Four, Summary, check that all information entered is correct and click Finish.

Deleting a forum space
Delete a forum space to permanently remove it from the Alfresco repository. Deleting a space also deletes all of its contents. 1. Navigate to the forum space you want to delete. The space header displays the name and details of the space to be deleted. 2. In the More Actions menu, click Delete Forum Space. A message prompts you to confirm the deletion of the selected forum space and all its contents. 3. Click OK.

Creating a forum
Create a forum within a forum space. A forum is an area for displaying discussion topics. 1. Navigate to the forum space where you want to create a forum. The space header displays the name and details of the forum space. 2. In the Create menu, click Create Forum. 3. On the Create Forum page, type the relevant information in the Name and Description boxes. 4. Click Create Forum.

Creating a topic
Create a topic within a forum. Topics display discussion messages posted by forum users. 1. Navigate to the forum where you want to create a topic. The space header displays the name and details of the forum. 2. In the Create menu, click Create Topic. 3. On the Create Topic page, enter the discussion details in the Subject and Message boxes. Optionally, select an icon to represent the type of message you are posting. 4. Click Create Topic. A new page appears with the header displaying the subject you entered for your topic.

Replying to a posted topic
You can reply to a posted topic to take part in a discussion on a specific topic. Two views are available when browsing posts: Bubble View and Details View. The selected view is displayed in the space header. In Bubble View, posts and replies are represented differently, so you can more easily see the discussion flow. Note: To change the view in the Browse Posts pane, click the current view and select the alternate view. 1. Navigate to the topic you want to reply to. The space header displays the topic subject; the Browse Posts pane displays the post message and details as well as any existing replies.
2. Click

(Post Reply).

3. In the Message box, type your message and click Reply. The reply is posted in the Browse Posts pane.

Posting a message to a topic
You can post a message to an existing topic. Two views are available when browsing posts: Bubble View and Details View. The selected view is displayed in the space header. In Bubble View, posts and replies are represented differently, so you can more easily see the discussion flow. Note: To change the view in the Browse Posts pane, click the current view and select the alternate view. 1. Navigate to the topic you want to post a message to. The space header displays the topic subject; the Browse Posts pane displays the posted message and details, as well as any existing replies. 2. In the Create menu, click Post to Topic.

3. In the Message box, type your message and click Post. The topic is posted in the Browse Posts pane.

Deleting a forum
Delete a forum to permanently remove it from the forum space. Deleting a forum also deletes all of its topics. 1. Navigate to the forum you want to delete. The space header displays the name of the forum to be deleted. 2. In the More Actions menu, click Delete Forum. A message prompts you to confirm the deletion of the selected forum and all its topics. 3. Click OK.

Deleting a topic
Delete a topic to permanently remove it from the forum. Deleting a topic also deletes all of its posts. 1. Navigate to the topic you want to delete. The space header displays the topic to be deleted. 2. In the More Actions menu, click Delete Topic. A message prompts you to confirm the deletion of the selected topic and all its posts. 3. Click OK.

Deleting a posted message
Delete a post to permanently remove it from a topic. Only an Administrator or the user who created the post can delete it. 1. Navigate to the topic containing the post you want to delete. The space header displays the topic to be deleted.
2. In the Browse Posts pane, click

(Delete Post) for the post you want to delete. A message prompts you to confirm the deletion of the selected post.

3. Click OK.

Editing a posted message
Edit a post to modify or add to its content. Only an Administrator or the user who created the post can edit it. 1. Navigate to the topic containing the post you want to edit.

2. In the Browse Posts pane, click

(Edit Post) for the post to edit.

3. In the Message box, modify the post as desired. 4. Click OK.

Managing multilingual content
You can work with a view of all the multilingual aspects of content to manage its translations. From here you can see all the translations and add additional ones. You can also see information about the version history of the complete translation collection. This is called an Edition. To manage the multilingual content: 1. Navigate to the translated content item you want to manage.
2. In the Content Items pane, click

(View Details) for the content item of interest. The

Details page appears. 3. In the Actions list, click Manage Multilingual Content. From the Manage Multilingual Content page, you can perform the following functions:
○ ○ ○ ○

Adding a translation Adding a translation without content Creating a new edition of the translated content Viewing the translated content editions

Adding a translation
If you have completed a translation of your source content item outside the repository, you can add it in the context of the multilingual content. 1. On the Manage Multilingual Content page, click Add Translation in the Actions list. 2. On the Add Translation page, locate the content to upload. 3. Click Upload and click OK. 4. Verify the properties. 5. Select the language of the translated content. 6. Uncheck Modify all properties when this page closes and click OK. The new content displays in the space with the language code identified. If you have set your Content Language option on the User Options page to a specific language, you will only see the document for that language.

Adding a translation without content

Adding a translation without content enables you to give other language equivalent values to all the properties and then add the translated content later when available. This is useful when using workflow to manage the translation process. 1. On the Manage Multilingual Content page, click Add Translation without Content in the Actions list. 2. On the Add Translation without Content page, verify the properties. 3. Select the language of the translated content. 4. Uncheck Modify all properties when this page closes and click OK. The new content placeholder displays in the space with the language code identified. If you have set your Content Language option on the User Options page to a specific language, you will only see the document for that language.

Creating new editions of the translated content
You may start a new edition based on any of the translations and this becomes the current document. All the previous translations are versioned along with the previous edition and only visible via the Version History pane of the Manage Multilingual Content page. 1. On the Manage Multilingual Content page, click New Edition in the Actions list. The New Edition Wizard starts.
2. Select the content item against which you want to add the updated content and click Next. 3. On the Edition Details pane, add any details for this new edition and click Next. The

Summary page appears. 4. Click Finish. The space containing the content item is displayed.

Viewing the translated content editions
Once you have created a new edition, you can view the updated related content. To view the edition of the translated content: On the Manage Multilingual Content page for the content item containing the editions you want to view, click the Editions pane to view the edition details.

Sign up to vote on this title
UsefulNot useful