Department Configuration

[tzadmin]

Hi,

I'm new to Alfreso and I have installed Alfresco Community v4.2.0 (4576) schema 6022.  Currently the system in in test environment and I ran into a setup scenario that i can not figure out how to resolve.

My company has different departments: HT, IT, Finance, Marketing and each department has number of employees.  When I upload documents Alfresco displays who uploaded the document under each document and recent activity email that goes out.

I do not want Alfreso to show the user, I would like Alfresco to Show Department Name.  So if I belong to HR Department and my username is user1, when I upload document I would like to show that HR Department has uploaded new document under each document properly and under recent changes email.

I hope I was clear in my description.

Roman

[eswbitto]

I'm not sure the complete setup you are striving for, but it sounds like each department would be segregated. If that is the case then just create multiple sites for each department. That way they can be exclusive to each department. Other than that I'm not quite sure how to change the details of a document that is uploaded. I believe they have it setup this way for enhancing collaboration on documents.

[tzadmin]

I would like to keep everything under 1 site.  My main concer is:  Chris is maintaining the HR folder and all it's content. He is uploading, chaining documents.  His name is always attached to the document and is part of the Recent Activity email notification.  One day Chris is decides to move on and is no longer with the company but his name is attached to a lot of documents.  I want Alfresco to show Department not the persons name.  So if Chris is part of HR Department when he uploads, changes documents it will show HR Department not Chris.

That's what I'm trying to achive here.

[eswbitto]

Just a thought if you are using active directory for authentication. Just create a test user(in active directory) and run it through your scenario. Keep in mind that Alfresco syncs with AD every 24 hours so it would be a 2-3 day process. If you are not in production then you can just restart alfresco to do the sync. I haven't seen any wiki's on changing that aspect. I'm curious to see the outcome.

[bopolissimus]

It's possible to change the default AD/LDAP sync schedule, e.g.,

# Resync every hour (default is every day at midnight)
synchronization.import.cron=0 0/60 * * * ?

If you have a *huge* user base, don't do once per hour (e.g., I work with a university that has 11k groups and 7+K users, they sync once a day).  But for small groups (test LDAP sync, if a full sync finishes in 1-2 min and incremental syncs are 5-20 sec then it's small 🙂 an hour or even less is fine.

You may want to combine with:

synchronization.autoCreatePeopleOnLogin=true 

(or set that to false, depending on your requirement).  with that true, if you create a person in LDAP and the person hasn't synced yet, if that person tries to log in to alfresco or share, then alfresco will check LDAP if the person exists and (if he does), allow login.  I'm not sure if it *syncs* the person.  I think it does but I don't control my company's LDAP so can't test :-(.  Even if there's no auto-sync on creater after auto login, the sync could still happen in less than 24 hours if you set a more frequent sync schedule.