2. Mike Potter
Open Atrium Lead Architect
Email: mpotter@phase2technology.com
Drupal.org: mpotter
Greg Wilson
Director, Public Sector Practice
Email: gwilson@phase2technology.com
Twitter: @agregwilson
Who are we ?
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3. Agenda
• What is Open Atrium?
• How Government can use Open Atrium
• Workflow, case management, issue tracking
• Demo!
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5. Open Atrium is open source collaboration software
used to build intranets, portals, & collaboration
platforms for organizations.
openatrium.com
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8. Download from Drupal.org
• http://drupal.org/project/openatrium
Click the link to
download latest version
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9. Take it for a Spin! New installer only takes TWO minutes!!
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10. What does Open Atrium 2 do ?
• Atrium has native features to support knowledge management,
collaboration, communication, and workflow (issue tracking,
case management).
• Via its pluggable framework, it extends to integrate with
enterprise-level applications for project tracking (e.g., JIRA),
time tracking (e.g., Harvest, OpenAir), wikis (e.g., Confluence), and
document management or ECM (e.g., Alfresco, SharePoint).
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11. Discussions Documents Events Tasks
Data Privacy Workflow Custom Layout Notifications Multimedia Activity Streams
CMS Framework
Open Atrium CORE
Open Atrium Apps
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12. Discussions Documents Events Tasks
Data Privacy Workflow Custom Layout Notifications Multimedia Activity Streams
CMS Framework
Open Atrium CORE
Open Atrium Apps
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14. Open Atrium 2 can be used to...
• Manage projects and stakeholders
• Engage internal/external stakeholders in a discussion forum
• Build an Intranet or manage knowledge
• Engage and inform constituents through a web portal
• Create an extranet for sharing access-controlled information for
knowledge management
• Extend SharePoint (or other document/ECM systems)
or....
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15. Create a Case Management Application
• Workflow
• Work queues
• Dashboards
• Document management
• Integration with enterprise systems
• Fine-grained access control
• Identity management
Create an enterprise-grade, case management application that provides workflow, social
collaboration, and rich security controls - in an open source future-friendly platform
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16. A busy year!
• Released initial Alpha at
DrupalCon Portland 1+ ago.
• Released Public 2.0 version at
BADcamp (Berkeley) in October 2013.
• Continued regular releases , support, and webinars.
• Continued adding new features (Blueprints/cloning, etc)
• Version 2.19 released 5/30/2014
0
200
400
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800
1,000
1,200
Apr-2013
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ay-2013
Jun-2013
Jul-2013
Aug-2013
Sep-2013
Oct-2013
Nov-2013
Dec-2013
Jan-2014
Feb-2014
M
ar-2014
Apr-2014
M
ay-2014
Open Atrium 2 Adoption
Open Atrium 2
Alpha(DrupalConPortland)
OA2.0Release(BADcamp)
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18. Blueprints
• Create the entire structure of your Space
• Including Subspaces, Sections, colors, banners, teams,
permissions, etc
• Add any sample content you want to include
• Save this Space as a “Blueprint” and use it as a starting
point for new Spaces.
Pre-built structures designed around a particular business need.
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19. Cloning
• Can clone individual content, sections, spaces
• Cloning is a one-time copy, vs creating a re-useable
Blueprint
• Creating a new space using a Blueprint essentially clones
the original space that was used to create Blueprint
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21. Workflow
• Each Space, Subspace, or Section
can have its own Workflow profile.
• Allows for different workflows for Documents vs
Events vs Tasks
• Teams and Groups used for Moderation
• Integrates Drupal Workbench Moderation module
A “Workflow Profile” is a collection of States and Transitions
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22. Modules used
• “Workbench”, “Workbench Moderation”
• “Workbench Moderation Profiles” (sandbox) by srjosh
allows multiple “workflow profiles” to be created
(srjosh is now a co-maintainer of workbench_moderation)
• Open Atrium Workbench (oa_workbench) by dsnopek
assigns profiles to Spaces
• oa_access, oa_workbench_access by dsnopek
adds Group and Team permissions
• “Workbench Moderation Scheduled Transitions” (sandbox) by srjosh
Allows transitions to be scheduled
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23. Demo Workflow Profile States
Transitions
Allowed?
Draft
Assigned
Published
Assign to Project
Publish
Publish Immediately
Return for Revision
Manager
Manager
Manager
Needs Review
Send for Approval
Technician
Manager
Unpublish
Manager
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26. Hands-on Open Atrium Training
• Online 8-hr live training available
• Hands-on class taught by Mike Potter
• Monthly (last Thursday of the month)
• Contact openatrium@phase2technology.com
for more details and pricing.
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27. Sample Training Agenda
• Introductions
• Overview of Collaboration Software
• Information Architecture (IA)
• Overview of Open Atrium 2
• Installing OA2
• Spaces, Groups, Teams, Members
• Changing Layout with Panopoly
• Colors, Banners, Menus
• Discussions
• Knowledge Management
• Event Management
• Work Tracker
• Blueprints and Cloning
• Workflow
• Advanced Customization
• Plugins
• Roadmap & Wrapup
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30. Workflow States
• States defined site-wide
and are the same for
all content types
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31. Workflow Transitions
• Transitions are site-wide
• You can choose which
transitions are added
to your Workflow Profile
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32. Workflow Profile
• Profiles are defined site-wide
• Provides the list of profiles
a Space-Admin can select
from for their content.
• A Workflow Profile is
just a list of transitions.
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33. Enable Workflow for Content Type
1. Drupal
Admin -> Structure -> Content Types
2. In Publishing options:
Enable “Create new revision”
3. “Enable moderation of revisions”
4. Set default state
1
2
3
4
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34. Enable Workflow within Space
• From Space page:
Config -> Workbench Moderation
• Select which Workflow Profile
• Select default State
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35. Drupal Permissions
• Grant “view all
unpublished content”
to all users
• Grant all transitions
to all users
• Workbench will
REMOVE permissions
as needed
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36. OG Permissions
• Grant transitions as desired for default behavior across Spaces
• Each Space can override these permissions
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38. Viewing the Document
• As Space Member:
• To send this to the Needs Review state
click the Apply button
• Can send it back to Draft
state if desired
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39. Approving the Document
• As Space Admin:
• Select “My workbench” from
user badge drop-down menu in main toolbar
• Go to “Needs Review” tab
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40. Draft and Published revisions
• Can have a Draft that is separate from currently Published
• Click “New Draft” to create a new draft
• Select “Moderate” from “gear icon” to see revisions
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42. More detailed permissions
• Enable oa_access and oa_workbench_access
• Can set Group and Team level permissions
• Group and Team permissions REMOVE existing access
• Team permission can override Group permission
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44. Team permissions
• Teams:
Space -> Config -> Team permissions
• Overrides the Group permissions
• Set to “none” to prevent override
• Can only REMOVE permissions
(so still need to grant Drupal and OG)
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45. Workflow per Section
• Enable:
oa_workbench_section_profile
• Adds a field to the Section page to select Profile
• Allows different workflows for different content types
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46. Workflow Widget
• Allows content in various states to be displayed
• Columns can be customized
• Show from any Space/Section
• Great for user dashboards!
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47. Workflow Summary
• Can create complex workflows to match business rules
• Different workflows can exist across Spaces and Sections
• Rich access control permissions for roles, Groups, Teams
• Advanced features such as Scheduled Transitions
• Intuitive user interface (dashboard) for content creators and approvers
• Works across all Open Atrium content types
(discussions, documents, events, tasks, custom added types)
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