OA2 for Goverment

Government and
Friday, August 1, 14

Mike Potter
Open Atrium Lead Architect
Email: mpotter@phase2technology.com
Drupal.org: mpotter
Greg Wilson
Director, Public Sector Practice
Email: gwilson@phase2technology.com
Twitter: @agregwilson
Who are we ?

Agenda
• What is Open Atrium?
• How Government can use Open Atrium
• Workflow, case management, issue tracking
• Demo!

What is Open Atrium?

Open Atrium is open source collaboration software
used to build intranets, portals, & collaboration
platforms for organizations.
openatrium.com

docs.openatrium.com
Documentation Site

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

Download from Drupal.org
• http://drupal.org/project/openatrium
Click the link to
download latest version

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

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).

Discussions Documents Events Tasks
Data Privacy Workflow Custom Layout Notifications Multimedia Activity Streams
CMS Framework
Open Atrium CORE
Open Atrium Apps

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....

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

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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ay-2013
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Feb-2014
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ar-2014
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ay-2014
Open Atrium 2 Adoption
Open Atrium 2
Alpha(DrupalConPortland)
OA2.0Release(BADcamp)

Customized Site/Feature “Tours”

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.

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

Workflow
Applications in
Open Atrium 2

Workflow
• Each Space, Subspace, or Section
can 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

Modules used
• “Workbench”, “Workbench Moderation”
• “Workbench Moderation Profiles” (sandbox) by srjosh
allows multiple “workflow profiles” to be created
(srjosh is now a co-maintainer of workbench_moderation)
• Open Atrium Workbench (oa_workbench) by dsnopek
assigns profiles to Spaces
• oa_access, oa_workbench_access by dsnopek
adds Group and Team permissions
• “Workbench Moderation Scheduled Transitions” (sandbox) by srjosh
Allows transitions to be scheduled

Demo Workflow Profile States
Transitions
Allowed?
Draft
Assigned
Published
Assign to Project
Publish
Publish Immediately
Return for Revision
Manager
Manager
Manager
Needs Review
Send for Approval
Technician
Manager
Unpublish
Manager

Demo Time!

Email: openatrium@phase2technology.com
IRC: #open-atrium
Twitter: @openatrium
Connect with us:
More information:
Drupal Project: drupal.org/project/openatrium
Documentation: docs.openatrium.com

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.com
for more details and pricing.

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

PHASE2TECHNOLOGY.COM

Extraneous Slides

Workflow States
• States defined site-wide
and are the same for
all content types

Workflow Transitions
• Transitions are site-wide
• You can choose which
transitions are added
to your Workflow Profile

Workflow Profile
• Profiles are defined site-wide
• Provides the list of profiles
a Space-Admin can select
from for their content.
• A Workflow Profile is
just a list of transitions.

Enable Workflow for Content Type
1. Drupal
Admin -> Structure -> Content Types
2. In Publishing options:
Enable “Create new revision”
3. “Enable moderation of revisions”
4. Set default state
1
2
3
4

Enable Workflow within Space
• From Space page:
Config -> Workbench Moderation
• Select which Workflow Profile
• Select default State

Drupal Permissions
• Grant “view all
unpublished content”
to all users
• Grant all transitions
to all users
• Workbench will
REMOVE permissions
as needed

OG Permissions
• Grant transitions as desired for default behavior across Spaces
• Each Space can override these permissions

Create new content
1
Workflow status widget

Viewing the Document
• As Space Member:
• To send this to the Needs Review state
click the Apply button
• Can send it back to Draft
state if desired

Approving the Document
• As Space Admin:
• Select “My workbench” from
user badge drop-down menu in main toolbar
• Go to “Needs Review” tab

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

Scheduled Transitions
1. 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
2
4

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

Group permissions
• Groups:
/groups/oa_access
Admin -> OpenAtrium -> Groups
-> Group Permissions
• Be sure they have permission
to View Unpublished Content

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)

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

Workflow Widget
• Allows content in various states to be displayed
• Columns can be customized
• Show from any Space/Section
• Great for user dashboards!

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)

OA2 for Goverment

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