User - Manual Alfrsesco PDF

INRIA Alfresco
ALFRESCO - END-USER
Author : Romain Delalande, Brice Chaffangeon
GUIDE
Page n 1/53
1 ABOUT ALFRESCO...........................................................................................................................3
1.1 ALFRESCO................................................................................................................................................3
1.2 MAIN VOCABULARY..................................................................................................................................3
2 USING ALFRESCO............................................................................................................................5
2.1 THE DIFFERENT AVAILABLE ACCESS WAYS TO ALFRESCO REPOSITORY............................................................5
2.2 THE WEB INTERFACE.................................................................................................................................5
2.2.1 LOGGING IN...........................................................................................................................................5
2.2.2 FIRST CONNECTION.................................................................................................................................6
2.2.3 WORKSPACES.........................................................................................................................................7
2.2.4 CONTENT ITEMS.....................................................................................................................................9
2.2.5 ROLES.................................................................................................................................................10
2.2.6 THE TRASH..........................................................................................................................................11
2.3 CREATING A SPACE.................................................................................................................................11
2.4 CREATE A CONTENT ITEM........................................................................................................................13
2.5 MODIFY SPACE OR CONTENT PROPERTIES..................................................................................................15
2.6 GET THE LINK OF A CONTENT OR A SPACE.................................................................................................16
2.7 CLASSIFY A CONTENT..............................................................................................................................16
2.8 START AND PARTICIPATE TO A DISCUSSION.................................................................................................18
2.9 THE PERSONAL SPACE..............................................................................................................................20
2.9.1 QUOTAS..............................................................................................................................................20
2.9.2 STATISTICS...........................................................................................................................................20
2.9.3 THE SPACE/CONTENT EFFECTIVENESS........................................................................................................22
2.9.4 EXTERNAL ACCOUNTS............................................................................................................................24
2.9.5 SHARING DOCUMENTS............................................................................................................................24
2.9.6 MANAGE MULTILINGUAL CONTENT...........................................................................................................28
3 THE LEFT COLUMN.......................................................................................................................30
3.1 THE NAVIGATION BAR..............................................................................................................................30
3.2 CLIPBOARD............................................................................................................................................31
3.3 RECENT SPACES......................................................................................................................................31
3.4 SHORTCUTS............................................................................................................................................32
4 WEBDAV...........................................................................................................................................33
4.1 WEBDAV ACCESS....................................................................................................................................33
4.2 WEBDAV CLIENTS...................................................................................................................................33
5 IMPORT / EXPORT .........................................................................................................................34
5.1 EXPORT.................................................................................................................................................34
5.2 IMPORT..................................................................................................................................................35
6 CONTENT RULES............................................................................................................................36
Alfresco User guide Date: 20/03/2008
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 2/53
6.1 CONTENT RULES DISPLAY.........................................................................................................................36

6.2 CREATING A NEW CONTENT RULE.............................................................................................................36
7 CHECK-IN / CHECK-OUT..............................................................................................................40
7.1 CHECK-IN / CHECK-OUT PRESENTATION....................................................................................................40
7.2 CHECK-IN / CHECK-OUT USE....................................................................................................................40
8 VERSIONING....................................................................................................................................45
8.1 WHAT IS VERSIONING ?..........................................................................................................................45
8.2 USING VERSIONING.................................................................................................................................45
9 SEARCH.............................................................................................................................................48
9.1 STANDARD SEARCH..................................................................................................................................48
9.2 ADVANCED SEARCH................................................................................................................................49
10 WORKFLOW..................................................................................................................................52
10.1 WHAT IS WORKFLOW ?........................................................................................................................52
10.2 USING INRIA WORKFLOW..................................................................................................................52
10.3 SET UP THE WORKFLOW.........................................................................................................................52
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 3/53
ABOUT ALFRESCO
1.1 Alfresco
Alfresco is an Enterprise scale Content Management system (ECM), designed
to users who require a high degree of modularity and scalable performance.
Alfresco includes a content repository, an out-of-the-box web portal framework
for managing and using standard portal content.
It allows document management, document sharing, repository-level
versioning, publishing, mail notification, workflow, effectiveness duration,
multiple accesses, advanced search, desktops.
Usable from a Web browser by all INRIA agents, it is also opened to non-INRIA
partners thanks to a mechanism for creating external user accounts.
1.2 Main Vocabulary
-
ECM: Enterprise Content Management is the technologies used to

capture, manage, store, preserve, and deliver content and documents
related to organizational processes. ECM tools and strategies allow the
management of an organization's unstructured information, wherever
that information exists.
Space: a space can be assumed as a folder (or repository). It can hold

content (documents) or other spaces (subspaces). A space can be
managed by some Content Rules.
Content: A content is the final item mostly, a document. It surely is a

file to download (PDF, Word, Excel, etc.), with some dedicated pieces of
information: the meta-datas.
Meta-data: the meta-data are pieces of information that are related to a

content or a space. For instance, it can be the Creation Date, the title, the
author Moreover, the meta-data of a content item can hold some words
that are included inside the file; indeed, a large panel of mime-types are
automatically detected by Alfresco and read through. Then, some specific
meta-data can be defined by the user, as the effectiveness duration of a
space.
Aspect: An aspect is a set of metadata, and sometimes, associated with a

particular behaviour. In example, the effectivity aspect adds 2
metadata to a document: valid from and valid to dates, and sends an
email when document is out of date.
Action: Actions in Alfresco are basic actions performed by user as

cut/copy, paste, manage rights, and add an aspect.
Content Rules: Content rules aim at designing specific actions,

dedicated to particular spaces or contents, consequently to particular
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 4/53
events. Those events are: the creation of a new space / content, the
update of an existing space, or the moving of en existing space / content.
-
Webdav: Webdav enables use alfresco without the web interface. With
webdav, Alfresco can be seen as a network disk alfresco. It enables drag
and drop in example from the desktop to alfresco.
External account: External accounts are accounts created for people

working outside INRIA. They are created by people from INRIA to give
access to foreigners collaborators, in example.
Workflow: A workflow is a validation process applied to content.
Versionning: Versionning is a feature to manage many versions of a

same document. In example, each update of a document will
automatically update the version number, if versionning is activated.
Check-in / Check-out: check-in / check-out is a feature to lock a

document, to avoid multiple edition at the same time.
Home directory: The home directory is a personal space. Each INRIA

user has a home directory.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 5/53
USING ALFRESCO
2.1 The different available access ways to Alfresco repository

Alfresco can be accessed through 2 different ways:
-
The web interface, using your browser (Internet Explorer, Firefox)
Using a webdav Client.
The web interface is the richest in terms of possibilities: you can upload files,
create spaces, share documents, interact with other users, etc... Accessing
through CIFS and Webdav is more limited since the interface is the one of a File
Explorer. Although they allow making mass imports using the Copy-Paste tool,
they cannot let you interact with other users workspaces of contents.
Note: a CIFS interface also exists but this one is not usable outside the Alfresco
server network.
2.2 The web interface
2.2.1 Logging in
To get identified in Alfresco and access to the web interface, you just have to
open a web browser (Internet Explorer, Firefox) and go to the address that your
administrator should give you.
You get to this page, where you have to provide your connection id (User Name,
password):
Your username and password are the same as defined in the INRIA LDAP
directory (these are those used to connect to your computer).
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 6/53
2.2.2 First Connection

The default Home page for every user is the following one:
Tools menu
Search bar
Title bar
Main Area
Navigation bar
The navigation bars (on the left side and on the top of the screen), will lead you
to the same areas:
My home : your personal space (home directory)
Company Home : Alfrescos root.
The tool header on the top of the screen lets you:

-
: Go to your personal settings page (lastname, firstname, email, etc.)
: Hide the left shelf in order to sets the main area in a wider view
: go to this guide
: log out.
The search toolbar allows you to ask for a simple term in the whole Alfrescos
database.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 7/53
2.2.3 Workspaces
The interface of a workspace is as follows:
Number of content rules managing
the space
Shows the areas

you recently got
into
Navigation
arrows
Subspaces
Choose the number

of elements
displayed per page
Contents
The left navigation column is deployed, in order to let you see this spaces sub
tree (the subspaces). Then, you can easily browse the different spaces of
Alfresco. Clicking on an arrow
deploys the subspaces sub tree for the
selected Area.
On the main screen of the current space, you will find:
-
The list of the subspaces of the current space, in the Browse spaces
bloc.
The content items belonging to the current space, in the content items
bloc.
Clicking on the title of some space or some content will lead you to its browsing
page (for a space) or to the download interface (for a document).
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 8/53
This icon
displays pieces of information about
the selected item.
For instance, if you selected a PDF file, it will show
you the first words of it:
The available actions concerning the content items (and spaces) depend on the
role you have (see below). These actions can be seen:
- Under each content item or space:
In the title bars menu More Actions :
View details is the most important: it gets you into the details view of the item
(space or document), that provides much useful information. As for a space, you
will see:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 9/53
This button allows you to sets a

predefined view to this space
Navigation arrows (leading to samelevel spaces)
Meta-datas
concerning
effectiveness
duration
Meta-data displayed
Available actions,
depending on the
role you have on the
space
If the statistics have been defined for the current space, you can see statistics in the
details view (and also in the navigation view):
2.2.4 Content Items

As previously seen, documents can be downloaded directly by clicking on them.
Like Spaces, the details view is available for content items. To see it, just click
on the icon
, under a content icon. It will get you into:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 10/53
Displayed information and actions here are pretty similar as for spaces.
2.2.5 Roles
Update / Edit
X
X
Add contents
Edit properties/metadatas
Coordinator
Collaborator
Contributor
Editor
See spaces and contents
Consumer
Roles provide users rights for a given space /content. Alfresco distinguishes 5
roles as follows:
Manage rights
Take ownership
Roles are given to one or more users on spaces or contents. Coordinator role has
all rights and is usually assigned to the space manager. The coordinator then
provides roles to other users depending on the rights he wants to give them to
the space or contents.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 11/53
2.2.6 The trash

All deleted documents remains in the user trash without time limit. To display
the trash content, click on the user option, in the title bar:
User option
Then click on Manage deleted items , at the bottom of the page:
You can search for a document by entering his title, or by filtering by date:
You can either recover a document by clicking on
, or you can choose to
recover the whole selection by clicking on

You can do the same for deleting items: you can either delete a single document
or the whole selection by clicking on
2.3 Creating a space

To create a content item, you must have at least the role of contributor.
To create a new subspace in a space, you must have the rights to do so, and
click on create / create space.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 12/53
A form opens:
You have to fill in three text fields. Name and title may be the same. Validate by
clicking on create space. Space is created then.
You might want to choose another method, if you need to build a space
corresponding to a specific model. Then, click on create / advanced space
wizard:
A form opens, where different possibilities are available:
from scratch helps you to create a simple space
Based on an existing space will let you choose an existing space, in

order to create a new subspace with the same pattern (subspaces,
content rules )
Using a template is identical to the previous one, except the fact that
you will have to choose among the space models your administrators
have designed.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 13/53
2.4 Create a content item

To create a content item, you must have at least the role of contributor.
Adding a new content item in a space is quite easy, as you just need to upload a
file in the space you want. Basically, in whatever space where you have rights to
do so, you have to click on
, on this screen:
Click on Browse and choose the file you want to upload:
Then click on upload, this will copy the file from your computer to the current
space.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 14/53
The add content dialog now tells you that the file was successfully uploaded.
You can still cancel the upload, clicking on cancel or on the icon
uploaded content bloc.
in the
Otherwise, if you want to validate the operation, click on OK.

A modify content properties screen appears:
Most of the fields are already filled in, since Alfresco knows how to read
standard formats (PDF, Excel, Word ).
Click on OK to end the Upload operation.
Alfresco will display the current spaces browse page. You can view the uploaded
document:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 15/53
More actions are available since

you are the owner of this document
(you just uploaded)
2.5 Modify space or content properties
To edit a space or content, you must have the role of editor, collaborator, or
coordinator.
You have to go on the details view to edit the content or space metadata.
Then, click on the edit button, in the properties panel:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 16/53
You have to validate modification by clicking on the OK button.

2.6 Get the link of a content or a space
Each content or space in Alfresco can be directly reached with a link. To get this
link, you have to go on the details view, and focus on the Links panel:
View in browser : give the link to view the document in the web browser
View in webdav : give the link to browse by webdav
Download content : give the link to download the content
Details page URL : give the link to access to the content detail page (this
page)
Alfresco Node Reference: give the unique node reference. When an error
occurs, your administrator may want you to give this link.
To get these links, right click on the wanted label, and Copy link address on
Firefox, or Copy shortcut on Internet Explorer.
2.7 Classify a content
You must have the role of editor, collaborator, or coordinator to classify content.
In order to easily find a document, it can be useful to give it a keyword.
Keywords are then used in the advanced search to get all documents with a
particular keyword. We both can say keyword or category.
To affect a keyword to a document, you must go on the details view, then click
on , in the Category panel.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 17/53
If Allow categorization appears, it means that categorization is not activated

yet. You must first click on this link. The panel becomes:
You have to click on the category modification icon:
. The next screen is:
1. First, click on the Select button.
2. Click here
category tree.
to
display
the
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 18/53
3. To choose a category, just

check the checkbox in the left
column. You can also navigate
into the category by clicking on
it. When you have chosen, click
on OK.
4. The chosen category appears here.

Click on Add to list to put it in the
category list.
The selected categories are displayed

here. Do the 4 steps again to add
other category.
2.8 Start and participate to a discussion

To start a new discussion, click on the link
details view:
, in the content
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 19/53
This form appears:
You have to fill the mandatory field ( * ), then click on Create topic :
When a discussion is started on a document, it is displayed like that:
Discussion icon
Also, on the details view, the link

2 links to view the topic:
appears. Click on one if those
Each discussion is displayed here as a unique topic. You can click on a title to
display messages:
Click here to reply to this
message.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 20/53
Action displayed depends on the role you have. A consumer is allowed to browse
messages. An editor is allowed to edit existing post, but cant reply, and a
contributor can only reply. A collaborator also has the right to edit previous
post, and a coordinator has all rights on the discussion.
The coordinator can manage the discussion rights, on the discussion details
view:
Discussion details
The same form as when we manage rights on a space appears.

2.9 The personal space
The personal space is a directory where you have all rights, where you are
coordinator. If you have an INRIA account, this space has been automatically
created for you. The title is your login.
You have the right to create content and spaces, manage space users, create
external account, start workflow, etc.
2.9.1 Quotas
Your personal home space has a default quota of 200 MB. When your quota is
reached, an email is sent to you and to administrators. It warns you about this
and advises you to remove some old content.
You can see your allowed quota, by clicking on the details view of your space,
and looking at the properties panel:
2.9.2 Statistics
In order to let you know the disk space you are filling in your home space, you
can apply a
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 21/53
To do so, go on the detail view of your home space, and click on the arrow near
Custom view. Then click on Apply a custom view and choose the view
stats_view_EN.ftl.
=>
The first time the view is applied, we get this display:
Statistics are not up to date: you have to click on Refresh , and you will also
have to click on Refresh after each modification.
Once statistics are calculated we get the following information:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 22/53
2.9.3 The space/content effectiveness

When uploading a content item, an automatic content rule (designed by the
administrators) is applied, adding the effectiveness meta-datas on this content.
It provides an effectiveness duration to the document, giving two dates (begin
date, end date).
Please notice that when a document / space reaches its end of
effectiveness, an email is sent to its creator in order to get him change this
date, or delete the document
Besides, you should know that even if the effectiveness rule is automatically
applied, it is your task to define the start and end dates, if needed (indeed,
effectiveness duration is optional).
To do so, after having created a content item, you have to go into the details
view of the content item.
Click on this icon to

go into the details
view
You should recognize the following details view:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 23/53
Click here to
modify metadatas
Effectiveness dates.
Empty after creation
To choose the effectiveness dates, you need to click on this icon

data).
Edit the meta-datas on this screen:
(edit meta-
Free-text field
Date fields: click on none to define

one.
These are the effectiveness dates.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 24/53
2.9.4 External accounts

You must have the coordinator role to create an external account.
It is possible to create an account for people who dont have access to Alfresco
(in example, people working outside of INRIA). This account will automatically
have read access to the space from which it has been created.
For this, you have to be in the space of your choice, and click on More actions
and Create user:
The followings form appears:
Basic information is needed to create this account. Once created the concerned
user will receive a mail with his login data. In this mail the user is asked to
change the generated password the first time he will log on Alfresco. Each
external account has a validity date: when this date is outdated, account is
automatically deleted. 30 days before that, an email is sent to you and to this
person to remember you that is will be deleted.
2.9.5 Sharing documents

You must be coordinator on a space to manage space users. This is the case by
default on your home directory.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 25/53
By default, other users have no rights to view documents or spaces in your

home directory. Thats why alfresco allows you to manage space and documents
users.
In order to manage rights on a space, go on the details view and click on
. For a document click on
instead.
Rights meanly work with inheritance. The checkbox Inherit parent space
permissions allows you to accept or not this inheritance. Warning, you cannot
see directly which are parent permissions: you have to go on the parent space
for that. Inheritance means that when a user will have a right on a parent
space, he will have the same right on the current space.
In order to add or remove permissions, click on Invite:
Then, enter the name of a group in the second field, and choose the
corresponding value in the first field (groups / user).
Be careful:
- to search for a user, you will have to enter his lastname or his firstname.
It wont search by the login or the email.
-the use of iLDAP groups must be done with great caution. In case of doubt
about the iLAP group members contact your local support.
Then you have to choose a role for the user:
INRIA Alfresco
GUIDE
Update / Edit
X
X
Add contents
Edit properties/metadatas
Collaborator
Page n 26/53
Contributor
Editor
See spaces and contents
Consumer
Coordinator
ALFRESCO - END-USER
Manage rights
Take ownership
The collaborator role is the often appropriate to share documents.

Once the role is chosen, click on Add to the list
Next step allows you to prevent users by email:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 27/53
This step can be done with an email template, in example

invite_user_email.ftl , which will automatically fill the mail text. To use a
template, choose it in the list and click on Insert template.
Then, click on finish to validate the rights.
Alfresco goes on the rights summary screen:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 28/53
2.9.6 Manage multilingual content

In order to manage multilingual content, you must have at least the editor role.
Alfresco allows you to manage many translations of a same document. You have
to go on the details view of a document, and focus on this panel:
Then click on Make multilingual . The next screen brings you to enter the
primary author of the document, the primary language, and the first translation
of the content:
In the next screen, you have to import a translation of the content:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 29/53
In the next screen, you have to fill the properties of the translated document:
Then, validate by clicking on OK . Translated document in a space will be

displayed like:
On the details view of the primary document, or its translations:
You can add as many translations as you want for a document. But the
properties displayed in the multilingual panel will always be those of the
primary document.
INRIA Alfresco
ALFRESCO - END-USER
THE
LEFT
GUIDE
Page n 30/53
COLUMN
The left column of the web interface contains two objects: the navigation bar
(grey-blue-colored) and the toolbox (white-colored).
3.1 The navigation bar
It displays the root spaces. The root space you are currently browsing is
highlighted (enforced orange), and its subspaces are displayed, you can deploy
them clicking on
The toolbox offers 3 areas: clipboard, recent spaces, and shortcuts.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 31/53
3.2 Clipboard
The clipboard is the interface you will use to make copy/cut paste actions,
thanks to the icons
(that you can find under every item: space or
document). Clicking on one of these will load the clipboard with the selected
item:
This icon means

the item was
copied. If it was
cut, the icon
would have been
Confirmation notice
Clipboard buttons:
: The trashcan button allows you to suppress the item from the clipboard
(NOT from Alfresco).
: This button allows you to paste the clipboards content in the current
space.
: This button allows you to create a link (shortcut) to the clipboards content
in the current space.
3.3 Recent spaces
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 32/53
The recent spaces bloc is automatically filled in when youre browsing alfresco.
It just displays the spaces you were recently browsing. Users cannot delete
spaces from this box.
3.4 Shortcuts
This functionality is devoted to providing users a list of links to their favorite
spaces or documents. To create a shortcut to an item, go to the details view of
this item (icon
or more actions / view details ) and then, select the action

in the right Actions toolbar.
Then, a shortcut to this content will appear in the Shortcuts box:
This icon will delete

the shortcut, and NOT
the content
This icon will create a

new shortcut to the
current space new
space
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 33/53
WEBDAV
4.1 Webdav access
Alfresco can be used by the webdav protocol. That means with the file browser
on Windows, Mac OS, and Linux. It may be possible to use an external
application to use Alfresco through webdav.
The webdav URL of the alfresco root is:
https://partage.inria.fr/alfresco/webdav.
To go directly to a specific space it can be accessed by its Webdav link. To get
the Webdav link just go on the details view, right-click on the link "View in
WebDAV" then "Copy Link" in Firefox, or "Copy Shortcut" under Internet
Explorer.
Disclaimer: by accessing to spaces with Webdav, it is not possible to use in a
reliable ways Alfresco features such as version management and document
locking. That is why we do not recommend Webdav access except for the initial
space creation and feeding. For any other action please use only the web
interface.
4.2 Webdav clients
The most important thing to remember is that if required, you have to
use webdav with UTF-8 client (otherwise some special characters such
as accentuated ones, will not be dealt properly).
-
Windows: "My Network Places" allow you to add a link as a favorite

Webdav network. This one can then be used from the Windows file
Explorer for accessing spaces and corresponding documents.
Caution: if the Webdav link contains characters like %nn (which
correspond to Hexadecimal encoding characters) please urgently replace
them by the corresponding real character real.
For example, %20 should be replaced by a space:
https://partage.inria.fr/alfresco/webdav/Centres% 20de% 20recherche
must be replaced by:
https://partage.inria.fr/alfresco/webdav/Centres de recherche
Linux and Mac: the file browser allows Webdav link access, if it is using
utf-8.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 34/53
IMPORT / EXPORT
5.1 Export
The export feature can be used to backup or move big space, through the web
interface. The export generates an .acp file.
Alfresco will export :
-
arborescence
rules
role
metadatas applied on spaces and contents.
To export a space, you have to be coordinator of this space. Go on the details

view, and then click on Export:
Enter a title for your export package, and choose a destination to save your
export. The include sub-spaces option is almost mandatory if you want to save
all the arborescence. The include this space option allows you to export or not
the root space. If you choose this option, the root space of your export will be
this space. If not, the root spaces will be the all subspaces of the space.
To get your export, just go to the destination you have chosen, and download
the .acp file:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 35/53
5.2 Import
It is possible to import .acp files and zip files, if you are coordinator of a space.
To import, just go under the details view of the space you want to import
something and click on Import:
For a zip file, Alfresco will import all arborescence and documents. But if
folders are empty, they will not be created.
For a .acp, alfresco will import:
-
arborescence
rules
role
metadatas applied on spaces and contents
In the both case, the imported package will remain in the location you have
chosen for import, even after the import. You have to remove it manually.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
CONTENT
Page n 36/53
RULES
6.1 Content rules display
Content rules apply on spaces (uniquely): they automatically run actions on

spaces / subspaces. To create a content rule applying to a space, you need to
browse this space, and click on more actions / manage content rules
This icon displays the

number of active
content rules on this
space
The next screen will show you the existing content rules:
Local column indicates whether the rule was created on this space, or that it
is just inherited from a parent one. If it is inherited, you will not be able to
disable it (from here).
6.2 Creating a new content rule

To create a new content rule, click on the icon
wizard will help you:
. The create rule
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 37/53
The first step consists in choosing the condition that shall trigger the rule. Here
are the most useful ones:
-
Items of a specified type or its sub-types: will apply the rule on items
that are either folders or documents.
Items with the specified mime type: will apply the rule on documents
that have the specified mime type (PDF, Word, Excel).
Items which contain a specified value in its name: will apply the rule on
items whose name contains the entered string.
All items: will apply the rule on all items.
Then, you need to click on set values and add to define the parameters of the
condition you chose. For instance, if you chose items with the specified mime
type, a set condition values scrollbar will be displayed, for you to select
among Adobe PDF document, AIFF audio, etc
Once this value has been selected, you will be redirected on the create rule
wizard, step one. You can see the condition you just defined in the summary
bloc. Consequently, you can create several conditions.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 38/53
Go to next step clicking on Next. Step 2 consists in choosing the action that
will be applied when the rule is called (when the conditions previously defined
are true). Choose your action in the scrollbar:
Among those actions, you can see:

-
Copy item to a specific space
Move item to a specific space
Send an email to specified users
Select the parameters of the action clicking on Set values and add.
For example, if you chose Copy the item to a specific space, you need to select
which is the target space:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 39/53
After having set those parameters, click on ok / next to go to wizards step

3:
Here, you can save and activate the rule. First, provide the rule a type:
-
inbound : the rule will apply on items coming into the current space
outbound : the rule will apply on items going out the current space
update: the rule will apply on items being updated.
You should give a title and some description to the rule.

At last, the checkboxes in Other options precise some complementary
settings about the rule:
-
Apply rule to sub spaces: the subspaces will inherit the rule.
Run rule in background: can be useful in case of high-density file

processing.
Disable rule: rule remains saved, but will not be applied.
Click on finish to exit the wizard, and save the rule.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 40/53
CHECK-IN / CHECK-OUT
7.1 Check-in / check-out presentation

Check-in / check-out makes collaborative work easier on content because it
avoids multiple editions at the same time. It enables content reservation/locking
on a document to ensure that only one collaborator is working on it. Once he
has finished, he can update the content and unlock the document, to bring it
available for other users.
7.2 Check-in / check-out use
First step is to create a working copy of content, by clicking
details view.
, on the
Alfresco asks you where to save this working copy:
Current space will often be a good choice. Click Checkout to validate.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 41/53
This will:
Create the working copy : title is the same as the original with suffix Working
Copy
Lock the original file
Click on OK to return on the details view of the original file.

In the current space, there are 2 documents: the orignal file, and the working copy.
The icon
near the original file means that this file is locked. It not possible to edit
it anymore, unless clicking on:
in the details view.
Note: Only the coordinator can work on working copy created by other users.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 42/53
In order to edit the working copy, click on near the working copy icon
prompt for the file download:
. Alfresco will
The working copy is now on your desktop, you can modify what is needed. Once this
is done, you have to update the working copy.
Just click on Update on the details view of the document:
Note: This link is also available on the navigation view, under the document icon :
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 43/53
This will bring you to the following classical form
Click on update to finish the document upload. Alfresco goes back on the detail
view of the working copy.
Warning: it may be possible that Alfresco doesnt properly extract new metadata from
the updated working copy.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 44/53
To avoid this problem, you can manually extract metadata by running a specific
action. Click on Run action and select Extract metadata
If you think you have finished working on the working copy, you have to bring these
modifications into the original file. Go on the details view of the working copy and
click on
The first option will have effect only if versionning is activated on the document.
The second choice will allow you to keep the working copy after the update.
Otherwise, it will be erased.
By clicking on Check-in , the original file is updated with modifications done in the
working copy. It is also unlocked and the working copy is erased.
You can also cancel the working copy and all modifications: click on
. It will remove the working copy and unlock the original file too.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 45/53
VERSIONING
8.1 What is Versioning ?

Versionning, jointly used with check-in/check-out, enables to manage many
different versions of a same document. It makes easier:
Version management : minor or major
Taking back an old version
Automatically increment version number with working copy
8.2 Using Versioning

By default, versionning is not activated on document. You can manually
activate it on content by clicking on Allow versionning , on the Version History
panel (details view)
The first version is created with the 1.0 number.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 46/53
Note: Versionning could be automatically applied with a content rule. This rule
should add aspect Versionnable on every object of type content, incoming in the
space.
Now that versionning is activated, each update will create a new version:
You can get an old version by clicking on View . You can also put this old
version as the current version by downloading the old one, click on update, and
upload this old version.
Warning: As for the check-in/check-out, it may be possible that alfresco doesnt
extract new metadata.
To avoid this problem, you can manually extract metadata by running a specific
action. Click on Run action and select Extract metadata
When used with check-in, you can choose for a minor version change.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 47/53
You can also put a comment at the check-in. This will be displayed like that:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 48/53
SEARCH
9.1 Standard search

Standard search consists in finding content matching a few words. You just
need to write the words on the top right corner of the screen and throw the
search process clicking on the icon
Results will quickly appear, ordered by types (spaces / documents):
The results will contain:

-
spaces that have the specified search value in their name or title
documents that have the specified search value either in their name, or
in their content (PDF, Word ).
Filter options are available by clicking on the icon
in the search bar:
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 49/53
9.2 Advanced Search

The advanced search can be opened by selecting it in the Filter options. You will
see the following form:
Search settings
among the metadatas
Deploy
the
advanced settings
clicking on the
arrows
The input text field Look for is the main area. There, enter the value you want
to look for. More search options will let you select some advanced settings, like
restricting some meta-data values, or choosing the type of item you want to find.
Please notice that, for scrollbar options, you need first to click on the associated
checkbox, in order for this parameter to be taken into account:
Clicking on search will throw the search and display the results.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 50/53
The results of an advanced search are displayed the same way that those of a
standard search.
However, you will notice that a new action is available: More actions / Save
new Search.
Doing so will lead you to the Save new search screen:
How can you find and use later this saved search ? Just go to the advanced
search screen, and the saved search will be available in the top right scrollbar:
Saved searches scrollbar
If you select it, Alfresco will fill in the advanced search form as you just did
when you created this search.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 51/53
Consequently, you saved the search parameters, but not the results of it,
i.e. results may vary, if documents in the repository were added, updated or
deleted.
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 52/53
10 WORKFLOW
10.1 What is Workflow ?
A workflow could be basically described as a reliably repeatable pattern of

document-processing activity including creation, validation, and publication.
First, a contributor edits a document. Then, a dedicated authority decides
whether validating or refusing its publication. In the first case, the document is
published; otherwise it can be deleted, or placed in a waiting status.
10.2 Using INRIA Workflow
If a document needs to be validated through a workflow process, it will have to

be moved to a space called pending validation. If your coordinator decides to
validate the content, it will be moved into the production space; otherwise, it
will be moved into the drafts space.
10.3 Set up the workflow
In order to use workflow, you have to first create a space with the INRIA
workflow template. Your space will automatically have the 3 sub-spaces that
enable workflow process. Click on Create > Advanced space wizard:
If you want to send and receive mail within the workflow process, go under the
space production and click on manage content rules. You have to set up the
INRIA Alfresco
ALFRESCO - END-USER
GUIDE
Page n 53/53
following rule: condition: all items / action: send an email / type: incoming
(be careful to uncheck apply to sub-spaces)
You can also to the same on the drafts space to be warned when documents
are rejected.
At least you have to configure rights on space Pending validation, Drafts, and
Production
Note: Smile gave the space template Simple workflow with a content rule to
automatically move document when there are accepted or rejected. For you
information, this rule is: condition: all item / action: add a basic workflow /
type: incoming.
Then when content is created under Pending validation , a workflow is
started. When document is approved, it is moved to Production. When it is
rejected, it is moved to Drafts.

User - Manual Alfrsesco PDF

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

User - Manual Alfrsesco PDF

Uploaded by

Copyright:

Available Formats

INRIA Alfresco

6.1 CONTENT RULES DISPLAY.........................................................................................................................36

Alfresco User guide Date: 20/03/2008

ECM: Enterprise Content Management is the technologies used to

Space: a space can be assumed as a folder (or repository). It can hold

Content: A content is the final item mostly, a document. It surely is a

Meta-data: the meta-data are pieces of information that are related to a

Aspect: An aspect is a set of metadata, and sometimes, associated with a

Action: Actions in Alfresco are basic actions performed by user as

Content Rules: Content rules aim at designing specific actions,

Alfresco User guide Date: 20/03/2008

External account: External accounts are accounts created for people

Workflow: A workflow is a validation process applied to content.

Versionning: Versionning is a feature to manage many versions of a

Check-in / Check-out: check-in / check-out is a feature to lock a

Home directory: The home directory is a personal space. Each INRIA

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

2.1 The different available access ways to Alfresco repository

The web interface, using your browser (Internet Explorer, Firefox)

Using a webdav Client.

Author : Romain Delalande, Brice Chaffangeon

2.2.2 First Connection

My home : your personal space (home directory)

Company Home : Alfrescos root.

The tool header on the top of the screen lets you:

: Go to your personal settings page (lastname, firstname, email, etc.)

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

Shows the areas

Choose the number

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

In the title bars menu More Actions :

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

This button allows you to sets a

Navigation arrows (leading to samelevel spaces)

2.2.4 Content Items

, under a content icon. It will get you into:

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

See spaces and contents

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

2.2.6 The trash

You can either recover a document by clicking on

, or you can choose to

recover the whole selection by clicking on

2.3 Creating a space

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

A form opens, where different possibilities are available:

from scratch helps you to create a simple space

Based on an existing space will let you choose an existing space, in

Author : Romain Delalande, Brice Chaffangeon

2.4 Create a content item

Click on Browse and choose the file you want to upload:

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon

Otherwise, if you want to validate the operation, click on OK.

Alfresco User guide Date: 20/03/2008

Author : Romain Delalande, Brice Chaffangeon