Last modified by Agnease on 2026/07/03 12:22

From version 1.3
edited by Agnease
on 2026/07/03 11:08
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To version 3.3
edited by Agnease
on 2026/07/03 11:50
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... ... @@ -7,7 +7,7 @@
7 7   <div class="text-center">
8 8   <div class="hero-kicker">
9 9   <i class="fa fa-exchange" aria-hidden="true"></i>
10 - XWiki migration guidance
10 + XWiki migration and collaboration guidance
11 11   </div>
12 12   </div>
13 13  
... ... @@ -14,8 +14,8 @@
14 14   <h1 id="hero-title">From Google Workspace to XWiki: a practical transition guide</h1>
15 15  
16 16   <p class="resource-summary">
17 - A straightforward guide for organizations that want to move durable knowledge, documentation and governance
18 - from Google Workspace into XWiki, without pretending that XWiki should replace every collaboration tool.
17 + A practical guide for moving durable knowledge, documentation and governance from Google Workspace
18 + into XWiki, while keeping the right tools for real-time editing, files, meetings and communication.
19 19   </p>
20 20   </div>
21 21   </section>
... ... @@ -28,13 +28,17 @@
28 28   <h4>In this guide</h4>
29 29   <ul>
30 30   <li><a href="#main-idea">Main idea</a></li>
31 - <li><a href="#workspace-map">What Google Workspace covers</a></li>
31 + <li><a href="#workspace-map">Google Workspace map</a></li>
32 32   <li><a href="#replacement-map">What can move to XWiki</a></li>
33 - <li><a href="#not-xwiki">What should not move to XWiki</a></li>
33 + <li><a href="#what-belongs-in-xwiki">What belongs in XWiki</a></li>
34 + <li><a href="#not-xwiki">What should not move</a></li>
34 34   <li><a href="#open-source-stack">Open-source alternatives</a></li>
35 35   <li><a href="#transition-plan">Transition plan</a></li>
36 36   <li><a href="#pilot">Pilot example</a></li>
37 37   <li><a href="#adoption">Adoption guidance</a></li>
39 + <li><a href="#implementation">XWiki features to implement</a></li>
40 + <li><a href="#example-architecture">Example architecture</a></li>
41 + <li><a href="#related-resources">Related resources</a></li>
38 38   <li><a href="#faq">FAQ</a></li>
39 39   </ul>
40 40   </aside>
... ... @@ -42,8 +42,9 @@
42 42   <article class="resource-content">
43 43  
44 44   <p>
45 - Moving an organization away from Google Workspace is rarely just a software migration. It is also a change in
46 - habits, ownership, permissions, document lifecycle and the way people expect collaboration to happen.
49 + Moving an organization away from <a href="https://workspace.google.com/" target="_blank" rel="noopener">Google Workspace</a>
50 + is rarely just a software migration. It is also a change in habits, ownership, permissions, document lifecycle
51 + and the way people expect collaboration to happen.
47 47   </p>
48 48  
49 49   <p>
... ... @@ -61,6 +61,15 @@
61 61   </p>
62 62   </div>
63 63  
69 + <div class="resource-note">
70 + <p>
71 + <strong>Summary recommendation:</strong> use XWiki as the trusted knowledge and governance layer. Move official
72 + documentation, procedures, decisions, policies, meeting outcomes and maintained knowledge into XWiki. Keep
73 + real-time office editing, email, calendar, chat, video meetings and large file sync in dedicated tools that
74 + can integrate with or link back to XWiki.
75 + </p>
76 + </div>
77 +
64 64   <p>
65 65   A realistic transition does not start by moving everything out of Google Drive. It starts by deciding what kind
66 66   of information should become durable, structured and maintained in XWiki, and what kind of work should remain
... ... @@ -161,7 +161,7 @@
161 161   <tbody>
162 162   <tr>
163 163   <td>Official documentation in Google Docs</td>
164 - <td>XWiki pages, spaces, navigation, page history, comments and permissions.</td>
178 + <td><a href="https://www.xwiki.org/xwiki/bin/view/Documentation/UserGuide/Features/" target="_blank" rel="noopener">XWiki pages</a>, spaces, navigation, page history, comments and permissions.</td>
165 165   <td>Excellent</td>
166 166   <td>Move final and maintained documentation to XWiki pages.</td>
167 167   </tr>
... ... @@ -197,31 +197,31 @@
197 197   </tr>
198 198   <tr>
199 199   <td>Shared file archive</td>
200 - <td>XWiki attachments, File Manager-style applications or linked external storage.</td>
214 + <td>XWiki attachments, File Manager-style applications or linked external storage such as <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a>.</td>
201 201   <td>Good, with limits</td>
202 202   <td>Use XWiki for curated files attached to knowledge pages, not for massive file sync.</td>
203 203   </tr>
204 204   <tr>
205 205   <td>Simple trackers in Google Sheets</td>
206 - <td>XWiki structured applications, App Within Minutes or custom XWiki apps.</td>
220 + <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>
207 207   <td>Good for structured records</td>
208 208   <td>Move recurring lists with stable fields; keep complex spreadsheets elsewhere.</td>
209 209   </tr>
210 210   <tr>
211 211   <td>Collaborative drafting in Google Docs</td>
212 - <td>XWiki real-time editing or office document integrations such as ONLYOFFICE or Collabora.</td>
226 + <td>XWiki real-time editing or office document integrations such as <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>
213 213   <td>Partial</td>
214 214   <td>Use XWiki for final content; test collaborative editing needs separately.</td>
215 215   </tr>
216 216   <tr>
217 217   <td>Forms and surveys</td>
218 - <td>XWiki forms for internal structured data; LimeSurvey or similar tools for advanced surveys.</td>
232 + <td>XWiki forms for internal structured data; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
219 219   <td>Partial</td>
220 220   <td>Use XWiki for workflow forms, not necessarily for all survey campaigns.</td>
221 221   </tr>
222 222   <tr>
223 223   <td>Slides and presentation decks</td>
224 - <td>XWiki pages for the reusable knowledge behind the presentation.</td>
238 + <td>XWiki pages for the reusable knowledge behind the presentation; office tools for authoring.</td>
225 225   <td>Limited</td>
226 226   <td>Store final slides as attachments if needed, but document the core knowledge in XWiki.</td>
227 227   </tr>
... ... @@ -281,7 +281,7 @@
281 281  
282 282   <p>
283 283   A credible transition guide should clearly explain where XWiki is not the right tool. This avoids unrealistic
284 - expectations and helps the organization design a better open collaboration stack.
298 + expectations and helps the organization design a better collaboration stack.
285 285   </p>
286 286  
287 287   <table class="table table-bordered table-striped">
... ... @@ -301,17 +301,17 @@
301 301   <tr>
302 302   <td>Calendar and scheduling</td>
303 303   <td>XWiki can display or manage calendar-like information, but it is not a full scheduling suite.</td>
304 - <td>Use a groupware platform such as Nextcloud Groupware or keep the existing calendar system.</td>
318 + <td>Use a groupware platform such as <a href="https://nextcloud.com/groupware/" target="_blank" rel="noopener">Nextcloud Groupware</a> or keep the existing calendar system.</td>
305 305   </tr>
306 306   <tr>
307 307   <td>Video meetings</td>
308 308   <td>XWiki is not a video conferencing system.</td>
309 - <td>Use Jitsi, Nextcloud Talk or another dedicated meeting tool.</td>
323 + <td>Use <a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a>, <a href="https://nextcloud.com/talk/" target="_blank" rel="noopener">Nextcloud Talk</a> or another dedicated meeting tool.</td>
310 310   </tr>
311 311   <tr>
312 312   <td>Instant messaging and chat</td>
313 313   <td>XWiki comments and notifications do not replace real-time chat.</td>
314 - <td>Use Matrix/Element, Mattermost, Nextcloud Talk or another chat platform.</td>
328 + <td>Use <a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a>, <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a>, Nextcloud Talk or another chat platform.</td>
315 315   </tr>
316 316   <tr>
317 317   <td>General file sync and desktop folder replacement</td>
... ... @@ -363,37 +363,37 @@
363 363   <tbody>
364 364   <tr>
365 365   <td>Structured knowledge base</td>
366 - <td>XWiki</td>
380 + <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
367 367   <td>Main platform for documentation, governance, knowledge management and structured pages.</td>
368 368   </tr>
369 369   <tr>
370 370   <td>File sync and file sharing</td>
371 - <td>Nextcloud Files</td>
385 + <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
372 372   <td>Use for general file storage and sharing; link important files from XWiki pages when needed.</td>
373 373   </tr>
374 374   <tr>
375 375   <td>Office document editing</td>
376 - <td>ONLYOFFICE Docs or Collabora Online</td>
390 + <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>
377 377   <td>Use for documents, spreadsheets and presentations; integrate with XWiki where office attachments must be edited directly.</td>
378 378   </tr>
379 379   <tr>
380 380   <td>Chat and team messaging</td>
381 - <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
395 + <td><a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a>, <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a> or Nextcloud Talk</td>
382 382   <td>Use for real-time conversations; move durable decisions and outcomes back into XWiki.</td>
383 383   </tr>
384 384   <tr>
385 385   <td>Video meetings</td>
386 - <td>Jitsi or Nextcloud Talk</td>
400 + <td><a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a> or Nextcloud Talk</td>
387 387   <td>Use for calls; store agendas, notes and decisions in XWiki.</td>
388 388   </tr>
389 389   <tr>
390 390   <td>Surveys and advanced forms</td>
391 - <td>LimeSurvey</td>
405 + <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
392 392   <td>Use for survey campaigns; publish results or documentation in XWiki.</td>
393 393   </tr>
394 394   <tr>
395 395   <td>Identity and SSO</td>
396 - <td>Keycloak, existing Google identity, Microsoft Entra ID or another OIDC/SAML provider</td>
410 + <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, existing Google identity, Microsoft Entra ID or another OIDC/SAML provider</td>
397 397   <td>Use SSO so users access XWiki without a separate password and with mapped groups where appropriate.</td>
398 398   </tr>
399 399   </tbody>
... ... @@ -471,8 +471,9 @@
471 471  
472 472   <p>
473 473   If users need another account and another password, adoption becomes harder. XWiki should be connected to the
474 - organization's identity provider where possible. This can also support cleaner group mapping and a better
475 - external collaborator lifecycle.
488 + organization's identity provider where possible. This can use XWiki authentication integrations such as
489 + <a href="https://extensions.xwiki.org/xwiki/bin/view/Extension/OpenID%20Connect/OpenID%20Connect%20Authenticator/" target="_blank" rel="noopener">OpenID Connect</a>,
490 + SAML or LDAP, and can also support cleaner group mapping and a better external collaborator lifecycle.
476 476   </p>
477 477  
478 478   <h3>5. Define permissions and ownership rules</h3>
... ... @@ -758,99 +758,103 @@
758 758   </thead>
759 759   <tbody>
760 760   <tr>
761 - <td>XWiki</td>
776 + <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
762 762   <td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>
763 763   </tr>
764 764   <tr>
765 - <td>Nextcloud</td>
780 + <td><a href="https://nextcloud.com/" target="_blank" rel="noopener">Nextcloud</a></td>
766 766   <td>General file storage, file sharing, sync clients and optional groupware.</td>
767 767   </tr>
768 768   <tr>
769 - <td>ONLYOFFICE or Collabora</td>
784 + <td><a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora</a></td>
770 770   <td>Office document editing for documents, spreadsheets and presentations.</td>
771 771   </tr>
772 772   <tr>
773 - <td>Matrix/Element or Mattermost</td>
788 + <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>
774 774   <td>Real-time messaging and team coordination.</td>
775 775   </tr>
776 776   <tr>
777 - <td>Jitsi or Nextcloud Talk</td>
792 + <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>
778 778   <td>Video meetings and calls.</td>
779 779   </tr>
780 780   <tr>
781 - <td>Keycloak or existing identity provider</td>
796 + <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a> or existing identity provider</td>
782 782   <td>SSO, group mapping and identity lifecycle.</td>
783 783   </tr>
784 784   <tr>
785 - <td>LimeSurvey</td>
800 + <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
786 786   <td>Advanced surveys and research-style data collection.</td>
787 787   </tr>
788 788   </tbody>
789 789   </table>
790 790  
806 + <div id="related-resources" class="resource-note related-resources">
807 + <p><strong>Related Agnease resources:</strong></p>
808 + <ul>
809 + <li><a href="$xwiki.getURL('services.xwiki-migrations')">XWiki migration services</a></li>
810 + <li><a href="$xwiki.getURL('services.xwiki-authentication-access-control')">Authentication and access control for XWiki</a></li>
811 + <li><a href="$xwiki.getURL('resources.xwiki-custom-development')">How to customize XWiki without creating upgrade problems</a></li>
812 + <li><a href="$xwiki.getURL('resources.xwiki-access-rights-governance')">Why XWiki access rights need a clear governance model</a></li>
813 + <li><a href="$xwiki.getURL('resources.xwiki-security-review')">What an XWiki security review should actually include</a></li>
814 + </ul>
815 + </div>
816 +
791 791   <h2 id="faq">FAQ</h2>
792 792  
793 - <h3>Can XWiki replace Google Workspace completely?</h3>
794 - <p>
795 - Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,
796 - chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured
797 - knowledge and documentation layer.
798 - </p>
819 + <details class="resource-faq-item" open>
820 + <summary>Can XWiki replace Google Workspace completely?</summary>
821 + <p>
822 + Not realistically. XWiki should not be presented as a full replacement for email, calendar,
823 + video meetings, chat, file sync, spreadsheets and presentation editing. It is much better
824 + positioned as the structured knowledge and documentation layer.
825 + </p>
826 + </details>
799 799  
800 - <h3>Can XWiki replace Google Docs?</h3>
801 - <p>
802 - It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,
803 - decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,
804 - an office editor such as ONLYOFFICE or Collabora may still be useful.
805 - </p>
828 + <details class="resource-faq-item">
829 + <summary>Can XWiki replace Google Docs?</summary>
830 + <p>
831 + It can replace many Google Docs that are actually long-term documentation: policies,
832 + procedures, notes, decisions, guides and knowledge base articles. For fast real-time drafting
833 + or complex office formatting, an office editor such as ONLYOFFICE or Collabora may still be useful.
834 + </p>
835 + </details>
806 806  
807 - <h3>Can XWiki replace Google Drive?</h3>
808 - <p>
809 - Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,
810 - but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better
811 - fit for that role.
812 - </p>
837 + <details class="resource-faq-item">
838 + <summary>Can XWiki replace Google Drive?</summary>
839 + <p>
840 + Partially. XWiki can manage attachments around knowledge pages and can support file-oriented
841 + applications, but it should not be treated as a full desktop file sync and sharing platform.
842 + Nextcloud is usually a better fit for that role.
843 + </p>
844 + </details>
813 813  
814 - <h3>What is the best first step?</h3>
815 - <p>
816 - Start with one high-value pilot: a working group, committee, department or project that has real documentation
817 - pain. Create the structure, templates, permissions and migration rules for that pilot before expanding.
818 - </p>
846 + <details class="resource-faq-item">
847 + <summary>What is the best first step?</summary>
848 + <p>
849 + Start with one high-value pilot: a working group, committee, department or project that has
850 + real documentation pain. Create the structure, templates, permissions and migration rules for
851 + that pilot before expanding.
852 + </p>
853 + </details>
819 819  
820 - <h3>How do you convince users to try XWiki?</h3>
821 - <p>
822 - Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives them a clearer,
823 - more reliable place for trusted knowledge. The new platform should solve a visible problem: finding the right
824 - document, knowing who owns it, understanding whether it is current and seeing related decisions in context.
825 - </p>
855 + <details class="resource-faq-item">
856 + <summary>How do you convince users to try XWiki?</summary>
857 + <p>
858 + Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives
859 + users a clearer, more reliable place for trusted knowledge: the current document, the owner,
860 + the status, the related decisions and the wider context.
861 + </p>
862 + </details>
826 826  
827 - <h3>What should remain in Google Workspace during transition?</h3>
828 - <p>
829 - Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and
830 - anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or
831 - replace that workflow.
832 - </p>
864 + <details class="resource-faq-item">
865 + <summary>What should remain outside XWiki during transition?</summary>
866 + <p>
867 + Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations
868 + and anything without a clear owner can remain outside XWiki until the organization has a reason
869 + to migrate or replace that workflow.
870 + </p>
871 + </details>
833 833  
834 - <h2 id="sources">Useful reference links</h2>
835 -
836 - <ul>
837 - <li><a href="https://workspace.google.com/">Google Workspace product overview</a></li>
838 - <li><a href="https://www.xwiki.org/xwiki/bin/view/Documentation/UserGuide/Features/">XWiki user features</a></li>
839 - <li><a href="https://extensions.xwiki.org/xwiki/bin/view/Extension/App%20Within%20Minutes%20Application">XWiki App Within Minutes</a></li>
840 - <li><a href="https://extensions.xwiki.org/xwiki/bin/view/Extension/OpenID%20Connect/OpenID%20Connect%20Authenticator/">XWiki OpenID Connect Authenticator</a></li>
841 - <li><a href="https://store.xwiki.com/xwiki/bin/view/Extension/OnlyOfficeConnectorApplication">XWiki ONLYOFFICE Connector</a></li>
842 - <li><a href="https://store.xwiki.com/xwiki/bin/view/Extension/Collabora%20Connector%20Application%20%28Pro%29/">XWiki Collabora Connector</a></li>
843 - <li><a href="https://extensions.xwiki.org/xwiki/bin/view/Extension/Nextcloud%20Application/">XWiki Nextcloud Application</a></li>
844 - <li><a href="https://nextcloud.com/">Nextcloud</a></li>
845 - <li><a href="https://www.onlyoffice.com/docs">ONLYOFFICE Docs</a></li>
846 - <li><a href="https://www.collaboraonline.com/">Collabora Online</a></li>
847 - <li><a href="https://mattermost.com/">Mattermost</a></li>
848 - <li><a href="https://element.io/">Element / Matrix</a></li>
849 - <li><a href="https://jitsi.org/">Jitsi</a></li>
850 - <li><a href="https://www.limesurvey.org/">LimeSurvey</a></li>
851 - <li><a href="https://www.keycloak.org/">Keycloak</a></li>
852 - </ul>
853 -
854 854   </article>
855 855   </div>
856 856   </div>
... ... @@ -869,5 +869,73 @@
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