Alfresco Share 3.4 User Essentials

Course Code: SNB_AlfrescoShare34
Product: Alfresco Share 3.4.d
Duration: 2 days
Topics/Pages: 16 topics / 275 pages
Price (US dollars):
$25 per user


This course offers comprehensive instruction on getting started with using Alfresco Share. Alfresco is an open source Enterprise Content Management (ECM) platform on which Alfresco Share is built. Alfresco Share adds collaboration aspects to the collection and sharing of content stored in the ECM. Social networking tools like Alfresco Share provide a way for people to communicate and interact online, providing a new competitive business advantage.

During this course you will use Alfresco Share to create and share all types of content with colleagues using its Document Library, Wiki, Blog, Calendar, Links, Discussions, and Data Lists components.

You will serve different Roles in Share; create and secure new Sites as a Site Manager, add content using a variety of item types as a Contributor, and validate and revise content as a Collaborator.

Course goals

In this course, you will learn how to:

  • Identify the social networking and collaboration tools found in Alfresco Share and how they can be used to improve business processes such as product lifecycle management.
  • Define the core elements of Alfresco Share: Repository, Site, Page Components, and Items.
  • Explain the Role-based security model that controls access to Sites, Folders, and Items by Site Consumers, Contributors, Collaborators, and Managers.
  • Log in to Alfresco Share to describe and customize the Personal Dashboard using Dashlets.
  • Access the User Menu to change your online status, update your User Profile to upload your picture, and change your password.
  • Use Content Search and Advanced Search to perform a full text search of content in the Repository.
  • Describe the difference between the Alfresco Share and Alfresco Explorer user interfaces.
  • Create a new Site and act as the Site Manager to customize the Site Dashboard, control Site visibility, invite users, and set the Role of Site Members.
  • Create an Item in the Document Library using the built-in editor or by uploading files; view and update an item’s metadata and content, and control its permissions to precisely which users and groups can view or update the item.
  • Apply aspects to an Item to add functionality and metadata fields such as to check out an Item for offline editing using local software or Google Docs, and enforce versioning with each revision.
  • Create a Folder in the Document Library and control its access by setting its permissions before copying and moving Items in and out of it.
  • Define Folder Rules that trigger actions when Items are added to, updated, or deleted/moved out of a Folder.
  • Open a Site using the Repository Browser to gain additional perspective and control over a Site’s users and permissions as well as to gain access to your User Home.
  • Create structured workflows that encourage review and approval steps before content is published.
  • Add Items to a Document Library using email messages.
  • Understand the special characteristics and purpose of the Wiki, Blog, Calendar, Links, Discussions, and Data Lists, and contribute content to each.


This course assumes basic personal computer and software skills, and is designed for individuals who can:
  • start and stop software applications in Microsoft Windows
  • perform basic Windows operations, such as to manage windows, cut and paste, drag/drop, etc.
  • use Microsoft Windows Explorer to find and organize files
  • use the Internet Explorer browser to open and navigate Web sites
  • use any type of email client
  • create, format, and print documents using Microsoft Office, OpenOffice, or Lotus Symphony.


This course is sold as a 2 day course, though there is an abundance of material that you probably won't have time to cover. 

Course design

This course combines concept presentations, demonstrations, and exercises to guide your learning. Though designed for instructor-lead classes, with the proper equipment and software individuals can also use this course for self-study.

Please consult the Set Up document for this course to make sure the correct environment is in place before starting the course.


Topic 1: Get Started
Beyond conventional communication tools
Social networking and collaboration tools
Adding social networking tools to business systems
Generic Product Lifecycle Management process
Exercise: When collaboration would be helpful
Core elements of Alfresco Share
Log in to Alfresco Share
Exercise: Log in to Alfresco Share
Personal Dashboard
User Name banner
User Menu button
Upload File dialog box
Application Toolbar
Exercise: Change your User Profile and use People Finder
Search box
Customize Personal Dashboard
Language support
Server’s time zone
Alfresco Share is evolving from Alfresco Explorer
Exercise: Open Alfresco Explorer

Topic 2: Create a Site 
How to create a Site
Exercise: Create a new Site
Site Dashboard
Title Banner and button(s)
Links to Page Components
Site Profile dashlet
Site Colleagues dashlet
Recently Modified Documents dashlet
Site Activities dashlet
Site Links dashlet
Edit Site Details
Customize Site
Customize Site Dashboard
Exercise: Customize Site Dashboard
Delete a Site
Exercise: Delete and recreate your Site

Topic 3: Document Library 
Open the Document Library
View Toolbar
Exercise: Create content, a Folder, and upload a file
Read Item content
Return to the View
Document Library View
Browsing pane
Previous/Next View
Hide/Show Folders and Simple/Detailed View
Hover to see Document Actions menu
View Toolbar
Exercise: Move Item to Folder and back
Favorite Items and Folders
Image Preview dashlet in the Site Dashboard
Repository Browser

Topic 4: Security 
Exercise: Join Site
Permissions assigned to Site Roles
Exercise: Leave Site
Exercise: Change Visibility of Site to Public, Moderated
Exercise: Change Visibility of Site to Private
Exercise: Add a Group to a Members list
Manage Site permissions using Repository Browser
External users and security
Exercise: Remove EVERYONE group
Manage Item permissions from Share
Exercise: Manage Item permissions from Share
Exercise: Manage Item permissions from Repository Browser
Editor privileges
Take ownership of an Item
Folder security
Control who can create Sites
Take ownership of a Site

Topic 5: Metadata and Aspects 
Edit metadata fields
Change the Content Type
Item aspects
Exercise: Add a tag to an Item

Topic 6: Edit Item Content 
Edit Create Content content inline
Edit Upload Item offline
Upload New Version Document Action
Edit Create Content Item offline
Global versioning settings
Copy to and Move to actions
Delete Item
Deleted Item recovery
Google Docs integration

Topic 7: Workflow Tasks 
My Tasks dashlet and My Tasks page
Adhoc workflow
Exercise: Create an Adhoc workflow task
View completed workflow tasks
Review & Approve an Item
Exercise: Review & Approve an Item
Group Review & Approve workflow
Pooled Review & Approve workflow
Parallel Review & Approve workflow

Topic 8: Folder Rules 
Define a Rule
Exercise: Create a Folder Rule
Trigger (When section) details
Criteria details
Perform Action details
Action: Increment Counter
Action: Extract common metadata fields
Action: Add simple workflow
Action: Transform and copy content
Action: Send email message
Rules for the entire Document Library
Ignore inherited Rules
Link to Rules in another Folder
Actions and security

Topic 9: User Home Folder in the Repository 
Purpose of User Home Folder
Open your User Home
Manage Permissions
Exercise: Copy Item from User Home to your Site

Topic 10: Send Email to a Folder 
Why send Email to a Folder?
Email message is used to create Item
Attachment handling
Inbound email configuration and security
Additional Alfresco Administrator steps
Alfresco user steps
Email from unknown addresses

Topic 11: Wiki Wiki Main Page
Wiki Page List
Wiki Page versioning
Rename a Wiki Page
Add Site Wiki dashlet to Site Dashboard

Topic 12: Blog 
Open Blog
Create new Blog Post
Comment on a Blog Post

Topic 13: Calendar 
Open Calendar
Add Event
Save Event, then view, Edit, and Delete
My Calendar dashlet in the Personal Dashboard
Calendar overlay via iCalendar Feed

Topic 14: Links 
Open Links
Create New Link
View and comment on a Link
Add Site Links dashlet to Site Dashboard

Topic 15: Discussions 
Open Discussions
Create New Topic
Reply to a Topic

Topic 16: Data Lists 
Step 1: Create a List
Step 2: Add Items to a List
Special data fields
Work with a List
Add Site Data Lists dashlet to Site Dashboard