Contents 1 Introduction 2 Synopsis 3 Prerequisites 4 Configuration 5 Check List 6 YaMma Demo Usage 7 Pointers & licence notices

Introduction

YaMma, which stands for 'Yet another Mail management application', is an e-procedure to validate document storage in Alfresco through a complex workflow enabling various actors, from digitization system to manager, to comment or add meta data to content in order to improve later usage.

Synopsis

In the following, user may be a system or a person belonging to the same group and playing the same role.

• a first user specialized in digitization (it may be the scanner itself) scans a document and put the result (for example a pdf file) in a source space, for example 'in-progress' space, of your Alfresco installation;
• digitization process is automatically started and a task is affected to another user in charge of validating that this new document must or must not enter in the document repository;
• if the user validates, a new task is affected to the same role to choose the content type of the document (in a future version of YaMma, this new task will be affected to a new and different role);
• according to the chosen content type, a task is affected to another user who is in charge of setting the meta-data of this kind of content type (in the current YaMma version, managed content type are limited to "Mail" and "Car");
• if content-type is an administrative mail
  • the "Mail"-aware user enters corresponding meta-data and asks for approbation;
  • a new task is affected to a manager for approval;
  • upon approbation, the document is moved under a target space, for example 'achieved' space, of your Alfresco installation, under a site > Test
• if content-type is a car,
  •  "Car"-aware user enters the meta-data and the document is moved under a target space, for example 'achieved' space, of your Alfresco installation, under a site > Test

Here is a video which can help you: http://www.side-labs.org/wiki/index.php/Support:Events:Webinars:S1:SIDELabs_Overview:Video

Prerequisites

In order to use YaMma, download the last version on sourceforge at: http://sourceforge.net/projects/side-labs/files/ The downloaded application will install YaMma on a working Alfresco installation. In order to avoid any problems, use a fresh and vierge Alfresco installation. Do backups if necessary. Tests have been made on Alfresco community 3.2. YaMma installer will install:

• YaMma modules on your Alfresco server in the location you will provide while installation process. Two fields:
  • the first one: indicate your Alfresco directory, usually[../../../../Alfresco C:\Alfresco]for windows users;
  • the second one: create the YaMa path on your computer, usually C:\opt\Yet another Mail management application.
• source models, so you can modify them, generate, deploy and test YaMma to adapt it so it exactly suits your needs
• stop Alfresco.

Configuration

YaMma is a workflow based application and so requires to create Alfresco groups corrresponding to each group in the workflow:

• start Alfresco, go tohttp://localhost:8080/alfrescoand create the following groups: DigitizationSystem, Car, Mail, Manager;
• in order to make tests easier, associate the default user 'admin' to each group;
• if necessary, create an other user called 'digi' (same password) to test different possibilities of access to the application.

Note: we associate all the groups to the same user in order to avoid having to connect and disconnect for each task of the procedure. For a production e-procedure, you use several users having their own groups and permissions. With Alfresco 3.2 community, you may experience a problem to see the first task through the demo webapp if the user is not admin. If it occurs, enter your first default user 'admin'.

• under a space of your choice in your Alfresco installation, managed or not by Alfresco Share, create first, a site called 'Test' with two folders 'in-progress' and 'achieved' spaces, then under 'achieved' space, create 'Car' and 'Mail' spaces;
• in-progress space may or may not be in an Alfresco Share site;
• download the 'Launch Workflow' based on the 'launchWorkflow.js' script, that you will find in each YaMma distribution under src/js, and copy it under Alfresco on 'Data Dictionay' > 'Script' > 'Add Content';

Figure 4.1.  Add Content 'Launch Workflow'

• next, with Alfresco web client, go to the 'in-progress' space;
  • add a content rule by clicking on 'More Actions' > 'Manage Content Rule' > 'Create Rule';

Figure 4.2.  Manage Content Rule

• ** Step 1: select 'Items with the specified mime type' > click on 'Set values and Add' > select 'Adobe PDF Document' > click on 'OK'
  • Step 2: select 'Execute Script' > 'Set Values and Add' > select 'launchWorkflow.js' > click on 'OK' > click on 'next'
  • Step 3: Type → 'Inbound' (all incoming documents); Title → 'StartYaMma'; Description → 'launchWorkflow' > click on 'Next' and 'Finish'

Figure 4.3.  Select Condition

Check List

This is a list of tests possible to validate the proper functioning of the installer. * can you connect to the demo webapp [ http://localhost:8080/xforms/demo ] ?

Figure 5.1.  Demo Webapp with Chiba URL Parameter

• can you go tohttp://localhost:8080/xforms/resources/jsp/forms.jsp?

Figure 5.2.  Xforms Page Resources

• can you then go to forms directory and click on Document ?

Figure 5.3.  Form Directory

Figure 5.4.  Form Document

• can you enter some data in this form, or in this one [ http://localhost:8080/xforms/xforms?type=Document&formType=form ] ?

Figure 5.5.  Form Document filled

* can you validate this form ? You should see on the top right corner a flashing circle.Once the flashing circle has stopped, you go and normally see on the alfresco web client that the data has been stored:* go intohttp://localhost:8080/alfresco, connect as admin/admin* go to company home/data dictionary/BlueXMLDATA/com_bluexml_side_models_liste_Document space

Figure 5.6.  Document Space

* click on element 'View Details', you should have the data you entered previously

Figure 5.7.  View Details

Arrived at the end of these tests, you can be sure that your application is working successfully.

YaMma Demo Usage

Having performed the Prerequisite steps and with Alfresco running,

• Go tohttp://localhost:8080/alfresco
  • Connect as 'admin' (be careful not to change user: digi instead of admin for example)
  • Upload a pdf file under '<one of your space>/inProgress', This will start the Digitization Process e-procedure for this document. You may also upload the file using webdav or share.
• Go to the Chiba URL http://localhost:8080/xforms/demo to access the demo where you can access the Digitization Process running e-procedure
  • First thing to do is to click on 'Change parameters' and to set up Chiba URL: for example, "http://localhost:8080/xforms/ »
  • Then click on the new 'Open task' link under Pooled Tasks and have fun with the e-procedure.

Note: for task 'Assign the type of the document', enter for the type one of the following value: Mail, Car, Quotation. A "Mail" type will go through an approval supplementary step before integration of the document in Alfresco. At the end, the documents are automatically moved, according to their type, from 'inProgress' to 'achieved/Mail or Car'.

• Go to http://localhost:8080/share to see the meta-data of the loaded documents.
• Go to http://localhost:8080/xforms to see all the generated forms to handle documents meta-data.

Figure 6.1.  Integration of the Viewer (pdf Document) with Form's Metadata

Pointers & licence notices

For support, refer to: http://www.side-labs.org/forum More information at http://www.side-labs.org and www.bluexml.com Copyright (C) 2007-2009 BlueXML - www.bluexml.com This program is free software: you can redistribute it and/or modify it under the terms of the GNU General Public License as published by the Free Software Foundation, either version 3 of the License, or (at your option) any later version. This program is distributed in the hope that it will be useful, but WITHOUT ANY WARRANTY; without even the implied warranty of MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE. See the GNU General Public License for more details. You should have received a copy of the GNU General Public licence along with this program. If not, see <http://www.gnu.org/licenses/>.