In the field of document management platforms, Alfresco is an EDM solution renowned for its robustness, flexibility, scalability and rich functionality.
As a result, Alfresco is the major Opensource competitor to Microsoft Sharepoint.
However, even if Alfresco is less complex and off-putting than Sharepoint, this solution has certain limitations that can slow down its adoption or complicate its use.
This is where GoFAST comes in, a collaborative and EDM platform based on Alfresco but redesigned from the ground up to meet the real needs of organizations, while eliminating the drawbacks often associated with Alfresco.
An insufficiently user-friendly interface
Alfresco is not the only DMS with this user experience problem. In fact, most DMSs on the market were not designed (without customization) to be put into the hands of everyone, but only for users specialized in their field (HR, Finance, etc.), so an austere or even outdated interface was not a problem - only efficiency counted.
This was acceptable in the days of “vertical” EDMs (one per profession). Today, however, there is a need for greater collaboration between departments, and “transversal” EDMs need to be more usable by all.
In GoFAST, the interface is totally new and designed for even occasional users of a collaborative EDM. A specially-developed “Windows”-style file explorer enables a simplified transition from the file server.
Not enough collaboration (chat, visio, co-editing, kanban...)
Alfresco is first and foremost an EDM. It's not really a collaborative platform that everyone can use every day.
When GoFAST was first conceived in the early 2010s, the vision was to combine all modern collaborative functionalities (chat, visio, comments, etc.) with an EDM, while maintaining a simplified interface.
Indeed, despite the fact that collaboration has historically been centered on file servers and e-mail, then a little on Intranets and even Corporate Social Networks, and more recently on instant messaging (chat), the reality of collaboration is first and foremost a need for day-to-day collaboration on documents. And so it was fundamental to have a powerful EDM within a collaborative platform, adding all the modern communication tools around it.
In this respect, GoFAST is unique.
An inefficient search engine
Another finding was that Alfresco's search engine (and Sharepoint's even worse) was not relevant enough, with basic filter functions.
And yet, search relevance is a fundamental criterion in the acceptance of a collaborative and EDM platform. Some studies show that executives waste up to 30% of their time searching in their mailboxes, file servers, ....
GoFAST's search engine is the fruit of over 2 years of R&D, implementing scoring concepts for a “Google-like” search, enriched by powerful filters (dates, file type, creator, specific metadata, ...) and “fragments” to visualize the beginnings of paragraphs in which the searched keywords are found, as well as auto-suggestion. These searches can be saved and replayed.
In addition to this standard search, a multi-criteria search engine is available, enabling you to define filters a priori.
Not enough advanced “out of the box” features
Alfresco has many features, such as versioning and metadata, but not really advanced ones.
In GoFAST you'll find the key notions of multi-location (a document being visible in several collaborative spaces without duplication), the ability to publish a working document in a version automatically transformed into PDF in another space for wider distribution, AutoCAD DWG file preview (and even IFC 3D as an option), notification summaries that summarize all platform activity in 1 e-mail, e-mail sharing, data classification metadata, advanced forms and much more.
On the notification side, daily email summaries (frequency configurable) are sent to provide a global view of activity.
In the new versions of GoFAST, a sovereign AI module (usable even on premise) enables automatic categorization, personal data offuscation and much more.
No classification scheme and complex member management
In document management, a structured classification plan and simple administration of access rights are key to efficient, secure management. Alfresco is delivered without any predefined classification scheme, with 4 predefined roles (Consumer, Contributor, Collaborator, Manager) to which 2 Power User options can be added (Site Manager and Search Manager).
GoFAST is delivered with a 1st level classification plan determining its nature (“Organizations” representing the organization chart, “Groups” for cross-functional projects, “Extranet” for exchanges with the outside world, “Public” where all members are added automatically, and “Personal Space” for the user's personal data.
To these spaces we add members with a particular role (Contributor, Administrator or Space Manager, Read-only).
Finally, GoFAST provides 2 global profiles for the platform, “Super Administrator” and “User Support”, the former managing the technical part of the platform, the latter enabling a certain number of actions to be carried out to facilitate the management of members in the spaces.
For security reasons, no role or profile has access to all platform content.
GoFAST natively allows you to manage spaces and sub-spaces of unlimited depth.
Basic standard metadata
Alfresco offers very “standard” metadata, such as the date a file was created or modified. If other metadata is required, it must be created using an “aspect” mechanism.
GoFAST, on the other hand, has extended standard metadata to include document classification (CISA TLP and others), expiry dates, the document reference identifier and much more.
To these extended standard metadata can be added ready-to-use “business” metadata modules, such as the “Mail” or “Invoice” metadata modules.
Document-oriented workflows
Alfresco comes with an Activiti BPMN workflow engine. This is globally limited to document workflows.
For greater flexibility, GoFAST decided to integrate BonitaSoft, the leading opensource BPMN workflow engine. This allows maximum flexibility, notably through the use of Bonita Studio, which enables advanced modeling and forms.
GoFAST comes with a powerful standard workflow for proofreading/contribution, validation and signature - the last 2 steps can be sequential or parallel. Automatic PDF conversion of office documents (e.g. Word) is possible between stages, eliminating the need for manual conversion. In the Signature stage, GoFAST offers numerous gateways to eiDAS Advanced and Qualified signature tools.
Finally, in GoFAST, tasks are not limited to workflows, but it is possible to have Kanban tasks by space, which Alfresco does not allow.
Operations and updates requiring expertise
Alfresco is a powerful but complex piece of software to install, configure and maintain in operational condition (scalability management, supervision, version upgrades, etc.).
GoFAST subscriptions, whether Onpremise or Private SaaS, include all Alfresco-related services, so there's no need for the IT department to deal with major upgrades. Real savings in time and money.
Conclusion
Alfresco is a very good Electronic Document Management solution, particularly as a replacement for Sharepoint, but it lacks many out-of-the-box features and user-friendly ergonomics. The solution is therefore better suited to managing business data, such as millions of invoices, and less suited to collaborative work.
GoFAST, on the other hand, offers an easy-to-use EDM with all the functionalities required for modern collaborative work, as opposed to Office365/Sharepoint/Teams, and all the advantages of Alfresco (including the surrounding ecosystem and CMIS or Webdav compatibility) without the complexity.