Alfresco

Alfresco is the business collaboration platform for the Enterprise and the Internet..

Document Management
Alfresco offers document management using familiar interfaces to get rapid user adoption built on a repository that offers transparent, out-of-sight services for full ECM. o Virtual File System Replace shared drives and offer the same interface o Email-Like Rules Configure plug-in rules to automate manual processing and offer out-ofsight compliance o Google-like Search Search directly from Firefox or IE7 o Yahoo-like Browsing Automatic meta-data extraction and categorization o SmartSpaces Best practice collaboration spaces o Transparent Lifecycle support o Full ECM functionality delivered through the modern, consumer-like Share interface o A single unified repository to manage any content Documents, Images, Video and Audio o As easy to use as a shared network drive with CIFS, WebDAV, IMAP & SharePoint protocol o Fully open source and compliant with open standards like CMIS & JSR 168 o

Content Contribution

Virtual File System making ECM as simple as a shared drive CIFS briefcase synchronization Portal Access JSR-168 Automatic meta-data extraction and categorization from all interfaces Native OpenSearch from Firefox or IE7 across multiple Alfresco repositories, and also other Open Search repositories Transformation Services Office to ODF/PDF, PowerPoint to Flash. Check-In/Out - Minor and major version control Auditing Who created, who updated, when created, when updated Document Cross Linking Across multiple spaces Space Wizard Best practice of folder structure, content, templates, rules and processes Forum Support Threaded discussions Simple Email Based Workflow Embedded URL approve/reject Email and RSS change notification jBPM Integration Complex workflow support Dashboard task management Compliance Secure document lifecycle management Security and user management with users, groups and roles Document level security Single Sign-On through NTLM or LDAP

Content Categorization Advanced Search Data Management and Transformation Engine Library Services

Team Collaboration

Integrated Workflow

Security

User Interface

Alfresco Share Interface

Enables global teams to collaborate on content, with new social features like status updates, content activity streams, tagging & search

Automatic Version Control

Easily allows users to track major and minor versions of

documents with an audit trail

Microsoft Office Integration

Alfresco looks just like SharePoint to Microsoft Office, allowing users to upload, check-in, check-out and modify content right from Office

Inline Preview
Preview popular file types (like Microsoft Office documents, PDFs and images) directly within your browser, without having to download them

Easy as a Shared Drive

With support for CIFS and WebDav, you can drag and drop files right into Alfresco just like a shared network drive

Drag & Drop From Email

Alfresco can be mounted as an IMAP service in your email client, so that you can drag and drop content into Alfresco right from email

Folder-based Rules & Actions

Much like Outlook or Gmail folder rules, business users can create simple document workflows by themselves Developer Feature

Automated Rules and Actions

Simple to configure rules can be used to automate document-related processes

Lightweight Scripts
Lightweight scripting allows developers to create new reusable components using Javascript, PHP, and freemarker

Custom Types
Developers can define unique Types and the associated metadata (information)

Powerful Aspects
More powerful than Types is the ability to create Aspects. Aspects can hold a set of custom metadata and be applied to any document, regardless of content type

Workflow
Alfresco provides workflow to help automate the processing of documents. Based on jBPM, Alfresco workflows can be built to support simple review and approval processes or can be configured to support more complex business processes

Transformation Services
Alfresco provides the ability to automatically create more than one document format for any content within the

system. For example, Microsoft Word documents can have a PDF version automatically created at the end of an approval workflow for later publication on the website

Record Management
Records Management (RM) solutions can help capture, control and manage vital corporate information, much of which resides in business documents, emails, financial reports etc. Records Management module provides all of the functionality needed to help any organization capture, classify, control and dispose of a wide range of corporate records.

Capture

The Alfresco RM solution allows the capture of new records from a variety of simple to use interfaces. Adopting industry standards removes the need to install local client applications on an individuals computer. This zero footprint client approach provides support for : WEB Alfresco provide a web-based client to allow easy access from any location. Users can upload, declare and manage corporate records via a simple to use web browser interface; Network Drive Supporting the industry standard Common Internet File System (CIFS) interface allows the Alfresco RM repository to appear just like a shared Network Drive. This allows all users to simple copy, or drag-and-drop files into the RM solution straight from their desktop; IMAP Supporting the IMAP email protocol allows any IMAP compliant email application to access the Alfresco repository through a simple email folder. Users can browse the RM file plan and simply drag new email items into the repository, putting them under the control of the records Management module; Pre-population of Meta-data The ability to extract and use information inherent in the document and email ontent to pre-populate records meta-data, reduces the time needed to declare new records.

Manage and Control

Once new records are added the Alfresco RM module provides functionality to manage the lifecycle of records while controlling who has access, and what actions they can take for each individual record. These features include:
Fileplan Automatically classify and schedule records based on a pre-existing plan and standardized structures; Auto-Numbering Provides the capability to utomatically and sequentially number vital corporate records; Type-based Metadata Classify and schedule records based on configurable records based types; Automated Lifecycle Management Use simple to configure rules to control and schedule content review, cutoff, transfer and archive; Configurable Dashboards Allows records management specialists to configure the system

dashboards with pre-defined reports to search and screen records allowing for the easy identification and resolution of exceptions;
Rapid eDiscovery Provides users with a simple to use search across full-text content, fileplan structures, records management categories and record types.

Disposition

At some point corporate records will come to the end of their useful life. These records need to be destroyed, archived for long term storage or transferred to another system (e.g. national archives). The Alfresco RM solution provides: Full Disposition Support Controlled and scheduled handling of archiving, holds, transfers, accessions and destruction using configurable rules and automated processing; Retention and Archive Policies Ability to configure different retention and archive policies based on type and fileplan; Automated Conversion Provides routines that automatically convert documents from proprietary formats to a long-term vendor neutral archival format, such as Portable Document Format (PDF/A) and Open Document Format (ODF) and; Archive Export Simple to use export for long term archival. Although certified to the DoD 5015.02 standard, the Alfresco RM solutions has been implemented on top of a generalized records management metadata model, allowing other standards (such as MoReq2, NOARK, etc.) to be supported.

Web Content Management

Integrated open source solution for enterprise scale online marketing and web content management
y y y y

An integrated collaboration environment to allow web teams to work together Office-to-web automatically publishes enterprise content Marketing teams can simply create and publish new content Built on industry standard technology that can be extended
using popular development tools

Alfresco Web Editor Collaborative Environment Office-to-Web Interface of choice

Modify and create content directly within the web application without having to understand how the content is stored Using the advanced social collaboration capabilities of Alfresco Share to work with globally distributed virtual teams Transformation tools automatically convert office files into web-ready formats for publishing removing manual conversion processes Users can choose from a range of different interfaces for creating and updating web content

Make Updates from the Desktop

Allowing user to mount Alfresco just like a shared network drive. Users can continue to use existing desktop tools and simply use drag-and-drop to upload new content without the need for downloads or plugins Using the Microsoft SharePoint protocol, users can seamlessly upload and modify web content from within standard Office tools Support for business processes that control how new content is managed through a review and approval process to ensure the right information is published at the right tim Ability to quickly create new sites, or micro-sites, to support new marketing campaigns or corporate initiatives

Make Updates from Microsoft Office

Enterprise Business Process

Site Creation

Share

A modern, browser-based platform for social content management and collaboration

y y y y

Easily collaborate on content and projects with a globally dispersed team New social features, such as status, tags and content activity feeds make teams more effective Powerful team tools include a document library, blog, wiki, calendar and simple workflow More scalable and open than SharePoint and runs on an open source stack
Proactive feeds automatically update team members of changes who did what, where and when

RSS Feeds

Personal Dashboard

Personal dashboards allow users to setup and view information anyway they want Team members can use online discussion forums to raise issues, discuss topics and capture thoughts to be shared with other team members Users can create and share lists of items. Used to capture any tabular information, lists are shared with team members, removing the need to use spread sheets as list management tools Bring together virtual teams consisting of colleagues, partners and customers with user invitations and easy control of permissions Each project has a dashboard to provide access to all project information including; activities, team members, project calendars, modified content and project links Team members can draft project blogs. These can be reviewed within the team before later being published externally Social content (documents, blogs, wiki pages, discussion posts, etc.) can be tagged by team members, providing easy navigation to content Capture and reuse project best practices, content, people and structures to kick-start new projects Team calendars capture and share critical project date

Discussion Forums

Project Data Lists

Create Virtual Teams

Project Dashboard

Project Blogs

Social Tagging

Best Practice Reuse

Project Calendars

Project Wiki Image Light Box

Wiki pages can be used to capture thoughts and ideas Used to quickly browse images managed within each project

Content Platform

An open source and open standards Java content platform for building any content-rich application
y y y y

Includes DM, WCM & Collaboration functionality out-of-the-box Rapid custom development through RESTful APIs and open standards, such as CMIS or JSR 168 Customize or extend with your existing developers or Alfresco partners Built for enterprise scale, with clustering, replication & security services

Single Unified Repository

Most scalable Java content repository. High availability clustered, federated or replicated architecture. Deployment and staging services. Pluggable services architecture e.g. new transformation engines for video

Multi-Tenancy

The new multi-tenancy (MT) features enable Alfresco ECM to be configured as a single-instance multi-tenant environment. This enables multiple independent tenants to be hosted on a single instance, which can be installed either on a single server or across a cluster of servers. The Alfresco instance is logically partitioned such that it will appear to each tenant that they are accessing a completely separate instance of Alfresco

Support for Standards

Content Management API Standards - CMIS with a REST or Web services binding, JSR 170, WebDAV, CIFS, FTP, ODF, OpenSearch. Standards RSS, Atom, JSON, JSR 168

Lightweight Scripting Rapidly configure applications from pre-built components. Use lightweight scripting to develop new Development
reusable components in JavaScript, PHP and FreeMarker. Simply mash-up components accessing both internal and external content through a REST driven API

Content Services

Library services - check-in/out; minor and major version control. Auditing services - who created, who updated, when created, when updated, when read, when logged in. Search services - combined metadata, content, location, object type and tag search. OpenSearch support. Transformation services extensible engine with large number of in-built transformations including Office to PDF or Flash. Thumbnailing services Content thumbnailing of first page. Content modeling Create new content types without the overhead of inheritance Review/approval and ad-hoc services. jBPM integration

Workflow Services

 complex workflow support

Collaboration Services

REST based services - site, person, invite, activities, preferences, discussion, blogging and commenting. Activity services activity feed on the who, what, when and where of repository services new or edited content, comments, new team members, critical calendar dates
Create content rules on a folder as simply as email rules start a workflow, convert content into another format, move to another folder, notify a set of users via email and even extract the properties such as author, keywords etc from an office document

Rules and Aspects Services