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Share Admin Tools

Share Admin Tools help you to manage your administration operations.

Administrators can use the Share Admin Tools to create and manage users and groups directly in Share, set application preferences, manage categories and tags, and browse the system information in the node browser.

Note: You can find additional admin tools in the Repository Admin Console.

Admin Tools is visible on the toolbar if you’re an Administrator or a user who is a member of the ALFRESCO_ADMINISTRATORS or ALFRESCO_MODEL_ADMINISTRATORS groups. If you’re a member of SITES_ADMINISTRATORS, you’ll have an additional Sites Manager option on the toolbar instead of Admin Tools.

Overview

You can see the Admin Tools option on the menu bar if you’re an administrator user or a user who is a member of the ALFRESCO_ADMINISTRATORS group. Use the links to see more information about each tool.

  1. Click Admin Tools.

    The tools are listed on the left-side of the page. The first set of tools are for general Community Edition administration:

    The remaining tools are grouped into the following categories:

  2. Select an Admin Tool from the left side to see the page for each tool.

Use the Admin Tools to manages look and feel of Alfresco Share.

Change Share theme

The look and feel of the user interface is set by a theme. The Application tool lets you select a color scheme for the user interface.

  1. Click Admin Tools, and then click Application.

  2. On the Options page, select a theme from the list.

    Choose one of the available themes:

    • Green Theme
    • Blue Theme
    • Light Theme
    • Yellow Theme
    • Google Docs Theme
    • High Contrast Theme
  3. Click Apply.

    The new theme applies the CSS and image assets across all pages.

The page refreshes to display with the selected theme. The changed theme affects all users from the next time they sign in and persists across sessions.

A new installation uses the default theme.

Note: Site managers can customize the theme for an individual site. If a site theme has been changed, this will override any theme setting made in the Admin Tools.

You can change the Alfresco logo to another image file.

  1. Click Admin Tools, and then click Application.

  2. On the Options page, click Upload to view the Upload File window.

  3. Click Select files to upload.

  4. Choose a file and click Open.

    You can choose to upload any image you like but there are some recommendations for suitable sizes for the image. The maximum recommended image height for your image file is 48 pixels.

    The file you chose shows in the Upload File window. If it’s not the right file, click Remove to select another file.

  5. Click Upload File(s).

  6. When you see that the file is successfully uploaded, click OK.

  7. Click Apply.

  8. If you wish to change the logo back to the default logo, click Reset to display the original logo, and then click Apply.

Category Manager

Use the Category Manager to add, edit, and delete content categories.

  1. Click Admin Tools, and then click Category Manager.

    The Category Manager page shows a tree structure of the categories created in the system. The top level is called Category Root and by default, the following sub-categories are listed:

    • Languages
    • Regions
    • Software Document Classification
    • Tags

    You can categorize files using parent categories and their child categories.

  2. Click the category icons category-icon to expand the list of categories.

    When you hover over the category name, you see the available action icons for:

    • Edit category ico-configure
    • Add category ico-admin-add
    • Delete category ico-delete
  3. To edit a category, click the Edit Category icon, edit the category name inline, and then click Save.

  4. To add a category, click the Add Category icon, enter a name in the Category name field, and then click OK.

    When using Solr, there maybe a delay before the new category appears in a search query until after Solr has been reindexed. Categories are eventually consistent. Categories are available for use across all sites and by all users.

  5. To delete a category, click the Delete Category icon, and then click Delete to confirm that you wish to delete the category.

    The category is deleted from the system. Any content is removed from that category label.

Tag Manager

Tags can be added to content within the Document Library. Use the Tag Manager page to view, edit, and delete all the tags that have been created by users.

  1. Click Admin Tools, and then click Tag Manager.

    The Tag Manager page shows a list of the tags that have been created, the name of the user who created or modified the tag, and the date on which the change was made.

    If there are no tags in the system, you see the message: No tags found.

    When you hover over the right hand Actions column, you see the available action icons for - Edit tag and Delete tag:

    1. To edit a tag, click the Edit tag icon, edit the tag name in the Rename Tag field, and then click OK.

    2. To delete a tag, click the Delete tag icon, and then click Delete to confirm that you wish to delete the tag. The tag is deleted from the system and removed from any content where it was previously tagged.

  2. Click the tag name to see a list of the repository content that uses this tag.

  3. Click the user name to see the profile of the user who last modified the tag.

Sites Manager

The Sites Manager is used for maintaining sites. You have control over the visibility of all sites as well as deleting sites or making yourself a site manager.

Note: Sites Manager is available to users in the ALFRESCO_ADMINISTRATORS and SITES_ADMINISTRATORS permissions groups. If you’re in the ALFRESCO_ADMINISTRATORS group, you can access the Site Manager through the Admin Tools on the toolbar. If you’re a member of SITE_ADMINISTRATORS group, you’ll have an additional Sites Manager option on the toolbar.

The Sites Manager displays the names and status of created sites, regardless of their visibility setting. You can use the Visibility menu to change the visibility of any site, for example, change the site visibility to either Public, Moderated, or Private. Any visibility change you make to a site is made immediately.

With the Actions menu, there are two options:

  • Delete Site
  • Become Site Manager

You can delete any of the sites in the Site Manager list by selecting Delete Site from the Actions menu. This action deletes all site details and content.

The I'm a Site Manager column shows the sites where you have the Site Manager permission. If you’ren’t already a manager of a site, then select Become Site Manager from the Actions menu.

Take a look at this video to learn more: Site Manager

Search Manager

With the Search Manager you can see details of existing search filters and create new filters.

Filtered search is a powerful search feature that allows users to filter and customize their results by applying multiple filters to their search results in a navigational way. Filtered search breaks up search results into multiple categories, typically showing counts for each, and allows the user to drill down or further restrict their search results based on those filters.

You can configure filtered search either by using configuration files or by using the Search Manager.

Take a look at this video to learn more: Search Manager

Configure filtered search using configuration files

This section shows how to configure filtered search manually with configuration files.

Filtered search configuration file and default properties

There are a number of default filtered search configuration properties defined. The default filtered search properties are explained here.

The following example shows how the default filters are defined:

#
# Alfresco default facets
# Note: If you've changed the filter's default value(s) via Share, then any
# subsequent changes of those default values won't be applied to the filter on
# server startup.
#

# Field-Facet-Qname => cm:content.mimetype
default.cm\:content.mimetype.filterID=filter_mimetype
default.cm\:content.mimetype.displayName=faceted-search.facet-menu.facet.formats
default.cm\:content.mimetype.displayControl=alfresco/search/FacetFilters
default.cm\:content.mimetype.maxFilters=5
default.cm\:content.mimetype.hitThreshold=1
default.cm\:content.mimetype.minFilterValueLength=4
default.cm\:content.mimetype.sortBy=DESCENDING
default.cm\:content.mimetype.scope=ALL
default.cm\:content.mimetype.scopedSites=
default.cm\:content.mimetype.isEnabled=true

# Field-Facet-Qname => cm:creator
default.cm\:creator.filterID=filter_creator
default.cm\:creator.displayName=faceted-search.facet-menu.facet.creator
default.cm\:creator.displayControl=alfresco/search/FacetFilters
default.cm\:creator.maxFilters=5
default.cm\:creator.hitThreshold=1
default.cm\:creator.minFilterValueLength=4
default.cm\:creator.sortBy=ALPHABETICALLY
default.cm\:creator.scope=ALL
default.cm\:creator.scopedSites=
default.cm\:creator.isEnabled=true

# Field-Facet-Qname => cm:modifier
default.cm\:modifier.filterID=filter_modifier
default.cm\:modifier.displayName=faceted-search.facet-menu.facet.modifier
default.cm\:modifier.displayControl=alfresco/search/FacetFilters
default.cm\:modifier.maxFilters=5
default.cm\:modifier.hitThreshold=1
default.cm\:modifier.minFilterValueLength=4
default.cm\:modifier.sortBy=ALPHABETICALLY
default.cm\:modifier.scope=ALL
default.cm\:modifier.scopedSites=
default.cm\:modifier.isEnabled=true

# Field-Facet-Qname => cm:created
default.cm\:created.filterID=filter_created
default.cm\:created.displayName=faceted-search.facet-menu.facet.created
default.cm\:created.displayControl=alfresco/search/FacetFilters
default.cm\:created.maxFilters=5
default.cm\:created.hitThreshold=1
default.cm\:created.minFilterValueLength=4
default.cm\:created.sortBy=INDEX
default.cm\:created.scope=ALL
default.cm\:created.scopedSites=
default.cm\:created.isEnabled=true

# Field-Facet-Qname => cm:modified
default.cm\:modified.filterID=filter_modified
default.cm\:modified.displayName=faceted-search.facet-menu.facet.modified
default.cm\:modified.displayControl=alfresco/search/FacetFilters
default.cm\:modified.maxFilters=5
default.cm\:modified.hitThreshold=1
default.cm\:modified.minFilterValueLength=4
default.cm\:modified.sortBy=INDEX
default.cm\:modified.scope=ALL
default.cm\:modified.scopedSites=
default.cm\:modified.isEnabled=true

# Field-Facet-Qname => cm:content.size
default.cm\:content.size.filterID=filter_content_size
default.cm\:content.size.displayName=faceted-search.facet-menu.facet.size
default.cm\:content.size.displayControl=alfresco/search/FacetFilters
default.cm\:content.size.maxFilters=5
default.cm\:content.size.hitThreshold=1
default.cm\:content.size.minFilterValueLength=4
default.cm\:content.size.sortBy=INDEX
default.cm\:content.size.scope=ALL
default.cm\:content.size.scopedSites=
default.cm\:content.size.isEnabled=true

An example of a filter is cm:modified. It specifies the name of the filter field. It is the field on which you want to do a filtered search.

Property Description
filterID Specifies a unique name to identify the filter. Before adding a new filter, check the existing filters via Search Manager to ensure that the filterID does not already exist.
displayName Specifies the display name of the filter.
displayControl Enables the user to decide the user interface control or how the filter is displayed on the Search page. The default option is Check box. displayControl is the full module name for an Aikau widget which is used for rendering the facet filters. By default, Community Edition provides alfresco/search/FacetFilters which is a basic rendering of the filters available for the facet.
maxFilters Enables the user to select the maximum number of filters shown for search results. You can select to show more than one filter.
hitThreshold Enables the user to select the minimum number of matches a filter result must have to be shown on the Search page.
minFilterValueLength Specifies the minimum length of characters that a filter value must have to be displayed. This can be useful in hiding common short words.
sortBy Enables the user to select the order in which the filter results must be shown on the Search page. The sortBy option is passed to the FacetFilters widget and defines how the filters should be sorted. This property has the following options
  • ALPHABETICALLY - Specifies the filter value A-Z.
  • REVERSE_ALPHABETICALLY - Specifies the filter value Z-A.
  • ASCENDING - Specifies the number of filter results (low to high).
  • DESCENDING - Specifies the number of filter results (high to low).
  • INDEX - This is a special value reserved for results rendered by filter queries.
scope Enables the user to select the sites where the filter will be available.
scopedSites Displays a list of sites where the filter will be available.
isEnabled Specifies if the filter is enabled for inclusion on the search results page. Disabled filters are not displayed. Only the filters you create via Share console can be deleted; default filters must be disabled to hide them.

Note: You can’t delete or modify any of the default filters, however you can disable them. To define your own custom filters, see next section.

Define custom search filters using configuration file

You can define and create your own custom filters for being displayed on the search result page.

You can define custom filters in the solr-facets-config-custom.properties file. You can also use this file to override the default filter properties.

  1. Navigate to the <classpathRoot\>/alfresco/extension directory.

  2. Create the solr-facets-config-custom.properties file.

  3. Open the solr-facets-config-custom.properties file and specify your custom filter properties.

    Here’s an example of custom filter configuration:

     custom.cm\:description.filterID=filter_newFilter
     custom.cm\:description.displayName=faceted-search.facet-menu.facet.description
     custom.cm\:description.displayControl=alfresco/search/FacetFilters
     custom.cm\:description.maxFilters=3
     custom.cm\:description.hitThreshold=1
     custom.cm\:description.minFilterValueLength=2
     custom.cm\:description.sortBy=DESCENDING
     custom.cm\:description.scope=SCOPED_SITES
     custom.cm\:description.scopedSites=
     custom.cm\:description.isEnabled=true
    

    Note: The values specified in the custom filters will overwrite the default filter’s value. However, if you change the filter’s default value(s) via Share, then any subsequent changes made to the filter values via the configuration files, won’t be applied to the filter on server startup.

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