1. Alfresco DMS
Why Document Management System ?
Securely Store, Track and Share Electronic
Document in a centralized location.
Most widely used Open Source DMS
COMM-IT Consultancy Services Sdn Bhd

2. Alfresco DMS
Objective of implementing DMS
• As a Reliable Backup location
• Search and Find All Documents Easily
• Share document
•
•
Colleagues
Customer
• Track modification to documents
•
Facilitates in version control of documents
• Work remotely with team
COMM-IT Consultancy Services Sdn Bhd

3. Alfresco DMS
Benefit of implementing DMS
• Improves productivity and work
efficiently as a team
• Facilitates Knowledge Sharing
• Improves Customer support efficiency
• Reduce time spent on issues
• Solve repeated issues quickly
COMM-IT Consultancy Services Sdn Bhd

4. Alfresco DMS
Accessing DMS
Using Google Chrome Brower access the following URL
http://54.204.9.96
This is temporary url, soon it will be https://intranet.comm-it.com.my
Access via IP address will be still possible after that. Page will be redirected
Click here for
login screen
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5. Alfresco DMS
DMS Dashboard
Top menu bar, use it for navigation, change password, log out etc
Search
entire
system
Sites you belong to
will be listed here.
Click the “Projects”
link to open the
project site.
COMM-IT Consultancy Services Sdn Bhd

6. Alfresco DMS
Sites roles
Users added to Site can be one of these 3 roles
Consumer
Read only access. Can only view and download
documents. Cannot upload, create, edit or delete
document.
Contributor
Contribute to the document repository. Allowed to
upload, create, edit and delete document. However
limited to documented owned only.
Manager
Manage user accessibility. Has complete control over
the document repository.
COMM-IT Consultancy Services Sdn Bhd

7. Alfresco DMS
Sites created in DMS for COMM - IT
Sites
Purpose
Projects
All project related files are stores here. Includes
from requirement gathering, implementation,
training and support.
Knowledge Base
This is a knowledge library to share documentation
that are helpful in improving proficiency in Maximo
and other related technologies.
Sales and
Marketing
Repository for use by sales and marketing
personnel. Documents Includes product
presentation slides, Company profile documents,
Client List etc.
HR
Site created for future use by HR department
Finance
Site created for future use by Finance department
COMM-IT Consultancy Services Sdn Bhd

8. Alfresco DMS
Site Home Page
Click here to access
document folder
for the site
COMM-IT Consultancy Services Sdn Bhd

9. Alfresco DMS
Site – Accessing Documents
Action buttons
Folder navigation
Folders
COMM-IT Consultancy Services Sdn Bhd

10. Alfresco DMS
Sites – Accessing Documents
Preview and Download Document
COMM-IT Consultancy Services Sdn Bhd

11. Alfresco DMS
Sites – Uploading new Documents
Upload
documents to
current folder.
COMM-IT Consultancy Services Sdn Bhd

12. Alfresco DMS
Sites – Uploading new Documents
Multiple files
upload
supported.
COMM-IT Consultancy Services Sdn Bhd

13. Alfresco DMS
Sites – Uploading new Documents
Revising document
Click here to
revise
document
COMM-IT Consultancy Services Sdn Bhd

14. Alfresco DMS
Sites – Uploading new Documents
Revising document
Select revised
file a set version
number
COMM-IT Consultancy Services Sdn Bhd

15. Alfresco DMS
Sites – Creating Files using Google Docs
Create new
Google
Docs
COMM-IT Consultancy Services Sdn Bhd

16. Alfresco DMS
Sites – Creating Files using Google Docs
Click here
to save the
document
COMM-IT Consultancy Services Sdn Bhd

17. Alfresco DMS
Sites – Creating Files using Google Docs
Set revision
number
after reediting
COMM-IT Consultancy Services Sdn Bhd

18. Alfresco DMS
Create New Project from Template
Step 1 of 3 – Create a new project folder
Step 2 of 3 – From template, Select all subfolder & “Copy To”
action
COMM-IT Consultancy Services Sdn Bhd

19. Alfresco DMS
Create New Project from Template
Step 3 of 3 – Select the new project folder as destination
COMM-IT Consultancy Services Sdn Bhd

20. Alfresco DMS
Project Template
Client Information
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21. Alfresco DMS
Project Template
Initial Phase
COMM-IT Consultancy Services Sdn Bhd

22. Alfresco DMS
Project Template
Project Initiation
COMM-IT Consultancy Services Sdn Bhd

23. Alfresco DMS
Project Template
Project execution
COMM-IT Consultancy Services Sdn Bhd

24. Alfresco DMS
Project Template
Testing and User acceptance
COMM-IT Consultancy Services Sdn Bhd

25. Alfresco DMS
Project Template
Training
COMM-IT Consultancy Services Sdn Bhd

26. Alfresco DMS
Project Template
Handover documents
COMM-IT Consultancy Services Sdn Bhd

27. Alfresco DMS
Project Template
Additional enhancement
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28. Alfresco DMS
Project Template
Technical Support
COMM-IT Consultancy Services Sdn Bhd

29. Alfresco DMS
Knowledge Base Site
COMM-IT Consultancy Services Sdn Bhd

30. Alfresco DMS
Thank You
COMM-IT Consultancy Services Sdn Bhd