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Alfresco Content Services

ACS

Why Modernize?

Outdated UI, disconnected from other systems, repository silos

Proprietary systems slow and difficult to integrate and extend

Separate, complex and manual records management system

Old tooling and lack of standards support

Heavy Maintenance requirements and lack of cloud optimisation

User not empowered - lostproductivity, poor adoption

Unable to keep pace with demands of business and Shadow IT emerges

Compliance risk

Inability to attract IT talent / development

Rising total cost of ownership

Content ServicesRe-imagined for Digital

Transformation

Document ManagementComprehensive metadata, relationship, events access control.

Modular Content Services

Web Content ServicesManager your web content with integration to WCM systems like Drupal.

Lifecycle Management and WorkflowVersioning, workflow and policies for full lifecycle control.

Media / Digital Asset ManagementPreview, manage, transform and transcode most image, audio and video files.

Capture and ClassificationScan or ingest directly from multiple sources. Automated extraction and classification (further enhanced with Ephesoft for transactional workloads.

Mobile Access & Desktop syncOpen Mobile app for iOS or Android and Windows Desktop Sync make access content and tasks on the go and offline easy.

Intelligence and AnalyticsGain insights into your content and activities with analytics and reporting.

Modular Content Services

CollaborationCreate department, project or team sites and collaborate easily.

Office IntegrationWork with your documents in Microsoft Office (using the SharePoint protocol) and Google Docs.

EmailIngest, send and process emails (including ingestion & attachments extraction) directly.

Alfresco Digital Business Platform

Intelligence and Analytics

On-Prem, Cloud, Hybrid, Managed

Open APIs and Open Standards

Alfresco ProcessServices

Integrations / Extensions

Application Development Framework

Alfresco Governance Services

Alfresco ContentServices


Edit Master text styles




Access & easily collaborate on content from

anywhere

Open, easy to integrate and

extend

Brings content and processes

together seamlessly

Information Governance simplified

Enterprise scale and security

Open, easy to integrate and extend

Highly extensible & open source• Open source core with strong community• Easy to integrate and extend (Open Standards & API’s)• Add capabilities with connectors & add-ons

Modular & Scalable architecture• Designed (not acquired) modular architecture• Scale services independently for performance• Modularity brings faster release & innovation

Cloud integration & sync• Cloud service integration• Deployment flexibility (on-prem, cloud, hybrid)• Flexible cloud sync and replication

Content in Context

• Fully integrate content with processes & people• Works with systems of engagement, including

Microsoft Office, Google Docs and Salesforce• Partner integration & extensions (SAP, AutoCAD +)

Consumer-like search & usability

• Discover content easily with custom filtering• Business based view using Smart Folders• Rich collaboration features include team sites,

discussion threads, project wikis

Secure, mobile and offline access for collaboration

• Desktop sync for offline access to content• Mobile apps (offline access, search and task review)• Securely work with partners via hybrid cloud sync

Access & easily collaborate on content from anywhere

Brings content and processes

together seamlessly

Automate anything, easily

• Rules, actions & scripting allow complex document processing without development overhead

• Easily defined content data & relationship models• Auto- extraction of metadata, including smart

document capture with Ephesoft

Easy process creation and analysis

• Built in review and approval processes • Extend to full featured BPM with Alfresco Process

Services• Integrated analytics and reporting

Information Governance simplified

Invisible Information Governance• Automation removes need for user intervention• Full lifecycle capabilities including e-discovery,

disposition and secure destruction• Intelligent declaration & disposition consistently apply

information governance policiesManage Records in-place

• Centralized File Plan and Retention Policy manages records across legacy systems

• Multiple Holds to prevent changes and suspend the disposition action as part of a e-discovery process

Security, compliance and auditing

• Full audit trail on all actions for compliance• Security classification and marks provide an

additional level of security beyond ACL’s

Secure critical information

• Multi-level security & encryption in transit/at rest• Robust monitoring and auditing for visibility & control• Fine levels of access control to safeguard business-

critical content

Modular and scalable

• Scales to manage over one billion documents• Modular search, transformation, media encoding can

all be scaled independently.• High availability architecture with simple clustering

Enterprise scale and security

What's new: Alfresco Content Services 5.2

• New REST API’s & App Dev Framework

• Alfresco Search Services 1.0

• Alfresco Desktop Sync for Windows

• AWS Quickstart

• Alfresco Content Connector for Salesforce

• Alfresco Share (usability enhancements).

Summary of whats new Alfresco Content Services

• Desktop Sync for Windows 1.01• Alfresco Connector for Salesforce• Alfresco Share enhancements

Access and usability enhancements

• Expanded REST API library

REST API’s and ADF support

• Modular (independent) SOLR 6.3 service• New features & APIs, plus enhanced Sharding.

Alfresco Search Services









Fast deployment

• AWS quickstart- ‘production ready in an instant’

Alfresco Digital Business Platform









Application Development framework




Reusable Components

REST API & Java Script API Library Responsive Design Google Material

Design


Application Development framework


Sh

are

C

usto

miz

atio

n

Document Library Centric Solutions

Alfresco Share

Alfresco Framework

Bu

sine

ss Ap

ps

Content Services

Java APIsREST APIs

Alfresco JS Unified APIs

Framework of choice

Custom UX Applications

Process Services

Rapid UX Applications (Themable Alfresco UX Standard based on

Google Material Design)

Re-usable UI Components

Low Code App Studio

New Application Development framework

ContractApproval

Sales Enablement

Simple FileShare

Team Collaboration

Alfresco

Invoice Processing

Client Portal

Contract Approval

Employee Onboarding

Customers

Patient Admissions

Fraud Investigation

Loan Origination

M&AManagement

Partners









Example Business Apps

ContractApprovalContractApproval

Sales Enablement

Sales Enablement

Simple FileShare

Team Collaboration

Team Collaboration

Alfresco

Invoice Processing

Invoice Processing

Client Portal

Contract ApprovalContract Approval

Employee OnboardingEmployee

Onboarding

Customers

Patient Admissions

Fraud Investigation

Fraud Investigation

Loan Origination

Loan Origination

M&AManagement

M&AManagement

Partners

NEW: Expanded REST API’s and App dev frameworkApplication portability, easier upgrades

• Contract First design (peer-reviewed using OpenAPI specification)

• Versioned API endpoints - backwards compatibility

• REST API’s cover: – Content Repository

– Search

– People and Authentication

– Content workflow

NEW: Alfresco Search Services

• New REST API’s – Fully featured search REST API proving the same capability as the existing Java APIs (and more)

• New capabilities - Search term highlighting, ‘fingerprinting’, category faceting & multi select facets and more.

• Enhanced sharding - Flexibility to shard based on date, property or DBID and SSL support

• Version store indexing – search past versions of documents

• Increased security - SLL encryption of data flowing between Shards and content repository

SOLR 6.3 based Search – now installed and updated independently

Search term now highlighted in results

Search term now highlighted in results

NEW: Desktop Sync for Windows

• Offline access to the latest document version• Server change applied to desktop every 5 min (default).

• Local changes are pushed to server on file-close as a new version.

• Conflicts detected and highlighted to users.

• Directly add /open content to/from Alfresco from within any application

• Integrate Alfresco content into Windows (Search, Jump lists, Recent files, etc.)

• Easily ingest content into Alfresco as part of a process.

Synchronise any Alfresco folder or site to your windows 7 or 8.1 PC:

22


Windows Client (v7 & 8.1)

• Centralised deployment supported

• Allows user to select folders and sites to sync.

• Shows sync status & conflicts

Desktop Sync Service

• Active MQ monitors repository activities

• Sync Service tracks activity and stores client actions in PostgreSQL

• Logging and monitoring scripts

CMIS

NEW: Content Connector for Salesforce

• Search the entire Alfresco Share repository

• Link and use content in any Salesforce record

• Push Salesforce properties/metadata to Alfresco

• Start workflows

• Every single Alfresco user can access all content used in any Salesforce record from Alfresco Share

• Managed via On-Premise or Private Cloud

• Smart Folders embedded

• Declare content as records (with RM module)

Manage and Integrate Alfresco content in Salesforce

Access Alfresco Content directly in Salesforce objects

Access Alfresco Content directly in Salesforce objects

• Production-grade, clustered Alfresco Content services.

• Deploy in your own private AWS network in less than 45 minutes

• Using Alfresco and AWS recommended architectural practices

NEW: AWS Quick Start for Alfresco Content Services 5.2

+

ACS Alfresco Content Services Capabilities

• Desktop Sync• Search and discovery• Share and collaboration web access• Open Mobile Access• Office & Google Integration• Hybrid cloud sync• Flexible Data Model & Rules• Smart folders• Workflow• Information Capture & display• Security and Auditing• Easy Administration

Capability: Desktop Sync for Windows

Synchronise any Alfresco folder or site to your windows 7 or 8.1 PC:

26


Windows Client (v7 & 8.1)

• Centralised deployment supported

• Allows user to select folders and sites to sync.

• Shows sync status & conflicts

Desktop Sync Service

• Active MQ monitors repository activities

• Sync Service tracks activity and stores client actions in PostgreSQL

• Logging and monitoring scripts

CMIS

• Offline access to the latest document version• Server change applied to desktop every 5 min (default).

• Local changes are pushed to server on file-close as a new version.

• Conflicts detected and highlighted to users.

• Directly add /open content to/from Alfresco from within any application

• Integrate Alfresco content into Windows (Search, Jump lists, Recent files, etc.)

• Easily ingest content into Alfresco as part of a process.

Capability: Powerful Search & Discovery

• Dynamic results as you type• Search content, people and sites• Results filtering based on result facets, with

filter management admin page.• Save time with Auto-suggest, ‘More like this’,

search highlighting & saving searches• Take action on multiple search results

(move/copy/download)

Simple, amazon -like searchResults as you type

Results as you type

Dynamic filter results

Dynamic filter results

video

Capability: Extensible search with Solr

Use the power and extensibility of Solr to extend search capabilities

• Advanced Search Capabilities• Faceted Search & Filtering• Auto-Suggest & Spelling Checking• Statistics• Geospacial

• Date Math• Relevance• Term-Highlighting• Solr Cloud (Sharding/Replication) • Caching (queries, filters, documents)

Ca

pa

bilitie

s

Capability: Share & collaboration

• Open, web access to all content on any device• Rich social collaboration features:

– Activity feed, commenting, like, wiki, discussions).

• Find content quickly and easily, and ‘favorite’ most used.• Quickly preview and seamless edit content with Microsoft

Office or Google Docs.• Easily track and access multiple file versions• Secure content with flexible site and folder permissions• Personalize with configurable workspaces• Easy workflow- task lists, review and approve, etc.

Easy web based collaboration on content and workflow

Cap

abilitie

s

Capability: Open Mobile apps

Work from anywhere with Android and iOS apps

• Collaborate and edit on the go:– Powerful and easy document search and previews– Access documents offline with sync– Review and track progress & comment on content– Edit using 3rd party apps (E.g. Word, PDF, Excel)– Capture and instantly store photos and videos using the app

• Simple customization & integration:– Custom profiles based on content needs (E.g. Sales, Engineering, etc.)– Use our Open source Apps as a starting point to develop custom apps– Mobile SDK - access Alfresco content from custom built apps.

• Stay secure: – Encryption in motion and at rest– Mobile Device Management support via MobileIron and AirWatch

Capability: Alfresco Office Services

• Easily edit & save-back Office content • Support for “server properties” (maps to metadata)• Mac support for Microsoft Document Connection • WebDAV enables SharePoint features in apps that

support them• Works with any apps using Windows “common open

dialog” • Select major or minor version increment upon save

Directly set document attributes within Office apps

Directly set document attributes within Office apps

Work seamlessly with Microsoft Office content

Cap

abilitie

s

Capability: Google docs integration

Work seamlessly with Google docs

Cap

abilitie

s

Capability: Hybrid Cloud Sync

Hybrid Sync

Content & Process

Content & Process

Con

nec

tC

ontr

ol

On-Premise

Cloud

Con

nect

Con

trol

Employees

Partners

People can securely collaborate across the extended enterprise

Mobile workers can securely access content from anywhere

MobileSync

Extend content and processes securely beyond your firewall

Cap

abilitie

s

video

Report Contract

CustomerName, Number, address

SupplierName, VAT Number, Status

ProjectProject Name, Division, Owner

Type

Aspe

ct

Issue Logexpiry date, typeexpiry date, dept Approval, status

Metadata model management:• Set Aspects and Types, not complex hierarchies

• Also include tags, likes.

• Easily define models via UI without coding

• Combine with rules and process engine.

Rules• Move, copy, transform content

• Set type, add aspect, set property values

• Automatically declare, file and complete records

• Run any JavaScript

• Initiate processes

Flexible content organization and actions

Capability: Flexible Data Model & Rulesvideo

Capability: Smart Folders (overview)

• Use metadata & tags present similar content grouped in a smart folder.

• Search query results presented as a (Smart) folder- presenting a logical view irrespective of where that content is stored.

• Metadata Inheritance

• Documents added to a smart folder inherit metadata, simplifying categorization

Provide flexible, contextual view of content- combining the power of search queries with the simplicity of presenting content in folders.

Product A (Released):• Press release• Datasheet• Internal Q&A

Product B (planned):• Press release• Datasheet• Internal Q&A

Press releases• Product A • Product B

Data sheets• Product A• Product B

Released contentProduct A• Press release• Datasheet

Actual folder structure Smart folder views

Cap

abilitie

s

Capability: Smart Folders (VIEWS)

Standard folders that execute a pre-defined search• Provide a single view of content stored across different sites and folders.• Content persists in its virtual folder based on metadata, even if the file is moved.

Provide multiple, metadata based views of a single document• The flexibility of providing the right context for multiple audiences (rather than finding one hierarchy that works for all)• Support different roles and reflects file access permissions.• Find your document by what it is (its properties), not based on knowing where it is stored.• Avoid data duplications & versions control issues- Present a single document in multiple places.

Virtual folders are just folders, which can be accessed (without changes) from:• Any device (using Alfresco Mobile Apps) • Any UI and custom application using standard APIs• Any protocol implementation (eg via CIFS)

Provide flexible, contextual view of content- combining the power of search queries with the simplicity of presenting content in folders.

Cap

abilitie

s

Capabilities: Smart Folders (ACTIONS)

Classify new content quickly and easily without forms• Simpler, faster and less error-prone than filling out forms.

• Avoid multi step process of adding meta data.

• Meta data that defines the virtual folder is added to content added to the virtual folder.

• A ‘filing’ rule defined where the file is actually stored.

•

Let Alfresco take care of adding metadata and the location a documents is stored

• Simple Folder Based Workflow

• Combine with rules for auto workflow

• Built in workflow for review and approval

• Fully customisable workflows possible

• Extend to full business process management with Activiti

• Extend workflows beyond your organisation via Alfresco hybrid cloud sync.

Powerful workflow built in.

Capability: Workflow

Capability: Information Capture & display

• Web Client• No Plugs, No ActiveX, AJAX Previews

• File System (CIFS & WebDAV, FTP)• Drag-and-Drop, File Open/Save-As or Network Drive

• Image Capture via integrationsKofax, FileMark, eCopy

• Email• Send messages and attachments

• Ingest and send emails. The Alfresco repository can appear as an inbox in the email client. Supports IMAP, SMTP, POP3.

• Support for Any Format• Content is never altered by Alfresco

Cap

abilitie

s

Capability: Security & Auditing

• LDAP, Active Directory or Alfresco Managed

• SSL encryption end to end, with optional ‘at rest’ encryption

• Secure & flexible Content Access– Users/Groups and Roles based– Folder and/or Content with inheritance– Include UI Options within permissions

• Classify content before record (via RM module)

• Full auditing data- any event, including workflow. – Use analytics module for easier audit investigation

Cap

abilitie

s

Capability: Easy Administration

• Changing property settings without shut down (JMX)

• Standardised customisation packaging method - easy deployment and management (JARs and AMPs)

• Easy clustering - new instances linked to repository automatically become part of the cluster

• No client side software required! (AOS has no dependencies on active X controls)

• Clear, searchable & public documentation

• Independently scale out compute-intensive tasks on separate tiers (eg index, transformation servers)

Easy to administer

Cap

abilitie

s

Capability: Document Capture / Document Scanning

• Capture information from physical papersand digital content

• Extract the information to powerful metadata

• Store in Alfresco Share

• Automated workflows based on intelligently captured information (Invoices, Product Documentation, etc.)

• Increase speed of document processing significantly

• Minimize errors from human processing of documents

• Re-direct resources to other value-creating areas

Capture and digitize document information - Automatically

Cap

abilitie

s

Capturing metadata intelligently and

automatically

Capturing metadata intelligently and

automatically

Optional Modules & add ons

Easily add additional functionality

• Alfresco Governance Services

• Media Management

• Analytics

• Outlook plug-in

• Document Transformation Server

• Index Server

• Content Encryption

• Alfresco System Receiver (ASR)

• AWS & EMC Centera Connector

Module: Alfresco Governance Services

• In Place Records• No need to understand complex File Plans• File and Declare records anywhere, with one click• Easy access to files in place

• Record Version Control• Rules control which versions create new records• Records related in File Plan• Relationship used to drive Disposition Schedule

• Automated Record Filing• File and declare as part of business process• Define rules to determine filing• Dynamic File Plan manages folder structure creation.

File Plan Path

Date Fields

Record Attributes

Transparent records Management

DOD 5015.02 certified

Alfresco meets information, RM and open government compliance standards, mandates and directives worldwide

HIPAA

Canadian ElectronicEvidence Act DoD

5015.2

Electronic LedgerStorage Law

11 MEDIS-DC

VERS

CNIPA

NF Z 42-013

BSI PD5000

MoReq2010

Federal Rules ofCivil Procedure

NARA/OMB 2016And 2019

FISMA

Akta Arkib Negara 2003 & e-SPARK

UK Data

Protection Act & TNA 2002

NOARK 5

eARD

Archives Act

NARS

Act

RTA

Global Standards Adopted by Countries WorldwideFreedom of Information Act/Freedom of Information/Access to Information/Public Information Act

ISO 15489:2001/ISO 23081-1/16175-1:2011/26122:2008/ISO 30300:2011

SFS 1990:7

82

/ISO 15489

Module: Alfresco Media Management

• Rich media handling:• HTML5 Video Player, Proxies & Storyboard Thumbnails• Timeline Comments & Video trimming• Pan, Zoom, Crop, Rotate Images

• Media-focused metadata - IPTC extraction, custom XMP

• Flexible Video encoding (Transformation):• On-premise Transformation Servers• Remote Transformation Services support

• Media Distribution Network support:• Publish to Brightcove & CloudFront for onward distribution

Ability to comment, linked to video

timeline

Ability to comment, linked to video

timeline

Rendition versions & status

Rendition versions & status

Trim videoTrim video

Manage digital assets and workflow

video

Module- Alfresco Analytics

• Analytics module within Share to report on:• Processes- identify long running processes and

bottlenecks.

• User activity- by user, team and site.

• Custom reports based on standard metadata.

• Standard reports included• Drag and drop custom reporting tools• Ability to publish to site dashboards

Drag and drop report creationDrag and drop report creation

Wide range of data visualization

Wide range of data visualization

Gain insight from content and interactions

Module: Microsoft Outlook Plug-in (Windows only)

User: Manage content from Outlook• Search• Access and Store Content (Drag and Drop)• Custom metadata (Create your own properties)• Favorite selector (Easy access to sites or folders)• Share (Link or Attachment)• Workflow (Start/Manage Tasks)

IT: Compliance & Control• User adoption to Alfresco platform• Archiving and policies• Duplicate checking• Access control

•

SearchSearch

Access and upload email content directly to Alfresco

Access and upload email content directly to Alfresco

Integrate Alfresco in Outlook-based workflow

Module: Content Connector for Salesforce

• Search the entire Alfresco Share repository

• Link and use content in any Salesforce record

• Push Salesforce properties/metadata to Alfresco

• Start workflows

• Every single Alfresco user can access all content used in any Salesforce record from Alfresco Share

• Managed via On-Premise or Private Cloud

• Smart Folders embedded

• Declare content as records (with RM module)

•

Integrate and Manage Alfresco Content in Salesforce

Access Alfresco Share directly in Salesforce

Access Alfresco Share directly in Salesforce

Module: Document Transformation Server

• Full-fidelity transformations and previews.

• >2 x faster transformation of large documents

• Independently scalable transformation tier

• Robust error handling and reporting

•

Integrate Alfresco in Outlook-based workflow

Modules

Scale search and indexing indefinitely

• Split indexes across multiple servers optimal performance at scale.

• Easy admin console configuration of index server.• Support for read-only SOLR indexes for

additional fail-over.

Modules

Module: Index Server

AlfrescoServer

AlfrescoServer

AlfrescoServer

Index Server

Index Server

Index Server

Index Server25%

of inde

x25% of

index

25% of

index

25% of

index

Solar Shards- split index for greater performance at scale

Module: Content Encryption

Encrypt content at rest– Content encrypted as it is written to file store

– Secures content from data center access

• “Double-Key” design– Master key generates encryption key

– Encryption key used to encrypt content

Secure your business critical content.

Author / Review

Appl

icat

ion

API

ASR

Publish

• Read only Alfresco instance with access via API’s only (no Share interface)

• External users do not login to Alfresco so no permission with out custom app:

• Used to validate external users• Queries the ASR to retrieve content

Publish content to other applications

Modules

Module: ASR (alfresco System Receiver)

• Amazon Aurora & EC2 support

• Proven – 1 billion document benchmark

Publish content to other applications

Modules

Module: Amazon web services