ALFRESCO EXPLORER GROUPS AND ROLES

Overview of Use of Groups within Project Sites in Alfresco Explorer

Users are invited to explorer without a role or without being assigned to a group. Thus, a user has no permission to do anything even log into explorer, until the user is assigned to a group. We use groups and subgroups to control all permissions. We typically have the following types of groups: Bankers Bankers are Crosstree employees. Generally, they have coordinator or administrative privileges to all spaces and folders within spaces. [Space] Client Uploader Typically a helper at our client that populates folders within a space. [Space] Client Approver The boss at our client that will have the highest level client permissions, including the ability to execute simple workflows (rules) [Space] Legal Approver Generally has read access to all client folders, with the exception of one folder that they have the ability to execute simple workflows [Space] Buyers Get read writes to the root space, but no other folder until it is assigned to them. Sub-Buyers Almost always, buyer users are assigned to a sub-group within the spaces Buyers group. This is because often we will have three or four buyers interested in a project and they are all give similar rights. A buyer may drop their interest, in which case we would simply remove the sub-buyer group from the space. Other buyers may need special access privileges, in which case we control this through managing the sub-group permissions within the space.

CURRENT USE IN ALFRESCO EXPLORER

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Sample Roles Create for a Project Site in Alfresco Explorer

Root Groups Bankers Mango Managers Client Client Approvers Client Uploaders Client Legal Approvers Buyers Buyer 1 Buyer 2

CURRENT USE IN ALFRESCO EXPLORER

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Sample Users for Groups

CURRENT USE IN ALFRESCO EXPLORER

Groups Bankers Mango Mango Managers Mango Client Mango Client Approvers Mango Client Uploaders Mango Client Legal Approvers Mango Mango Buyers Mango Mango Buyer 1 Mango Mango Buyer 2

Members All Employees Mango Managers, Mango Client, Mango Buyers Jim, Nathan Mango Client Approvers, Mango Client Uploaders, Mango Client Legal Approvers Betty Carole Susan Mango Mango Buyer 1, Mango Mango Buyer 2 Bob John

Sample Folder Permission Application

ROOT Groups Role Coordinator Consumer Consumer None Root/Mango/Internal Role Coordinator Consumer None Groups Bankers Mango Client All other Groups/ Users Role Coordinator None Consumer None Groups Bankers Mango All other Groups/ Users Root/Others Role Coordinator None None

CURRENT USE IN ALFRESCO EXPLORER

Root

Bankers Mango All other Site Group parents All other Groups/ Users

Others
Groups Bankers

Root/Mango

Mango

Mango All other Groups/ Users

Internal

Root/Mango/Internal/Conent Groups Bankers Mango Role Coordinator None Consumer Uploader Uploader None

Content

Client Client Uploader Client Approver All other Groups/ Users

Data Room
Groups Bankers

Root/Mango/IDataRoom Role Coordinator none Consumer Consumer None

Root/Mango/IDataRoom/Special Groups Bankers Mango Client Buyers Buyer 1 All other Groups/ Users Role Coordinator none Consumer none Consumer None

Special

Mango Client Buyers All other Groups/ Users

ALFRESCO SHAREGROUPS AND ROLES

What Needs to Be Done for Phase I?

PHASE I GROUPS AND ROLES (PERMISSIONS)

Complete

Complete?

Create Custom Roles Uploader Approver Assigner

Ad-Hoc Business Site Groups Create site groups Create site sub-groups*

Assign Users to Site Groups Need ability to assign an existing user to an existing site group

Manage Document Permissions Business Site Groups should be manageable in the document library permissions dialogue

AD-HOC BUSINESS SITE GROUPS

Add this

Remove default group role as groups by default will have no privileges. All users are added as site consumers. This is a drop down that functions like the others. Only Custom Site Groups are available custom groups cannot be a sub-group of a Global Site Group/ default technical group

ASSIGN USERS TO GROUPS

Custom Site Groups would also be options in this list, but users can be members of MULTIPLE groups

DOCUMENT PERMISSIONS DIALOGE

Default permissions (Alfresco roles) are always no privileges for all site groups.

Custom ste groups appear in Dialogue

Privileges include the custom roles (uploader, approver, etc.)

Add this: By default the folder and all documents in it will inherit permissions from the parent folder
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Site Creation and User Invitatio Workflow

SITE CREATION AND USER INVITATIO WORKFLOW

Administrator creates site

Administrator invites user to site as Manager

Manager creates custom Site Business Groups

Manager creates site folders, then assigns permissions to site groups

Manager invites users to sites as consumers

Manager assigns users to Site Business Groups

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