This blog has taken up for how the document and their management can play a significant role in Education. The work environments of various parts have turned out to be topographically scattered. This implies even information is scattered over various topographical areas and now more individuals from other places approach basic records. So perfect process and coordination are required.

Even in the education area, it includes a great deal of documentation – directly from assignments to tests to various questions to student and faculty records. Everything and anything in the education system spins around documentation.

Related blog: Asset Record Management System

Issues related to education sector

the education sector has a big deal of documentation process. It begins directly with the admission procedure for taking care of various courses to various assignments.

• Most of the education department nowadays give separate learning also so inferring all the additionally getting to and cooperation of documents over the globe. There are diverse courses offered by colleges. There are placement tests explicit to these courses which can be taken by individuals all over the world. So look at this – here untruths a colossal issue where diverse selection test document should be kept up in the proper way and after that accurately assessed. The activity isn’t done just yet. The system ought to sufficiently list out the names of the students qualified to take the course after evaluation.

• After the assessment procedure, there additionally comes the issue of online classes, because there are many teachers related to various courses, offering study material for the students. So, it again turns into a challenge to legitimately keep up these documents under appropriate areas and it is likewise vital to give suitable consent to the right individuals i.e. for instance just perused authorization to the students getting to the study material.

• The next inconvenience is identifying with assignments. Diverse courses have distinctive subjects and each subject will have assignments so again there must be the distinctive arrangement of consents for faculty and students.

• There is the idea of examination. Where the teachers will set the examination paper and students will fill it and the paper and after that, the document would go to their individual reviewer.

• There are student and faculty records. May it be their identity proofs, employment documents or mark sheets & certificates. Institutions need to securely store and retrieve them

How Alfresco proves to be a help?

Alfresco document management system is extremely solid in terms of storage and retrieval of the documents in a scientific way. It helps in total information and it can likewise be modified to set the requirements of an institution.

• Alfresco gives a store to a wide assortment of documents. It is a strong document management system. The document metadata is put away in a related database, though the document itself is put away straightforwardly on the file system. The connections between content (or in simple words, documents) and their metadata are characterized in at least one content model. It ends up being an extraordinary help for the education sector as their colossal volumes of study material can be isolated and appropriately stored in various folders. So that whether a teacher or a student can be perfectly certain of achieving the right document of a specific subject of a definite course.

• Alfresco document management system likewise helps in legitimate folder management and computerizing the work process which is exceptionally indispensable for the colleges. For instance, if there should arise an occurrence of assignments, the concerned teacher will upload it in a specific folder and just the students qualified for that specific task will approach it. After the student has finished the task and click on submit it will naturally move the record to prepared to audit organizer where the commentator will have perused get to. What’s more, after the reviewer has finished his activity the report would consequently be moved to the as of folder where the people will have access to their evaluated document.

In conclusion, the Alfresco document management system turns out to be an incredible help in appropriate document management independent of the domains in which it is being actualized. It helps in isolating every document legitimately and has the arrangement of keeping an appropriate track just as keeping up a record which rearranges the document management procedure as well as expands the effectiveness and speed of work. It guarantees exactness in less time range accordingly helping in ideal time use. What’s more, given the huge scope of the training area internationally, it appears there is a great deal Alfresco can offer. For more information feel free to contact us.

Keeping track of the assets of the organization is an important activity that can save organizations money and time. Businesses have a wide range of assets that include fixed and liquid assets. It is important for a business to be able to manage its assets and use them to get the maximum possible returns.

We have developed an Asset Records Management System (ARMS) using Alfresco- a leading Enterprise Content Management and Business Process Management software platform.

ARMS helps enterprises create, allocate, deallocate the asset. It provides a complete log of the asset transactions. The key features of ARMS are described as under.

Related Blog: Publishing Management Solution Using Enterprise Content Management Tools

Key Features of ARMS

1) Add Assets into System

The user can add an entry of a new asset in the system through a form. That will be the first interface for the user for the asset journey. The following fields can be updated for the new asset.

• Name of Asset
• Purchase Date
• Expiry Date
• Asset Category
• Comment

Here, asset categories are predefined. The same can be furniture, computer & mobile, electric devices, peripherals etc.

2) User Configurable Asset Name

In Assets creation form there are select fields which are configured by the user. The user can add new Asset’s name according to the assets category. Asset name will be involving the asset code as well.

3) Dedicated Folder for Asset Documents

When an asset is added into the system by a user, a separate folder is created for that asset with the naming convention “CompanyName-Code-AssetId. E.g. SAPL-LAP-2466 signifies SAPL company, laptop asset, and 2466 serial number.

Anytime later, a user can upload the asset related documents into folders. Those documents could be invoices, delivery challans, user manuals, photographs, warranty cards etc.

4)  Allocation and Deallocation

There is an allocation option for assets. There will be a list present for the allocator who would be able to assign a user against an asset. The user list can also be pre-uploaded so that the allocator just has to select the user whom he wants to allocate the asset. That will also help the system store the time and date on which the allocation is made.

5)  Reports

1. List of Assets shows into one table with a search option. The list of the asset can also be downloaded in an excel format

2. There is a History option available through which the user can see the history of Assets like

• Allocated To
• Allocation Date
• Deallocation Date
• Comments

Below are the top 7 reasons why Asset Record Management System is important.

1. Better Procurement Planning: The management would have a clear understanding of the asset in stock and the usage pattern in the past timeframe. The procurement plan can be made accordingly. That can avoid an over-procurement.
2. Keeping Track: It can tell where the assets are located, by whom they are used, and when changes were made to them.
3. Ease in Maintenance: Some assets require maintenance on regular basis to keep them abreast with their performance. The ARMS can help you achieve the same.
4. Increase Efficiency: It allows the allocator to assess the usage and capability of an asset before assigning the same to any user. It helps the organization to make the right allocation to the right person.
5. Risk Management: It helps manage the risk involved with the use of an asset. A risk assessment can be done by referring to the allocation data a suitable solution can be provided.
6. Theft Prevention: Since there is a track of every allocation with a timestamp, it can help avoid the incidents of the theft.
7. Ghost Assets Removal: There are assets in the records list which are either not functioning or stolen, but at times they are still on the chart. ARMS helps avoid this situation as carrying out asset allocation audit is very easy. It avoids both, the company and the asset beholder, to come under the unwanted situation.

If your enterprise is missing a simple yet robust asset management system, do contact us. We would be glad to help you out with this solution.

We have developed a custom page in Alfresco to list specific types of documents and to rate each of the listed documents.

The page displays the metadata of each of the documents along with the options to rate the document as shown below.

The pop-up will appear once the user clicks on the option given for rating. The user can rate that particular document from the popup.

The user will be asked for the confirmation before a rating is done.

Once the confirmation is done, the rating of that document will be visible to the same page.

Alfresco development Related blog: Create Folders and Sub-folders on Uploading a CSV File in Alfresco

The reference code for the same is given below for the Alfresco developers.

1 /** Code Description: Creating drop-down with a list of ratings. The user can choose one rating from the drop-down.
*/

function displayDropdown(nodeRef, name, type, value, id) {

var data ='<select id="'+type+'" name="'+type+'"     onchange="showPopup(\''+nodeRef+'\', \''+name+'\', \''+type+'\',this.value, \''+id+'\');">'

+'<option value="" selected>Select</option>'

+'<option value="1" '+((value==1)?('selected=\'selected\''):(''))+'>1</option>'

+'<option value="2" '+((value==2)?('selected=\'selected\''):(''))+'>2</option>'

+'<option value="3" '+((value==3)?('selected=\'selected\''):(''))+'>3</option>'

+'<option value="4" '+((value==4)?('selected=\'selected\''):(''))+'>4</option>'

+'<option value="5" '+((value==5)?('selected=\'selected\''):(''))+'>5</option>';
return data;

};

2  /** Code Description: This popup is required to get input from the user before submitting a rating. It prevents user to submit the rating by mistake.
*/

// showPopup() method

function showPopup(nodeRef, name, type, value, id){

var disable = false;

Alfresco.util.PopupManager.displayPrompt(

{

title: "Rating Confirmation",

text: "Are you sure, you want to submit Rating?",

buttons: [

{

text: "Submit",

handler: function close_screen()

{

storeValue(nodeRef, name, type, value, id);

console.log("After Submit");

this.destroy();

}

},

{

text: "Cancel",

handler: function close_cancel()

{

document.getElementById(type).value = "";

console.log("Cancel button clicked");

this.destroy();

},

isDefault: true

}]

});

}

3 /** Code Description: This method will invoke Web script to save the rating in the back-end.
*/

function storeValue(nodeRef, name, type, value, id){

var statusParam = {

"type" : type,

"nodeRef" : nodeRef,

"rating": value,

"contentName" : name

};

Alfresco.util.Ajax.request({

url : Alfresco.constants.PROXY_URI+ "/trams/changeRating",

method : Alfresco.util.Ajax.POST,

dataObj : statusParam,

requestContentType : Alfresco.util.Ajax.JSON,

successCallback : {

fn : function(res) {

console.log(res);

displayResults(id);

},

scope : this

},

failureCallback : {

fn : function(res) {

},

scope : this

}

});

}

4 Web-script Controller

/** Code Description: This method will extract the values from a JSON object and save the rating in the back-end.
*/

//change-rating.post.js

function main() {

var rating = json.get('rating');

var nodeRef = json.get('nodeRef');

var type = json.get('type');

var contentName = json.get('contentName');

var nodeObject = search.findNode(nodeRef);

if(type == contentName+'-manager'){

nodeObject.properties['pc:managersRating'] = rating;

}

else if(type == contentName+'-editor'){

nodeObject.properties['pc:editorsRating'] = rating;

}

nodeObject.save();

}

main();