The repository

An enterprise content management (ECM) system must rely on a fully functional repository:

  • The repository manages the Lifecycle of each piece of content and is responsible for their "living," "behavior," and "security."
  • Embedded "rules and policy engines," "versioning engines," "full-text search engines," "full-format conversion engines," and "metadata content models" are all designed to address a variety of complex requirements from the outside world
  • Repositories can encrypt content, categorize it in multiple dimensions, and have a robust workflow engine built in.
  • The repository comes with a variety of interfaces for FTP, E-mail (IMAP, POP3, SMTP), WebDAV, CIFS, and SharePoint
  • The built-in single sign-on is for docking all authentication systems LDAP, AD, NTLM, Kerberos, pass-through

Document preview

You can view documents online without having to download them

  • Documents can be searched for text, marked, zoomed in and out when previewing, and can be quickly navigated and Shared links
  • Users can then discuss or comment on the document on the preview page
  • Office document preview supports thumbnail page and outline display
  • Alfresco supports MIME type document preview capabilities such as office documents, images, photos, scanned files, video files, and audio files
  • Alfresco supports both existing and future MIME types

Document sharing

Collaboration requires sharing, and Alfresco provides a variety of ways to share content:

  • Public sharing. Alfresco generates a Shared connection (URL) to the specified file. Anyone who gets the Shared link can open the file without any additional permissions, including username and password authentication
  • Authorized sharing: Alfresco generates a Shared connection (URL) for the specified file, and the person who obtains the link must be authenticated with the user name/password before using it
  • Alfresco can be Shared via email, WeChat, Twitter, Facebook, etc., but does not move files from the Alfresco platform

Version control

File modifications that support versioning can make work more orderly:

  • Alfresco supports comprehensive versioning management, including version Numbers, version annotations, version backtracking, and more
  • Whether or not to open a folder or file version control function is entirely up to the user
  • If necessary, you can flexibly shuttle between different versions to view any historical information
  • Version control can also be controlled by a script that runs under the rules

Upload document

The process of putting content into a "repository" is upload, which can be done in a variety of ways in Alfresco:

  • Upload directly from the browser, you can batch upload, support drag and drop
  • Can use FTP to upload directly, can use E-mail (IMAP, SMTP, POP3) to complete the upload
  • "Repositories" can be mapped directly to network disks, so how do you copy files on your hard drive?
  • Automatically determine the content type, upload and enter type attributes
  • Batch import, large amount of data/huge amount of data import

Attribute group + content type

Manage different types of documents by different content types:

  • The content stored always belongs to a certain type, such as: invoice/contract/meeting minutes/email/design drawings/customer information/judgment/trademark instance, and so on.
  • For example, the "content model" is required to include the names of participants, meeting topics, meeting minutes, meeting resolutions, etc.
  • For example, the "content model" is required to include the names of participants, meeting topics, meeting minutes, meeting resolutions, etc.
  • Another example is a contract type, which needs to store the contract amount, expiration date, supplier name, contract performance and so on. The content type can let each contract know when it is signed, when it is performed, when it is paid, when it is changed and so on.

Integration of online office

Edit and manage Office documents in Alfresco:

  • Integration with Office Integration with other online offices
  • You can use MS Office online editing to edit Office documents, and edit the documents in these libraries in Alfresco as easily and quickly as you open it locally.
  • Alfresco also supports other types of online Office integration

Integrated Query

Edit and manage Office documents in Alfresco:

  • Alfresco supports full-text search and can search for information in every corner. You can search by type and retrieve a specific type of specific field. For example, you can search only all contracts of a specific party that has paid in the contract type.
  • Any information can be searched, including people, tags and categories.
  • Search results can be customized "filters", such as "creater", "file type", "creation time", "size", "modifier", "modification time" and other attributes to filter
  • Every searched file can be previewed in the search results page


Automate your work:

  • In content management, collaboration of more than 2 people involves “workflow”, Alfresco content “simple workflow” and “advanced workflow”
  • Simple workflows are always used in large numbers: any content that requires others to confirm, modify, supplement, review, agree, know, share, etc., can be done using a "simple workflow." The other party can be a single person, or it can be a group, a department, a group of people, etc.
  • Alfresco has a powerful Activiti workflow engine to support "advanced workflows". This composite BPMN 2.0 specification process engine can provide you with the design, release, operation, monitoring, statistics, query, etc. of any complex workflow.
  • Alfresco also has a dedicated BPM Suite component to provide "process-based" web design, publishing, collaboration, and sharing.

Smart folder

Smartly filter out what you want, make it easier to retrieve, manage, and use:

  • Smart Folders means that you can define a set of rules on the folder so that it only contains the content you need, and no matter where it is, it will “break” the constraints of the original folder and run to the smart you defined. In the folder, as long as you have permission
  • When a smart folder is defined, whenever it is opened, it will contain all the content you need and will remain updated.


The tag is Tag:

  • Alfresco allows you to "tag" your content at any time, with an unlimited number of tags, but as long as the used tags appear in the navigation bar on the left, you can click on "Marks" to get the content you need quickly.
  • Tags can also be retrieved
  • Tags are not fully typed, meaning that the same markup can be used for any type of document content.

Categories and labels

Manage documents and folders from multiple dimensions:

  • Categories can also be added to the "dimensions" of content management, any content can be set to "classifiable", classified in Alfresco can be organized in a tree structure
  • For example, as shown in the figure, in the category area on the left, there are “regions”, “language”, “software document classification”, etc., with “language” as an example, the following is divided into “Chinese”, “German”, “Japanese”. "", "French", "English", etc., "Chinese" is divided into "Hong Kong and Macao Chinese", "Simplified Chinese", "Traditional Chinese", etc., "English" is divided into "American English" and "British English" , "Australian English", "Indian English", etc.
  • When the user searches for the "Chinese" category, all sub-categories under "Chinese" are also retrieved, and the "English" category is also searched, and its sub-categories are also retrieved.
  • Category management is suitable for complex classification, hierarchical classification, multiple classification, use it to let your imagination do classification