#SummitNow Building a Quick Solution with Alfresco Workdesk 13. November 2013 Richard McKnight - Alfresco Christian Finzel - Alfresco

#SummitNow Combining the benefits of Alfresco Workdesk and Alfresco Repository and using it together in a simple and smart way

#SummitNow Building a solution - I Scenario: HR department HR Users administrate the documents that belong to the employees of that company (applications, sick certificates, contracts, …) Different user groups with different tasks Human Resources  responsible for managing the eFiles of the employees Pension Funds  only search for eFiles of employees

#SummitNow Building a solution - II Use cases: The following tasks should be possible for Human Resources and Pension Funds: Searching for specific documents Searching for the eFiles Creating/changing eFiles and documents Members of the groups Human Resources and Pension Funds should ONLY get the plugins that they need for their work

#SummitNow Creating a search template – I Available search criteria Columns for the result list

#SummitNow Creating a search template – II

#SummitNow Creating an eFile structure – I An eFile is a collection of documents that belong together Our eFile has the following structure: eFile summary Physical part Virtual part

#SummitNow Creating an eFile structure – II The virtual part is defined in a XML template: A search definition A definition of nodes that appear as a folder structure You can use any available metadata (or combinations) If a user clicks here… …then this search will be executed

#SummitNow Creating an eFile structure – III

#SummitNow Creating an “Add eFile” plugin – I Using the Alfresco Workdesk Configurator Configure the following things The folder type is preconfigured Some properties are automatically filled or validated The folder is specified to save the new instance to …and a few features on the Repo side

#SummitNow The Repository Extension Bootstrap process to initialize the repository for the extension Enforcing Unique IDs Adding custom access control to eFiles Initializing an eFile Automatically naming the eFile Supporting Dynamic Constraints

#SummitNow Automatically Creating the Top Level Folder Hey, now that you have installed the new HR Dossier system, I am trying to add a new Dossier and I get a “Target Folder Not Found” error Well did you create the /HR/Dossiers folder? Well I did not know that I needed to do that. The smart thing to do would have been to have the folder installed automatically for me. That would simplify my life. OK it is simple for me to add that capability. I will do that and redeploy the solution.

#SummitNow Unique ID Hey I added Johnny Walker with an Employee number of and did not know that Freddie Mack already had that number Well why did you do that? That wasn’t so smart? True but that is a common input error. The smart thing for you to do would be to make it simple for me and catch mistakes before they create bad data. OK it is simple for me to add that capabiity

#SummitNow Adding Role Based Access Control Hey I need to give Sam access to Bobby’s Dossier to review his certificates and resume he wants to see if he is qualified for a promotion Thank you! That was a smart thing to do! OK that is simple to do, I will add him to the group of people that can read Bobby’s Dossier.

#SummitNow Adding Things to the eFile Hey I have Billy’s salary review done, but it is not final, I need to have it reviewed. Can I store it in his E-File without it being official. We have made this very simple for you. You can add this document to the Drafts folder which is created automatically when the Dossier was first created. Thanks I did not know that we had that capability. That was a smart decision to add that. We will update our processes to handle more documents that are draft for review!

#SummitNow Automatically Naming the eFile I was looking at the Dossiers folder and it seems that everyone names the file slightly differently. Also, we have 10,000 employees when I go to the Dossiers Folder, it takes 3 minutes to display the folder. This is not simple to use! I have a simple way to fix that. When you create the folder, you will no longer have to add the name. I will use let the system create the name and also add a folder hierarchy to keep from having long folder lists Thank you for adding those smarts to the system!

#SummitNow Dynamic Constraints Hey we do not have JCL in our skills list Well JCL is soooo Isn’t that like the Latin of programming languages. True but we are refactoring our Main Frame app and need someone who knows how to read JCL OK well we can just add it to the constraint list. It is simple. Thank you. This will help us keep track of who our smart programmers are!

#SummitNow Creating an “Add eFile” plugin – II

#SummitNow Creating an “Add documents” plugin – I Using the Alfresco Workdesk Configurator Configure the following things: The document type is preconfigured The properties are propagated from the parent folder

#SummitNow Creating an “Edit Properties” plugin – I Using the Alfresco Workdesk Configurator Can be used on folder and document level Configure the following things Properties that should be displayed Property should be editable or read only

#SummitNow Creating an “Edit Properties” plugin – II

#SummitNow Business Views in Alfresco Workdesk - I Group Human Resources  access to HR Dossiers and several other plugins Group Pension Fonds  access to HR Dossiers and two other plugins

#SummitNow Business Views in Alfresco Workdesk - II

#SummitNow Alfresco Workdesk Alfresco Repository Business Views are created in Alfresco Workdesk Object Permissions are handled in the Alfresco Repository Business Views  Permissions Business View is realized with the DB Role Manager Each user gets the plugins/search templates that fit to his Business Role Realized with Content Policies or Rules You can easily add users to that hidden groups

#SummitNow Combining the benefits of Alfresco Workdesk and Alfresco Repository and using it together in a simple and smart way

#SummitNow