31 Aug

File Deletion Mechanism in Alfresco Document Management System

File Deletion Mechanism in Alfresco Document Management System :
  • When user delete files, it will go directly to the Recycle Bin/Deleted Items. And it will remain there forever until user/admin permanently delete from : Profile in the "Manage Deleted Items" section
  • After that, the physical file will still exist in "alf_data/contentstore" directory. Only after passing system.content.orphanProtectDays (in repository.properties), physical files will be moved from "alf_data/contentstore" directory to "alf_data/contentstore.deleted" directory. The default value is 14 days.
  • After that the admin manually/automatically using scheduler can erase the contents of "alf_data/contentstore.deleted " directory

It's a bit tricky, since Alfresco is designed handle file deletion carefully.

Some values that need to be adjusted in repository.properties:
  • system.content.orphanProtectDays is the duration how many days deleted files will be moved from "contentstore" directory to "contentstore.deleted" directory
  • system.content.orphanCleanup.cronExpression = 0 0 4 * * ? means the scheduler will run every morning at 4.

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29 Jul

Alfresco Meetup, Jakarta - Indonesia

Alfresco Meetup, Jakarta, Indonesia has been regularly held every month since June 2011.

The first meeting was held on June 9, 2001 with discussion topic :
  • Introduction to ECM/Document Management
  • Introduction to Alfresco
  • What distinguishes the Alfresco to other products or vendors

The second meeting was held on July 14, 2011 discussion topics:
  • Alfresco Web Scripts Best Practices

An upcoming meeting held on August 4, 2011, 7-9 PM with discussion topic:
  • The introduction of workflow
  • Basic workflow creation
  • Case studies

Venue:
Elite Club Meeting Room, Epicentrum,
Kompleks Epicentrum, Rasuna Said Kav C22
Jakarta, Indonesia
(the venua is right behind Pasar Festival)
 
The speaker in this meetup is the founder of Softbless Solutions.

The same information could be viewed at :
http://www.meetup.com/Alfresco/Jakarta-ID/298511/

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25 Jul

Alfresco Training - End User and Administrator Training, 8-9 Agustus 2011

Summary
Alfresco is web based Enterprise Content Management system, initiated by John Newton since 2005, one of the Documentum Co-founders. Alfresco has been entered into the Gartner Magic Quadrant for Enterprise Content Management category. Today Alfresco has been implemented in more than 5000 companies.
Alfresco is able to handle large-scale content management to millions of content. This training will equip participants about the concept of Enterprise Content Management, and the concept of Alfresco in particular, including the use and administration of Alfresco.

Schedule
Training will be held on : 8-9 Agutus 2011 at 8.30 AM-4 PM

Location
Training will be held at PT Softbless Solutions office, Komp Perkantoran Mitra Matraman Blok A2 no 11, Jl Matraman Raya no 148, Jakarta Timur.

Facility
Participants will get manual, dinner, and certificate from Softbless.

About trainer
  • Tiur Lumban Gaol, Softbless, is a Certified Alfresco Trainer, has 3 years experience in Enterprise Content Management implementantions including ELO Document Management System and Alfresco Enterprise Content Management System..
  • Togu Muara Sianturi, Softbless, has been involved in numerous projects Alfresco implementation, specializing in infrastructure configuration for Alfresco.

Investment
The training will cost Rp 2.750.000.
Early Bird Fee : Rp 2.500.000, for payment before 1st August 2011
Payment must be received 3 days before the training

Capacity
Maximum capacity : 8 persons, there is no minimum capacity.

How to register
  • Fill in registration form on : https://www.softbless.com/content/Alfresco-training-registration
  • Tranfer payment to :
    • BCA, Account No: 342-8777877, PT Softbless Solutions
  • Payment must be received 3 days before the training
  • Cancellation fee :
    • 100% less than 4 working days
    • 50% more than 4 working days

Syllabus     

Training for  End User (Day 1):
  • Alfresco Concept Introduction
  • Space and Content Ownership & Management
  • Rules, Aspect, Category Concept
  • Check In-Check Out
  • Versioning
  • Running Workflow and Collaboration
  • Simple and Advanced Searching
  • Alfresco Share introduction

Administrator Training(Day 2):
  • Installing and setting up Alfresco
  • Configuring the repository
  • Configuring the file system
  • Troubleshooting the system
  • Maintenance, Migration and Security
  • Exporting and importing
  • Backing up and restoring the system
  • Security and permissions
  • Bonus - Alfresco Customization for :
    • Domain Model
    • Web Client Configuration    

Contact Person : 
For more information, please contact :
  • Tuti Izzati, email : tuti@softbless.com, phone : (021)85918058-59
  • Tiur Lumban Gaol, email : tiur@softbless.com, phone : (021)85918058-59, HP : 0818181183

Remarks : 
Participants must bring their own laptop with wireless connectivity. Softbless does not provide PC for participant

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28 Mar

Alfresco Training - End User and Administrator Training, 20-21 April 2011

Summary
Alfresco is web based Enterprise Content Management system, initiated by John Newton since 2005, one of the Documentum Co-founders. Alfresco has been entered into the Gartner Magic Quadrant for Enterprise Content Management category. Today Alfresco has been implemented in more than 5000 companies.
Alfresco is able to handle large-scale content management to millions of content. This training will equip participants about the concept of Enterprise Content Management, and the concept of Alfresco in particular, including the use and administration of Alfresco.

Schedule
Training will be held on : 20-21 April 2011 at 9AM-5PM

Location
Training will be held at PT Softbless Solutions office, Komp Perkantoran Mitra Matraman Blok A2 no 11, Jl Matraman Raya no 148, Jakarta Timur.

Facility
Participants will get manual, snack, lunch, and certificate from Softbless.

About trainer
  • Tiur Lumban Gaol, Softbless, is a Certified Alfresco Trainer, has 3 years experience in Enterprise Content Management implementantions including ELO Document Management System and Alfresco Enterprise Content Management System..
  • Togu Muara Sianturi, Softbless, has been involved in numerous projects Alfresco implementation, specializing in infrastructure configuration for Alfresco.

Investment
The training will cost Rp 2.500.000.
Early Bird Fee : Rp 2.000.000, for payment before 13 April 2011
Payment must be received 3 days before the training

Capacity
Maximum capacity : 8 persons.

How to register
  • Fill in registration form on : https://www.softbless.com/content/Alfresco-training-registration
  • Tranfer payment (Rp 2.000.000) to :
    • Bukopin, Account No: 100.0270.420, PT Softbless Solutions
    • BCA, Account No: 3461598101, Tiur Lumban Gaol
  • Payment must be received 3 days before the training
  • Cancellation fee :
    • 100% less than 4 working days
    • 50% more than 4 working days

Syllabus     

Training for  End User (Day 1):
  • Alfresco Concept Introduction
  • Space and Content Ownership & Management
  • Rules, Aspect, Category Concept
  • Check In-Check Out
  • Versioning
  • Running Workflow and Collaboration
  • Simple and Advanced Searching
  • Alfresco Share introduction

Administrator Training(Day 2):
  • Installing and setting up Alfresco
  • Configuring the repository
  • Configuring the file system
  • Troubleshooting the system
  • Maintenance, Migration and Security
  • Exporting and importing
  • Backing up and restoring the system
  • Security and permissions
  • Bonus - Alfresco Customization for :
    • Domain Model
    • Web Client Configuration    

Contact Person : 
For more information, please contact :
  • Tuti Izzati, email : tuti@softbless.com, phone : (021)85918058-59
  • Tiur Lumban Gaol, email : tiur@softbless.com, phone : (021)85918058-59, HP : 0818181183

Remarks : 
Participants must bring their own laptop with wireless connectivity. Softbless does not provide PC for participant

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20 Feb

Tool to make Custom Model in Alfresco

In one of the ECM implementation - Alfresco - we need to implement content type and document metadata that have been designed previously.

There are about 24 types of documents, and there are about 100 metadata that need to be built in Alfresco. Of the 100 about metadata, there are several properties that are shared properties. If calculated, each document type on average has 15 metadata.

If using conventional methods, we estimate it will take about 1 week to make it. Then we try to find a way or tool that can be used to shorten the construction time, and we found SIDE-Labs. Sidelabs is an IDE that can be used developers to design custom models, and even workflow in Alfresco. By using the SIDE-Labs, we will save much time on custom model development.

Finally it only take 1 day to make 24 content types and approximately 100 metadata. For comparison, a web-client-config-custom.xml have around 1700 lines of code, and customModel.xml has about 2300 codes. Imagine if developers have to do it conventionally.

So if you plan to do in-house development with Alfresco, and you have a lot of types of documents, we strongly recommend to use the SIDE-Labs as a tool.
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12 Nov

Change Management for Enterprise Content Management Implementation - Softbless

Enterprise Content Management (ECM) System Implementation is different with software implementation. For software, we can simply provide training to End Users.
For the system, in addition to training, there is a need to have Change Management done to achieve the successful implementation of the system, namely:
  • Socialization to the End User
  • Encourage early involvement from End User
  • Build a user-oriented ECM
  • Reward Socialization to End Users.

    Socialization needs to be done so that users have the correct expectations of system. And User can imagine how the activities to be conducted in later date. Basically, human beings tend to be reluctant to change in everything, including the day-to-day office activities.
    Socialization could reduce rejection from End Users. Socialization can be done through :

    Forum that is attended by the management, to provide a signal that implementation of this system is supported by the management. Top-Down Approach is tend to be more successful in system implementation. In this forum do not discuss technically about the ECM system, but rather to emphasize the benefits of this ECM
    Besides forum, then it could be done through a notification via company magazine or company newsletter

    Encourage early involvement from End User
    From the kick off the project, the End User must always be involved.
    They can be questioned useful inputs for them. In this way, End User have a sense of belonging to this system. Their inputs may not possible to be all fulfilled, but at least by involving them, they will more have an interest in this system.

    A User-Oriented ECM

    The majority of ECM can be customized according to need. However, the most important is how to make a more user friendly ECM system. Starting from little things like
    What information must be displayed on the frontpage, when the user first login
    Folder structure for the division in the ECM must be adapted to the structure an existing folder on the computer each End User.

    Reward

    To further motivate the End User, we could also use rewards, such as : the first division that use full ECM
    for office activities, will get a reward eg shopping vouchers with a specific value for each staff.
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2 Aug

Alfresco Indonesia Expert

Alfresco Alfresco Indonesia Expert provide system that has a lot of features and functionality, such as the Simple Workflow functionality and Advanced Workflow, Simple workflow action will bring Approve / Reject on the content, as well as move the content to a specific space in accordance with the option Approve / Reject the selected user. Advance workflow while allowing you to attach the workflow directly to the content item and then set the content for other users to be reviewed. With advanced workflow workflow, the tasks according to the workflow is managed in-dashboard. Enterprise Content Management System (ECM) is an application to manage and facilitate collaborative content creation owned by a company. Content here could be content (*. doc, *. xls, *. ppt), image, HTML, XML files, and other content types. In past, to take advantage of ECM requires large costs, a result that only large companies could take advantage of ECM. Alfresco is a new approach in usingECM. Alfresco offers an ECM system that has a cost that is not too large to be utilized by companies with different scales.
Alfresco Indonesia implementation includes two preconfigured workflows, namely: Adhoc Task (to assign tasks to a co-worker) and Review & Approve (to make the review and approval of content).

Alfresco Features :

  • Document Repository: manages documents currently active by the user.
  • Online Preview
  • Versioning: each version of the document can be tracked automatically by Alfresco. There is no need to manually rename a new version of a document.
  • Expired Document reminder for documents that have a validity period
  • Watermark
  • Multiple File Upload
  • Drag and Drop Upload
  • Integration with Scanner
  • Search Engines: for searches by certain categories and other parameters, and searches into the contents of the document
  • Discussion / Commentary: Certain documents can be a forum for discussion among users.
  • Security & Permission: Can manage anyone who can access documents and space in Alfresco. Space is an Alfresco term for Folders. Access rights can be: read, edit, view, create, etc.
  • Mobile apps support for iOS and Android
  • Audit Log: Track all user activities in Alfresco
  • Web Service: Integration with other applications via CMIS web service
  • Record management: managing archived documents.
  • Document categorization: Any existing document can be categorized into a document type, which will facilitate document management. For example a document can be categorized as: contract agreement, invoice, Curriculum Vitae, Minutes of Meeting (MOM), etc.
  • Custom Metadata: has multiple metadata depending on the type of document you have. Custom metadata example: document number, document date, document status, etc.
  • Collaboration Site: Sharing documents, Calendar, Discussion, blogs, links, Datalist
  • Workflow / Collaboration: Alfresco provides document approval / review facilities by multiple users, from simple workflows to complex workflows.
  • Check in & Check Out Document: Checking is the term in ECM when an Alfresco user wants to edit a document, so he / she is called checking in, storing the document in a local computer / laptop user. When a document is checked in by a user, another user can only view the document, can not edit. This is to maintain the consistency of a document. And if a user is already editing the document, then he will check out the document. Once checked out, a document can be freely edited by anyone who needs it.
  • Rules: A variety of rules can be applied to documents, for example if there is a new document in this space, then send an e-mail to a specific email address.
  • Ms Office / Open Office & Google Docs Integration
  • Integration with LDAP, Active Directory Integration

Why Alfresco Indonesia?

  • Robust, web based document management system. Because it's web-based, no installation required when users want to access Alfresco.
  • Easy to Use. Alfresco is very user friendly which encourages users to more quickly adapt to our system.
  • Built by the people who invented the concept of document management. One of the founders of Alfresco is John Newton, senior of Dokumentum, the first content management applications on the market. John Newton has a lot of experience in dealing with content management projects for large-scale companies.
  • Open source, open standards. Alfresco open licensed, which means no need to buy to try it, and a company can not be bound by any single vendor, and unlimited users.
  • a lower deployment cost. Open source licenses owned by Alfresco does not require Licensee fee.
  • Adaptable to the needs that are often changed. Over time, the requirements of an enterprise content management systems, frequently changing. With open source licenses, allows Alfresco to anyone in the company's customized to meet current needs.
Alfresco's quality could be seen from several awards earned:
  • Gartner Magic Quadrant 2009 for Enterprise Content Management, positioned in Visionaries Quadrant
  • EContent 100 Awards
  • Audemars Piguet and the European Tech Tour Association: Alfresco the "Next Gem Award", award for best new company
  • Linux Magazine (2008), one of Top 20 Companies to Watch
  • Business Computing Magazine: Editor's Choice Award
  • InfoWorld Bossie Award: Best of Open Source in Enterprise Applications
Softbless is an implementation service provider for Alfresco in Indonesia, covers : installation, configuration, customization, training and support, make us your partner in implementing Alfresco. Please contact us here to get more information about Alfresco.
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By    Alfresco, Document Management