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Last modified by Agnease on 2026/07/03 12:22
From version 1.1
edited by Agnease
on 2026/07/03 11:08
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To version 4.2
edited by Agnease
on 2026/07/03 11:57
Change comment: There is no comment for this version

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... ... @@ -1,0 +1,764 @@
1 +{{velocity}}
2 +#set ($discard = $xwiki.ssx.use('PublicWebSite.WebHome'))
3 +
4 +#set ($summaryCards = [{
5 + 'icon': 'book',
6 + 'title': 'Use XWiki for trusted knowledge',
7 + 'content': 'Move official documentation, policies, procedures, decisions, meeting outcomes, working group spaces and maintained knowledge into XWiki.'
8 +},{
9 + 'icon': 'pencil',
10 + 'title': 'Keep specialist tools where needed',
11 + 'content': 'Do not force XWiki to replace email, calendar, video calls, chat, desktop file sync, complex spreadsheets or presentation editing.'
12 +},{
13 + 'icon': 'road',
14 + 'title': 'Transition gradually',
15 + 'content': 'Start with one useful pilot space, define templates and ownership rules, then expand once users see XWiki as the trusted source.'
16 +}])
17 +
18 +#set ($xwikiFitCards = [{
19 + 'icon': 'sitemap',
20 + 'title': 'Structured knowledge spaces',
21 + 'content': 'Create clear spaces for teams, working groups, committees, projects, departments or public documentation areas.'
22 +},{
23 + 'icon': 'file-text-o',
24 + 'title': 'Official pages and procedures',
25 + 'content': 'Turn important documents into maintained wiki pages with history, ownership, review dates and clear navigation.'
26 +},{
27 + 'icon': 'check-square-o',
28 + 'title': 'Decision records',
29 + 'content': 'Capture decisions separately from chats, meetings and drafts so users can understand why something was agreed later.'
30 +},{
31 + 'icon': 'users',
32 + 'title': 'Working group collaboration',
33 + 'content': 'Provide each group with a homepage, meeting notes, decisions, files, responsibilities and links to external tools.'
34 +},{
35 + 'icon': 'database',
36 + 'title': 'Lightweight structured apps',
37 + 'content': 'Replace some spreadsheet-based lists with XWiki applications when the data has stable fields, owners and lifecycle rules.'
38 +},{
39 + 'icon': 'shield',
40 + 'title': 'Governed access',
41 + 'content': 'Use XWiki groups, rights and page hierarchy to create a more explicit model for internal, restricted and public knowledge.'
42 +}])
43 +
44 +#set ($notXWikiCards = [{
45 + 'icon': 'envelope-o',
46 + 'title': 'Email and calendar',
47 + 'content': 'XWiki is not a mail or scheduling platform. Keep the existing groupware or evaluate tools such as Nextcloud Groupware for calendar and contacts.'
48 +},{
49 + 'icon': 'comments-o',
50 + 'title': 'Real-time chat',
51 + 'content': 'XWiki comments and notifications do not replace chat. Use Matrix/Element, Mattermost, Nextcloud Talk or another dedicated messaging tool.'
52 +},{
53 + 'icon': 'video-camera',
54 + 'title': 'Video meetings',
55 + 'content': 'XWiki can store agendas and notes, but it should not host meetings. Use Jitsi, Nextcloud Talk or another video conferencing solution.'
56 +},{
57 + 'icon': 'cloud',
58 + 'title': 'Large file sync',
59 + 'content': 'XWiki attachments are useful around pages, but XWiki is not a desktop file synchronization platform. Use Nextcloud Files for that role.'
60 +},{
61 + 'icon': 'table',
62 + 'title': 'Complex spreadsheets',
63 + 'content': 'Budgets, calculations, pivot tables and reporting workbooks should remain in office tools such as LibreOffice, ONLYOFFICE or Collabora.'
64 +},{
65 + 'icon': 'desktop',
66 + 'title': 'Presentation editing',
67 + 'content': 'XWiki can store final decks and document the reusable knowledge behind them, but presentation authoring belongs in an office suite.'
68 +}])
69 +
70 +#set ($roadmapSteps = [{
71 + 'title': '1. Define the role of XWiki',
72 + 'content': 'Agree that XWiki is the trusted knowledge and governance layer, not a clone of Google Workspace.'
73 +},{
74 + 'title': '2. Select high-value content',
75 + 'content': 'Start with policies, procedures, decisions, working group documents, onboarding guides and maintained knowledge.'
76 +},{
77 + 'title': '3. Create templates',
78 + 'content': 'Prepare templates for working group homepages, meeting notes, decision records, policies, procedures and FAQs.'
79 +},{
80 + 'title': '4. Design permissions',
81 + 'content': 'Define public, internal, restricted and external collaboration areas before migrating content.'
82 +},{
83 + 'title': '5. Reduce login friction',
84 + 'content': 'Connect XWiki to the organization identity provider through OIDC, SAML, LDAP or another SSO approach.'
85 +},{
86 + 'title': '6. Migrate into structure',
87 + 'content': 'Do not only copy files. Give each page an owner, location, purpose, access model and review expectation.'
88 +},{
89 + 'title': '7. Expand after a pilot',
90 + 'content': 'Start with one working group or department, collect feedback, improve the structure, then repeat with more teams.'
91 +}])
92 +
93 +#set ($pilotCards = [{
94 + 'icon': 'home',
95 + 'title': 'Working group homepage',
96 + 'content': 'Purpose, scope, members, priorities, important links and current responsibilities.'
97 +},{
98 + 'icon': 'calendar',
99 + 'title': 'Meeting notes',
100 + 'content': 'Consistent notes with agenda, participants, decisions, actions and links to related pages.'
101 +},{
102 + 'icon': 'check',
103 + 'title': 'Decisions',
104 + 'content': 'Short decision records with context, options considered, decision, owner and date.'
105 +},{
106 + 'icon': 'folder-open-o',
107 + 'title': 'Documents and files',
108 + 'content': 'Important documents converted to pages when possible, with attachments or external links where needed.'
109 +},{
110 + 'icon': 'question-circle',
111 + 'title': 'Open questions',
112 + 'content': 'A visible place for unresolved topics instead of hiding them in chat or email.'
113 +},{
114 + 'icon': 'link',
115 + 'title': 'External tool links',
116 + 'content': 'Clear bridges to Drive, Nextcloud, office editors, issue trackers, chat or other tools still in use.'
117 +}])
118 +
119 +#set ($implementationItems = [
120 + 'Single sign-on with OIDC, SAML, LDAP or another identity provider.',
121 + 'A simple space model for departments, working groups, projects and public documentation.',
122 + 'Page templates for recurring content types such as meeting notes, decisions, policies and procedures.',
123 + 'Metadata fields such as owner, status, review date, audience and document type.',
124 + 'Clear group and permission model for public, internal, restricted and external collaboration areas.',
125 + 'Notifications and watch rules so users know when important pages change.',
126 + 'Structured applications for lists, registers and lightweight internal processes.',
127 + 'Optional office document integration when page-based content is not enough.',
128 + 'A migration dashboard showing selected content, owners, status and unresolved questions.'
129 +])
130 +
131 +{{html clean="false"}}
132 +
133 + <section class="resource-header" aria-labelledby="hero-title">
134 + <div class="container">
135 + <div class="text-center">
136 + <div class="hero-kicker">
137 + <i class="fa fa-exchange" aria-hidden="true"></i>
138 + XWiki migration and collaboration guidance
139 + </div>
140 + </div>
141 +
142 + <h1 id="hero-title">From Google Workspace to XWiki: a practical transition guide</h1>
143 +
144 + <p class="resource-summary">
145 + A practical guide for moving durable knowledge, documentation and governance from Google Workspace
146 + into XWiki, while keeping the right tools for files, meetings, chat, office editing and communication.
147 + </p>
148 + </div>
149 + </section>
150 +
151 + <section class="resource-page">
152 + <div class="container">
153 + <div class="resource-layout">
154 +
155 + <aside class="resource-sidebar" aria-label="Page summary">
156 + <h4>In this guide</h4>
157 + <ul>
158 + <li><a href="#main-idea">Main idea</a></li>
159 + <li><a href="#quick-view">Quick view</a></li>
160 + <li><a href="#workspace-map">Google Workspace map</a></li>
161 + <li><a href="#replacement-map">Replacement map</a></li>
162 + <li><a href="#what-belongs-in-xwiki">What belongs in XWiki</a></li>
163 + <li><a href="#not-xwiki">What not to replace</a></li>
164 + <li><a href="#open-source-stack">Open-source stack</a></li>
165 + <li><a href="#transition-plan">Transition plan</a></li>
166 + <li><a href="#pilot">Pilot example</a></li>
167 + <li><a href="#adoption">Adoption guidance</a></li>
168 + <li><a href="#implementation">Implementation checklist</a></li>
169 + <li><a href="#related-resources">Related resources</a></li>
170 + <li><a href="#faq">FAQ</a></li>
171 + </ul>
172 + </aside>
173 +
174 + <article class="resource-content">
175 +
176 + <p>
177 + Moving an organization away from <a href="https://workspace.google.com/" target="_blank" rel="noopener">Google Workspace</a>
178 + is rarely just a software migration. It changes habits, ownership, permissions, document lifecycle and the
179 + way people expect collaboration to happen.
180 + </p>
181 +
182 + <p>
183 + Google Workspace is popular because it combines documents, files, email, calendar, meetings, chat, forms,
184 + sharing and search in one familiar environment. A transition to XWiki should therefore avoid the weak argument
185 + that XWiki can replace everything. It cannot, and it should not try to.
186 + </p>
187 +
188 + <div class="resource-note">
189 + <p>
190 + <strong>The practical position:</strong> XWiki is strongest as the structured knowledge layer. It is the place
191 + for official documentation, maintained knowledge, working group spaces, policies, procedures, decisions,
192 + governance content and organizational memory.
193 + </p>
194 + </div>
195 +
196 + <h2 id="main-idea">The main idea: replace the knowledge problem, not the entire suite</h2>
197 +
198 + <p>
199 + The strongest argument for XWiki is not that it imitates Google Workspace. The strongest argument is that it
200 + solves a problem that often appears inside Google Workspace over time: scattered documents, unclear ownership,
201 + duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for the trusted
202 + version of important knowledge.
203 + </p>
204 +
205 + <div class="resource-note">
206 + <p>
207 + <strong>Summary recommendation:</strong> use XWiki as the trusted knowledge and governance layer. Move official
208 + documentation, procedures, decisions, policies, meeting outcomes and maintained knowledge into XWiki. Keep
209 + real-time office editing, email, calendar, chat, video meetings and large file sync in dedicated tools that
210 + can integrate with or link back to XWiki.
211 + </p>
212 + </div>
213 +
214 + <h2 id="quick-view">Quick view: how to position the transition</h2>
215 +
216 + <div class="services-grid resources-grid">
217 + #foreach ($entry in $summaryCards)
218 + <article class="service resource-card">
219 + <div class="service-icon" aria-hidden="true">
220 + <i class="fa fa-$entry.icon"></i>
221 + </div>
222 + <div class="service-body">
223 + <h4>$entry.title</h4>
224 + <p>$entry.content</p>
225 + </div>
226 + </article>
227 + #end
228 + </div>
229 +
230 + <h2 id="workspace-map">What Google Workspace usually provides</h2>
231 +
232 + <p>
233 + Before proposing a transition, it is useful to explain what people currently get from Google Workspace.
234 + Users are not only using a document editor. They are using a complete collaboration habit.
235 + </p>
236 +
237 + <table class="table table-bordered table-striped">
238 + <thead>
239 + <tr>
240 + <th>Google Workspace area</th>
241 + <th>What users value</th>
242 + <th>Risk over time</th>
243 + </tr>
244 + </thead>
245 + <tbody>
246 + <tr>
247 + <td>Google Docs</td>
248 + <td>Fast writing, real-time editing, comments and suggestions.</td>
249 + <td>Important documents become isolated files instead of maintained knowledge.</td>
250 + </tr>
251 + <tr>
252 + <td>Google Drive</td>
253 + <td>Easy sharing, folders, file ownership and external collaboration.</td>
254 + <td>Folder structures grow organically and become hard to govern.</td>
255 + </tr>
256 + <tr>
257 + <td>Google Sheets</td>
258 + <td>Trackers, lists, budgets, lightweight databases and reports.</td>
259 + <td>Business processes become hidden in spreadsheets.</td>
260 + </tr>
261 + <tr>
262 + <td>Google Slides</td>
263 + <td>Presentation creation and sharing.</td>
264 + <td>Reusable knowledge remains locked in slide decks.</td>
265 + </tr>
266 + <tr>
267 + <td>Google Forms</td>
268 + <td>Quick surveys, registrations and data collection.</td>
269 + <td>Collected data may remain detached from internal processes.</td>
270 + </tr>
271 + <tr>
272 + <td>Google Sites</td>
273 + <td>Simple internal or public pages.</td>
274 + <td>Content can be separated from the wider knowledge base.</td>
275 + </tr>
276 + <tr>
277 + <td>Gmail, Calendar, Meet and Chat</td>
278 + <td>Communication, scheduling, meetings and quick coordination.</td>
279 + <td>Decisions remain scattered in messages, calls and informal conversations.</td>
280 + </tr>
281 + </tbody>
282 + </table>
283 +
284 + <h2 id="replacement-map">What can move to XWiki, and what should move elsewhere</h2>
285 +
286 + <p>
287 + A successful transition separates content by purpose. Some content belongs naturally in XWiki. Some should
288 + remain in office collaboration tools. Some should move to other open-source or self-hostable systems that
289 + complement XWiki.
290 + </p>
291 +
292 + <table class="table table-bordered table-striped">
293 + <thead>
294 + <tr>
295 + <th>Current Google Workspace usage</th>
296 + <th>Recommended destination</th>
297 + <th>Transition guidance</th>
298 + </tr>
299 + </thead>
300 + <tbody>
301 + <tr>
302 + <td>Official documentation in Google Docs</td>
303 + <td>XWiki pages, spaces, page history, comments and permissions.</td>
304 + <td>Move final and maintained documentation into XWiki pages.</td>
305 + </tr>
306 + <tr>
307 + <td>Policies, procedures and governance documents</td>
308 + <td>XWiki pages with templates, metadata, review dates and ownership.</td>
309 + <td>Move to XWiki and add lifecycle rules.</td>
310 + </tr>
311 + <tr>
312 + <td>Meeting notes</td>
313 + <td>XWiki meeting note templates inside team or working group spaces.</td>
314 + <td>Start new meeting notes in XWiki and link older notes only when useful.</td>
315 + </tr>
316 + <tr>
317 + <td>Working group or committee documents</td>
318 + <td>XWiki spaces with homepage, members, notes, decisions and documents.</td>
319 + <td>Create one structured space per group.</td>
320 + </tr>
321 + <tr>
322 + <td>Decision records</td>
323 + <td>XWiki decision page template.</td>
324 + <td>Move decisions out of scattered Docs, email and chat.</td>
325 + </tr>
326 + <tr>
327 + <td>Google Sites pages</td>
328 + <td>XWiki public or private spaces.</td>
329 + <td>Move informational pages that need history, permissions or governance.</td>
330 + </tr>
331 + <tr>
332 + <td>Shared file archive</td>
333 + <td>XWiki attachments for curated files; <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a> for general file sharing.</td>
334 + <td>Use XWiki for files attached to knowledge pages, not for massive file sync.</td>
335 + </tr>
336 + <tr>
337 + <td>Simple trackers in Google Sheets</td>
338 + <td>XWiki structured applications, <a href="https://extensions.xwiki.org/xwiki/bin/view/Extension/App%20Within%20Minutes%20Application" target="_blank" rel="noopener">App Within Minutes</a> or custom XWiki apps.</td>
339 + <td>Move recurring lists with stable fields and clear ownership.</td>
340 + </tr>
341 + <tr>
342 + <td>Collaborative drafting in Google Docs</td>
343 + <td>XWiki pages for final content; <a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE Docs</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora Online</a> for office editing.</td>
344 + <td>Use XWiki for the maintained version, not every draft.</td>
345 + </tr>
346 + <tr>
347 + <td>Forms and surveys</td>
348 + <td>XWiki forms for internal processes; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
349 + <td>Use the right tool depending on whether it is workflow data or survey data.</td>
350 + </tr>
351 + </tbody>
352 + </table>
353 +
354 + <h2 id="what-belongs-in-xwiki">What belongs naturally in XWiki</h2>
355 +
356 + <p>
357 + XWiki is a strong destination for information that should be easy to find, maintain, discuss, review and trust
358 + over time.
359 + </p>
360 +
361 + <div class="services-grid resources-grid">
362 + #foreach ($entry in $xwikiFitCards)
363 + <article class="service resource-card">
364 + <div class="service-icon" aria-hidden="true">
365 + <i class="fa fa-$entry.icon"></i>
366 + </div>
367 + <div class="service-body">
368 + <h4>$entry.title</h4>
369 + <p>$entry.content</p>
370 + </div>
371 + </article>
372 + #end
373 + </div>
374 +
375 + <h2 id="not-xwiki">What should not be replaced by XWiki</h2>
376 +
377 + <p>
378 + A credible transition guide should clearly explain where XWiki is not the right tool. This avoids unrealistic
379 + expectations and helps the organization design a better collaboration stack.
380 + </p>
381 +
382 + <div class="services-grid resources-grid">
383 + #foreach ($entry in $notXWikiCards)
384 + <article class="service resource-card">
385 + <div class="service-icon" aria-hidden="true">
386 + <i class="fa fa-$entry.icon"></i>
387 + </div>
388 + <div class="service-body">
389 + <h4>$entry.title</h4>
390 + <p>$entry.content</p>
391 + </div>
392 + </article>
393 + #end
394 + </div>
395 +
396 + <div class="resource-note">
397 + <p>
398 + <strong>In practice:</strong> the goal is not to make XWiki do everything. The goal is to make XWiki the
399 + trusted home for maintained knowledge, while integrating or linking to the right tools for files, office
400 + editing, chat, meetings and identity.
401 + </p>
402 + </div>
403 +
404 + <h2 id="open-source-stack">Open-source alternatives that can complement XWiki</h2>
405 +
406 + <p>
407 + For organizations trying to reduce dependency on Google Workspace, XWiki can become part of a broader
408 + open-source collaboration architecture. The exact stack depends on hosting preferences, support needs,
409 + security requirements and user expectations.
410 + </p>
411 +
412 + <table class="table table-bordered table-striped">
413 + <thead>
414 + <tr>
415 + <th>Need</th>
416 + <th>Possible solution</th>
417 + <th>How it works with XWiki</th>
418 + </tr>
419 + </thead>
420 + <tbody>
421 + <tr>
422 + <td>Structured knowledge base</td>
423 + <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
424 + <td>Main platform for documentation, governance, knowledge management and structured content.</td>
425 + </tr>
426 + <tr>
427 + <td>File sync and sharing</td>
428 + <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
429 + <td>Use for general file storage and sharing; link important files from XWiki pages.</td>
430 + </tr>
431 + <tr>
432 + <td>Office document editing</td>
433 + <td><a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE Docs</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora Online</a></td>
434 + <td>Use for documents, spreadsheets and presentations that need office-style editing.</td>
435 + </tr>
436 + <tr>
437 + <td>Chat and team messaging</td>
438 + <td><a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a> or <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a></td>
439 + <td>Use for real-time conversation; move durable decisions and outcomes back into XWiki.</td>
440 + </tr>
441 + <tr>
442 + <td>Video meetings</td>
443 + <td><a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a> or <a href="https://nextcloud.com/talk/" target="_blank" rel="noopener">Nextcloud Talk</a></td>
444 + <td>Use for calls; store agendas, notes and decisions in XWiki.</td>
445 + </tr>
446 + <tr>
447 + <td>Surveys and advanced forms</td>
448 + <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
449 + <td>Use for survey campaigns; publish results, summaries or procedures in XWiki.</td>
450 + </tr>
451 + <tr>
452 + <td>Identity and SSO</td>
453 + <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, Microsoft Entra ID, Google identity or another OIDC/SAML provider.</td>
454 + <td>Use SSO so users access XWiki without a separate password and with mapped groups where appropriate.</td>
455 + </tr>
456 + </tbody>
457 + </table>
458 +
459 + <h2 id="transition-plan">A practical transition plan</h2>
460 +
461 + <p>
462 + The safest transition is gradual. The organization should not begin by migrating every Google Drive folder.
463 + That approach creates too much noise, too many permission questions and too many low-value documents.
464 + </p>
465 +
466 + <ol class="process-list">
467 + #foreach ($entry in $roadmapSteps)
468 + <li>
469 + <strong>$entry.title</strong>
470 + $entry.content
471 + </li>
472 + #end
473 + </ol>
474 +
475 + <h2 id="pilot">A good pilot: one working group space</h2>
476 +
477 + <p>
478 + A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
479 + committee, project team or community group can move its durable knowledge into XWiki while keeping office
480 + tools for drafting, spreadsheets and presentations when needed.
481 + </p>
482 +
483 + <div class="services-grid resources-grid">
484 + #foreach ($entry in $pilotCards)
485 + <article class="service resource-card">
486 + <div class="service-icon" aria-hidden="true">
487 + <i class="fa fa-$entry.icon"></i>
488 + </div>
489 + <div class="service-body">
490 + <h4>$entry.title</h4>
491 + <p>$entry.content</p>
492 + </div>
493 + </article>
494 + #end
495 + </div>
496 +
497 + <div class="resource-note">
498 + <p>
499 + <strong>Pilot success question:</strong> can members find the current and trusted version of important
500 + information faster than before?
501 + </p>
502 + </div>
503 +
504 + <h2 id="adoption">How to convince the team to use XWiki</h2>
505 +
506 + <p>
507 + People do not usually change collaboration habits because a new platform exists. They change when the new
508 + platform makes an important part of their work easier, clearer or more reliable.
509 + </p>
510 +
511 + <p>
512 + A useful adoption message is:
513 + </p>
514 +
515 + <div class="resource-note">
516 + <p>
517 + <strong>XWiki is not another folder where files disappear. It is the place where the organization keeps
518 + the current version, the owner, the context, the decision and the links around important knowledge.</strong>
519 + </p>
520 + </div>
521 +
522 + <p>
523 + Simple rules help adoption more than abstract platform arguments:
524 + </p>
525 +
526 + <ul class="resource-checklist">
527 + <li>If it is official, maintained or reusable, it belongs in XWiki.</li>
528 + <li>If it is a temporary draft, it can stay in an office editor until it becomes useful knowledge.</li>
529 + <li>If it is a complex spreadsheet, do not force it into XWiki.</li>
530 + <li>If it was decided in a meeting or chat, summarize the decision in XWiki.</li>
531 + <li>If nobody owns it, do not migrate it as current content.</li>
532 + <li>If users need the same answer repeatedly, create or improve an XWiki page.</li>
533 + </ul>
534 +
535 + <h2 id="implementation">Practical XWiki features to implement early</h2>
536 +
537 + <p>
538 + The following improvements can make the transition easier to accept and easier to govern.
539 + </p>
540 +
541 + <ul class="resource-checklist">
542 + #foreach ($item in $implementationItems)
543 + <li>$item</li>
544 + #end
545 + </ul>
546 +
547 + <h2>Example transition scenarios</h2>
548 +
549 + <h3>Scenario 1: Working group documentation</h3>
550 + <p>
551 + A working group has Google Docs for agendas, meeting notes, decisions and reference files. In XWiki, this can
552 + become a structured space with a homepage, meeting note template, decision records, document list, open
553 + questions and links to files that remain in Nextcloud or another storage system.
554 + </p>
555 +
556 + <h3>Scenario 2: Policies and procedures</h3>
557 + <p>
558 + Policies stored as Google Docs can become XWiki pages with owner, review date, status, history and restricted
559 + edit rights. This makes it easier to know which version is current and who is responsible for keeping it updated.
560 + </p>
561 +
562 + <h3>Scenario 3: Spreadsheet tracker</h3>
563 + <p>
564 + A simple Google Sheet used as a list of requests, assets, documents or contacts may become a small XWiki
565 + application when the fields are stable. A complex financial model or reporting workbook should remain in an
566 + office spreadsheet tool.
567 + </p>
568 +
569 + <h2>Recommended target architecture</h2>
570 +
571 + <p>
572 + A realistic architecture does not replace every Google Workspace feature with XWiki. It gives each tool a clear role.
573 + </p>
574 +
575 + <table class="table table-bordered table-striped">
576 + <thead>
577 + <tr>
578 + <th>Layer</th>
579 + <th>Recommended role</th>
580 + </tr>
581 + </thead>
582 + <tbody>
583 + <tr>
584 + <td>XWiki</td>
585 + <td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>
586 + </tr>
587 + <tr>
588 + <td>Nextcloud or equivalent</td>
589 + <td>General file storage, file sharing, sync clients and optional groupware.</td>
590 + </tr>
591 + <tr>
592 + <td>ONLYOFFICE, Collabora or LibreOffice</td>
593 + <td>Office document editing for documents, spreadsheets and presentations.</td>
594 + </tr>
595 + <tr>
596 + <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
597 + <td>Real-time messaging and team coordination.</td>
598 + </tr>
599 + <tr>
600 + <td>Jitsi or another meeting tool</td>
601 + <td>Video meetings and calls.</td>
602 + </tr>
603 + <tr>
604 + <td>Keycloak or existing identity provider</td>
605 + <td>SSO, group mapping and identity lifecycle.</td>
606 + </tr>
607 + </tbody>
608 + </table>
609 +
610 + <div id="related-resources" class="resource-note related-resources">
611 + <p><strong>Related Agnease resources:</strong></p>
612 + <ul>
613 + <li><a href="$xwiki.getURL('services.xwiki-migrations')">XWiki migration services</a></li>
614 + <li><a href="$xwiki.getURL('services.xwiki-authentication-access-control')">Authentication and access control for XWiki</a></li>
615 + <li><a href="$xwiki.getURL('resources.xwiki-custom-development')">How to customize XWiki without creating upgrade problems</a></li>
616 + <li><a href="$xwiki.getURL('resources.xwiki-access-rights-governance')">Why XWiki access rights need a clear governance model</a></li>
617 + <li><a href="$xwiki.getURL('resources.xwiki-security-review')">What an XWiki security review should actually include</a></li>
618 + </ul>
619 + </div>
620 +
621 + <h2 id="faq">FAQ</h2>
622 +
623 + <details class="resource-faq-item" open>
624 + <summary>Can XWiki replace Google Workspace completely?</summary>
625 + <p>
626 + Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,
627 + chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured
628 + knowledge and documentation layer.
629 + </p>
630 + </details>
631 +
632 + <details class="resource-faq-item">
633 + <summary>Can XWiki replace Google Docs?</summary>
634 + <p>
635 + It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,
636 + decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,
637 + an office editor such as ONLYOFFICE or Collabora may still be useful.
638 + </p>
639 + </details>
640 +
641 + <details class="resource-faq-item">
642 + <summary>Can XWiki replace Google Drive?</summary>
643 + <p>
644 + Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,
645 + but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better
646 + fit for that role.
647 + </p>
648 + </details>
649 +
650 + <details class="resource-faq-item">
651 + <summary>What is the best first step?</summary>
652 + <p>
653 + Start with one high-value pilot: a working group, committee, department or project that has real
654 + documentation pain. Create the structure, templates, permissions and migration rules for that pilot before
655 + expanding.
656 + </p>
657 + </details>
658 +
659 + <details class="resource-faq-item">
660 + <summary>How do you convince users to try XWiki?</summary>
661 + <p>
662 + Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives users a clearer,
663 + more reliable place for trusted knowledge: the current document, the owner, the status, the related decisions
664 + and the wider context.
665 + </p>
666 + </details>
667 +
668 + <details class="resource-faq-item">
669 + <summary>What should remain outside XWiki during transition?</summary>
670 + <p>
671 + Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and
672 + anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or
673 + replace that workflow.
674 + </p>
675 + </details>
676 +
677 + </article>
678 + </div>
679 + </div>
680 + </section>
681 +
682 + <section class="cta-section" aria-labelledby="google-workspace-xwiki-cta-title">
683 + <div class="container">
684 + <div class="cta-panel">
685 + <h2 id="google-workspace-xwiki-cta-title">Planning a transition from Google Workspace to XWiki?</h2>
686 + <p>
687 + Agnease can help evaluate what should move to XWiki, what should remain in office collaboration tools,
688 + and how to design the right structure, permissions, templates, SSO and migration approach.
689 + </p>
690 + <a class="btn btn-primary" href="$xwiki.getURL('contact.WebHome')">Request a consultation</a>
691 + </div>
692 + </div>
693 + </section>
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