1. Click to show the Customize User Dashboard page.
2. Click Change Layout to display the available layouts.
3. Click Select for the Three columns option.
4. Click Add Dashlets to display all the available dashlets.
5. Drag and drop My Profile and then My Calendar to Column 3.
   
6. Select Hide from Dashboard for the Get Started Panel.
7. Click OK.

   If you look at your dashboard now you can see that it's been updated with your dashlet choices.

   Tip: You can also resize dashlets to line them up nicely - just click on the bottom of a dashlet then drag up and down to resize it.

1. Click your name and select My Profile, then click Edit Profile.
   Tip: You can also select View My Profile from the My Profile dashlet.
2. Enter all the details that you want to show in your profile, including a picture if you like, then click Save Changes.
3. Click Home and you can see the updated details in the My Profile dashlet.

1. Click Create Site on the My Sites dashlet or click the Sites menu at the top of the screen and select Create Site.

   Whichever method you choose will open up the Create Site dialog box.

2. Now enter site details as shown. You'll notice that the URL Name is automatically created.
   • Name: Marketing Content
   • Description: This site is for sharing and collaborating on marketing content.
   • Visibility: Public
     Note: By setting the site to Public all users in your organization can see and join the site. Selecting Moderated means that everyone can see it but a site manager has to approve requests to join. If you set the site visibility to Private, only users that you, the Site Manager, add to a site will be able to see and join the site. The visibility setting you select is displayed next to the site name when a user is in the site. See Alfresco Share sites [22] for more information on site visibility settings.

   

3. If you have modules such as Records Management installed, then there will be an additional Type option. Select Collaboration Site to create a standard site.
4. Click Create and the dashboard for your new site is now shown.

   Now that you've created a site, you can start to customize it, in much the same way as you did with your personal dashboard.

1. Click then Customize Dashboard.
2. Leave the current layout as it is and click Add Dashlets.
   Note: Notice how the dashlets differ to those available for your personal dashboard. The personal dashlets help you to configure what you want to see such as activity on sites that you are a member of, whereas the site dashlets are designed to help with team collaboration.
3. Drag the Wiki dashlet onto Column 1 and click OK.

1. Click and then Customize Site.
2. Drag the Wiki and Calendar icons down into the Current Site Pages area, and click OK.
   Note: Take a look at (Alfresco site features) [24] for more details on these features.

1. Click Document Library to display the document library.

   Alfresco Share gives you lots of options for getting content into the library. You can upload files, create folders, drag and drop files and even create content directly from Alfresco Share.

2. You're going to drag and drop the content in - go to the location where you saved your two files, select them, and drag and drop them directly to the drag and drop area on the Document Library.

   

   It's as simple as that. Your documents are now uploaded to the site library.

Updating your content in Alfresco Share is easy to do and you can even select whether to edit in Microsoft Office, offline, or in Google Docs.

1. In the Document Library item list, hover your cursor over one of the files.

   This highlights the item and displays the actions available for that item.

2. Click More and then select Edit Offline.

   Alfresco Share now shows a notification that the document is locked. Depending on your browser the content will be either downloaded automatically, or you will need to choose a location to save it to.

   The document is saved to this location with (Working Copy) added to the title.

3. Now open the document from this location using you're preferred software and make an edit it to it.
4. When you've done that save and close it.
5. Back in Alfresco Share, hover your curser over the document and click Upload New Version.
   
6. In the Update File page click the browse icon and find and select the "Working Copy" document.
   Note: If you select a file with a different name or file type then this will be shown. You can continue as in the next step, cancel, or select a different file to upload. If you continue then the uploaded file name and/or file type will be used.
7. Leave the version on minor changes and click Upload.
8. When the upload is finished click OK, and a modification update is shown on-screen.
9. Click Site Dashboard and you'll see update notifications in the dashlets.

1. Select the folder in the site library where you want to add the content.
2. Click Create.

   You can see a number of different types of file that you can create.

3. Select the type of Google Docs file you want to create.
   Important: The first time you access Google Docs you have to authorize Alfresco Share to use your account. After responding to the prompts a message lets you know that the authorization was successful.

   Alfresco Share stores your Google Docs account information. You will need to authorize this each session, but you won't have to re-enter your credentials each time.

   If your browser asks you to allow popups for Google Docs then go ahead and do so. If you're using Safari you won't be able to use Google Docs until you enable all popups in the Settings, so for security reasons you may prefer to use a different browser.

   Google Docs opens with standard Google Docs functionality available, including the menu, the toolbar, and the features to add comments and share.

4. Enter some content in the text area.
   Note: The file is saved to Google Docs, and locked in Alfresco Share until you check it in.
5. When you're done, close the Google Docs browser tab.

   In Alfresco Share you'll see the file displays the icon to show that it's open in Google Docs.

6. In Alfresco Share, click More then Check In Google Doc.
7. Now hover over the new item, click , and type a new name for the item then press ENTER.

1. Click More then Calendar to open the calendar.
2. Hover over a date on the calendar and click the Add Event icon ().
3. Add an event title as the What; because you're holding the meeting online you don't need to enter a Where, but you can enter a description if you like.
4. The date you choose is pre-selected, with the time set at 12:00 PM till 1:00 PM. That sounds good so leave it and click OK.

   You can see that the event has been created and scheduled in the calendar. If you want to increase visibility of the events you schedule you can always add a calendar dashlet to the dashboard.

5. Click Home and you'll see the meeting in the Site Activities dashlet.

   

1. Click the Add User icon ( ) at the top of the dashboard to open the Add Users page.
   Tip: You don't need to be on your site dashboard to do this - the Add Users option is available from everywhere in your site.
2. Type the full or partial name of a user you want to invite and click Search.
   Important: An internal user is someone in your organization. This tutorial will add the test user, Alice Beecher, but if your Alfresco Content Services administrator has already set up users, then you can add real users if you prefer.
3. Click Select to add the user to the Set User Role list.
4. Click Select Role and select Collaborator.
   Note: You can set different roles for different users; take a look at the Alfresco Share User roles and permissions [32] for more details on user roles.
5. Click Add Users.

1. If you aren't already on it, click Site Dashboard.

   You can see on the Site Content and Site Activities dashlets details of activity on the site such as adding documents and creating calendar events.

2. On the Site Content dashlet click the sorting menu - by default it shows content I've Recently Modified.
3. Select My Favorites from the sorting menu.

   You haven't marked any documents as favourites yet so the Site Content dashlet has nothing to display. Marking items as favorites is a great way to keep track of items you're really interested in, so you're now going to select an item as a favorite.

4. Click the sorting menu again and select I've Recently Modified, to display the modified content.

   Once that's done you can see there are Favorite, Like and Comment options.

   

5. Now click the Favorite option for one of the documents.

   A gold star now indicates that this document is a favorite.

6. Click Like as well to show that you approve of the document.
7. Next click Comment.

   Alfresco Share switches to the Comments field in the document preview.

8. Type "This is great!" and click Add Comment.

   Your comment is displayed under the document - you can use the comment feature to have discussions with other users about content items.

9. Now click Site Dashboard and on the Site Content dashlet select My Favorites from the view menu, and now only the document you made a favorite is displayed.

1. Click Site Dashboard.
2. Click the sorting menu on the Site Activities dashlet.

   By default it shows Everyone's activities, but you can see that there are other options available including to only show activity from people I'm following and to show My activites.

   To follow another user you just need to visit their profile. You can do this by clicking on their name in the Site Activities dashlet or by searching for them in the People area of the site.

3. Click People at the top of the site dashboard.

   This opens the People Finder where you can search for other site members.

4. Type "a" in the search field and click Search.

   All users containing the letter "a" in their name are displayed.

5. Click the Follow button next to a user and you are now following the user.
6. Click your name at the top of the screen, then My Profile.

1. Open the user menu on the toolbar.
2. Click My Profile.
   Tip: You can also access your user profile from the My Profile dashlet: click View Full Profile.
3. Navigate your profile pages to view and manage your information:

   Info

   Displays your personal details, including contact information, company details, and a photo

   Sites

   Lists the sites you're a member of and lets you disable and enable activity feeds from those sites

   Content

   Displays two lists detailing your recent activities: Recently added (last 5 pieces of content you added), Recently modified (last 5 pieces of content you edited)

   I'm Following

   Lists the people you are following

   Following Me

   Lists the people who are following you

   Change Password

   Lets you change your password

   Notifications

   Lets you specify whether or not you want to receive email notifications

   Trashcan

   Lets you find and recover deleted content

1. Click the RSS Feed button or icon next to a feed you want to subscribe to.

   This initiates the subscription process. What you see next depends on the browser you're using.

2. Choose to subscribe to the feed.
3. Select where you want to store the feed, then subscribe to it.
   Tip: RSS feeds credentials are stored by the browser you're using and not Share. As such it's recommended that you close your browser after logging out of Share and / or lock your computer while you're away from it.

1. Click to start customizing your dashboard.
2. Change the dashboard layout:
   1. Click Change Layout.
   2. Select a layout.
3. To select your dashlets:
   1. Click Add Dashlets.
   2. Drag and drop dashlets from the Add Dashlets section onto the columns below.
      Note: You can drag and drop dashlets around the columns to change the display order, or to the trash can (or press DELETE) to remove them.

      See What can I do with my dashlets? [51] for more.

4. Select whether to show or hide the Get Started Panel.
5. Click OK to save the dashboard configuration.
   Tip: On your dashboard you can resize most dashlets - just click on the bottom of a dashlet then drag up and down to resize it.

1. Go to the page that you want to be your home page.
2. Click your user name and select Use Current Page.

   That's it. Now, every time you sign in Share will open on this page. You can change this whenever you want to or select Use My Dashboard to set your home page back to your dashboard.

   Tip: The Home option on the toolbar will also take you to the page that you've set as your home page.

   You can still click your name then User Dashboard to go to your dashboard.

   Note: Sometimes the home page you've selected could become unavailable, for example, if you select a site dashboard as your home page and the site is then deleted. If this happens we'll notify you that you need to select a new home page.

1. Click your user name and select My Profile, then Edit Profile.
   Note: You can also select View My Profile from the My Profile dashlet.
2. Enter all the details that you want to show in your profile, including a picture if you want, then click Save Changes.
   Note: If you already had a profile photo, uploading a new one overwrites it.

   If you enter a Google Username it will be used as the default account when you edit or create Google Docs.

3. Click Home and you can see the updated details in the My Profile dashlet.

1. Click People and search for a user.

   You can also follow users by clicking a user's name wherever you see it to display their profile page.

2. Click Follow.

   An email is sent telling the user that you're following them. You can't follow a user without them knowing.

3. Open the I'm Following page of your user profile.

   You see a list of the users you are following.

4. You can select the Private check box to hide your I'm Following page from other users.
   Note: Even when your list is private, email notifications will be sent to people you choose to follow.

   When your list is private, the I'm Following page doesn't appear to people viewing your profile.

5. Click Unfollow to stop following someone.

1. Click your user name on the toolbar and click My Profile.
2. Select the Notifications page.
3. Enable or disable the Email Notification Feed option.
4. Click OK.
   Note: You can also enable and disable the notifications for specific sites on the My Profile Sites page.

1. Click your user name on the toolbar and click My Profile.
2. Select the Sites page.
   Tip: You can also access this page by clicking Sites then My Sites on the toolbar.
3. Click Disable Activity Feeds to disable updates for a site.

   You can do this for as many sites as you want, and you can click Enable Activity Feeds to switch feeds back on again.

   Note: The My Documents dashlet will still display details of content from the sites you've disabled feeds for.

1. Click your user name on the toolbar and click Change Password.
   Note: This option might not be available if your company passwords are kept in an external password management system.
2. Type your current password in the Enter Old Password field.
3. Type your new password in the Enter New Password and Confirm New Password fields.

   Your password must be at least ten characters long and use a combination of uppercase and lowercase letters, numbers, and symbols.

4. Click OK.

1. In a site click Document Library to access the library.
   Note: In each site the component names can be customized. If the site manager has done this, the link in the navigation bar might have a label other than Document Library.

   The item list takes up most of the library main page. You can filter the item list and navigate the library using the explorer panel on the left side of the page.

2. By default items are shown in the Detailed View. Click Options to select a different view, see Library Options [108] for more details.
   Note: In the Options menu you can also show and hide folders, switch to fullscreen view, and set up an RSS feed.
3. Use the sort menu at the top of the list to change the criteria used to sort the items and click the icon to toggle between ascending and descending sort order.
   Note: The view options you select (library view, sort order, hide/show folder selection) are specific to your user account. These settings are carried over from the current site to all other sites that you view. They are saved between sessions and remain the preferred view until you change it.
4. In the list views position your cursor over a piece of content item to display the available actions. This also displays the version number, which is set to 1.0 when a new item is uploaded to the library.
   Note: If you're using a Mac then it might seem that not all of the actions are available. This is because with a Mac sometimes the scrollbars are hidden. To display the scrollbars go System Preferences > General and select to always show scroll bars.

   In the other views, click the information button for an item to display the item details, version, actions, and social features.

1. Hover over a file and click More then Start Workflow.
   Note: You can start a workflow for multiple files in the library by selecting them and selecting Start Workflow from the Selected Items menu.
   Tip: You can also start a workflow by clicking Tasks on the toolbar, selecting any option then clicking Start Workflow. Start Workflow is also available on the My Tasks personal dashlet.

   The Start Workflow page opens.

2. Select a workflow from the Workflow list.

   The following preconfigured workflows are available:

   New Task

   Assign a new task to yourself or another user.

   Review and Approve (group review)

   Set up review and approval of content, assigning the workflow task to a single group.

   Review and Approve (one or more reviewers)

   Request file approval from one or more users.

   Review and Approve (pooled review)

   Set up review and approval of content, assigning the workflow task to multiple users. One user can take ownership of the task at a time, completing it or returning it to the pool to be claimed by another user associated with the task.

   Review and Approve (single reviewer)

   Set up review and approval of content, assigning the workflow task to a single user.

   The appropriate workflow form displays where you enter the details of the workflow task being initiated. Required fields are marked with an asterisk (*).
   Note: Your Alfresco administrator might have set up additional workflows for you to choose from.
3. Enter details for the workflow in the General section.
   1. In the Message field describe the task requirements, such as Please review the attached content. This should clearly explain to the user what they are expected to do. This text displays in the My Tasks dashlet for the workflow task.
   2. Select a Due date for the task.
   3. Select a Priority setting for the task.
4. Select the user(s) or group to assign the task generated by the workflow to.

   You assign the task to either a user or a user group depending on the type of workflow selected.

   1. In the Assignee section click Select and type the full or partial name of a user.
   2. Click Search.
   3. Click the + icon to select a user.
      Note: You can select multiple users for the Send Document(s) For Review task.
   4. Click OK.
   5. If your task is assigned to more than one person, complete the Required Approval Percentage field. Enter the percentage of reviewers that must approve the task before it can be marked as complete.
5. If you've created the task from a file action list then it's already associated with that item. You can add more files.
   Note: You can link a task to content from any site in the current network that you have permission to access.
   1. Click Add then select a site and then navigate to the files you want to add.

      The button at the top of the list indicates your current location. Click this to display the full path; click an entry to return to that point in the path. Click the up arrow to return to the previous level.

   2. Click the + Add icon to add a file to the task.
   3. Click OK when you're done.

      The file or files are added to the task. You can click:

      • View More Actions to the right of an file in this list to display it on the file preview screen. This will cancel the task and you'll need to start again.
      • Remove to delete an file from the task.
      • Remove All to delete all files from the task.
6. You can select the Send Email Notifications check box to automatically send an email to users each time a task is assigned to them.

   Tasks will still appear in the users My Tasks dashlet. The email is sent to the email address listed in the user's profile. If an address is not provided, no email will be sent.

   Note: For group and pooled tasks, every member of the selected group will receive the email notification.
7. Click Start Workflow.

   The workflow task is created. In the file list an icon to the left of the files selected indicates that they are part of an active workflow.

1. Click Tasks then Workflows I've Started.

   The Workflows I've Started page displays the workflows you have created. You can use the filters in the browsing pane to view a specific set of workflows.

2. Hover over the workflow you want to view and click View History.
   Tip: You can also click the workflow title.

   The Details page displays all information related to this workflow.

   • Click View Current Tasks at the top of the page to jump to the Current Tasks section which displays the tasks generated from the selected workflow. From here you can view or edit a task.
   • Click the link in the Most Recently Completed Task section to view details on the last task completed as part of this workflow. This task also appears in the History section.
   • Look at completed tasks in the History section. Click a task to view its details.
   • Click an item in the Items list to see it in the file preview screen. Click your browser’s Back button to return to the Workflow Details page.
   • If you started the workflow you can click to Cancel Workflow to cancel an active workflow Delete Workflow to delete a completed workflow.
3. Click Workflows I’ve Started to return to the workflow list.

1. On the Workflows I've Started page, make sure you've selected the Active view in the explorer pane.
2. Hover over the workflow you want to cancel and click Cancel Workflow.

   A message prompts you to confirm the action.

3. Click Yes.

   The selected workflow is cancelled and removed from the workflow list. All tasks related to the workflow are deleted, which removes them from the Active view on the My Tasks page. They are also removed from the My Tasks dashlet.

1. On the Workflows I've Started page, select the Completed view in the explorer pane.
2. Hover over a workflow and click Delete Workflow.

   A message prompts you to confirm the deletion.

3. Click Yes.

   The workflow is deleted and removed from the workflow list. The tasks related to the workflow are deleted, which removes them from the Completed view on the My Tasks page. They are also removed from the My Tasks dashlet.

1. Click Tasks then Workflows I've Started.
   Tip: You can also view and edit tasks from the My Tasks dashlet.
2. On the My Tasks page, hover over a task and click an action:
   • View Task: Displays the task details
   • View Workflow: Displays the workflow details
   Note: An icon () indicates a pooled task. Pooled tasks that can be claimed are marked as Unassigned.
3. Click the Task Details and Workflow Details options to move between the two page views.

   The Task Details page displays all information related to this task.

   • In the Items list, click an item to preview it in the library. Click your browser’s Back button to return to the Task Details page.
   • Click Edit to edit the task.

   The Workflow Details page displays the information for the workflow that generated this task.

   • Click View Process Diagram to display a graphical representation of the workflow. A red border highlights the current stage of the workflow. Click anywhere on the graphic to close it.
   • Click View Current Tasks at the top of the page to jump to the Current Tasks section which displays the tasks generated from the selected workflow. From here you can view or edit a task.
   • Click the link in the Most Recently Completed Task section to view details on the last task completed as part of this workflow. This task also appears in the History section.
   • Look at completed tasks in the History section. Click a task to view it's details.
   • Click an item in the Items list to see it in the file preview screen. Click your browser’s Back button to return to the Workflow Details page.
   • If you started the workflow you can click to Cancel Workflow to cancel an active workflow.

1. Click Tasks then My Tasks.
2. Hover over a task and click Edit Task.

   The Edit Task page appears displaying the task details. The actions available on this page depend on the task type.

   Tip: You can also access this page from the My Tasks dashlet: click the Edit Task icon.
3. Manage the selected task in one or more of the following ways:
   • Update: If the task is in progress but not yet complete, you can change the task status and add a comment indicating your progress. Remember to click Save and Close. The task stays assigned to you.
   • Reassign: Click Reassign and use the search field provided to find a user. Click Select to the right of a user to reassign the task to that person.
   • Approve or Reject: When you're done with a task you can update the task status, add a comment indicating the work done, and then click either Approve or Reject. The task returns to the user who started the workflow and no longer appears in your task list.
   • Claim: Click Claim to take responsibility for a pooled task. This action is available only for pooled tasks that are unassigned.
   • Release to Pool: Click Release to Pool to place a task back in the pool. The task will appear in the task list as Unassigned and can be claimed by another user. This action is available only for pooled tasks that are currently owned by you.
   • Add: Click Add beneath the file list to locate and select files to add to the task. This action is available only for Adhoc tasks.
   • Task Done: When you complete a task it returns to the user who started the associated workflow. Click Task Done to finish a task. This removes it from your task list.

   When the selected action is complete you are redirected to an appropriate screen.