OA2 for Goverment

Government and

Friday, August 1, 14

Mike PotterOpen Atrium Lead Architect

Email: mpotter@phase2technology.comDrupal.org: mpotter

Greg WilsonDirector, Public Sector Practice

Email: gwilson@phase2technology.comTwitter: @agregwilson

Who are we ?

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Agenda• What is Open Atrium?

• How Government can use Open Atrium

• Workflow, case management, issue tracking

• Demo!

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What is Open Atrium?

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Open Atrium is open source collaboration software used to build intranets, portals, & collaboration

platforms for organizations.openatrium.com

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docs.openatrium.comDocumentation Site

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Download from Drupal.org• http://drupal.org/project/openatrium

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Download from Drupal.org• http://drupal.org/project/openatrium

Click the link to download latest version

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Take it for a Spin! New installer only takes TWO minutes!!

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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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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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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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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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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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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

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Open Atrium 2 Adoption

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Customized Site/Feature “Tours”

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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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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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WorkflowApplications inOpen Atrium 2

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Workflow

• Each Space, Subspace, or Sectioncan 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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Modules used• “Workbench”, “Workbench Moderation”

• “Workbench Moderation Profiles” (sandbox) by srjoshallows multiple “workflow profiles” to be created(srjosh is now a co-maintainer of workbench_moderation)

• Open Atrium Workbench (oa_workbench) by dsnopekassigns profiles to Spaces

• oa_access, oa_workbench_access by dsnopekadds Group and Team permissions

• “Workbench Moderation Scheduled Transitions” (sandbox) by srjoshAllows transitions to be scheduled

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Demo Workflow Profile StatesTransitions

Allowed?

Draft

Assigned

Published

Assign to Project

Publish

Publish Immediately

Return for Revision

Manager

Manager

Manager

Needs Review

Send for ApprovalTechnician

Manager

UnpublishManager

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Demo Time!

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Email: openatrium@phase2technology.comIRC: #open-atrium

Twitter: @openatrium

Connect with us:

More information:Drupal Project: drupal.org/project/openatrium

Documentation: docs.openatrium.com

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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.comfor more details and pricing.

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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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PHASE2TECHNOLOGY.COM

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Extraneous Slides

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Workflow States• States defined site-wide

and are the same forall content types

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Workflow Transitions• Transitions are site-wide

• You can choose whichtransitions are addedto your Workflow Profile

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Workflow Profile• Profiles are defined site-wide

• Provides the list of profilesa Space-Admin can selectfrom for their content.

• A Workflow Profile isjust a list of transitions.

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Enable Workflow for Content Type

1. DrupalAdmin -> Structure -> Content Types

2. In Publishing options:Enable “Create new revision”

3. “Enable moderation of revisions”

4. Set default state

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Enable Workflow within Space• From Space page:

Config -> Workbench Moderation

• Select which Workflow Profile

• Select default State

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Drupal Permissions• Grant “view all

unpublished content”to all users

• Grant all transitionsto all users

• Workbench willREMOVE permissionsas needed

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OG Permissions• Grant transitions as desired for default behavior across Spaces

• Each Space can override these permissions

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Create new content1

Workflow status widget

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Viewing the Document

• As Space Member:

• To send this to the Needs Review stateclick the Apply button

• Can send it back to Draftstate if desired

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Approving the Document• As Space Admin:

• Select “My workbench” fromuser badge drop-down menu in main toolbar

• Go to “Needs Review” tab

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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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Scheduled Transitions1. Enable:

workbench_moderation_scheduled_transition

2. Select “Schedule” from “gear icon”

3. Add a new schedule

4. Select the transition and the date/time

5. Uses cron task to perform transition

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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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Group permissions

• Groups:/groups/oa_accessAdmin -> OpenAtrium -> Groups-> Group Permissions

• Be sure they have permissionto View Unpublished Content

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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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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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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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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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