Implement a business document

Where did Marco save the bid file? Is the drawing from client XYZ on server J or K? The attachment arrived via email to LUCA but he is home sick so we can't retrieve it!

If you have experienced similar situations then I have a solution to the problem: you need a document system!There are various software (almost all open-source) that can be useful to you and solve the file management problem. We mainly use 2 of them based on customer requirements:

The difference between the two is that while the former is a true document server (programmable in a variety of ways), the latter is simply a dropbox-style file repository(https://www.dropbox.com).

As mentioned, the different choice is relative to the type of use to be made:

if you have a business management system and want to create automations surely the choice of Alfresco is for you.

The software allows you to manage multiple aspects such as:

  • Programmable tree structures: for example, you want to create, when entering a new client, a particular folder structure; Alfresco allows you, through its interface, to create such an automatism.
  • Following a file insertion in a particular location you want to initiate a work-flow process to alert various users-this is also doable in Alfresco.
  • You want to manage shared corporate calendars, customizable wikis and more.

All of this (and more) can be done within the document itself, which is trivially a Web page for use.

The solution is configurable and parameterizable and can be fully hosted in the cloud.

The cloud can be accessed from a variety of devices and anywhere by taking your office with you and leaving the tedious work of maintaining the server used by the application to others.

Nextcloud can also be enjoyed in a cloud web space. The difference is that the product is less customizable but can be considered a brilliant alternative to dropbox.

The advantages of using your own document (and not a widespread product such as file sharing services) are as follows:

  • The data (files) saved are our own and we do not provide them to outside companies
  • The dedicated cloud is less susceptible to hacking because it is less well-known.

Should you wish to manage documents in-house, you can always use the software in a dedicated version on your own server.

Certainly the nextcloud version is less demanding (in the sense of resources and maintenance) than Alfresco.

Other Solutions..