Project Spaces

Document created by resplin Employee on Jun 6, 2015
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The official documentation is at: http://docs.alfresco.com



2.9
A Project Space is a special Space Template that can be used to quickly create a collaborative workspace for a team of people to work together.


Creating a Project Space


In the Projects space (under Company Home) there is an action to create a new Project Space, which can be found under the Create menu.  You will be prompted for the name of the project space as well as a longer title and description.  Once created, click the new folder and you will find the summary view displays a number of special spaces: details on each and their configuration is described below.


IM Presence


When you invite people into a Project Space, then their online presence is shown, provided they have given a supported IM account name in their Alfresco profile.

The person must also have chosen to make public their IM status from within the IM client itself:


  • Skype: Preferences / Privacy / Allow my status to be shown on the web
  • Yahoo: Messenger / Preferences / Privacy / Allow Yahoo! web sites to show when you are online

People (or Groups) must explicitly be invited to the Project Space in order for the Presence module to go and fetch their status.


Blog Space


You can use this space to manage posts to external blog servers, such as WordPress anf TypePad.  Firstly, you will need to configure the details of your blog.  To do this, select the Blog Space and then View Details.  You will see there are a number of extra properties on the space for the blog details.  Edit these properties with your blog details and you are ready to go.

To create a post, simply create or add a text or HTML file in the Blog Space.  You may then post this to you blog from the file's Details page or from the summary panel in the Blog Space.  Once posted, you may edit the original file and update the post - the update action is available on the Details page of the file or the Blog Space summary panel.  You may also delete a post from the blog.


Email Archive


The Email Archive space provides an area where emails that relate to this project can be automatically collected and stored by Alfresco.  First, you will need to enable the email service (if it is not already) see the section below on this.

When the Project Space was created, an email alias for it was automatically created and associated with the Email Archive space.  You can see this alias from the Email Archive space's Details page.  If you make sure that all emails between the project participants include the alias email address, then copies will be stored in the archive, including any attached documents.


Image Gallery


The Image Gallery space provides an album for viewing photos and images in the space.  You can turn the pages in the album by dragging a page corner across.  You can also turn the pages by clicking on the side edge of a page.


Document Library


The Document Library space is a standard document management folder that allows content of any type to be added to it, as well as allowing further subspaces (folders) to be created to organise the content as usual.


Forum Space


The Forum space provides threaded discussions on topics relating to the project.  A Forum Space can contain any number of other Forums (or even Forum Spaces).  Each Forum can contain any number of Topics that people can use for discussions.  You can use the email service to post directly into Forums without needing to use the Alfresco web-client!


Calendar


The Calendar space provides a project calendar that can contain any number of events.  You can see the events in monthly, weekly or daily views.  You may also include other calendars into your team calendar by 'subscribing' to the required calendars.   All the events in the subscribed calendars are included in your calendar project view.


Email Server


To enable the Email Server, locate and unzip the sample configuration in extension/custom-email-server.sample.zip. This will provide two files: custom-email-server-context.xml and custom-email-server.properties. The properties file can be modified to change the behaviour of the Email Service.

By default, this configuration will enable the Email Server and allow any email address pattern to email in to Alfresco.  You can restrict the list of allowable addresses using patterns for matching addresses.

By default, anyone emailing into Alfresco must have a user account with Alfresco and use the email address recorded against their profile, in order that their emails are recognised.  Also, a user who is permitted to email in must be a member of the Emailable user group (you can add members through the Administrator Console.

The email address for emailing into Alfresco can use the unique identifier of any object within the repository.  You can see the ID for an object in its properties on the Details page (Email ID).  You can also assign email aliases to objects so that a more readable email address can be used.  There are further details for Email Server Configuration.


Extended People Profile


The Person model has been extended with a number of additional properties, such as Organisation, Job Title, Location, Photo image, Instant Messaging username and Description (biography). A user can edit these from their User Profile page (previously called User Console). It is now possible for any user to view the public profiles of other users in the Manage Space Users and Manage Content Users dialogs.

An administrator can now add additional properties to the cm:person model and configure them for display/editing in the usual way.


Finding People


Alfresco supports finding people through OpenSearch.  This means you can either search using the OpenSearch dashlet in Alfresco, or the OpenSearch panel in the left-hand Navigator pane in the Alfresco web-client.  It also means you can search directly from your browser's search box.

When searching for a person based on their Alfresco profile, all new person properties are searched, including their organisation, job title and description.  This means it is easy to find people based on their office location, skills or interests.


Tagging


Alfresco now provides tagging of objects in the repository, using an extension of the categorization services.  Initially, the UI to tag objects is provided in the Office add-in, but it will be provided in the main web client in the near future.

As a temporary measure, you can manually apply the Taggable aspect to content:


  • From the details page of your content, choose Run Action
  • Select Action 'Add aspect to item', click 'Set Values and Add'
  • Choose 'Taggable' as the Required feature. Click OK then Finish

Click the Modify Properties icon to add/edit tags.

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