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Alfresco 4 Enterprise Content Management Implementation

Book Description

With Alfresco 4 you can manage content across the enterprise more effectively and corroboratively. This book helps you achieve great results, however basic or sophisticated your needs, with a hands-on, training course approach.

  • Manage your business documents with standard practices like content organization, version control, tagging, categorization, library services, and advanced search
  • Automate your business process with the advanced workflow concepts of Alfresco using the Activiti workflow engine
  • Manage your documents with productivity tools like Microsoft Office, Mobile Application, MS Outlook, Lotus Notes, and so on
  • Integrate with external applications such as Liferay Portal, Adobe Flex, iPhone, and Facebook

In Detail

Alfresco 4 has improved a lot with its new and advanced concepts for content management. Users have been waiting for a book that covers these concepts along with security, dashboards, and the configuration features of Alfresco 4.

Alfresco 4 Enterprise Content Management Implementation is a well-crafted and easy-to-use book, and it is a complete guide to implementing enterprise content management for your business needs using Alfresco 4. It covers the enhanced document management, integration with standard productivity tools, and various integration options with proven external applications.

This book will take you through a number of clear, practical sections that will help you to make a proper decision for your business needs using standard practices with Alfresco’s Document Management and various third-party integrations

You will learn how to install, administer, and manage your entire application. The concepts of mapping your business documents by extending content models and achieving your complex business process using Workflow models and business rules will be discussed in this book. Integration with various third party tools like MS Office, Mobile Application, Outlook, Liferay, Ephesoft, and Kofax will also be covered. You will learn to create your own custom workflow using Activiti BPMN 2.0 Process Designer and also maintain and administrate the entire application. This book explains everything you need to know to manage your documents using standard processes and mechanisms.

Table of Contents

  1. Alfresco 4 Enterprise Content Management Implementation
    1. Table of Contents
    2. Alfresco 4 Enterprise Content Management Implementation
    3. Credits
    4. About the Authors
    5. About the Reviewers
    6. www.PacktPub.com
      1. Support files, eBooks, discount offers and more
        1. Why Subscribe?
        2. Free Access for Packt account holders
    7. Preface
      1. What this book covers
      2. What you need for this book
      3. Who this book is for
      4. Conventions
      5. Reader feedback
      6. Customer support
        1. Downloading the example code
        2. Errata
        3. Piracy
        4. Questions
    8. 1. Introduction to Alfresco
      1. Overview of Alfresco
        1. Leveraging the benefits of open source
        2. State-of-the-art content repository
        3. Scalable architecture
        4. Open standards-based underlying components
        5. Globalization support
        6. Security and access control
        7. Essential library services
        8. Business process automation
        9. Enterprise integrations
      2. Alfresco Enterprise 4 – an overview
        1. Alfresco Share
        2. Alfresco Repository Public API
        3. Alfresco CMIS implementation
        4. Microsoft SharePoint Protocol support
        5. Social content publishing
        6. Solr search
        7. Activiti workflow for Business Process Management (BPM)
        8. iPad and Android usability improvements
      3. Alfresco products
        1. Alfresco Enterprise On-Premise
        2. Alfresco in the cloud
        3. Alfresco Mobile
        4. Alfresco Workdesk
      4. How you can benefit from Alfresco
        1. Using Alfresco for document management
        2. Using Alfresco for records management
        3. Using Alfresco for collaboration management
        4. Using Alfresco for enterprise content search
        5. Applications of Alfresco
      5. How does the future look with Alfresco?
        1. Better support options
        2. Free upgrades
      6. Implementing the example solution using Alfresco
      7. Where do you get more information?
      8. Summary
    9. 2. Installing Alfresco
      1. Installing Alfresco
        1. Out of the box installation architecture
          1. Client applications layer
          2. Repository services layer
          3. Data storage layer
          4. Components of Alfresco applications
          5. How can you access the application
        2. Which installation option is suitable for you
          1. Enterprise and Community editions
          2. Operating systems – Windows, Linux, UNIX, and MacOS
          3. Databases – MySQL, Oracle, MS SQL Server, and PostgreSQL
          4. Application servers – Tomcat and JBoss
          5. Portals (optional) – JBoss Portal and Liferay
          6. Choosing the suitable software for your installation
        3. Installing on Microsoft Windows
          1. Full installation
          2. Installing the Alfresco bundle on Tomcat
            1. Installing Java SE Developer Kit
            2. Installing Alfresco bundled on Tomcat
          3. Installation of other Alfresco components
            1. Installing SharePoint protocol support
            2. Installing the Alfresco license file
            3. Installing and configuring the MySQL database
            4. Installing OpenOffice
            5. Installing Flash Player
            6. Installing SWFTools
          4. Installation folder structure
          5. Starting and stopping Alfresco as a console application
          6. Configuring Alfresco as a Windows service
          7. Installing TinyMCE language packs
        4. Installing on Linux
        5. Installing extensions with the AMP installation script
          1. Using the Module Management Tool with a script
          2. Using the Module Management Tool from the command prompt
      2. Summary
    10. 3. Getting Started with Alfresco
      1. Introduction to Alfresco Explorer
        1. Logging in to Alfresco as an administrator
        2. Screen layout
          1. Toolbar
          2. Navigator
            1. Navigator tree view
            2. Shelf
            3. OpenSearch
            4. Categories logical view
          3. Breadcrumbs
          4. Header
          5. Detail
        3. Administration Console
          1. Users and groups management
          2. Category management
          3. Data management
          4. System information
      2. Getting started with content creation
        1. Creating Space
        2. Creating content
        3. Creating a link to content
      3. My Alfresco dashboards
        1. Choosing My Alfresco Dashboard as start location
        2. Configuring a personal dashboard using wizard
          1. Step one – selecting layout
          2. Step two – selecting components
      4. Starting with basic configuration
        1. Extending Alfresco configuration
          1. Alfresco ConfigRoot folder
          2. Alfresco extension folder
          3. Configuration approach
          4. Packaging and deploying Java extensions
        2. Installing the enterprise license file
        3. Changing the default administrator password
        4. Configuring the content store
        5. Configuring logfiles
        6. Configuring default logos
        7. Customizing the look and feel using CSS
          1. Configuring multilanguage support
        8. Configuring subsystems
          1. Extending any subsystem
          2. Configuring the audit subsystem
            1. Enable audit
            2. Configure Audit Filters
            3. View audit trail
          3. Configuring the email subsystem
            1. Outbound_SMTP email subsystem
            2. Inbound_SMTP email subsystem
              1. Configuring IMAP
          4. Configuring the FileServers subsystem
            1. Configuring CIFS
        9. Configuring File System Transfer Receiver
        10. Setting up a multi-tenant environment
          1. Enabling multi-tenancy
        11. High availability
      5. Creating a blueprint for your application
        1. Enterprise intranet as a theme
        2. Features you are going to implement
      6. Summary
    11. 4. Implementing Membership and Security
      1. Alfresco membership and security model
        1. Users and groups
        2. Permissions and roles
        3. Authentication
        4. How is security imposed in Alfresco?
      2. Managing system users
        1. Creating new users
        2. Searching for existing users in Alfresco Explorer
        3. Modifying user details
        4. Deleting a user
      3. Individual user access
        1. New user login and my homepage
        2. Updating the personal details and password
      4. Managing user groups
        1. Creating groups and subgroups
        2. Adding users to a group
        3. Removing users from a group
      5. Extending security permissions and roles
        1. Default permissions
        2. Default roles
        3. Creating a custom role
      6. Securing your spaces
        1. User roles on a space
        2. Inviting users to your space
        3. Defining and securing your spaces
      7. Securing your content
        1. User roles for content
        2. Inviting users to your content
      8. Choosing a right security model for you
        1. Using the Alfresco out-of-the-box membership system
        2. Authentication Subsystem
          1. Authentication chain
        3. Configuring LDAP for Centralized Identity Management
          1. LDAP configuration with Active Directory
          2. LDAP synchronization
        4. Configuring NTLM for single sign-on
          1. SSO with Active Directory
      9. Migrate existing users to Alfresco
        1. Understanding of user and group structure in Alfresco
        2. Using command-line scripts to bulk upload users
        3. Bootstrapping the Alfresco repository with predefined user data
      10. Summary
    12. 5. Implementing Document Management
      1. Managing spaces
        1. Space is a smart folder
        2. Importance of space hierarchy
        3. Editing a space
          1. Editing space properties
          2. Deleting space and its contents
          3. Moving or copying space by using the clipboard
          4. Creating a shortcut to a space for quick access
        4. Choosing a default view for your space
        5. Sample space structure for a marketing project
      2. Managing content
        1. Creating content
          1. Creating text documents – HTML, text, and XML
          2. Uploading binary files – Word, PDF, Flash, Image, and Media
        2. Editing content
          1. Online editing of HTML, text, and XML
          2. Offline editing of files
          3. Uploading updated content
          4. Content actions
          5. Deleting content
          6. Moving or copying content using the clipboard
          7. Creating a shortcut to the content for quick access
        3. Managing content properties
          1. What is Content Metadata?
          2. Metadata extractors
          3. Editing metadata
          4. Adding additional properties
      3. Library services
        1. Versioning
          1. Auto Versioning
        2. Check In and Check Out
          1. Checking out documents
          2. Checking in the working copy
          3. Undo Check Out to unlock a document
      4. Categorizing content
        1. Managing categories
        2. Adding categories to content
        3. Searching content by category
      5. Managing multilingual content
        1. Versions of multilingual content
        2. Deleting multilingual content
      6. Using network drives to manage content
        1. CIFS
          1. Mapping the drive
        2. FTP
        3. WebDAV
      7. Recovering deleted content
      8. Data Dictionary and space templates
        1. The Data Dictionary space
        2. Space templates for re-usable space structure
          1. Creating new space template for re-use
          2. Using an existing space template to create a new space
      9. Discussions on spaces and documents
        1. Discussion forums for collaboration
          1. Forum space
          2. Creating discussion forums in the forum space
          3. Creating topics in the forum
          4. Replying to topics
          5. Departmental forums and security
        2. Defining forums for groups within a department
        3. Inter-department collaboration using spaces
          1. Managing space users
          2. Space collaboration using e-mails
          3. Starting a discussion on a specific space
        4. Content collaboration
          1. Owner invites individuals to collaborate on content
      10. RSS syndication
        1. Using RSS feeds
        2. RSS Templates
      11. Migrating existing content into Alfresco
        1. Drag-and-drop content to the network drive
        2. Using web services to migrate content
        3. Bulk import tools
      12. Summary
    13. 6. Implementing Business Rules
      1. Using business rules on spaces
        1. Organizing documents automatically
        2. Running rules in the background
        3. Dynamically adding properties to a document
        4. Automatic versioning of documents
        5. Sending notifications to specific people
        6. Chaining all of the business rules
      2. Built-in business rules
        1. How these business rules work?
        2. How the conditions are checked?
        3. What actions are executed?
        4. When are these rules triggered?
      3. Applying actions to individual content
        1. Removing an aspect from a content
      4. Handling content transformations
        1. Transforming a Word document to PDF
        2. Resizing and transforming images
        3. OpenDocument Format
          1. Converting Microsoft Office documents to ODF
        4. Built-In transformations
      5. Executing JavaScript as business rules
        1. Using built-in JavaScript as actions
        2. Extending business rules with custom JavaScript
          1. Setting up the Corporate Forms Space
          2. Creating custom JavaScript
          3. Executing custom JavaScript as an action
        3. JavaScript API
      6. Scheduled actions
        1. Example to archive expired content
        2. XML configuration file for scheduled actions
          1. The cron expression
      7. Summary
    14. 7. Extending Alfresco Content Model
      1. Custom configuration
        1. Configuration files for default content model
        2. Configuration files for Custom Content Model
          1. Custom model context file
          2. Custom model file
          3. Custom web client configuration file
        3. Hierarchy of configuration files
      2. Custom aspect
        1. When do you need a custom aspect?
        2. Steps to add a custom aspect
        3. Defining a custom aspect
        4. Extend content model with custom aspect
        5. Localizing the model using message resources
        6. Configuring a web client for custom aspect
        7. Using a custom aspect as a business rule
      3. Constraints
        1. Constraint types
          1. REGEX
          2. LIST
          3. MINMAX
          4. LENGTH
        2. Applying a constraint
      4. Advanced property sheet configuration
        1. Display labels
        2. Conditional display of properties
        3. Converters
        4. Component generators
      5. Custom content type
        1. When do you need a custom content type?
        2. Steps to add a custom content type
        3. Defining a custom content type
        4. Extending content model with a custom content type
        5. Configuring a web client for custom content type
        6. Adding a custom content type
        7. Creating Press Release as HTML Content
        8. Creating business rules targeting custom content type
      6. Custom associations
        1. When do you need an association?
        2. Defining custom association
        3. Using custom association
        4. Presentation template for custom content type
        5. Association example
      7. Dynamic models
        1. Creating a dynamic custom model
          1. Deploying a custom model
          2. Activating and inactivating a custom model
          3. Updating a custom model
        2. Dynamic web client
          1. Deploying web client customizations
          2. Reloading web client customizations
        3. Dynamic models in a Multi-tenancy environment
      8. Summary
    15. 8. Implementing Workflow
      1. Introduction to the Alfresco workflow process
      2. Simple Workflow
        1. Out-of-the-box features
        2. Defining and using Simple Workflow
          1. Identifying spaces and security
          2. Defining the workflow process
          3. Adding a simple workflow to items
          4. Sending a notification to the manager for approval
          5. Testing the simple workflow
        3. E-mail notification templates
      3. Advanced workflows using Activiti
        1. Out of the box features
        2. Creating custom advanced workflows
          1. Process definition
          2. Activiti BPMN 2.0 Process Designer
          3. My first Activiti workflow sample
          4. Activiti workflow basics
            1. Events
            2. Tasks
            3. Gateways
            4. Variables
            5. Node Objects
            6. User Assignment
            7. Pooled assignment
            8. Multi-instance tasks
            9. Listeners
            10. Form key
          5. Creating and deploying your custom Activiti workflow
            1. Step 1 – creating and deploying the process definition
              1. Defining the workflow's process
              2. Setting properties
              3. Adding the decision logic
              4. Deployment
            2. Step 2 – creating and deploying the task model
              1. Dynamically deploying the task models
            3. Step 3 – creating and deploying the workflow resource bundles
              1. Dynamically deploy the resource bundles
            4. Step 4 – creating and deploying the Alfresco Explorer Task dialogs
              1. Dynamic Alfresco Explorer
            5. Step 5 – testing the workflow
      4. Summary
    16. 9. Integrating External Applications with Alfresco
      1. Alfresco content platform
        1. Embeddable Enterprise content management system
        2. Integrated enterprise content management system
          1. Various protocols to integrate
          2. Using Web service as an integration solution
          3. Using FTP, WebDAV, and CIFS protocols for integration
          4. RESTful web services
      2. Web Scripts
        1. Understanding Web Scripts
        2. Implementing Web Scripts
        3. Hello World example
        4. Sample out-of-the-box portlet Web Scripts
          1. Myspaces portlet
          2. Document list portlet Web Script
        5. Web Script to list latest documents
          1. Daily dose integration Web Script detail
          2. Integrating Web Script with an external Java application
        6. Web Script to integrate document search
          1. Document search Web Script detail
          2. Creating Web Scripts
          3. Storing Web Scripts
          4. Register Web Scripts
          5. Listing Web Scripts for external access
          6. Calling Web Scripts from an external application
      3. Various application integration examples
        1. Various available options
          1. Using web service
          2. Using the CMIS proposed standard
          3. Other REST APIs
          4. Using your own API
        2. Integrating with Drupal
        3. Integrating with Adobe Flex
        4. E-mail integration – MS Outlook, Lotus Notes, Novell, and Thunderbird
        5. Integrating with iPhone
        6. Alfresco Mobile application
        7. Integrating with FFMPEG video transcoder
        8. Integrating with ViewOnePro image viewer
        9. Integrating with Facebook social network application
          1. Creating a new Facebook application
          2. Registering a Facebook application with Alfresco
        10. Managing Alfresco Content from within Microsoft Office
          1. Creating a document workspace
          2. Adding a document to document workspace
          3. Check-in and Check-out document
            1. Check-out document
            2. Check-in document
            3. View version history
      4. CMIS
        1. Scope of CMIS
        2. Alfresco CMIS implementation
          1. Liferay integration using CMIS
      5. Summary
    17. 10. Alfresco Administration Operations Using Alfresco Share
      1. Alfresco Share
      2. Managing Alfresco using the Admin Console in Alfresco Share
        1. Managing users
          1. Creating user accounts
          2. Editing user accounts
          3. Deleting user accounts
        2. Managing groups
          1. Creating groups
            1. Top-level group
            2. Subgroups
          2. Edit/delete groups
          3. Managing group memberships
        3. Managing categories
        4. Managing social content publishing
          1. Creating channels
          2. Setting channel permissions
          3. Authorizing channels
          4. Deleting channels
        5. Managing fileservers
        6. Managing Activities Feed e-mails
        7. Managing Alfresco License
        8. Managing Replication Jobs
          1. Creating replication jobs
          2. Editing replication jobs
          3. Deleting replication jobs
          4. Manually running a replication job
          5. Cancelling a running replication job
        9. Managing Search
          1. Search services
          2. The Lucene search service
          3. The Solr search service
        10. Managing deleted files
        11. Managing workflows
          1. Viewing the workflow engine properties
            1. Activiti engine properties
            2. jBPM engine properties
        12. Managing IMAP emails
        13. Google Docs integration
      3. Summary
    18. 11. Customizing the User Interface
      1. Configuring Alfresco Explorer
        1. Configuring views
          1. Configuring space views
          2. Applying a Custom View on a space
          3. Configuring forum topics sort direction
          4. Adding a custom icon to a space
          5. Configuring HTML links to appear in Alfresco Explorer
        2. User-configurable dashboards
          1. Writing custom dashlets
            1. Creating a custom dashlet script
            2. Creating a custom dashlet JSP
            3. Configuring custom dashlet JSP in Alfresco Explorer
            4. Restarting Alfresco
            5. Using the custom dashlet in the My Alfresco Dashboard
          2. Using webscripts as dashlets
            1. Creating a custom dashlet JSP
            2. Configuring the custom dashlet JSP
            3. Configuring the MySpaces dashlet
            4. Custom dashlet
        3. FreeMarker dashlet from the repository
          1. Presentation templates
          2. The FreeMarker template engine within Alfresco
          3. The Alfresco objects available to FreeMarker
          4. FreeMarker template-node model API
          5. FreeMarker directives
          6. Custom template to preview web pages
          7. Custom template for XML content
          8. Custom templates for custom space view
      2. Customizing JSP Client
      3. Various user interface options
      4. Summary
    19. 12. Search in Alfresco
      1. Overview
      2. Search using Alfresco Explorer
        1. Simple search
          1. Search filenames only
        2. Advanced search
          1. Search by content location
          2. Search by content category
          3. Search by content properties
        3. Extending the search form
          1. Configuring the web client user interface
          2. Searching custom content and properties
        4. Saving search as a report
          1. Defining complex search criteria
          2. Saving search criteria as a public or private report
          3. Re-using a saved search
      3. OpenSearch
        1. Alfresco's open search engines
          1. Keyword search description
          2. Sample keyword search in HTML
          3. Sample keyword search in RSS
      4. Configuring the Alfresco search engine
        1. The theory behind the search engine
        2. Limiting the search results
        3. Indexing properties
        4. Controlling indexing of a node
        5. Configuring Lucene in Alfresco
      5. Using the Solr search engine with Alfresco
        1. Installing Solr on an independent server
          1. Configuring Solr in Alfresco
        2. The Solr admin console
        3. Rebuilding Solr indexes
      6. Summary
    20. 13. Implementing Imaging and Forms Processing
      1. Introduction
        1. Electronic imaging and the paperless office
        2. Forms processing
        3. Alfresco for imaging and forms processing
      2. Example of an imaging solution with workflow
        1. Setting up space and security
        2. Business rule to extract important metadata
        3. Connecting the scanner to the network folder
        4. Uploading scanned documents into the repository in bulk
      3. Scanning solutions with Alfresco
      4. Integrating with Ephesoft
        1. Installing Ephesoft
        2. Creating a custom type in Alfresco
        3. Creating a custom document type in Ephesoft
        4. Configuring the CMIS plugin in Ephesoft
        5. Processing batch in Ephesoft and store in Alfresco
      5. Summary
    21. 14. Administering and Maintaining the System
      1. Exporting and importing content
        1. Alfresco Content Package (ACP)
        2. Exporting and importing space content
          1. Export of a department space using Alfresco Explorer
          2. Importing a department space using Alfresco Explorer
        3. Using business rules to import data
        4. Using command-line tools
          1. The export tool
          2. The import tool
          3. The bulk import tool
      2. Data backup
        1. List of items to back up
          1. The content stored in filesystem
          2. The metadata stored in the relational database
          3. Customization files
          4. Logfiles
        2. Backup frequency
        3. Backups based on the Alfresco deployment
          1. Alfresco deployed as a repository application server
          2. Alfresco deployed as Clustered Repository Server
          3. Alfresco deployed as hot backup
      3. Upgrading to newer versions of Alfresco
        1. Upgrading to a minor release
        2. Upgrading to a major release
      4. General maintenance tips
        1. Regular maintenance of deleted items
        2. Examining logfiles
        3. Resetting the administrator password
        4. Resetting the complete repository data
        5. Migrating servers
      5. The Java Management Extension (JMX) interface
      6. Summary
    22. Index