Parashift AlfBI

documents-dashboard

The Parashift AlfBI Module includes the following features:

  • Bulk Upload of Metadata via CSV
  • Camel Components for synchronising the following indexes: Documents, System and Audit Log
  • Saves Banana Dashboards into the Alfresco Repository
  • Metabase User/Group synchronisation with Alfresco
  • A Reports header menu item which allows users to access reports via Alfresco Share

Installation

See the Installation guide

What is AlfBI?

AlfBI is a simple and powerful analytics tool which lets anyone learn and make decisions from their company’s data. As a business intelligence tool, it answers your questions about your Alfresco data, displaying the answers in formats that make sense, whether as a bar graph, a pie chart or a detailed table.

Typical questions include:

  • How large is the repository, and how fast is it growing?

  • How many files are there, and who is creating the most?

  • Which site has the most activity, and by whom?

  • How many login failures happened?

  • Which files were the most viewed last month?

  • Which files were added last week?

  • Which files are locked, how long have they been locked for and by whom?

  • Which geographical locations do image files refer to?

Questions can be saved for later, making it easy to come back to them, and they can be grouped into dashboards.

AlfBI also makes it easy to share questions and dashboards with the rest of your team.

AlfBI is built on Metabase, an open source tool, and interacts with Alfresco, the world’s most popular Enterprise Content Management System.

The following websites provide further information on Metabase:

Alfresco dashboards

AlfBI has been configured to connect to your Alfresco database.

A number of useful dashboards have been added, which you can access by clicking on Dashboards.

alfbi-dashboard

Alfresco Documents

documents-dashboard

The Documents dashboard answers common questions on the content managed by your Alfresco system, including:

  • The total size of the file system, in GB

  • The total number of files in the system

  • The total number of sites configured in Alfresco

  • The breakdown of file size (in MB) per site, for the top sites

  • The breakdown of file size (in MB) per document type (mime type), for the top 5 types

  • The number of files per sites, for the top 5 sites

  • The number of files per document type, limited to the top 5 types

  • The growth trend of file size over time

The dashboard can be filtered by:

  • Filter by Site: type in the Site ID, and select from the drop down list. Some cards on the dashboard will be faded, as the filter does not apply to them: documents-dashboard-site-filter

  • Filter by Creator: type in the username of the user, and select from the drop down. This will update all the cards, and show the user’s file usage: documents-dashboard-creator-filter

  • Creation Date: select the retrospective time period to consider – it can be set to any number of days, weeks, months or years. This will update all the cards, and show the document profile matching this time period: documents-dashboard-creation-filter

  • Document type: type in the mime type of the document. A full list is available from https://www.freeformatter.com/mime-types-list.html#mime-types-list, but the most common are:

    • application/msword
    • application/onenote
    • application/pdf
    • application/vnd.ms-excel
    • application/vnd.ms-powerpoint
    • application/vnd.ms-project
    • application/zip
    • audio/mp4
    • audio/mpeg
    • image/gif
    • image/jpeg
    • image/png
    • video/mp4
    • video/mpeg
    • video/quicktime

Of course, filters can be combined.

Alfresco System

The System dashboard answers technical common questions on your Alfresco system, including:

  • The current CPU load, as a percentage value, computed as an average over the last hour

  • The current load on the memory allocated to the Java Virtual Machine, which is an early indicator of performance degradation in Alfresco

  • The license information, including date, remaining time and number of users

  • The CPU load trend over the specified period

  • The performance of the Java Virtual Machine memory over the specified period

  • The performance of the server’s memory over the specified period.

The only filter available for this dashboard is the date filter through which the time scale can be varied.

Alfresco Users

The System dashboard answers common questions about the users of your Alfresco system, including:

  • The most active users, measured by activity (creates, reads, updates and deletes), sorted by most active to least active

  • The most active sites, measured by activity in those sites, and sorted by most active to least active

  • The busiest hours of the day, measured in activity, across the system

  • The timeline of activity in Alfresco, both in number of changes and number of users on the system

  • The breakdown of activity, per type of activity.

The dashboard comes with two separate filters:

  • Creation Date: select the time period to consider – it can be set to:

    • Today, yesterday, the past 7 days, the past 30 days

    • Last week, month or year

    • This week, month or year

  • User: type in the username of the user.

Exporting Document Metadata

Document information can be exported to an external file (CSV, Excel or JSON), so that the metadata can be edited and re-imported back into Alfresco.

To download the metadata, create a new Question (see Section Asking questions on page 5), using the Alfresco Dataset and the Nodes table.

Add the following filter to remove all deleted files:

Add any other filters, such as Site, Owner, Created date, as required.

Click Get Answer.

Finally, click on the down arrow at the top right hand side of the page:

and select the format required.

In the particular case of CSV and Excel, the file will be downloaded for all matching files, and will include all the metadata fields in Alfresco, displayed as columns in Excel:

Importing metadata into Alfresco is covered in Bulk Upload.