For the last few days I have been playing with a Java based open source Enterprise Content Management system called Alfresco. Alfresco has always had a free community edition, but it was missing features that were available in the enterprise version. With the release of 1.2.1, all the enterprise features are now available in the free, open source version.
Alfresco is basically a document management system. It allows users to add content and documents to folders and then share that content with other users. Each user has an individual home space along with various shared project spaces. Content can be added to any space (the name that Alfresco gives to different folders or areas that content can be added) available to the user and can be moved between spaces and folders easily. In addition, content, such as web pages and simple text documents, can be edited online in the web browser without the need to download it to a users computer.
In my very short review period I found three features that really stood out: 1) the fact that everything you need to run Alfresco is included in the installer and is installed and run with a single click; 2) the workflow templates and rules that can be setup and 3) the ability to transform documents from one format to another.
Installing and Running Alfresco
In order to run Alfresco on a Windows XP machine, all one needs to do is to download a single installer. This installer includes Tomcat, MySQL, and OpenOffice along with all the source binaries. Once installed, assuming you don’t install everything as a service, to run the program, all you need to do is to click on Start Alfresco under the Run Alfresco start menu option. For such a complex application that uses normally stand alone software products like Tomcat and MySQL, this makes running the software incredibly simple.
The result of this simplicity is that anyone can now download, install, and run an enterprise class document management system. No more do businesses need to purchase a product like Microsoft Sharepoint costing thousands of dollars.
In addition to the basically one click installer for Windows, there is a similar installer for Linux. If you already have MySQL and/or Tomcat installed on your computer, you can also download the appropriate packages.
I downloaded the package for Linux that did not include MySQL. This was just as simple to install as the full featured Windows version.
Workflow Templates
The second cool feature is the workflow templates. This allows you to quickly setup a series of folders tailored for, say, software development. This creates folders for UI Design, Documentation, Presentations, Quality Assurance and Discussions. Within the Documentation folder, there are folders for Samples, Drafts, Pending Approval, and Published. And of course, all documents can be fully versioned if need be.
The really cool thing is that within these folder a set of rules can be setup that moves documents between folders. For example, rules can be setup that documents can be moved from Drafts to Pending Approval, then, upon approval, they are moved to Published. However, if the document still needs work, it can rejected and moved back from Pending Approval to Drafts. And of course, email alerts can be sent out with each action.
Each of the rules are set by the administrator, so Alfresco only does what you want it to do. This means that you can set versioning up on the Drafts folder, but not on the Published and Pending Approval folders.
Document Translation
The final cool feature is the document translation. This allows one user to add a PDF file that can then be translated into a text document for inclusion in a web page. I have not played with this feature yet so I really can’t comment on how well it works,but I still think it is cool.
As for the backend of Alfresco, everything is written in Java/J2EE using standard libraries and frameworks such as Hibernate, Spring, Lucene for search, My Faces, MySQL, Tomcat and JBoss.
Conclusion
In conclusion, this is a product that every company investigating document management applications should add to their short list. If a company requires support and hand holding, this is also available from the website.