Custom document list page (browse) and document expire alert

[billydekid]

Hi,

I'm new on Alfresco development. I just start and can create custom content model (aspects, properties) and create simple custom workflow (guide from Jeff Potts blog).

And now I want to steap ahead with new requirements on how to create custom document page (list of documents / browse) with specific header list taken from content model I just created previously (e.g. Effective From, Effective To, Specific Notes, Unit Responsible, etc.) as table header.

Secondly, from that document list I will create an alert/notification system before document expire. This alert will send an email to responsible unit/group.

With those above requirements where can I start to find the basic tutorial and documents should read. Or development will be used (webscript? smartfolder might be help? etc.)

Thank you in advance!

[bayu]

If you are using the latest version of Alfresco, you can use Smart Folders to create custom document list views.

Read more about smart folders here: http://docs.alfresco.com/5.1/concepts/sf-intro.html

For creating document list/alerts, you would need to setup rules or do custom development. For this go through job scheduling in Alfresco.

Read more about job scheduling via extension points here:  http://docs.alfresco.com/5.1/references/dev-extension-points-scheduled-jobs.html

Hi:

Some guidelines from a non-developer (you can do all things listed below only with javascript, xml files, properties files and some Spring knowledge) :

• You can reuse cm:effectivity aspect in your custom content model (maybe you did). Store in your content model what you want to query later. The best reference are the Jeff Pott's tutorials --> About the Alfresco Developer Tutorial Series | ECM Architect
• Then you may use your defined custom properties as facets in Alfresco Searches. This can be configured directly in Alfresco Share Search.
• With the help of smart folders you can define custom filtered queries based on your new content model (all custom documents, custom documents expired, custom documents by unit responsible...). I think it is the easiest way  because you only need to learn some FTS query language but it is not exactly a "page" (you can also use pages, document library filters, custom dashlets...). You need to enable smart folders, and then use a smart folder template that can be dynamically edited in Data Dictionary / Smart Folder Templates --> Configuring Smart Folders | Alfresco Documentation
• For the notifications, you may create a quartz job (scheduled action) that daily checks the custom documents by "effectivity to" property, and then change "some state" to expired, depending on your content model implementation --> Scheduled Actions (although I said before it can be written in js, it is better to use java). You may use custom email templates defined in Data Dictionary / Email Templates too.
• Some other helpers for the final users may be:
  • A metadata template for the custom type in Alfresco Share may help final users to see "Effective To" in Document Library views (in simple and detailed view) --> Adding new metadata templates to the Document Library | Alfresco Documentation
  • You can define also a custom indicator and evaluators based in expiration date (or easier, in a expired status property) --> Alfresco Share Document Library web tier | Alfresco Documentation

Hope this helps.

Regards.

--C.

Hi Bhagya Silva​, thanks for pointing me to both information.

In smartfolders template I should read more on smartfolders template (some kinds of .ftl files), since the final output of smartfolders is use default alfresco view. I want the format like in common table/spreadsheet contents (e.g. | Number | Document Title | Effective From | Effective To | Responsible Group|). Is it possible to create custom view for smartfolders?

For scheduling job, since I have almost zero knowledge on Java and said that JavaScript is possible to develop for scheduled jobs, I will focus on JavaScript development. CMIIW in case "only JavaScript" can handle this (no more Java program/codes required).

Thanks,

Hi Cesar Capillas​,

• For custom properties, I stil have no idea 🙂
• For smartfolders, FTS query is fine for me. But how to build a page or dashlet which you mention to display parameters of query. Let's say I need to know what documents will expire on M-MONTH and Y-YEAR (only months and years selections) which will query to my custom smartfolder template. How to connect between them?
• About notification which you said better in Java, do you have links step by step on develop it? for beginners like me.
• Metadata template, thank you for pointing on that, I checked that it configure on "backend or data structure" not for frontend page. Where can I find this knowledge - on connecting metadata template and page/dashlet template (end user interface).

Many thanks!

As the Document Library already supports custom views for the listing of documents, you should be able to create a custom view for smart folders.

Thank you. I will check it!

This document was generated from the following discussion: Custom document list page (browse) and document expire alert