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    Getting Started

    Guide

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    Copyright notice

    Mention that when you copy a space, you copy its content plus what else? Create space based on existing space copies subspaces, content, and smart space

    info.

    Manage space users.

    Show the shared drive method.

    Show the URL to the appropriate space (__AlfrescoClient).

    Add stuff on collaboration searching, categories.

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    Table of Contents

    ..................................................................................................................2

    ..................................................................................................................2

    Introduction...................................................................................................................5

    Introduction...................................................................................................................5

    1 Setting up Alfresco.........................................................................................................6

    Logging in to Alfresco as user admin........................................................................6

    Logging in to Alfresco as user admin........................................................................6

    Logging in................................................................................................................6

    Logging in................................................................................................................6

    Adding new users..........................................................................................................6

    Adding new users..........................................................................................................6

    Creating a space to hold users..................................................................................7

    Creating a space to hold users..................................................................................7

    Adding users to a space.................................................................................................8

    Adding users to a space.................................................................................................82 Using Alfresco..............................................................................................................11

    Logging in to Alfresco as a normal user.....................................................................11

    Logging in to Alfresco as a normal user.....................................................................11

    Looking around the Home page..................................................................................12

    Looking around the Home page..................................................................................12

    Toolbar...................................................................................................................12

    Toolbar...................................................................................................................12

    Shelf.......................................................................................................................13

    Shelf.......................................................................................................................13

    Clipboard...........................................................................................................13

    Clipboard...........................................................................................................13Recent Spaces....................................................................................................13

    Recent Spaces....................................................................................................13

    Shortcuts............................................................................................................13

    Shortcuts............................................................................................................13

    Working area..........................................................................................................13

    Working area..........................................................................................................13

    Changing the space appearance.............................................................................13

    Changing the space appearance.............................................................................13

    The next steps.............................................................................................................14

    The next steps.............................................................................................................14

    Creating a new space..................................................................................................15Creating a new space..................................................................................................15

    Navigating around Alfresco........................................................................................17

    Navigating around Alfresco........................................................................................17

    About breadcrumbs................................................................................................17

    About breadcrumbs................................................................................................17

    Creating shortcuts...................................................................................................17

    Creating shortcuts...................................................................................................17

    Adding content to the space........................................................................................18

    Adding content to the space........................................................................................18

    Launching a content file..............................................................................................21

    Launching a content file..............................................................................................21

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    Using the clipboard.....................................................................................................21

    Using the clipboard.....................................................................................................21

    Uploading content from your hard drive....................................................................22

    Uploading content from your hard drive....................................................................22

    Editing a document inline...........................................................................................23

    Editing a document inline...........................................................................................23

    Downloading a file for editing....................................................................................24Downloading a file for editing....................................................................................24

    Editing content offline................................................................................................25

    Editing content offline................................................................................................25

    Updating the file in Alfresco.......................................................................................25

    Updating the file in Alfresco.......................................................................................25

    Adding versioning to a file manually..........................................................................26

    Adding versioning to a file manually..........................................................................26

    About checking out and checking in files...................................................................27

    About checking out and checking in files...................................................................27

    Checking out content..................................................................................................27

    Checking out content..................................................................................................27About document properties after check out................................................................28

    About document properties after check out................................................................28

    Checking in content....................................................................................................29

    Checking in content....................................................................................................29

    About workflow..........................................................................................................30

    About workflow..........................................................................................................30

    About content rules.....................................................................................................31

    About content rules.....................................................................................................31

    Creating a content rule................................................................................................31

    Creating a content rule................................................................................................31

    Using the Details pane of the New Rule Wizard....................................................31

    Using the Details pane of the New Rule Wizard....................................................31

    Using the Conditions pane of the New Rule Wizard.............................................32

    Using the Conditions pane of the New Rule Wizard.............................................32

    Using the Actions pane of the New Rule Wizard...................................................32

    Using the Actions pane of the New Rule Wizard...................................................32

    Using the Summary pane of the New Rule Wizard...............................................33

    Using the Summary pane of the New Rule Wizard...............................................33

    Moving content for approval......................................................................................33

    Moving content for approval......................................................................................33

    Creating spaces using templates.................................................................................34Creating spaces using templates.................................................................................34

    Collaboration with your colleagues............................................................................36

    Collaboration with your colleagues............................................................................36

    Mapping a network drive to an Alfresco space...........................................................36

    Mapping a network drive to an Alfresco space...........................................................36

    ................................................................................................................36

    ................................................................................................................36

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    IntroductionThe purpose of this tutorial is:

    To show you how to install Alfresco.

    To set up Alfresco for other users.

    To walk you through a typical sequence of workflow operations in Alfresco.

    To introduce you to some other features such as searching, and collaboration with

    your colleagues.

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    1 Setting up Alfresco

    Logging in to Alfresco as user adminIf you are not the Alfresco administrator, continue to on page 11.

    During the Alfresco install process, a user account is created for the useradmin, So the

    first person to log in to a new, empty version of Alfresco must be the admin user, who

    can then create accounts for other users.

    You need to know the name of the server where Alfresco is installed. If Alfresco is

    installed on your own machine, then the server name will be localhost.

    Logging in

    To log in to Alfresco

    1. In your browser, enter the following URL:

    http://server_name:8080/alfresco/faces/jsp/login.jsp

    Where server_name is the name of the server where Alfresco is installed. The

    login page appears.

    2. Ensure that admin is entered in the User Name text box.

    3. In the Password text box, enteradmin.

    Depending on your installation, you may have a choice of languages in the

    Language drop-down menu. This guide assumes that your selected language is

    English.

    4. Click Login.

    The Company Home space appears (next figure).

    For a description of the screen contents, see (page 12).

    Adding new usersOnly the admin user can create accounts for each Alfresco user. Before adding users,

    you will need to know the user name and password for each user.

    This quick tutorial assumes that you want to create a single space to hold all users. So

    you first create the space, then add users to that space.

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    Creating a space to hold users

    To create a space for users

    1. In the header (top right), clickCreate > Create Space.

    The Create Space pane is displayed.

    2. In the Name text box, type Users.

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    3. Optionally, in the Description text box, type a description such as Contains all

    users.

    4. Optionally, select an icon to be used in the space, or allow the default.

    5. Click Create Space.

    You are returned to the Company Home space with the Users space added (next

    figure).

    Adding users to a spaceYou now need to add some users to the Users space. We will add the userJoe Bloggs.

    (If you intend to work through this tutorial, you might want to also create a normal

    user's space for yourself.)

    To add a user to a space

    1. In the Company Home space, click on the icon forUsers.

    6. In the Users home space, clickMore Actions > Administration Console.

    The Administration Console pane appears.

    7. Click Manage System Users.

    The Manage System Users pane appears.

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    8. In the header, clickCreate User.

    The first pane of the New User Wizard appears. This is the Person Properties

    pane, as you can see from the list of steps at the right of the pane.

    9. In the First Name field, enterJoe.

    10. In the Last Name field, enterBloggs.

    11. In the email field, enter a real email address (for example, your own).

    Later in this tutorial, we will be sending emails. So you need real addresses. If

    you are entering details for real users, you should of course enter their real email

    addresses.

    12. Optionally, enterCompany ID.

    13.ClickNext.

    The second page of the Wizard appears.

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    14. In the User Name, Password, and Confirm text boxes, enterjoeb.

    15.ClickNext.

    The Summary pane of the wizard appears.

    16. Check that all information is correct. If so, clickFinish.

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    2 Using Alfresco

    Logging in to Alfresco as a normal userBefore you can log in to Alfresco, your system administrator needs to create an account

    for you. Ask your administrator for the user name and password.

    To log in to Alfresco

    1. In your browser, enter the following URL:

    http://server_name:8080/alfresco/faces/jsp/login.jsp

    The login page appears.

    2. In the User Name text box, enter your user name.

    3. In the Password text box, enter your password.

    Depending on your installation, you may have a choice of languages in theLanguage drop-down menu. This tutorial assumes that your selected language is

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    Looking around the Home pageThe user interface has three sections:

    The toolbar along the top.

    The shelf at the left.

    The working area at the right.

    Each of these are described in the following sections.

    Toolbar

    The toolbar allows you to quickly navigate between your own home space and your

    company home space. You can see that, currently, My Home is highlighted.

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    To get help at any time, clickHelp (in the middle of the toolbar).

    We will discuss the search tool at the right of the toolbar later.

    Shelf

    Clipboard

    The Alfresco clipboard is similar to the Windows clipboard, but more

    useful in the following ways:

    The contents are always visible and ready for use.

    Contains an unlimited number of easily identified

    items.

    Each time you copy an object, the item is inserted in the clipboard.

    You can delete a clipboard item at any time. Otherwise the item

    remains in the clipboard until you log out.

    Recent Spaces

    The Recent Spaces list is a quick way to return to a space that you visited earlier. This

    is similar to the Window list that appears in most Windows applications.

    The most recent space is at the top of the list; the next most recent space is second in the

    list, and so on. This means that the sequence of spaces in the list changes frequently.

    The contents ofRecent Spaces are lost when you log out.

    Shortcuts

    A shortcut is simply a quick link to an object that you want to access frequently. These

    are similar to the shortcuts that you create on your Windows desktop.

    Working area

    The working area contains content. Content is any kind of file: documents, PDF files,

    emails, rich media, streaming media, images, and so on.

    Content is stored inspaces, and spaces are arranged in a hierarchy. The concept ofspaces is similar to the concept offolders in Windows. In Windows Explorer, a folder

    can contain sub-folders and files. Similarly, in Alfresco, a space can contain sub-spaces

    and content.

    You can drill your way down through the space hierarchy in the same way that you can

    drill down through folders.

    A space can be empty. Or it can contain only spaces, only content, or both.

    Changing the space appearance

    In the right-hand pane of Windows Explorer, you can choose between displaying files in

    a list or as icons. Similarly, in Alfresco you can choose how you want to display the

    items.

    To experiment with the appearance of your spaces, clickIcon View at the top right ofthe header. Click each of the other options and watch the appearance of your space

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    changing.

    When you clickDetails View, you can see the similarity to

    Windows Explorer, with one line of detail for each item.

    Each line contains metadata that describes the item.(Metadata is sometimes known as attributes.)

    Throughout this tutorial, any screen shots of a space will

    show the Details View.

    The figure shows the following items:

    (1): The header for the aland space.

    (2): The Browse Spaces pane contains four spaces within the aland space. Each

    space has its own metatdata: Name, Description, Created, and so on.

    (3): The Content Items pane contains the content within the aland space. There

    is one file with its metadata.

    If you hover your mouse over the names of space items or content items, you can see

    that each name is a link. If you click on a space name, it opens a sub-space. If you click

    on the name of a piece of content, and if the browser knows how to open the file (based

    on the file extension), it opens the file. Otherwise you are presented with the usualdialog asking you to choose an application to open the file.

    If you click on TestUploadDoc.txt, the file is opened in a new browser window.

    The next stepsThe next steps in this tutorial will follow the numbered sequence shown in Figure 1,

    below. For clarity, some minor activities that we discuss in the tutorial are not shown in

    the figure. For example, the use of the clipboard is not shown.

    The steps show typical activities that would be followed in any fully-featured content

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    management system. Note that step 2, upload content, appears in two locations.

    Creating a new space

    This is step 1 as shown in Figure 1 (page 15).

    We will now add a space called Drafts.

    To create a space

    1. In the space header, clickSpace > Create Space.

    5. The Create Space pane appears

    6. In the Name text box, type Drafts.

    Name is the only mandatory entry (as you can see from the asterisk at the right

    of the text box). However, if you have many spaces, a description can help to

    remind you of what the space contains.

    7. In the Description text box, type any description, such as Working docs.

    You can now select an icon to match the type of content that you intend to put in

    the space, or you can accept the default icon.

    8. Click Create Space.

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    You are returned to your Home page, with the new space inserted in

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    Figure 1: Workflow in this tutorial

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    Navigating around AlfrescoAlfresco has three easy ways to navigate from one space to another:

    The Recent Spaces list, which we saw earlier. This list is updated automaticallyby Alfresco.

    The Company Home and My Home links above the header.

    Breadcrumbs.

    Shortcuts

    We will now discuss breadcrumbs and shortcuts.

    About breadcrumbs

    Breadcrumbs is the name for a navigational technique that displays the hierarchy of

    visited pages leading from the home page to the currently viewed page. The name is

    presumably based on dropping breadcrumbs to find your way home in any forest in

    which birds don't eat breadcrumbs.

    If you clickMy Home, then click the Drafts icon in that space, then you leave a trail of

    breadcrumbs as shown in the figure.

    If, instead, you clickCompany Home, then click the aland icon in that space, then

    click the Drafts icon in the aland space, then you leave a trail of breadcrumbs as shown

    in the figure.

    All the components of the breadcrumbs are links. So clicking any link takes you back

    up the hierarchy.

    Creating shortcuts

    If you have spaces or files that you use frequently, you can create shortcuts to these

    objects. It is easy to see that a shortcut would be most useful if it points to an object that

    is deep down a hierarchy. Let us create a shortcut to the Drafts space. Creating a

    shortcut to a file is done in the same way. To create a shortcut to a space or file, you

    need to be in the space that contains that space or file.

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    Creating a shorcut

    1. Ensure that you are in the aland space.

    17.For the Drafts space, click (View Details).

    The Details pane appears.

    18. In the header, click Actions (top right).

    19. In the drop-down menu, click Create Shortcut.

    You are returned to the Details pane.

    20. Click Close (top right).

    You are returned to the aland pane. The shortcut is added to Shortcuts, and will

    remain there even after you log out, until you delete it.

    Adding content to the space

    Now that you have a space, you can add some content in the space. There are three

    ways to add content:

    You can upload content from your hard drive.

    You can copy a file from another space.

    You can create TXT files and HTML files directly in the space.

    We will look at the first two of these methods later. First, we will create an HTML file

    in the space.

    To create an HTML file in a space

    1. In the header, clickCreate > Create Content.

    The first pane of the Create Content Wizard appears. In this wizard, and in any

    Alfresco wizard, you can track your progress through the wizard from the list of

    steps at the left of the pane. The first step is Select Type.

    21.Select HTML Content.

    Note that you could also select Plain Text Content.

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    22.ClickNext.

    The Enter Content pane of the wizard appears. Note that Enter Content is now

    highlighted in the list of steps at the left of the pane.

    You can see that there is a comprehensive set of tools to help you to format your

    HTML document. Enter some text, using some of the formatting features.

    23. To see the HTML tags, click (Edit HTML Source).

    The HTML Source Editor is displayed.

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    If you were to edit the text or the tags in this window, and clickUpdate, you

    would be returned to the Enter Content pane in the wizard, with the contents

    changed.

    24. Close the editor window using the X at top right

    25. In the Enter Content pane, clickNext.

    The Properties pane of the wizard appears.

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    To copy an item to the clipboard

    1. Ensure that you are in the space.

    30.For the HtmlFile.html, click More Actions , then click the Copy icon

    As a result of the copy, the clipboard contents are as shown in the graphic.

    31. Select the space.

    We are going to copy the HtmlFile.html in to this

    space. But before we do so, let's look at the contents

    of the clipboard.

    The first thing to notice is that there is a Copy icon

    in front of the file name. This icon indicates that the

    contents of the clipboard are the results of a copy

    operation. If, instead, you had used a Cut operation, then the icon would be .

    The Remove icon means that you can remove the item from the clipboard at anytime.

    Notice the Paste All and Remove All commands. These commands are useful if you

    have multiple items in the clipboard.

    The contents of the clipboard are lost when you log out.

    You can use the clipboard to copy a space to within another space. When you copy a

    space, you also copy its content and its smart rules. (Rules are discussed later.)

    Uploading content from your hard driveThis is step 2 as shown in Figure 1 (page 15).

    We said earlier that there are three ways to add content to a space:

    You can upload content from your hard drive.

    You can copy a file from another space.

    You can create TXT files and HTML files directly in the space.

    We have already discussed creating a file inline, and copying a file using the clipboard.

    We will now show you how to upload a file that already exists on your hard drive.

    Create a file AlfrescoTutorial.doc on your desktop. The file only needs a few words.

    To upload a file from your hard drive

    1. Ensure that you are in the Drafts space.

    If you are not in the Drafts space, the easy way to get there is to clickMy Home

    in the toolbar, then clickDrafts in your home space.

    32. In the space header, clickAdd Content.

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    The Add Content Wizard appears, as shown in the next figure. This is a 3-step

    wizard, as you can see from the area shown in the red box at the left. Step 1 is

    highlighted to show that this is your current step.

    33. To specify the file that you want to upload, clickBrowse.

    34. In the File Upload dialog box, browse to the file that you want to upload. Click

    Open.Alfresco inserts the full path name of the selected file in the Location text box.

    ClickUpload.

    A message informs you that your upload was successful. You now need to

    populate the second page of the wizard.

    35.ClickNext.

    The second page of the wizard is displayed. Note that 2. Properties is

    highlighted in the Steps pane.Verify the prepopulated information in the text boxes. You should add a title, so

    that you can see later what happens to the title. For this tutorial, you can ignore

    the other information if you choose.

    36.ClickNext.

    37. The third page of the wizard is displayed. This page allows you to verify what

    you have entered.

    38.ClickFinish.

    You are returned to the Training space. The file that you uploaded appears in the

    Content Items pane.

    Now that we have a file, we can show you some things that you can do with the file.

    We will now show you how to edit a document that is editable inline.

    Editing a document inline

    This is step 3 as shown in Figure 1 (page 15).

    HTML files and plain text files can be created and edited inline. Each file type is editedin its own WYSIWYG editor.

    To edit a document inline

    1. Ensure that you are in the Training space.

    39.For the TestUploadDoc.txt file, click

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    The file opens in your browser.

    40. Make a quick change to the file, that you will recognize later, such as adding $ to

    the end of a word.

    41.ClickSave.

    42. You are returned to the Training space. Notice that the Modified column shows

    the current date and time. You can verify that the file contains your changes by

    any of the following:

    Clicking the name of the file launches the file in read-only mode.

    Clicking opens the file in the editor that you used previously.

    Downloading a file for editing

    This is step 4 as shown in Figure 1 (page 15).

    You can now download the AlfrescoTutorial.doc file that you uploaded earlier.

    To download a file

    1. In the Content Items pane, click on the file icon forAlfrescoTutorial.doc.

    Your normal browser dialog opens.

    43.Select Save to Disk, and browse to the target location.

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    Editing content offline

    This is step 5 as shown in Figure 1 (page 15).

    Using the editor that is appropriate for the file, for example MS Word, make some

    changes to the file. For example, edit a Word document using MS Word.

    Updating the file in Alfresco

    This is step 6 as shown in Figure 1 (page 15).

    Now that you have edited AlfrescoTutorial.doc, you need to return the edited file to

    Alfresco.

    You cannot use the Add Content procedure that you used to originally upload the file to

    Alfresco (see on page 11), because Alfresco's security features do not allow you to

    overwrite an existing file. You must use the Update option associated with the file. (You

    could use the Add Content pro

    To update an existing file

    1. Ensure that you are in the correct space.

    In our case, this is the Drafts space.

    44. ForAlfrescoTutorial.doc, click (More Actions).

    45. In the drop-down menu, clickUpdate.

    The Update pane appears.

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    46. Browse to the location of the AlfrescoTutorial.doc.

    47.ClickUpload.

    48.ClickUpdate.

    49. You are returned to the Drafts space. There are two ways to check that your file

    was updated:

    From the date.

    By clicking the icon for the file, and selecting Open With Word.

    This is the end of the simple file-management process shown in Figure 1 (page 15),

    using the steps 1,2,4,5,and 6. We will now follow a more complex file-management

    process shown in the same figure, but following steps 1, 2, 7, 8, 4, 5, 6, and 9. Of these

    steps, 7, 8, and 9 have not yet been discussed, so we will discuss these steps now.

    Adding versioning to a file manually

    This is step 7 as shown in Figure 1 (page 15).

    The use of versioning allows a new version number to be assigned to a document after

    each revision.

    To add versioning to a file

    1. Ensure that you are in the Drafts space.

    50. ForAlfrescoTutorial.doc, click (View Details).

    The Details pane appears.

    51. Scroll down to Version History. Click

    You are informed that the current file has no version history.

    52.ClickAllow Versioning.

    The history table appears, with the current version at 1.0.

    53. Click Close (top right).

    You are returned to the Drafts space.

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    About checking out and checking in filesIf you are a Windows user, you might be familiar with the experience of trying to open a

    file on a network shared drive, and seeing the message that the file is currently lockedby another user. You are then invited to make a copy of the file if you wish.

    The purpose of locking a file is to prevent simultaneous editing by two or more people.Each time one person saved the file, it could overwrite changes made by a colleague.

    When an authorized user file checks outa file from Alfresco for editing, the file isautomatically locked. While the user is editing the file, other users can view the file, but

    they cannot edit the file.

    When the user has finished editing the file, the file is checked in. The checked in file

    overwrites the previous version of the file, and the lock is removed.

    We now show you how to check out the AlfrescoTutorial.doc file that you uploaded

    earlier.

    Checking out content

    This is step 8 as shown in Figure 1 (page 15).

    To check out a file

    1. Ensure that you are in the Drafts space.

    54.For the AlfrescoTutorial.doc file, click (Check Out).

    The Check Out pane is displayed.

    55.Select In the current space.

    The Check Out ... Complete pane is displayed.

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    Now you have a choice:

    If you clickEdit the working copy now, you can download the file

    immediately.

    If you click OK, the file is simply copied to the appropriate space. You then

    need to download the file later for editing (see , on page 24).

    Note that you could cancel the checkout by clicking Undo Check Out.

    For this tutorial, we have no reason to edit this file. We will simply check it back

    in later.

    56.ClickOK.

    You are returned to the Drafts space.

    About document properties after checkout.

    We can now compare some properties of the original document and the checked-out

    version. .

    From the document properties, you can see the following features:

    The original version of the file has a lock, . This indicates that no-one else can

    check out this file until you check it back in.

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    If you click (More Actions) for the locked copy, there is no Update option. You

    can only update the working copy.

    The original version of the file has no icon (Edit), or icon (Check Out).

    The checked out file has Working Copy inserted in the file name.

    The working copy has an icon (Check In).

    The desired effect of all these features is that you cannot edit a checked-out file

    deliberately or accidentally.

    Checking in content

    This is step 9 as shown in Figure 1 (page 15).

    We will now check in the AlfrescoTutorial.doc file that you checked out earlier. Note

    that if we had downloaded and edited this file, we would need to update the file usingthe Update action for the working copy of the file.

    To check in a file

    1. Ensure you are in the Drafts space.

    57. For the working copy of the AlfrescoTutorial.doc file, click (Check In).

    The Check In pane appears.

    If you had made only minor changes to the file, you would checkMinor

    Change. In this case, the minor version number would be incremented after

    checkin. For example, if you checked out version 3.4, then the version numberafter checkin would be 3.5. Leaving Minor Change unchecked would cause the

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    major version number to be updated to 4.0.

    58. Ensure that Minor Changes is checked.

    The option Check in changes and keep file checked out is a useful option if

    you intend to keep the file locked for several days. 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 a more up-to-date copy than ifthey had to wait until you checked in the file.

    You now have two options:

    Use copy in current space. You would use this option if you had previously

    used Update on the working copy.

    Use copy uploaded from my computer. If you use this option, you do not

    need to have previously used the Update option.

    There will be situations where or other of these options is preferable. You will

    learn from experience.

    59.ClickUse copy in current space.

    60.ClickCheck In.

    You are returned to the Drafts area.

    There will no longer be a working copy of AlfrescoTutorial.doc. The date in the

    Modified column will be updated. If you click (View Details), and scroll down to

    Version History, you will see that the history has been updated.

    This is the end of the second content management process shown in Figure 1 (page 15),

    using steps 1, 2, 7, 8, 4, 5, 6, and 9.

    The only remaining steps in the figure are step 10, create rules, and step 11, move

    content for approval. Both of these steps involve the concept ofworkflow.

    About workflow

    A typical content workflow is shown in the figure. The content can be a document, a

    graphics file, a Web page, streaming media, and so on.

    We have already discussed creating and editing content. We will now discuss the steps

    needed to move content to the approval stage, which is shown by second box in the

    figure.

    The next topic shows you how to add workflow and versioning to a space. All files

    within that space will follow the same rules for versioning and workflow.

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    Earlier in the tutorial, we showed you how to apply versioning manually to a specific

    file. By creating a rule that includes versioning, we can apply versioning to every file in

    the space.

    About content rulesThe workflow shown in the previous figure could be accomplished manually. You

    would create spaces, Drafts, Approval, Publish, and Archive. Then each responsible

    person would need to manually copy and paste documents from one space to another,

    check out documents, send emails to the next person in the process, and so on. There is

    ample opportunity for errors, forgetfulness, and general inefficiency.

    By using Alfresco's content rules, you can automate the entire flow process, including

    the sending of emails. The easiest way to see this in action is to work through the next

    topic.

    When an Alfresco space is controlled by user-created rules, the space is referred to as a

    smart space.

    Creating a content rule

    This is step 10 as shown in Figure 1 (page 15).

    Workflow is an example of a rule. It is the application of rules that allow spaces to act

    as smart spaces.

    To create a content rule

    1. Ensure you are in the aland space.

    61. In the space header, clickMore Actions > Manage Content Rules.

    The Content Rules pane appears.

    62. In the header clickCreate Rule.

    The first pane of the New Rule Wizard appears. You can check your progress

    through the wizard from the Steps pane at the left.

    Using the Details pane of the New Rule Wizard

    1. In the Type drop-down menu, clickInbound.

    This means that the rule will apply to all content that enters the space. The otherdrop-down menu option, Outbound, applies to all content leavingthe space.

    63. In the Name text box, type Alans test rule.

    64. In the Description text box, type .

    65.CheckApply rule to subspaces.

    This is a logical selection. It means that you can create a hierarchy of spaces

    under, for example, the Drafts space.

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    66. For this tutorial, leave Run rule in background unchecked.

    This means that the rule will be applied immediately a piece of content arrives in

    the space.

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    1. In the Select Action drop-down menu, select Add aspect to item.

    70.ClickSet Values and Add.

    71. In the next pane, in the Select

    required feature drop-down menu,

    select Versionable.

    72. Click OK.

    You are returned to the third pane of

    the wizard. The Versionable aspect

    has been added underSummary. At

    this point, there are several options

    available to you before you press

    Next:

    You can click to delete the

    aspect that you have just added.

    You can click to replace the aspect that you have just added.

    You can select another action from the Select Action drop-down menu, and

    repeat the process in the same way as for the aspect Versionable.

    We will add the action Add simple workflow to item.

    73. In the Select Action drop-down menu, select Add simple workflow to item.

    74.ClickSet Values and Add.

    The Set action values pane appears.

    75.ClickNext.

    The Summary pane of the wizard appears.

    Using the Summary pane of the New Rule Wizard

    1. Verify the values that you have entered. ClickOK.

    You are returned to the Content Rules pane. Your new rule will be added to the

    list. You can click to modify the rule that you have just created.

    76.ClickClose.

    You are returned to the aland space.

    Moving content for approval

    This is step 11 as shown in Figure 1 (page 15).

    We will now use our newly created workflow rule to move a file for approval.

    To move a file to approval

    1. Ensure that you are in the Drafts space.

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    77. ForTestUploadDoc.txt, click More Actions .

    In the drop-down menu (see below), you can see Move to Approval. This action

    is part of the rule that you created in the previous topic.

    78.ClickMove to Approval.

    TestUploadDoc.txt is removed from the Drafts space.

    79. Navigate to the Awaiting Approval space.

    TestUploadDoc.txt is now in this space.

    Creating spaces using templatesEarlier, when you created spaces manually, you had to specify each option.

    There are two other ways to create spaces.

    You can base the new space on an existing space either one of your own spaces,

    An easier way to create spaces would be to base the new space on an already existing

    space. For each space, including the spaces that you created manually, Alfresco

    automatically creates an underlying template.

    So when you want to create a new space, all you need to do is to specify the required

    underlying template, and Alfresco does all the work.

    In this next step, we are going to create a new space based on . For the

    purposes of this tutorial, we are going to create the new space in your home space, but

    the space can be created in any space.

    To create a new space based on an existing template

    80. Ensure that you are in your home space.

    81. In the space header, clickCreate > Advanced Space Wizard.

    82.The New Space Wizard pane appears.

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    83. In the drop-down menu, select Software Engineering Project.

    84.ClickNext.

    85. In the Name text box, type Based on Template.

    In fact, you can type any name you want. The suggested name helps to identify

    the type of space.

    86. In the final pane of the wizard, verify that the properties are correct. Click

    Finish.

    You are returned to your home space, with the new space inserted.

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    Collaboration with your colleagues

    If you are developing a piece of content in collaboration with some of your colleagues,

    you can discuss specific objects with selected colleagues.

    To create a discussion

    1. Ensure that you are in the space.

    87.For the TestUploadDoc.txt, click (More Icons), then clickStart Discussion.

    88. In the Subject text box, type any subject.

    89. In the Message text box, type any message.

    90.ClickCreate Topic.

    When you move or copy an object that has an associated discussion, the discussion

    moves with the object.

    Mapping a network drive to an Alfrescospace

    You may be familiar with the concept ofa shared network drive (often called a network

    share). This is a folder on a network computer that you have mapped to a virtual driveon your own computer.

    You can work with files on the shared drive (subject to permissions) exactly as if you

    were working with files on your own computer.

    You can map an Alfresco

    Mention that when you copy a space, you copy its content plus what else?

    Create space based on existing space copies subspaces, content, and smart space

    info.

    Manage space users.

    Show the shared drive method.

    Show the URL to the appropriate space.

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