Create Folders and Sub-folders on Uploading a CSV File in Alfresco

Create Folders and Sub-folders on Uploading a CSV File in Alfresco

A typical Document Management System use case in Alfresco would require creating multiple folders while implementing for the first time or any time in future as well. Those folders can be for each employee, branch or project in the organization. Creating them manually is a mundane, time-consuming and prone-to-error task. How if you can create these folders with a mere upload of a CSV file? Sounds interesting?

In this blog, we have provided you a code using which Alfresco developers would be able to set a mechanism for the users who would get the following functionality.

We need to have two folders, one in which we would upload the CSV and the other where the folders will be residing after auto-generation, let’s name it as target folder. We have considered that the auto-generated folder will be renamed as columnAvalue_comunBvalue (by using values in the adjoining columns in the same row of CSV). So, the CSV we upload in this case should have one row for each folder with two columns to be placed as folder names. The sub-folders will be fixed for any auto-generated folder (In this case we have named them child1…child6). You may amend the code as per the business requirements of your client.

Alfresco development related blog: Alfresco QCAD Integration for CAD Files Preview

Here are the steps to follow:

Step 1: For creating folders and sub-folders we need to write the script.

So first we create “csvUploadFolderCreation.js” file and put it in “Data Dictionary/Scripts”

var siteName = document.getSiteShortName();

var path = companyhome.childByNamePath("Sites/"+siteName+"/documentLibrary/Target");

var subFolders = ["child1","child2","child3","child4","child5","child6"];

var col1=null,col2=null;


var fileContent = document.getContent();

var csvline = fileContent.split("\n");

var csvLineLength = csvline.length;

for (var i=1 ; i<csvline.length; i++){

var csv = csvline[i].split(";");

col0 = csv[0];

col1 = csv[1];

var folderName = col0+"_"+col1;

var parent = path.createFolder(folderName);["name"] = folderName;




function createSubFolders(parent){

for(var i=0;i<subFolders.length;i++){




Step 2: Create a folder (Csv Upload) in your site and go to the action “Manage Rules”.

Now create a new rule. Add other info wise requirment and goto to “Perform Action”, select execute script and select our custom script.

Step 3: Create folder “Target” Which Contains all the folders which are created from csv.

Step 4: Now upload the csv file in “CSV Upload” folder.

Sub-folder will be created in Target folder as per the csv data.

If you find any challenge in implementing the same, feel free to contact us.

Edit Documents Online (ONLYOFFICE Integration)

Alfresco, the leading open source technology serving plenitude of large enterprises, helping them to manage their large chunk of documents in a structured and easily accessible system. Being an open source technology, Alfresco has vast possibilities of customization within it. Thinking from the end-users’ angle gives birth to the idea of new customization. We, at ContCentric, are always eager to provide useful tools to bridge the requirement gaps. We have been providing such customizations to Alfresco fraternity across the globe since inception.

Current Document Editing Feature:
When it comes to editing text-based documents (MS Word files at large), Out-of-The-Box Alfresco ECM provides a facility to edit the document in two ways. Either go through ‘Edit Offline’ route to check-out the documents for offline editing on the local machine, or user the ‘Edit using Google Docs’ way.

What’s New with Online Editor?
We have come up with an alternative to this in which user doesn’t need to download the document or check-out to Google Docs. The module will enable users to edit the document online and after closing it, changes will be directly reflected the document as a new version! Sounds good?

Read blog: Top 8 Reasons Why You Need Alfresco Document Management System

We need to select the option “Edit In ONLYOFFICE” given in Document Action box to edit it online as shown below.

Document management system

Test Document.docx version 1.0 has the following content.

Document management system

After selecting the Edit in ONLYOFFICE, the user will be redirected to the ONLYOFFICE window where he can easily edit the documents.

Document management system

Above are the edits done in the document online. Once a user will save it and close the document, changes will be reflected the document. The user just needs to unlock the document and open it to check it, a new version will be uploaded with all the changes.

Document management system

As you can see Version of the document is changed to 1.1 and edits are also reflected in the document.

If you want to enhance the user experience of your Alfresco DMS, please contact us for the demo and consulting!

9 Points to Remember While Presenting Enterprise Content Management Software

I have been selling Enterprise software products and solutions for the last five years. It requires a specific skill set to become a salesperson in this field. One of the key skills is the presentation or demonstration of the software. For the last couple of years, I am selling Alfresco, an Enterprise Content Management and Business Process Management Software.


In this blog, I have made an attempt to list out some check-points to prepare and deliver a quality demonstration to the prospect. Hope it will be helpful in your journey to make your professional life better.

Related Blog: Top 8 Reasons Why You Need Alfresco Document Management System

  1. Schedule: Schedule the demo in advance to get time to tune your hardware and software right to avoid any surprises. Use tools like Google Calendar to send invites (even if the prospect finds this practice new). This will increase the chances of having a demo with the undivided attention of the client. The time of the meeting should also be such that the group of attendees can sit through the entire session.
  1. Profile of Attendees: Ask your prospect contact point about the profiles of the attendees who are going to remain present. Based on this, you can make a list of expected questions. You will also get to find whether the demonstration will require any extra module or customization to make a better effect on prospects. In my case, the vanilla Alfresco comes up with OOTB features. At times, I take the help of my colleagues to make Alfresco development customization.
  1. Time & Day: Set the demo at the time your prospect is least occupied with his work. I have been requested by clients to carry demo sessions on a weekend, which is good to accept.
  1. Peripherals: Ask your prospect whether a projector or LED TV would be available to have a large screen view. Check whether your laptop is equipped with the right sockets for RGB or HDMI cable. You must ask the prospect to keep the relevant connectors ready and tested or carry them yourself. Since Alfresco is an Enterprise Document Management System, I request the prospects to provide me with sample documents beforehand to give them a better feeling of the end product that they are envisaging.
  1. Internet Connection: Check whether you are going to use localhost (where the software is installed on your machine itself and it doesn’t require an internet connection), or online. In the case of an online demo, it is very important to check whether the server is up and running before you leave for the demo. It is always advisable to have a good internet source devise with you like a mobile phone or a wi-pad. If you do not trust your internet connection, then request the same to the prospect and check feasibility.
  1. Machine: Your laptop should have all the required applications running before you leave for the demo. You should keep the laptop into hibernate or sleep mode. If you dare shut down the laptop to power it on in from of a prospect, it might eat up healthy time. The last thing that can happen is your operating system starts updating as soon as you power it on! Ensure that you are carrying your power cable with you. You must close down all the unwanted applications or web pages.
  1. Start with a PPT: Just not jump into the demo right away. Enterprise Content Management applications are complex to understand for new users and by viewing pages of your application without any background information, the attendees are going to get confused only. It is a strict no-no. I generally prepare a 4-5 slide PPT presentation with the introduction of the company & the software, scope of the demo, business processes that it is going to adhere to, demo user groups details, etc. This PPT will help channel the expectations of attendees.
  1. Use Right Terminology: Depending on the profile of attendees, use the right terminology. You may be technically very sound, but the software jargon is for the programmers and not for functional personnel. Try to be familiar with the terms that your target industry uses more often.

Request you to help lengthen this list with more such tips and tricks. Let’s make the community of salespersons more powerful! Contact us

Happy selling!

Online Form Builder with Alfresco

A number of official communications happen on day to day basis within enterprises which are form based. These are an integral aspect of the Document Management System of the organization. There will be more than one internal or external stakeholders involved while that communication is being distributed across the channel. Some of such communications could be:

1] IT request forms

2] Leave request forms

3] Vendor register

4] Asset specification forms

5] Feedback form for training sessions

6] Employee detail forms

7] QA form

8] Product batch forms

9] Customer information form

10] Checklists for various processes

It is observed that only some companies handle the forms through their Document Management System. More often, there are physical forms/ print-outs which flow around, to say the least. The physical forms have severe limitations and challenges.

Read Alfresco development related blog: Edit Documents Online (ONLYOFFICE Integration)

Common Challenges for Enterprises to Handle Physical Forms:

1] Inefficiency in Tracking Physical Forms: Many of these forms used in the paper format where the employees would take a print of a prescribed form, will fill up with a pen to physically submit it for the approval. The physical paper-trail will lead to inefficiency as there is no system available to track the form.

2] Difficulties in Search Retrieval: The physical forms are stored at separate locations after the process is over. Retrieving the forms for audit or any other query is time-consuming. It may also happen that the physical form is misplaced.

3] Time & Cost Implications: The physical forms take time to pass through the persons involved. The paper cost is also a factor. The storage space and retrieval of the physical document is also a hidden cost.

4] No Analytics: It will be close to impossible to do any analysis on any form type. If the numbers and pattern are not clear, it is difficult to improve the business.

Online Form Builder with Alfresco:

As an Alfresco development company, we have leveraged the Alfresco Enterprise Content Management platform to derive a solution which comes up with a custom form builder where the authorized users can build a form of their choice without coding a single line. The online forms are not readily available in the standard Alfresco installation but we have developed the same through customization. Speaking a bit technical, In Alfresco, forms can be configured in share-custom-config.xml or form-config.xml files, and it requires the intervention of Administrators/Developers, as users cannot configure it.

With our customs form builder solution, no Alfresco development knowledge required to create the forms. It is very simple to build. As shown in the diagram, one needs to create the form type, give the title, build it using different field options like text area, drop down fields, check-boxes, radio buttons, action buttons etc. We can make any field mandatory or optional while preparing the same. Once the format is ready, it can be made available for the users to initiate a process. A response can be collected in form of a document as well as the customized and automated folder structure.


Why Alfresco for Online Form Builder:

1] Improved Information Capturing: Users fill the information in the available structure only. The information uniformity is maintained. There are reduced chances of human error which occur in the physical forms.

2] Workflow Capabilities: Alfresco has a strong case to cater to Business Process Management. We can create workflows in Alfresco as per the business processes. The user can attach the form to a particular workflow which will proceed to the next user groups as defined.

3] Task Notifications and Reminders: The form submission will be notified to the relevant users within the system. We can also include email notifications. We can set up the reminders if there is no action taken within a prescribed time. That expedites the flow of information within the organization.

4] Digital Signature: Some processes require the form to be signed. Implementing digital signature or electronic signature capabilities addresses the problem with ease.

5] Indexing of the data: We can capture the form fields as metadata and can index them in the system. The indexing can be used in creating a structured approach to the Alfresco document management.

6] Advanced Search: The search is probably the most powerful facility. We can search it using the title, content, metadata, user involved, date of creation or modification etc. This saves a lot of time otherwise being spent in mundane search of physical forms in store-rooms.

So, if your organization is looking for this kind of solution, do contact us. We will understand the depth you require around the use cases and will deliver a solution of your needs.

Thanks for reading this blog!

Introducing Video Series on Alfresco Functionalities


‘Action speaks louder than words’. Haven’t you heard this saying before? Any form of learning which adds up audio-visual dimension to it will result in better clarity of what is being conveyed.

Read Blog for Alfresco developmentConfiguring OCR in Alfresco

In an attempt to give an extra edge to learning about Alfresco functionalities, we are starting up a series of videos. These short videos will depict one or two functionalities each. Hope you will appreciate the efforts. Do contact us for deep dive into the subject matter!

Happy viewing!


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