Alfresco approach and design question

[brijeshnk]

Hi there ,

I am new to Alfresco Development . I have few basic question to start with. The following is my project requirement. 

• I am looking at Alfresco primarily for storing content/documents which are images, text files , HTML and PDF files only. 

• The above mentioned files are generated dynamically by some other application/process. 

• I need to do use an APIs to store and retrieve files from Alfresco DMS. 

• Currently I am using Windows file system to store file with following format

PROD/<<year>>/<<month>>/<<month&&date>>/file1.pdf

PROD/<<year>>/<<month>>/<<month&&date>>/file2.html

PROD/<<year>>/<<month>>/<<month&&date>>/file3.jpg

Example 

PROD/2018/January/jan1/file1.pdf

                                           /file2.html

                                           /file3.jpg

PROD/2018/January/jan2/file1.pdf

                                           /file2.html

                                           /file3.jpg

Questions

1. When I am designing a content storage in Alfresco ,  can I use the same file structure as mentioned above  or is there better way of defining the document folders in alfresco with different approach ?
2. How is content model definition helps in defining above folder structure in Alfresco DMS? Should I define a content model for the above structure ?
3. I work in Insurance industry , is there better way to do define this by making use of any insurance specific Alfrescos  feature ?
4. What’s custom content model ? Should I consider this for the above implementation ?
5. Is CMIS connector supports for retrieving and creating  files and folder for the above mentioned structure ?
6. Can I use metadata concept for the above structure , how to define a metadata for the above mentioned requirement ? what all the consideration for implementing meta data in Alfresco ?
7. Should I define folder structure manually or through java program or XML configuration .

Can some one please provide pointer  or links for the above queries please ?

Thanks a lot

[angelborroy]

Probably some information is missed in order to provide you a helpful reply.

IMO your first-approach should be: why I need Alfresco? As you said, you are storing your files on folders and everything seems to be fine. 

So, why do you want to change your current deployment to Alfresco?

[charlesdaumont]

Hi,

• The missing information are :
• How do you access to your document ? Is it via the other application, via Share, windows explorer ...?
• How do you link the document between Alfresco and the application ? Do you keep the alfresco-id in your application ? Such links imply transactionnal problematics to keep in mind.
• Do you search the documents in Alfresco ? If yes, you should define a custom content model to find them by metadata.
• How do you define your user access on the documents ? Is it handled by Alfresco or the Application ?
• What actions do you need to do on the documents ? (searches, audit, edit, workflow, save metadata ...) ?

Some answers to your questions :
1) When I am designing a content storage in Alfresco , can I use the same file structure as mentioned above or is there better way of defining the document folders in alfresco with different approach ?
Yes you can use the same file structure. But you have to keep in mind how do you plan to use your documents and Alfresco.
For example, a technical structure by date can be good performance wise (you can keep your document/folder ratio < 1000). However it wouldn't be good if your users had to navigate to the document or define access.

3) I work in Insurance industry , is there better way to do define this by making use of any insurance specific Alfrescos feature ?
You can use custom content model to keep insurance information on your document (see bellow)

4) What’s custom content model ? Should I consider this for the above implementation ?
Custom model allows you to keep additionnal information on the document. It can be usefull from a technical and a functional point of view.
Example :

• you can keep the application/process that pushes the document in Alfresco
• if your application generates contracts, you can save the amount, contractorName ... directly on the document

Such information are very usefull for searches, processes, audit ...

https://docs.alfresco.com/5.2/references/dev-extension-points-content-model.html

5) Is CMIS connector supports for retrieving and creating files and folder for the above mentioned structure ?
Yes, but it has some limitations on what you can do and performances.
https://docs.alfresco.com/5.1/pra/1/concepts/opencmis-ext-intro.html

6) Can I use metadata concept for the above structure , how to define a metadata for the above mentioned requirement ? what all the consideration for implementing meta data in Alfresco ?
https://docs.alfresco.com/5.2/references/dev-extension-points-content-model.html

7) Is CMIS connector supports for retrieving and creating files and folder for the above mentioned structure ?
Through Java program (Alfresco behaviour https://docs.alfresco.com/5.1/references/dev-extension-points-behaviors.html or custom upload API)

If you just keep documents in Alfresco without using some capabilities from the product (metadata, searches, access, collaboration, ...), well, a filesystem is just as good
I hope these answers will help you to define your requirements and your architecture.

[brijeshnk]

Hi thanks a lot  Charles for the response , the links and  answer helped me alot  to start with basics .