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Hi Jeremy, :-)

Thanks for your work on this. I've been taking a look. I checked out
two documents (Introducing Writer), made minor edits to them, and then
checked-in (and so uploaded) new versions of them.

One of them had been in the drafts "folder". I approved the checked-in
version and it moved to the feedback "folder". The other one was
already in the publish folder and, when I approved it, it then moved
to the "test FIN" folder. I could see that Ron Faile has also been
working on a document there.

I can see that this is a big, big step forward in relation to our
current wiki-based workflow. Plus we have not yet started using the
versioning available within Alfresco. There are a lot of other
features that would be very valuable to the docs work process, too:
the discussion feature, and the advanced workflow features. We have
but scratched the surface.

@Jeremy: It would be great if you could make sure that this is visible
to everyone.

@Ron: What do you think about this, Ron?

@Samphan: What do you think about this, Samphan? Is this in line with
what you envision? Where do we go from here?

@All: It would be great if all you guys can jump in and do test edits
on the docs in that space. Remember that these are *not* as yet true
working copies that we'll be publishing for our users. They are just
test versions as "dummy content" for Alfresco testing. So don't feel
afraid to experiment and learn with them. (If they are still in usable
condition when we have finished testing, then we will use them as
drafts when we subsequently get to launch an operational workflow for
live work.)

Great work, Jeremy. ;-) I'm still busy on the site,
but I will take time out to start properly RTFM in just a couple of
days now.

I'm getting excited about Alfresco. This really could be the tool we need.

David Nelson

On Thu, Jan 13, 2011 at 05:48, Jeremy Cartwright <> wrote:
On Wed, 12 Jan 2011 23:29:17 +0800
David Nelson <> wrote:

Do feel free to upload more documents to the Alfresco site, and to try
out working there.

The following link is to a space in 'My Home' named test. Within test
are 5 spaces: drafts > feedback > proofing > publish > test FIN. Rules
have been applied for 1) versioning and 2) progression to the next step
or regression to 'drafts' based on 'approve' or 'reject' choices made.
'Drafts' obviously doesn't have reject, and 'test FIN' has neither
approve nor reject.

You might have to be logged in to alfresco to follow the link, and even
then I'm not sure if you can view 'My Home'. If not, I will be happy to
replicate the example in a public place. Drafts has four docs to
shuttle about if you get in.

The below was used for guidance.

Step 1.

A user uploads a new file to the Drafts folder. Someone checks out
the file from the Drafts folder to begin editing. The file stays in
the Drafts folder and is marked that it is checked out and to show
which user is working on it. If possible, prevent other users from
editing the file while it is checked out.

Step 2.

The user downloads the file, makes changes and then uploads the file
to Alfresco and checks the file back in. The user is then offered the
option to either leave the file in the Drafts folder if the file
needs further editing or if editing is complete, move the file to the
next step in the process, the Review folder.

Step 3.

Another user goes to the Review folder and checks out the file,
downloads it and reviews it. If the file was revised, it would be
moved back to the Drafts folder and the document is checked back in.
If it was ok and ready to proceed to proofing, the file is moved to
the Proofing folder and the file is checked in.

Step 4.

A user goes to the Proofing folder, downloads the file and proofs it.
If the file needs more work, it is moved back to the Drafts folder.
If they agree it is ready for publishing, they go to the Proofing
folder and mark that the file is ok. The file is marked as having
been proofed once. Then a second user proofs the file and if they
agree it is ready to be published, they mark that they have proofed
the file and it is ok. Once the file has been proofed by two users,
then it will be moved to the Published folder.

I agree about turning on auto-versioning. Let me know if you need
anything else. Thanks.

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