Elements_Share_for_Administrators.pdf

Alfresco Elements
Share for Administrators

2 Alfresco Elements
Contents
Document information.............................................................................................................. 3
Share for Administrators..........................................................................................................4
Lab - Administrator: Getting started.......................................................................................6
Share for Administrators..........................................................................................................7
Lab - Site and folder structure.............................................................................................. 10
Share for Administrators........................................................................................................11
Lab - Port configuration......................................................................................................... 17

Document information
Share for Administrators 3
Document information
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,
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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 with Alfresco.
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You may not use this documentation if you are a competitor of Alfresco, except with Alfresco's
prior written consent. In addition, you may not use the documentation for purposes of evaluating
its functionality or for any competitive purposes.
If you need technical support for this product, contact Customer Support by email at
support@alfresco.com. If you have comments or suggestions about this documentation, contact
us at training@alfresco.com.

4 Alfresco Elements
Introduction
In this Alfresco Element you will examine the Alfresco user interface – Share, and explore the
functions which are accessible to the administrator. We will first look at the Share dashboard and
start by undertaking the simplest administrative functions such as creating users. We will review
the range of operations which are available and consider the configuration tasks which can be
completed. At the end of this section you will have practical experience of working with Share as
an administrator.
Share is a collaborative user interface which gives your organization access to the Alfresco
repository. Aside from this web based interface there are other ways of accessing the Alfresco
repository and these are covered in the User interfaces Alfresco Element.
Share is the most flexible and functionally rich interface which Alfresco offers. With the
introduction of Alfresco version 4 a larger set of functions have been made available to the
administrator through the Share user interface.
Most organizations will be using Share, a customized Share environment or their own bespoke
interface. Even if you are using your own bespoke interface, familiarization with Share will help
you to understand the concepts behind administrating Alfresco.
Demo: Dashboard and Admin Console

To log into Alfresco Share as the administrator use the admin account. The password is initially
set when Alfresco is first installed, in this example and in your virtual lab environment the
password is simply admin.
The home page is called the dashboard. The Welcome banner highlights immediate actions
you may wish to undertake; viewing tutorials, creating a Share site and editing your profile.
The components of the dashboard are called dashlets. These are individual modules, which
express some unique functionality; such as a list of sites you are a member of, your task list
and documents recently edited. Each dashlet has a help icon which describes it’s functionality.
Dashlets are Web Script components and it’s naturally possible to extend the range of available
dashlets by writing your own or using those written by the community.
The Alfresco add-ons web site (found at http://addons.alfresco.com) is a good place to explore
such examples.
To customize the dashboard use the Customize Dashboard button. Here you can change the
layout, for example to a three-column view. You can remove dashlets from the dashboard by
simply dragging them to the trash icon. To add a dashlet use the Add Dashlets button. Drag the
desired dashlet to the column in which you wish it to be presented. The OK button confirms your
changes.
The Share administrative functions are accessed from the More menu, selecting an option brings
you to the Admin Console.
Alfresco v4 introduced a greatly enhanced Admin Console. Administrative operations, which
previously could only be made by editing xml files or editing server properties through a Java
Management Extension (JMX) console, are now readily available through the Share user
interface. This includes new functionality such as content publishing, repository management,
search, email configuration and a view of the transformers. You will explore these functions within
this Alfresco Element.

Lab - Administrator: Getting started
6 Alfresco Elements
Lab - Administrator: Getting started
1. In your first lab, lets make a gentle start to get you logged in and using Share.
1. Login to Alfresco Share as the administrator:
• http://localhost:8080/share
• user = admin, password = admin
2. Explore the dashboard to examine the functional components.
3. Customize the dashboard layout and adjust the dashlets which are visible.
4. Locate and explore the admin functions from the More menu.

Demo: Creating users
The Users tool enables you to create a new user. Here you can set a username and password,
add them to groups and set a repository quota. In addition any account can be quickly disabled.
Establishing users within Alfresco individually is not practical in production systems where any
reasonable number of users exists. Since Alfresco allows you to choose your authentication
method it is possible to create and control users from a remote authentication system such as
OpenLDAP, Kerberos and others. It is also possible to create users programmatically.
If you are not using a remote authentication system the Upload User CSV File function can
create multiple users from a CSV based file. The headings to use are seen here, which must
follow this order.
Further documentation is provided at http://docs.alfresco.com, search for ‘Uploading multiple
users’. Creating and controlling users is explored further in within the Authentication Element.
Share sites
As the administrator it is important to understand the type of functions an end user undertakes
within Alfresco. The principle mechanism through which a user collaborates in Share is a site.
Sites can be created by any user, not just the administrator and the user creating the site
becomes the site manager.
Sites may be public or private and will have a number of components designed for collaboration,
such as wikis, blogs, discussion forums, calendars, links and a document library. Any documents
created in the site will appear in the repository and the site as will any blogs, wiki pages and other
items. The administrator or site owner has control over which of these components appears for
any individual site.

8 Alfresco Elements
Sites can have any number of members, these are users within the Alfresco repository, and a
user can be a member of any number of sites. When a site is private, or moderated, users have
to be invited to become a member of the site before they can see it, public sites, however, are
visible to everyone.
If the Records Management module is deployed you will find that it is implemented as a special
Share site of which there can be only one, the Records Management site also has special
functionality which is exclusive to Records Management.
Users can search either in sites of which they are a member or they can search across all sites.
Global search does not circumvent security permissions.
The repository
The Alfresco repository supports the notion of a global document library. Documents which
exist in the global document library are available to everyone, but access can be restricted on
a document by document basis by managing permissions. Documents existing in the global
document library may also be linked into one or more sites.
There is no way of controlling who can create sites, so you must ensure that you prevent
uncontrolled site spread through policy and procedure. This should ensure that those people who
can create sites know how to manage the sites and there should be a good business justification
for creating a site. One way to mask site proliferation is to have those users which create sites to
make their site private and invite members who wish to collaborate. This will reduce the number
of visible public sites.

Demo: Creating a site
This demonstration illustrates how to create a Share site, add components and customize it. To
create a site first ensure that the My Sites dashlet is visible in the dashboard. Then use the create
site link. This site will be visible to the public and non-moderated. There is only one site type in
Alfresco at present, a collaboration site. When a Share site is created, it will be automatically
displayed. Any users can create a collaboration site. When they do so they become the manager
of the site.
The banner offers typical functions you would wish to undertake within a collaboration site, such
as uploading content and inviting others to join the site. I’ll invite Heloise Dufresne to join this
Business Development site. When a user is invited to join a site, a role is set by the manager.
This defines their authority and abilities within the site. Roles are explored in detail the Users and
groups Alfresco Element.
When Heloise logs into Alfresco she will be invited to join the site, in her My Tasks dashlet, she
accepts.
As the site owner Matt has the ability to customize the site. He adds the Calendar, Wiki and Blog
functions, which will appear across the site banner bar. Customizing the site dashboard he adds
the wiki dashlet to the Business Development site. All users will experience this new layout.
Share sites can be branded with their own unique theme to differentiate sites.
Matt is going to prepare the site for collaboration by adding a wiki page and ensuring this is
displayed. He also adds a blog entry. When this is complete you will note its creation is tracked
and displayed in the site activities dashlet.
Further customisation of the site is possible by any site manager. For example the standard site
components can be renamed to create a more meaningful relationship to the site. Matt chooses
to rename both the Document Library and the Calendar. These changes will be seen on the site
dashboard.
At any time the Share site details can be updated, for example adding additional information
to the description. Matt may wish to make this site moderated. By doing so any user within the
system will still be able to see the site, however it will only be possible to join the site if invited.
The alternate action is to make the site private. This would hide the site from all users, unless
invited to join the site.
It is possible to resize dashlets by holding the bottom of the box and dragging to the desired size.
The amount of information shown on the recently modified documents dashlet can be adjusted
by selecting the simple or detailed view. These are some of the customisations available to a site
manager to enable them to create a unique Share site for collaboration.

Lab - Site and folder structure
10 Alfresco Elements
Lab - Site and folder structure
1. In this lab you are going to login as a user to create a site and folder structure, which we
will later examine as administrator.
1. Login as Matt Black:
• user = mblack, password = mblack
2. Create a site called “Wind Turbine Product Development”. Give it your own
description.
3. Within the site Document Library use the New Folder function to create the
following folder structure:
• Requirements
• Specification
• Design

Demo: The repository
Let’s examine the repository and highlight the difference between the global document library and
a site document library.
Matt Black logs in and navigates to the global document library shown as the “Repository”.
Here there is pre-existing content which he can navigate and view. Note that he does not have
the ability to create or add content here, since these are the permissions established for this
repository. Observe also the very limited set of functions he is able to perform upon content. If
he navigates to the Share site he created, he is able to perform a range of functions. He is the
creator and Manager for this site, acting with the same authority as the administrator user.
Let’s now login as the administrator. The administrator can access and undertake the full range of
functions within the repository. This includes the ability to manage permissions, for specific users
and groups, for content in the repository. This also includes removing the ability for Everyone
to see a particular folder, thereby making it hidden and visible only for those users and groups
defined to have access.
The Alfresco permissions model which governs the repository and Share sites is explored in
detail in the Permissions Alfresco Element.
One final observation to make regarding the repository is that Share sites themselves sit and
live within the global document library and can be browsed by anyone, unless made private
whereupon they will be hidden, except from the administrator and site members.
Alfresco server configuration
In this Alfresco Element we focus on the Share user interface and how as an administrator you
can configure the live Alfresco environment using the administration console. There are two
further ways in which configuration parameters can be set.
The first method is to use a Java Management Extension console. Examples include JConsole,
JManage and MC4J. These tools enable you to adjust live configuration parameters and such
edits persist through server restarts. This topic is explored in the Managing the repository
Alfresco Element.
The second method is to edit property and xml configuration files. These are read when the
server starts.
There a large range of configuration files for the many individual components of the system; from
subsystems through to logging. The final file which is read in the bootstrapping sequence is the
alfresco-global.properties file. For an administrator the alfresco-global.properties file
is important as settings made here override settings found in previously loaded configuration files.
This topic is further detailed in the Repository configuration Alfresco Element.

In terms of what parameters persist and take priority, the settings made through a Java
Managements Extension console and those made through the Share administrators console
persist through server restarts. They also take precedence over values made in the alfresco-
global.properties file, if altered from the first time they are loaded from this and other
configuration files. It is therefore best practise to copy adjustments made to the live server to the
alfresco-global.properties file.
Admin Console
Let’s explore the Admin Console by reviewing the individual functions. In some instances the
detail will be kept light as these functions are covered in specific Alfresco Elements. For example
the Users and groups Alfresco Element explores creating users and managing groups in detail.
For some the Advanced Systems Administration course has the scope to tackle more advanced
functionality.
Demo: Tools
Application: The Application tool allows the administrator to set a system wide color theme, seen
by all users. Do remember site managers can themselves set individual themes within a Share
site to differentiate these from the overall Alfresco system.
A logo can be added to the system.
If you wish to create a custom theme and go further such as branding the login screen take a look
at http://docs.alfresco.com and search for 'Share themes'.

Category Manager Categories allow users to quickly and easily organize content by classifying
items. Categories can be edited, deleted or newly created. One slight anomaly in the user
interface is that at present categories can only be assigned to content using Alfresco Explorer.
Users can then search for content by using the categories.
Note Browser The Node Browser provides a powerful way to search and inspect the nodes within
the repository. A Store is selected, a search term language and finally a search criteria is used.
Full detail on the node can be inspected; including properties, aspects associated with the node,
child and parent relationships, associations, permissions and other details.
Tag Manager The Tag Manager shows the tag metadata which exists in the system. Existing tags
can be renamed or deleted by the administrator. Tags are created and assigned to content by
users. They can then be used to locate content.
Demo: File management
Content within Alfresco is stored on the file system. The content metadata and reference to the
physical content is stored in the database. When a user deletes content only the metadata is
deleted, leaving the content on the file system. The contentStoreCleaner runs at regular intervals
to remove this orphaned content.
The administrator can view the currently deleted content and choose to recover or delete an
individual content item, or fully delete and empty the trashcan.

Demo: Content publishing
Alfresco has the ability to publish content directly to social media services. This introduces a
range of benefits such as; centrally managed login credentials, establishing workflow, publishing
history, linking posts and status updates to content.
The Channel Manager enables the administrator to establish a publishing channel. The
Permission option provides control over which users can utilize and publish to the established
channel. An authorized user can then post content directly from Alfresco to the chosen channel.
Demo: Repository
The Repository administration tools collate a range of functions.
Activities Feed: The Activities Feed accumulates information displayed in the Activities Feed
dashlet into an email, which is sent to the administrator. The defaults are; maximum activity age =
31 days, repeat interval = 1 day, maximum activities shown = 100.
Fileservers: The Fileservers section enables the Alfresco repository to be named. The CIFS and
FTP subsystems can be configured and enabled or disabled.
Google Docs: Alfresco offers the ability for a user to pass documents from Share to Google
Docs, enabling the user to edit documents and collaborate within the Google Docs environment.
Alfresco manages the check-out, check-in and handling of the document. Google Docs presently
offers the ability to edit Microsoft Office 2003 file types.
License Descriptor: The License Descriptor enables you to load a new license file without
restarting the Alfresco server. Search for ‘Uploading a new license’ within http://docs.alfresco.com
for further information.
Replication Jobs: The Replication Jobs tool enables content to be copied between Alfresco
repositories where the content and the definition of when the job is to be performed is
established. By default, replicated content is read only in the target repository. This is a topic
which is explored on the Advanced Systems Administration course.
Repository Descriptor (Originally Installed): The Repository Descriptor (Originally Installed) shows
details about the Alfresco system as it is was first installed, including the database schema and
version information.
Repository Descriptor (Current): The Current descriptor shows the current system information,
effectively showing updates that have been applied.
Repository Tools: The Repository Tools JMX Dump enables you to save a full copy of the current
JMX values of the running Alfresco server. If you are ever in contact with Alfresco Support they
will often ask for this file as it provides an accurate and real time view of the installation.
Runtime: Runtime shows the current memory utilization and availability.
Subscriptions: Subscriptions control whether the ability to follow others (their activity and uploads)
is available to users of the Alfresco system.
Sysadmin: Sysadmin is an informational panel.
Workflow: Finally Workflow shows information about the currently installed workflow engines,
which facilitate business process management. Where Activiti is the newest and most advanced
solution. This also allows you to open the Activiti Workflow Console.
Demo: Search

The Search administration tool enables the parameters of the Lucene and Solr search engines
to be edited. Solr embeds Lucene and operates as an abstraction layer, offering a range of
additional benefits. The default configuration is for Solr and Lucene to operate. It is possible to
disable Solr in favour of using Lucene exclusively.
Demo: Users and groups
The Users and groups authority defines the number of groups and users presently in the Alfresco
system. The Groups section is where groups can be created and managed. Similarly the Users
section enables users to be created, edited and deleted if the inbuilt Alfresco authentication
system is being utilized.
Demo: Email
Email enables the administrator to make settings for IMAP,POP and SMTP. Once established the
Alfresco repository itself can be populated via email, browsed from an IMAP email client and also
send emails through the system to users, such as when a user is invited to join a Share site.
Demo: Transformations
The Transformations section is purely for information and enables the administrator to see what
content transformation services are enabled and available.
Starting and stopping the Alfresco server
Alfresco has been installed as a service and starts automatically when the operating system
loads. To restart the server open a Terminal window from the Applications > Accessories
menu and enter the command sudo service tomcat6 restart
The password is alfresco all in lower case.
Should you have the requirement the parameters stop and start also exist, which can be
substituted for restart.
You can follow the Alfresco log file to see the progress of the server startup. The command to use
is tail –f /opt/tomcat/alfresco.log
This Alfresco Element uses Ubuntu. If you are on a Windows platform you can restart
the Alfresco server by using the Administrative Tools > Services program, select
alfrescoTomcat and choose Restart.
The option to stop and start the Alfresco server also exists.
Application server
In a production system it is likely that a systems administrator would install Alfresco as a service
within the application server; as in our virtual lab environment the Alfresco server is found in /
var/lib/tomcat6/webapps (with a symbolic link created in the root directory /opt).
If you use the installer or make different installation choices then Alfresco will embed Tomcat. In
this example you use the alfresco.sh command (found in the root installation directory) to start
and stop the server, using the parameters start and stop respectively.

Lab - Port configuration
Lab - Port configuration
1. In this lab you are going to use the Admin Console to make adjustments to the live
Alfresco system.
1. Examine the alfresco.log file:
• Found in /opt/tomcat/ by opening a Terminal window (from the
Applications > Accessories menu) and entering gedit /opt/tomcat/
alfresco.log
• Search for ‘FTP’
• Here you will find a detailed error is reported with the root cause being
Permission denied.
• Alfresco is attempting to enable FTP access to the repository but it fails. This
is because the current port number assigned is 21, the default. Ports below
1024 within Linux are protected for use only by the root user and operating
system.
2. Adjust the port number currently assigned to FTP to above 1024 within the
administrator’s console.
3. Restart the Alfresco server.
4. Re-open the alfresco.log file.
• You will find no errors reported for FTP. If you search for ‘fileservers’ you will
this process initiating then completing.
5. Login to the Alfresco repository via FTP:
• Open the Firefox web browser and enter ftp://localhost:<portnumber>
where <portnumber> is the one your choose.
• Login using the admin account.
Once you have completed this lab you have reached the end of this Share for
Administrators Alfresco Element.

Elements_Share_for_Administrators.pdf

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