Liferay Portal makes life easy

Over the course of this book, we're going to build a complete corporate intranet solution using Liferay. Let's discuss some of the features your intranet portal will have.

Hosted discussions

Are you still using e-mail for group discussions? Then, it's time you found a better way! Running group discussions over e-mail clogs up the team's inbox—this means you have to choose your distribution list in advance, and that makes it hard for team members to opt in and out of the discussion.

Using Liferay, we will build a range of discussion boards for discussion within and between teams. The discussions are archived in one place, which means that it's always possible to go back and refer to them later.

On one level, it's just more convenient to move e-mail discussions to a discussion forum designed for the purpose. But once the forum is in place, you will find that a more productive group discussion takes place here than it ever did over e-mail.

Collaborative documents using wikis

Your company probably has guideline documents that should be updated regularly but swiftly lose their relevance as practices and procedures change. Even worse, each of your staff will know useful, productive tricks and techniques—but there's probably no easy way to record that knowledge in a way that is easy for others to find and use.

We will see how to host wikis within Liferay. A wiki enables anybody to create and edit web pages and link all of those web pages together without requiring any HTML or programming skills. You can put your guideline documents into a wiki, and as practices change, your frontline staff can quickly and effortlessly update the guideline documentation.

Wikis can also act as a shared notebook, enabling team members to collaborate and share ideas and findings and work together on documents.

Team and individual blogs

Your company probably needs frequent, chronological publications of personal thoughts and web links in the intranet. Your company probably has teams and individuals working on specific projects in order to share files and blogs about a project process and more. By using the Liferay Blog features, you can use HTML text editors to create or update files and blogs and to provide RSS feeds.

Liferay provides an easy way for teams and individuals to share files with the help of blogs. Blogs provide a straightforward blogging solution with features such as RSS, user and guest comments, browsable categories, tags and labels, and a rating system. Liferay's RSS with the subscription feature provides the ability to frequently read RSS feeds from within the portal framework. We will see the detailed features of Liferay Blog in Chapter 6, Blogs, WYSIWYG Editors, and Social Networking.

At the same time, What You See Is What You Get (WYSIWYG) editors provide the ability to edit web content, including the blogs' content. Less technical people can use the WYSIWYG editor instead of sifting through complex code.

Shared calendars

Many companies require calendar information and share the calendar among users from different departments.

We will see how to share a calendar within Liferay. The shared calendar can satisfy the basic business requirements incorporated into a featured business intranet, such as scheduling meetings, sending meeting invitations, checking for attendees' availability, and so on. Therefore, you can provide an environment for users to manage events and share calendars. We will see the details of calendar features in future chapters.

Document management – CMS

When there is a need for document sharing and document management, Liferay's Documents and Media library helps you with lots of features.

The Documents and Media portlet allows you to add folders and subfolders for documents and media files, and also allows users to publish documents. It serves as a repository for all types of files and makes Content management systems (CMSes) available for intranets. The Documents and Media library portlet is equipped with customizable folders and acts as a web-based solution to share documents and media files among all your team members—just as a shared drive would. All the intranet users will be able to access the files from anywhere, and the content is accessible only by those authorized by administrators. All the files are secured by the permission layer by the administrator.

Web content management – WCM

Your company may have a lot of images and documents, and you may need to manage all these images and documents as well. Therefore, you require the ability to manage a lot of web content and then publish web content in intranets.

We will see how to manage web content and how to publish web content within Liferay. Liferay Journal (Web Content) not only provides high availability to publish, manage, and maintain web content and documents, but it also separates content from the layout. Liferay WCM allows us to create, edit, and publish web content (articles). It also allows quick changes in the preview of the web content by changing the layout. It has built-in functionality, such as workflow, search, article versioning, scheduling, and metadata.

Personalization and internalization

All users can get a personal space that can be either made public (published as a website with a unique, friendly URL) or kept private. You can also customize how the space looks, what tools and applications are included, what goes into Documents and Media, and who can view and access all of this content.

In addition, Liferay supports multiple languages, where you can select your own language. Multilingual organizations get out-of-the-box support for up to 45 languages. Users can toggle among different language settings with just one click and produce/publish multilingual documents and web content. Users can make use of the internalization feature to define the specific site in a localized language.

Workflow, staging, scheduling, and publishing

You can use a workflow to manage definitions, instances, and predetermined sequences of connected steps. Workflow can be used for web content management, assets, and so on. Liferay's built-in workflow engine is called Kaleo. It allows users to set up the review and publishing process on the web content article of any document that needs to end up on the live site. Liferay 6.2 integrates with the powerful features of the workflow and data capabilities of dynamic data lists in Kaleo Forms; it's only available in Liferay Enterprise Edition.

Staging environments are integrated with Liferay's workflow engine. To have a review process for staged pages, you need to make sure you have a workflow engine configured and you have a staging setup in the workflow. We will see how we can achieve the staging environment in Chapter 9, Web Content Management.

As a content creator, you can update what you've created and publish it in a staging workflow. Other users can then review and modify it. Moreover, content editors can make a decision on whether to publish web content from staging to live, that is, you can easily create and manage everything from a simple article of text and images to fully functional websites in staging and then publish them live.

Before going live, you can schedule web content as well. For instance, you can publish web content immediately or schedule it for publishing on a specific date.

Social networks and Social Office

Liferay Portal supports social networks—you can easily manage your Google Plus, Facebook, MySpace, Twitter, and other social network accounts in Liferay. In addition, you can manage your instant messenger accounts, such as AIM, ICQ, Jabber, MSN, Skype, YM, and so on smoothly from inside Liferay.

Note

Liferay Social Office gives us a social collaboration on top of the portal—a fully virtual workspace that streamlines communication and builds up group cohesion. It provides holistic enhancement to the way you and your colleagues work together. All components in Social Office are tied together seamlessly, getting everyone on the same page by sharing the same look and feel. More importantly, the dynamic activity tracking gives us a bird's-eye view of who has been doing what and when within each individual site. Using Liferay Social Office, you can enhance your existing personal workflow with social tools, keep your team up to date, and turn collective knowledge into collective action. Note that Liferay 6.2 supports the Liferay Social Office 3.0 current version.

Liferay Sync and Marketplace

Liferay Sync is Liferay's newest product, designed to make file sharing as easy as a simple drag and drop! Liferay Sync is an add-on product for Liferay 6.1 CE, EE, and later versions, which makes it a more raw boost product and enables the end user to publish and access documents and files from multiple environments and devices, including Windows and MacOS systems, and iOS-based mobile platforms. Liferay Sync is one of the best features, and it is fully integrated into the Liferay platform. We will be go more in-depth in later chapters.

Liferay 6.1 introduced the new concept of the marketplace, which leverages the developers to develop any components or functionality and release and share it with other users. It's a user-friendly and one-stop place to share apps. Liferay Marketplace provides the portal product with add-on features with a new hub to share, browse, and download Liferay-compatible applications.

In Liferay 6.2, Marketplace comes under App Manager, where all the app-related controls can be possible. You will see this in more detail in the upcoming chapters.

More features

The intranet also arranges staff members into teams and sites, provides a way of real-time IM and chatting, and gives each user an appropriate level of access. This means that they can get all the information they need and edit and add content as necessary but won't be able to mess with sensitive information that they have no reason to see.

In particular, the portal provides an integrating framework so that you can integrate external applications easily. For example, you can integrate external applications with the portal, such as Alfresco, OpenX, LDAP, SSO CAS, Orbeon Forms, Konakart, PayPal, Solr, and so on.

In a word, the portal offers compelling benefits to today's enterprises—reduced operational costs, improved customer satisfaction, and streamlined business processes.

Everything in one place

All of these features are useful on their own. However, it gets better when you consider that all of these features will be combined into one easy-to-use searchable portal.

A user of the intranet, for example, can search for a topic—let's say financial report—and find the following in one go:

• Any group discussions about financial reports
• Blog entries within the intranet concerning financial reports
• Documents and files—perhaps the financial reports themselves
• Wiki entries with guidelines on preparing financial reports
• Calendar entries for meetings to discuss the financial report

Of course, users can also restrict their search to just one area if they already know exactly what they are looking for.

Liferay provides other features, such as tagging, in order to make it even easier to organize information across the whole intranet. We will do all of this and more over the course of the book.