Getting Started With Alfresco Share Preview

Alfresco Getting Started with Alfresco Share Preview

Alfresco

Getting Started with Alfresco Share Preview

Copyright (c) 2008 by Alfresco and others.

Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Alfresco. The trademarks, service marks, logos or other intellectual property rights of Alfresco and others used in this documentation ("Trademarks") are the property of Alfresco and their respective owners. The furnishing of this document does not give you license to these patents, trademarks, copyrights or other intellectual property except as expressly provided in any written agreement from Alfresco. The United States export control laws and regulations, including the Export Administration Regulations of the U.S. Department of Commerce, and other applicable laws and regulations apply to this documentation which prohibit the export or re-export of content, products, services, and technology to certain countries and persons. You agree to comply with all export laws, regulations and restrictions of the United States and any foreign agency or authority and assume sole responsibility for any such unauthorized exportation. If you need technical support for this product, contact Customer Support by email at [email protected]. If you have comments or suggestions about this documentation, contact us at [email protected]. This edition applies to Alfresco Share Preview.

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Getting Started with Alfresco Share Preview

Typographic Conventions The following typographic conventions are used in this guide: Bold

User Interface elements

Blue Italicized Bold

Hyperlinks

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Getting Started with Alfresco Share Preview

Table of Contents GET STARTED .......................................................................................................................................................... 1 SCENARIO .................................................................................................................................................................. 1 LOG IN ........................................................................................................................................................................ 2 SET UP YOUR PERSONAL DASHBOARD ........................................................................................................................ 4 PUBLISH YOUR CREDENTIALS .................................................................................................................................... 6 CREATE YOUR COLLABORATION SITE .......................................................................................................... 7 SET UP YOUR SITE ...................................................................................................................................................... 8 PREPARE YOUR SITE FOR COLLABORATION............................................................................................... 9 CREATE AN INTRODUCTION ..................................................................................................................................... 10 ADD MARKETING MATERIAL .................................................................................................................................... 12 Update a document ............................................................................................................................................. 12 SCHEDULE A WEBINAR ............................................................................................................................................. 14 INVITE MEMBERS TO YOUR SITE ................................................................................................................... 15 VIEW SITE ACTIVITIES ....................................................................................................................................... 17 USING SHAREPOINT PROTOCOL SUPPORT WITH YOUR MS OFFICE DOCUMENTS....................... 18

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Alfresco

Getting Started with Alfresco Share Preview

Get started In today’s workplace, individuals spend most of their time working on teams. To collaborate effectively, they need tools to facilitate communication, sharing information, and running projects. Alfresco Share Preview provides these tools. The Getting Started with Alfresco Share Preview tutorial introduces the basic concepts to accompany the download of Alfresco Share Preview available on Sourceforge. It takes you through a scenario to demonstrate the flexibility Alfresco Share Preview provides for working in a collaborative team environment. Alfresco recommends you download the Alfresco Share Preview release and walk through this guided tutorial to familiarize yourself with the features.

Scenario For this tutorial, you will be walking through the following scenario. •

Set up your personal dashboard and add your credentials

•

Create a collaboration site for your team

•

Prepare the site for collaboration with other users

•

Invite users to the site

•

View the site activities

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Log in Log in to Alfresco Share Preview using the following credentials: Username:

admin

Password:

admin

Alfresco logs you in to your personal dashboard.

Your dashboard is where you track all information relevant to you. Your default dashboard consists of personal dashlets. A dashlet is a summary component that may or may not have an equivalent Page Component. If there is a complementary Page Component, the dashlets display the information generated from them. Dashlets only appear on the personal or site dashboards.

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The following personal dashlets display by default. My Limited Profile

Your My Limited Profile personal dashlet contains summary personal details about you, based on your detailed profile.

Alfresco Network

Alfresco Network is the portal for Alfresco Enterprise customers to get all the latest news and views as well as the following: •

A knowledge base

•

Ability to track your tickets

•

Check in notices

•

Documentation

•

Downloads

•

Alfresco Calendar

This dashlet provides you a feed to the latest activities on the Network. Calendar

Your Calendar personal dashlet contains a rolled up view of events that you have created as well as events for each site of which you are a member, providing quick access to each of them.

My Sites

Your My Sites personal dashlet lists all sites that you have created or of which you are a member, providing quick access to each of them.

Alfresco Activities Site Feed

Your Activities Feed personal dashlet tracks the most recent activities that have been performed in any site of which you are a member.

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Set up your personal dashboard You can set up your personal dashboard to tailor the view you have, depending on your requirements. You can: •

Modify the dashboard appearance – view as one, two, or three columns

•

Add and remove personal dashlets

To modify the dashboard appearance 1. Click Customize dashboard on the title bar. The Customize Dashboard page displays.

2. Click Change Layout to display the available layout. 3. Change the layout to have three columns.

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To modify the dashlets 1. Click Add Dashlets. All available dashlets display. 2. Click and drag the User Calendar to the bottom of the left column to add it. 3. Add: a. RSS Feed dashlet to the top of the right column b. Alfresco Network to the bottom of the middle column

4. Click Done to save all your configurations and return to your personal dashboard.

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Publish your credentials As part of the site, you want to publish your credentials for all site members to view. To publish your credentials: 1. In the menu bar, click My Profile. Your profile displays. 2. Click Edit Profile and complete the information as desired.

3. Click Save Changes. Your profile displays with the updated information.

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Getting Started with Alfresco Share Preview

Create your collaboration site The second step in the scenario is to create a collaboration site for your team. From here, your team will be able to: •

Share and manage content

•

Schedule and manage meeting events

•

Have group discussions

•

Write blogs

•

Author content online and share with others via a wiki

To create your site 1. On your personal dashboard, click Create site in the My Sites dashlet.

2. Add the following information: Name – A descriptive name that will display as the title of your site. This is mandatory. Short name – A brief version of the name that is appropriate for a URL; it cannot contain special characters. This is mandatory. Description – Information to distinguish your site from others in the My Sites list Note

Your site has public access by default. If you want it to remain private, uncheck the Access box.

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3. Click OK to access your new site.

Set up your site You can set up your new site to meet your team’s requirements. Ensure you are within your new site and click Customize Site in the title bar to add and remove page components. All the page components are displayed by default. For this scenario, there is no need to modify anything.

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Getting Started with Alfresco Share Preview

Prepare your site for collaboration To make the new site as collaborative as possible, you want to prepare the following before inviting any users: •

An introduction and explanation for the site (wiki)

•

A set of marketing material documents (document library)

• A scheduled webinar introducing everyone to the site (calendar) Alfresco Share Preview has the concept of page components which you can add to your site as customized functionality. A page component has rich functionality and is URL addressable. The available page components are: Site Dashboard

Always present. The site dashboard displays all information and activities associated with this site. It is customized by the site owner.

Wiki

Optional. The Wiki enables you to create web pages for a collaborative website. Anyone who accesses it can contribute or modify content using a simplified markup language.

Blog

Optional. A Blog is a page component that enables you to add commentary, descriptions of events, or other material related your site, such as graphics or video.

Document Library

Optional. A Document Library is a page component that enables you to store and collaboratively manage any content related to a site, such as documents, media files, or graphics.

Calendar

Optional. A Calendar is a page component that enables you to schedule and track events for all sites you own or of which you are a member.

Discussions

Optional. Discussions is a page component for posting user-generated content related to a site. These often take the form of questions or comments with threaded discussions.

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Create an introduction You use the Wiki page component within your site to write your introduction. Once it is written, you add it to the Wiki dashlet on your site dashboard.

To write an introduction: 4. Within your site, click Wiki on the menu bar. The Wiki page displays.

5. Click New Page and give the page the title “Welcome to our collaboration site”. 6. Click Save. The new page displays. 7. Click the Edit tab and replace the default content with the following information: “The purpose of this collaboration site is to share information for the project and ensure that communication is as easy as possible.” 8. Click Save. Your new content displays in the View tab.

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To add the introduction to your site dashboard: 1. Click Site Dashboard in the menu bar. 2. Click Configure in the Wiki dashlet. The Select wiki page window displays.

3. Select the wiki page you just created and click OK. The text from this wiki page displays in the Wiki dashlet.

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Getting Started with Alfresco Share Preview

Add marketing material You have been preparing for this site for a month now and have three pieces of marketing content that you would like to upload. For this aspect of the scenario, pick three pieces of content on your personal computer to add. If you are interested in the SharePoint support protocol, ensure one of these documents is a MS Word document. For more detail on how to use the SharePoint support protocol, refer to Using SharePoint protocol support with your MS Office documents. 1. Within your site, click Document Library in the menu bar. The Document Library page displays. 2. Click Upload to load your three content items. 3. Click Browse to locate any three pieces of content on your computer to upload. The Upload files page displays the three content items as a list.

4. Click Upload File(s). The content items display their upload status. 5. When all content is 100% complete, click OK. The content items display in your document library

Update a document After uploading the marketing material, you realize you have made an error in one of them.

To update the document 1. Select one of the content items you have uploaded 2. Click the Edit offline action associated with this content. The file moves to the Documents I’m editing section, indicating that the document is checked out to you.

3. Select Save from the Open page and click OK to save the content item in a location from which you can edit it. Note

The content name will be appended with “(working copy)” in the location in which you save it.

4. Navigate to this content item on your machine, change a word, and save it.

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Getting Started with Alfresco Share Preview

5. In the Documents I’m Editing view, select the content item you modified and click the Upload New Version action. The Update File page displays.

6. Click Browse to locate your modified file. Remember that it is appended with “(working copy)”. 7. Specify whether it is a minor or major version and type any comments you have, then click Upload File(s). 8. When all content is 100% complete, click OK. The content item displays in its original location in the library.

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Getting Started with Alfresco Share Preview

Schedule a webinar As part of promoting this collaboration site, you want to schedule a webinar to welcome the new users and discuss the purpose of the site.

To schedule a webinar 1. Within your site, click Calendar on the menu bar. The Calendar displays 2. In the calendar on the left side of the site, click the date you want to have the webinar and click Add Event.

3. Enter the webinar details in the Add Event page and click OK. You return to the calendar with your new webinar displayed on the date you scheduled it.

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Getting Started with Alfresco Share Preview

Invite members to your site After you have set up your collaborative site, you can invite members to access it.

To invite members: 1. Within your site, click Members on the menu bar. The Invite page displays.

2. In Search internal users, type the name of an internal user you want to invite and click Search. Important

If you do not have any users for this Technical Preview release, add them in the Alfresco Web Client interface. Otherwise, skip to step 4.

3. Click Add associated with the user you want to add. The user displays in the Invite Users list. 4. In Add external users , type the first name, last name, and email for the external user you want to invite, then click Add.

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Getting Started with Alfresco Share Preview

5. In the Invite Users list, select a role from the Select role menu for each user. Note

If you want to assign all users the same role, select a role from the Select all roles menu to apply to all of your selected users.

6. Click Invite. You are notified that the invite has been sent via email to each member invited.

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Getting Started with Alfresco Share Preview

View Site activities Now that you have prepared your site and invited your users, you can return to your site dashboard and see the specific activities that occurred to do this under your Alfresco Activities Site Feed.

You can: •

Click the document name for a preview of this document

•

Click the documnt library access the library folder in which this document resides

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Getting Started with Alfresco Share Preview

Using SharePoint protocol support with your MS Office documents If you are familiar with editing your Microsoft™ Office documents using SharePoint, Alfresco enables you to work with the same interface, using Alfresco Share as your repository instead of SharePoint. Although the following steps apply to all Microsoft Office documents, the steps reference MS Word for clarity. To use the SharePoint protocol support with your Office documents 1. Start Microsoft Word. 2. From the File menu, choose Open. 3. In the File name field, type: “http://[Alfresco instance]/alfresco” where [Alfresco instance] is the location where the Alfresco Labs 2 web client is installed. For example, http://alfresco:8080/alfresco The MS Word document opens with the Shared Workspace pane You are prompted for your user name and password. 4. Type your user name and password and click OK.. 5. From the right pane, navigate to one of the documents you already added your new site to Alfresco Share Preview site 3 document library. For example, //alfresco/sites/collaboration/document library/marketing material.doc. The document displays with the Shared Workspace pane. 6. INSERT GRAPHIC You can now work with your Office document using the key SharePoint functionality available in the Shared Workspace pane. This includes: •

Members tab – add members to your shared workspace

•

Documents tab – Add new documents, add new folders

• Document Information tab – Check in documents, Check out documents, View Version History Refer to the SharePoint documentation for detailed instructions on how to use this functionality.

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