Changes for page From Google Workspace to XWiki: A Practical Transition Guide

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1	1	{{velocity}}
2	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	+
3	3	{{html clean="false"}}
4	4
5	5	<section class="resource-header" aria-labelledby="hero-title">
...	...	@@ -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
	138	+ 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.
	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.
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>
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>
34		- <li><a href="#open-source-stack">Open-source alternatives</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>
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>
	168	+ <li><a href="#implementation">Implementation checklist</a></li>
	169	+ <li><a href="#related-resources">Related resources</a></li>
38	38	<li><a href="#faq">FAQ</a></li>
39	39	</ul>
40	40	</aside>
...	...	@@ -42,56 +42,78 @@
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.
	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.
47	47	</p>
48	48
49	49	<p>
50		- Google Workspace is often successful because it is the default place where people write documents, share files,
51		- collaborate in real time, collect information, meet, chat and search. This makes any transition feel difficult,
52		- especially when users are already comfortable with the existing tools.
	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.
53	53	</p>
54	54
55	55	<div class="resource-note">
56	56	<p>
57		- <strong>The practical position:</strong> XWiki should not be presented as a full one-to-one replacement for
58		- Google Workspace. XWiki is strongest as the structured knowledge layer: official documentation, working group
59		- spaces, policies, procedures, meeting notes, decisions, knowledge bases, governance content and maintained
60		- organizational memory.
	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.
61	61	</p>
62	62	</div>
63	63
64		- <p>
65		- A realistic transition does not start by moving everything out of Google Drive. It starts by deciding what kind
66		- of information should become durable, structured and maintained in XWiki, and what kind of work should remain
67		- in office, file-sharing, communication or meeting tools.
68		- </p>
	196	+ <h2 id="main-idea">The main idea: replace the knowledge problem, not the entire suite</h2>
69	69
70		- <h2 id="main-idea">The main idea: do not replace the suite, replace the knowledge problem</h2>
71		-
72	72	<p>
73		- The strongest argument for XWiki is not that it can imitate Google Workspace. The strongest argument is that
74		- it can solve a problem that often appears inside Google Workspace over time: scattered documents, unclear
75		- ownership, duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for
76		- the trusted version of important knowledge.
	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.
77	77	</p>
78	78
79		- <p>
80		- A useful message for an organization is:
81		- </p>
82		-
83	83	<div class="resource-note">
84	84	<p>
85		- <strong>Use Google-style office tools for fast drafting and real-time editing when needed. Use XWiki for
86		- trusted, maintained, structured knowledge that people need to find and rely on later.</strong>
	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.
87	87	</p>
88	88	</div>
89	89
	214	+ <div class="resource-inline-cta">
	215	+ <div>
	216	+ <h3>Need a transition plan your team can agree on?</h3>
	217	+ <p>
	218	+ Agnease can help map current Google Workspace usage, identify what should move to XWiki,
	219	+ define the right open-source alternatives, and prepare a realistic pilot migration.
	220	+ </p>
	221	+ </div>
	222	+
	223	+ <a class="btn btn-primary" href="$xwiki.getURL('contact.WebHome')">
	224	+ Discuss your transition
	225	+ </a>
	226	+ </div>
	227	+
	228	+ <h2 id="quick-view">Quick view: how to position the transition</h2>
	229	+
	230	+ <div class="services-grid resources-grid">
	231	+ #foreach ($entry in $summaryCards)
	232	+ <article class="service resource-card">
	233	+ <div class="service-icon" aria-hidden="true">
	234	+ <i class="fa fa-$entry.icon"></i>
	235	+ </div>
	236	+ <div class="service-body">
	237	+ <h4>$entry.title</h4>
	238	+ <p>$entry.content</p>
	239	+ </div>
	240	+ </article>
	241	+ #end
	242	+ </div>
	243	+
90	90	<h2 id="workspace-map">What Google Workspace usually provides</h2>
91	91
92	92	<p>
93		- Before proposing a transition, it is important to understand why users are attached to Google Workspace.
94		- They are not only attached to a document editor. They are attached to an entire collaboration habit.
	247	+ Before proposing a transition, it is useful to explain what people currently get from Google Workspace.
	248	+ Users are not only using a document editor. They are using a complete collaboration habit.
95	95	</p>
96	96
97	97	<table class="table table-bordered table-striped">
...	...	@@ -98,8 +98,8 @@
98	98	<thead>
99	99	<tr>
100	100	<th>Google Workspace area</th>
101		- <th>What users usually value</th>
102		- <th>Typical organizational risk over time</th>
	255	+ <th>What users value</th>
	256	+ <th>Risk over time</th>
103	103	</tr>
104	104	</thead>
105	105	<tbody>
...	...	@@ -106,47 +106,47 @@
106	106	<tr>
107	107	<td>Google Docs</td>
108	108	<td>Fast writing, real-time editing, comments and suggestions.</td>
109		- <td>Documents become isolated files instead of part of a maintained knowledge structure.</td>
	263	+ <td>Important documents become isolated files instead of maintained knowledge.</td>
110	110	</tr>
111	111	<tr>
112	112	<td>Google Drive</td>
113		- <td>Easy file sharing, folders, ownership and external collaboration.</td>
114		- <td>Folder structures grow organically and become difficult to clean up or govern.</td>
	267	+ <td>Easy sharing, folders, file ownership and external collaboration.</td>
	268	+ <td>Folder structures grow organically and become hard to govern.</td>
115	115	</tr>
116	116	<tr>
117	117	<td>Google Sheets</td>
118		- <td>Simple trackers, lists, budgets, lightweight databases and reports.</td>
119		- <td>Business processes become hidden in spreadsheets without clear ownership or validation.</td>
	272	+ <td>Trackers, lists, budgets, lightweight databases and reports.</td>
	273	+ <td>Business processes become hidden in spreadsheets.</td>
120	120	</tr>
121	121	<tr>
122	122	<td>Google Slides</td>
123	123	<td>Presentation creation and sharing.</td>
124		- <td>Final knowledge remains locked in presentation files instead of reusable documentation.</td>
	278	+ <td>Reusable knowledge remains locked in slide decks.</td>
125	125	</tr>
126	126	<tr>
127	127	<td>Google Forms</td>
128		- <td>Quick surveys, registration forms and internal data collection.</td>
129		- <td>Collected data may not become part of a structured internal process.</td>
	282	+ <td>Quick surveys, registrations and data collection.</td>
	283	+ <td>Collected data may remain detached from internal processes.</td>
130	130	</tr>
131	131	<tr>
132	132	<td>Google Sites</td>
133	133	<td>Simple internal or public pages.</td>
134		- <td>Content may be separated from the broader knowledge base and governance model.</td>
	288	+ <td>Content can be separated from the wider knowledge base.</td>
135	135	</tr>
136	136	<tr>
137	137	<td>Gmail, Calendar, Meet and Chat</td>
138	138	<td>Communication, scheduling, meetings and quick coordination.</td>
139		- <td>Decisions and knowledge remain scattered in messages, meetings and informal conversations.</td>
	293	+ <td>Decisions remain scattered in messages, calls and informal conversations.</td>
140	140	</tr>
141	141	</tbody>
142	142	</table>
143	143
144		- <h2 id="replacement-map">What can move to XWiki, and what should only partially move</h2>
	298	+ <h2 id="replacement-map">What can move to XWiki, and what should move elsewhere</h2>
145	145
146	146	<p>
147		- A good transition separates content by purpose. Some content belongs naturally in XWiki. Some content should
148		- remain in office collaboration tools. Some content should be moved to other open-source or self-hostable
149		- systems that complement XWiki.
	301	+ A successful transition separates content by purpose. Some content belongs naturally in XWiki. Some should
	302	+ remain in office collaboration tools. Some should move to other open-source or self-hostable systems that
	303	+ complement XWiki.
150	150	</p>
151	151
152	152	<table class="table table-bordered table-striped">
...	...	@@ -153,78 +153,61 @@
153	153	<thead>
154	154	<tr>
155	155	<th>Current Google Workspace usage</th>
156		- <th>XWiki replacement or equivalent</th>
157		- <th>Fit</th>
158		- <th>Recommended transition</th>
	310	+ <th>Recommended destination</th>
	311	+ <th>Transition guidance</th>
159	159	</tr>
160	160	</thead>
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>
165		- <td>Excellent</td>
166		- <td>Move final and maintained documentation to XWiki pages.</td>
	317	+ <td>XWiki pages, spaces, page history, comments and permissions.</td>
	318	+ <td>Move final and maintained documentation into XWiki pages.</td>
167	167	</tr>
168	168	<tr>
169	169	<td>Policies, procedures and governance documents</td>
170		- <td>XWiki pages with templates, metadata, review dates, ownership and approval workflows.</td>
171		- <td>Excellent</td>
	322	+ <td>XWiki pages with templates, metadata, review dates and ownership.</td>
172	172	<td>Move to XWiki and add lifecycle rules.</td>
173	173	</tr>
174	174	<tr>
175	175	<td>Meeting notes</td>
176	176	<td>XWiki meeting note templates inside team or working group spaces.</td>
177		- <td>Excellent</td>
178		- <td>Start new meeting notes in XWiki and link older notes when useful.</td>
	328	+ <td>Start new meeting notes in XWiki and link older notes only when useful.</td>
179	179	</tr>
180	180	<tr>
181	181	<td>Working group or committee documents</td>
182		- <td>XWiki spaces with homepage, members, notes, decisions, documents and tasks.</td>
183		- <td>Excellent</td>
	332	+ <td>XWiki spaces with homepage, members, notes, decisions and documents.</td>
184	184	<td>Create one structured space per group.</td>
185	185	</tr>
186	186	<tr>
187	187	<td>Decision records</td>
188		- <td>XWiki decision page template with context, options, decision, owner and date.</td>
189		- <td>Excellent</td>
	337	+ <td>XWiki decision page template.</td>
190	190	<td>Move decisions out of scattered Docs, email and chat.</td>
191	191	</tr>
192	192	<tr>
193	193	<td>Google Sites pages</td>
194		- <td>XWiki spaces and pages, public or private depending on rights.</td>
195		- <td>Very good</td>
196		- <td>Move informational pages to XWiki when they need structure, history or governance.</td>
	342	+ <td>XWiki public or private spaces.</td>
	343	+ <td>Move informational pages that need history, permissions or governance.</td>
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>
201		- <td>Good, with limits</td>
202		- <td>Use XWiki for curated files attached to knowledge pages, not for massive file sync.</td>
	347	+ <td>XWiki attachments for curated files; <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a> for general file sharing.</td>
	348	+ <td>Use XWiki for 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>
207		- <td>Good for structured records</td>
208		- <td>Move recurring lists with stable fields; keep complex spreadsheets elsewhere.</td>
	352	+ <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>
	353	+ <td>Move recurring lists with stable fields and clear ownership.</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>
213		- <td>Partial</td>
214		- <td>Use XWiki for final content; test collaborative editing needs separately.</td>
	357	+ <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>
	358	+ <td>Use XWiki for the maintained version, not every draft.</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>
219		- <td>Partial</td>
220		- <td>Use XWiki for workflow forms, not necessarily for all survey campaigns.</td>
	362	+ <td>XWiki forms for internal processes; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
	363	+ <td>Use the right tool depending on whether it is workflow data or survey data.</td>
221	221	</tr>
222		- <tr>
223		- <td>Slides and presentation decks</td>
224		- <td>XWiki pages for the reusable knowledge behind the presentation.</td>
225		- <td>Limited</td>
226		- <td>Store final slides as attachments if needed, but document the core knowledge in XWiki.</td>
227		- </tr>
228	228	</tbody>
229	229	</table>
230	230
...	...	@@ -235,106 +235,40 @@
235	235	over time.
236	236	</p>
237	237
238		- <table class="table table-bordered table-striped">
239		- <thead>
240		- <tr>
241		- <th>Content type</th>
242		- <th>Example</th>
243		- <th>Why XWiki is a good fit</th>
244		- </tr>
245		- </thead>
246		- <tbody>
247		- <tr>
248		- <td>Organizational knowledge</td>
249		- <td>How the organization works, who owns what, internal processes.</td>
250		- <td>Structured spaces, navigation, search and page history make the knowledge easier to maintain.</td>
251		- </tr>
252		- <tr>
253		- <td>Working group spaces</td>
254		- <td>Homepage, members, meetings, decisions, documents and open questions.</td>
255		- <td>Each group gets a stable knowledge home instead of a folder full of unrelated files.</td>
256		- </tr>
257		- <tr>
258		- <td>Policies and procedures</td>
259		- <td>Security policy, onboarding procedure, publication process, governance rules.</td>
260		- <td>Ownership, review date, approval state and history can be made explicit.</td>
261		- </tr>
262		- <tr>
263		- <td>Decision records</td>
264		- <td>Why a tool was selected, why a policy changed, why a migration approach was chosen.</td>
265		- <td>Decisions become searchable and linked to related documentation.</td>
266		- </tr>
267		- <tr>
268		- <td>Community documentation</td>
269		- <td>Member guides, contribution guides, public project pages, FAQs.</td>
270		- <td>XWiki can support public and private content with a consistent structure.</td>
271		- </tr>
272		- <tr>
273		- <td>Structured internal apps</td>
274		- <td>Registers, inventories, simple approval requests, directories, lists.</td>
275		- <td>XWiki can model structured data instead of leaving every process in a spreadsheet.</td>
276		- </tr>
277		- </tbody>
278		- </table>
	375	+ <div class="services-grid resources-grid">
	376	+ #foreach ($entry in $xwikiFitCards)
	377	+ <article class="service resource-card">
	378	+ <div class="service-icon" aria-hidden="true">
	379	+ <i class="fa fa-$entry.icon"></i>
	380	+ </div>
	381	+ <div class="service-body">
	382	+ <h4>$entry.title</h4>
	383	+ <p>$entry.content</p>
	384	+ </div>
	385	+ </article>
	386	+ #end
	387	+ </div>
279	279
280	280	<h2 id="not-xwiki">What should not be replaced by XWiki</h2>
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.
	393	+ expectations and helps the organization design a better collaboration stack.
285	285	</p>
286	286
287		- <table class="table table-bordered table-striped">
288		- <thead>
289		- <tr>
290		- <th>Need</th>
291		- <th>Why XWiki is not the best replacement</th>
292		- <th>Better direction</th>
293		- </tr>
294		- </thead>
295		- <tbody>
296		- <tr>
297		- <td>Email</td>
298		- <td>XWiki is not an email platform.</td>
299		- <td>Keep the existing mail system or evaluate dedicated mail/groupware solutions.</td>
300		- </tr>
301		- <tr>
302		- <td>Calendar and scheduling</td>
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>
305		- </tr>
306		- <tr>
307		- <td>Video meetings</td>
308		- <td>XWiki is not a video conferencing system.</td>
309		- <td>Use Jitsi, Nextcloud Talk or another dedicated meeting tool.</td>
310		- </tr>
311		- <tr>
312		- <td>Instant messaging and chat</td>
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>
315		- </tr>
316		- <tr>
317		- <td>General file sync and desktop folder replacement</td>
318		- <td>XWiki attachments are useful around pages, but XWiki is not designed as a Dropbox or Drive sync client.</td>
319		- <td>Use Nextcloud Files or another file sync and sharing platform.</td>
320		- </tr>
321		- <tr>
322		- <td>Heavy spreadsheets</td>
323		- <td>Complex formulas, pivot tables, financial models and large spreadsheet workflows are not XWiki's role.</td>
324		- <td>Use ONLYOFFICE, Collabora, LibreOffice or another office suite.</td>
325		- </tr>
326		- <tr>
327		- <td>Presentation authoring</td>
328		- <td>XWiki can document knowledge and store final files, but it is not a presentation editor.</td>
329		- <td>Use ONLYOFFICE, Collabora, LibreOffice Impress or another presentation tool.</td>
330		- </tr>
331		- <tr>
332		- <td>Large survey campaigns</td>
333		- <td>XWiki can collect structured data, but advanced surveys need branching, reporting and respondent management.</td>
334		- <td>Use LimeSurvey or another survey platform.</td>
335		- </tr>
336		- </tbody>
337		- </table>
	396	+ <div class="services-grid resources-grid">
	397	+ #foreach ($entry in $notXWikiCards)
	398	+ <article class="service resource-card">
	399	+ <div class="service-icon" aria-hidden="true">
	400	+ <i class="fa fa-$entry.icon"></i>
	401	+ </div>
	402	+ <div class="service-body">
	403	+ <h4>$entry.title</h4>
	404	+ <p>$entry.content</p>
	405	+ </div>
	406	+ </article>
	407	+ #end
	408	+ </div>
338	338
339	339	<div class="resource-note">
340	340	<p>
...	...	@@ -347,16 +347,16 @@
347	347	<h2 id="open-source-stack">Open-source alternatives that can complement XWiki</h2>
348	348
349	349	<p>
350		- For organizations trying to reduce dependency on Google Workspace, XWiki can be part of a broader open-source
351		- collaboration architecture. The exact stack depends on hosting preferences, support needs, security requirements
352		- and user expectations.
	421	+ For organizations trying to reduce dependency on Google Workspace, XWiki can become part of a broader
	422	+ open-source collaboration architecture. The exact stack depends on hosting preferences, support needs,
	423	+ security requirements and user expectations.
353	353	</p>
354	354
355	355	<table class="table table-bordered table-striped">
356	356	<thead>
357	357	<tr>
358		- <th>Collaboration need</th>
359		- <th>Possible open-source or self-hostable contender</th>
	429	+ <th>Need</th>
	430	+ <th>Possible solution</th>
360	360	<th>How it works with XWiki</th>
361	361	</tr>
362	362	</thead>
...	...	@@ -363,37 +363,37 @@
363	363	<tbody>
364	364	<tr>
365	365	<td>Structured knowledge base</td>
366		- <td>XWiki</td>
367		- <td>Main platform for documentation, governance, knowledge management and structured pages.</td>
	437	+ <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
	438	+ <td>Main platform for documentation, governance, knowledge management and structured content.</td>
368	368	</tr>
369	369	<tr>
370		- <td>File sync and file sharing</td>
371		- <td>Nextcloud Files</td>
372		- <td>Use for general file storage and sharing; link important files from XWiki pages when needed.</td>
	441	+ <td>File sync and sharing</td>
	442	+ <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
	443	+ <td>Use for general file storage and sharing; link important files from XWiki pages.</td>
373	373	</tr>
374	374	<tr>
375	375	<td>Office document editing</td>
376		- <td>ONLYOFFICE Docs or Collabora Online</td>
377		- <td>Use for documents, spreadsheets and presentations; integrate with XWiki where office attachments must be edited directly.</td>
	447	+ <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>
	448	+ <td>Use for documents, spreadsheets and presentations that need office-style editing.</td>
378	378	</tr>
379	379	<tr>
380	380	<td>Chat and team messaging</td>
381		- <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
382		- <td>Use for real-time conversations; move durable decisions and outcomes back into XWiki.</td>
	452	+ <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>
	453	+ <td>Use for real-time conversation; 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>
	457	+ <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>
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>
392		- <td>Use for survey campaigns; publish results or documentation in XWiki.</td>
	462	+ <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
	463	+ <td>Use for survey campaigns; publish results, summaries or procedures 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>
	467	+ <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, Microsoft Entra ID, Google identity 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>
...	...	@@ -406,352 +406,118 @@
406	406	That approach creates too much noise, too many permission questions and too many low-value documents.
407	407	</p>
408	408
409		- <h3>1. Define the role of XWiki</h3>
	480	+ <ol class="process-list">
	481	+ #foreach ($entry in $roadmapSteps)
	482	+ <li>
	483	+ <strong>$entry.title</strong>
	484	+ $entry.content
	485	+ </li>
	486	+ #end
	487	+ </ol>
410	410
	489	+ <h2 id="pilot">A good pilot: one working group space</h2>
	490	+
411	411	<p>
412		- Start with a clear rule:
	492	+ A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
	493	+ committee, project team or community group can move its durable knowledge into XWiki while keeping office
	494	+ tools for drafting, spreadsheets and presentations when needed.
413	413	</p>
414	414
	497	+ <div class="services-grid resources-grid">
	498	+ #foreach ($entry in $pilotCards)
	499	+ <article class="service resource-card">
	500	+ <div class="service-icon" aria-hidden="true">
	501	+ <i class="fa fa-$entry.icon"></i>
	502	+ </div>
	503	+ <div class="service-body">
	504	+ <h4>$entry.title</h4>
	505	+ <p>$entry.content</p>
	506	+ </div>
	507	+ </article>
	508	+ #end
	509	+ </div>
	510	+
415	415	<div class="resource-note">
416	416	<p>
417		- <strong>XWiki is the place for official, maintained and reusable knowledge. Office tools are for temporary
418		- drafting, spreadsheets, presentations and real-time editing when they are truly needed.</strong>
	513	+ <strong>Pilot success question:</strong> can members find the current and trusted version of important
	514	+ information faster than before?
419	419	</p>
420	420	</div>
421	421
	518	+ <h2 id="adoption">How to convince the team to use XWiki</h2>
	519	+
422	422	<p>
423		- This prevents users from seeing XWiki as just another storage location. It gives XWiki a distinct purpose.
	521	+ People do not usually change collaboration habits because a new platform exists. They change when the new
	522	+ platform makes an important part of their work easier, clearer or more reliable.
424	424	</p>
425	425
426		- <h3>2. Identify high-value content first</h3>
427		-
428	428	<p>
429		- Do not migrate by volume. Migrate by value.
	526	+ A useful adoption message is:
430	430	</p>
431	431
432		- <table class="table table-bordered table-striped">
433		- <thead>
434		- <tr>
435		- <th>Move early</th>
436		- <th>Move later or archive</th>
437		- <th>Usually do not move</th>
438		- </tr>
439		- </thead>
440		- <tbody>
441		- <tr>
442		- <td>Policies, procedures, onboarding guides, public docs, working group pages, decision records.</td>
443		- <td>Older project files, historical meeting notes, reference documents with unclear ownership.</td>
444		- <td>Draft files, personal documents, complex spreadsheets, presentation working files, temporary collaboration docs.</td>
445		- </tr>
446		- </tbody>
447		- </table>
	529	+ <div class="resource-note">
	530	+ <p>
	531	+ <strong>XWiki is not another folder where files disappear. It is the place where the organization keeps
	532	+ the current version, the owner, the context, the decision and the links around important knowledge.</strong>
	533	+ </p>
	534	+ </div>
448	448
449		- <h3>3. Create templates before asking people to write</h3>
450		-
451	451	<p>
452		- Empty wiki pages slow adoption. Users should not have to decide the structure every time.
	537	+ Simple rules help adoption more than abstract platform arguments:
453	453	</p>
454	454
455		- <p>
456		- Useful starting templates include:
457		- </p>
458		-
459		- <ul>
460		- <li>Working group homepage</li>
461		- <li>Meeting notes</li>
462		- <li>Decision record</li>
463		- <li>Policy or procedure</li>
464		- <li>Project homepage</li>
465		- <li>FAQ page</li>
466		- <li>Onboarding page</li>
467		- <li>External collaboration page</li>
	540	+ <ul class="resource-checklist">
	541	+ <li>If it is official, maintained or reusable, it belongs in XWiki.</li>
	542	+ <li>If it is a temporary draft, it can stay in an office editor until it becomes useful knowledge.</li>
	543	+ <li>If it is a complex spreadsheet, do not force it into XWiki.</li>
	544	+ <li>If it was decided in a meeting or chat, summarize the decision in XWiki.</li>
	545	+ <li>If nobody owns it, do not migrate it as current content.</li>
	546	+ <li>If users need the same answer repeatedly, create or improve an XWiki page.</li>
468	468	</ul>
469	469
470		- <h3>4. Reduce login friction with SSO</h3>
	549	+ <h2 id="implementation">Practical XWiki features to implement early</h2>
471	471
472	472	<p>
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.
	552	+ The following improvements can make the transition easier to accept and easier to govern.
476	476	</p>
477	477
478		- <h3>5. Define permissions and ownership rules</h3>
479		-
480		- <p>
481		- Access rights should be designed before content is migrated. A common model is:
482		- </p>
483		-
484		- <table class="table table-bordered table-striped">
485		- <thead>
486		- <tr>
487		- <th>Area</th>
488		- <th>Recommended ownership</th>
489		- <th>Typical access</th>
490		- </tr>
491		- </thead>
492		- <tbody>
493		- <tr>
494		- <td>Public documentation</td>
495		- <td>Documentation or communication owner</td>
496		- <td>Public view, restricted edit.</td>
497		- </tr>
498		- <tr>
499		- <td>Internal knowledge base</td>
500		- <td>Operations, staff or knowledge management owner</td>
501		- <td>Authenticated view, controlled edit.</td>
502		- </tr>
503		- <tr>
504		- <td>Working group space</td>
505		- <td>Working group chair or coordinator</td>
506		- <td>Group members edit, others view depending on sensitivity.</td>
507		- </tr>
508		- <tr>
509		- <td>Board or restricted area</td>
510		- <td>Named administrative owner</td>
511		- <td>Explicit restricted group access.</td>
512		- </tr>
513		- <tr>
514		- <td>External collaboration area</td>
515		- <td>Internal sponsor</td>
516		- <td>Limited groups, expiration or periodic review.</td>
517		- </tr>
518		- </tbody>
519		- </table>
520		-
521		- <h3>6. Migrate content into structure, not just into pages</h3>
522		-
523		- <p>
524		- A migration that only copies Google Docs into XWiki pages may reproduce the same confusion in a different
525		- platform. Each migrated page should have a place, an owner and a reason to exist.
526		- </p>
527		-
528		- <p>
529		- For each migrated document, decide:
530		- </p>
531		-
532		- <ul>
533		- <li>Who owns this page?</li>
534		- <li>Is it current, historical or archived?</li>
535		- <li>Who can view it?</li>
536		- <li>Who can edit it?</li>
537		- <li>Does it need a review date?</li>
538		- <li>Should it remain as an attachment instead of becoming a wiki page?</li>
539		- <li>What related pages should link to it?</li>
	555	+ <ul class="resource-checklist">
	556	+ #foreach ($item in $implementationItems)
	557	+ <li>$item</li>
	558	+ #end
540	540	</ul>
541	541
542		- <h3>7. Keep a transition dashboard</h3>
	561	+ <h2>Example transition scenarios</h2>
543	543
	563	+ <h3>Scenario 1: Working group documentation</h3>
544	544	<p>
545		- A simple XWiki dashboard can make the transition visible and manageable.
	565	+ A working group has Google Docs for agendas, meeting notes, decisions and reference files. In XWiki, this can
	566	+ become a structured space with a homepage, meeting note template, decision records, document list, open
	567	+ questions and links to files that remain in Nextcloud or another storage system.
546	546	</p>
547	547
548		- <table class="table table-bordered table-striped">
549		- <thead>
550		- <tr>
551		- <th>Dashboard section</th>
552		- <th>Purpose</th>
553		- </tr>
554		- </thead>
555		- <tbody>
556		- <tr>
557		- <td>Content selected for migration</td>
558		- <td>Shows the high-value documents that are being moved first.</td>
559		- </tr>
560		- <tr>
561		- <td>Content needing an owner</td>
562		- <td>Prevents orphan pages from entering the new system.</td>
563		- </tr>
564		- <tr>
565		- <td>Content to keep in Google or office tools</td>
566		- <td>Makes it clear that not everything must move.</td>
567		- </tr>
568		- <tr>
569		- <td>External access review</td>
570		- <td>Tracks documents or spaces shared with people outside the organization.</td>
571		- </tr>
572		- <tr>
573		- <td>Recently migrated pages</td>
574		- <td>Helps users see progress and discover the new structure.</td>
575		- </tr>
576		- </tbody>
577		- </table>
578		-
579		- <h2 id="pilot">A good pilot: one working group space</h2>
580		-
	570	+ <h3>Scenario 2: Policies and procedures</h3>
581	581	<p>
582		- A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
583		- committee, project team or community group can move its durable knowledge into XWiki while keeping office
584		- tools for drafting and spreadsheets when needed.
	572	+ Policies stored as Google Docs can become XWiki pages with owner, review date, status, history and restricted
	573	+ edit rights. This makes it easier to know which version is current and who is responsible for keeping it updated.
585	585	</p>
586	586
	576	+ <h3>Scenario 3: Spreadsheet tracker</h3>
587	587	<p>
588		- A pilot space could include:
	578	+ A simple Google Sheet used as a list of requests, assets, documents or contacts may become a small XWiki
	579	+ application when the fields are stable. A complex financial model or reporting workbook should remain in an
	580	+ office spreadsheet tool.
589	589	</p>
590	590
591		- <table class="table table-bordered table-striped">
592		- <thead>
593		- <tr>
594		- <th>Page or section</th>
595		- <th>Purpose</th>
596		- </tr>
597		- </thead>
598		- <tbody>
599		- <tr>
600		- <td>Working group homepage</td>
601		- <td>Explains the purpose, scope, members, links and current priorities.</td>
602		- </tr>
603		- <tr>
604		- <td>Meeting notes</td>
605		- <td>Uses a consistent template so notes are easy to scan and search.</td>
606		- </tr>
607		- <tr>
608		- <td>Decisions</td>
609		- <td>Captures important decisions separately from long meeting notes.</td>
610		- </tr>
611		- <tr>
612		- <td>Documents</td>
613		- <td>Links official documents, policies and important files.</td>
614		- </tr>
615		- <tr>
616		- <td>Open questions</td>
617		- <td>Tracks unresolved topics without hiding them in chat or email.</td>
618		- </tr>
619		- <tr>
620		- <td>FAQ</td>
621		- <td>Collects recurring questions from the community.</td>
622		- </tr>
623		- <tr>
624		- <td>External links</td>
625		- <td>Provides a bridge to Google Drive, Nextcloud, issue trackers or other systems still in use.</td>
626		- </tr>
627		- </tbody>
628		- </table>
	583	+ <h2>Recommended target architecture</h2>
629	629
630		- <div class="resource-note">
631		- <p>
632		- <strong>Pilot success question:</strong> Can members find the current and trusted version of important
633		- information faster than before?
634		- </p>
635		- </div>
636		-
637		- <h2 id="adoption">How to encourage adoption</h2>
638		-
639	639	<p>
640		- People do not usually change collaboration habits because a new platform exists. They change when the new
641		- platform makes an important part of their work easier, clearer or more reliable.
	586	+ A realistic architecture does not replace every Google Workspace feature with XWiki. It gives each tool a clear role.
642	642	</p>
643	643
644		- <h3>Use simple rules</h3>
645		-
646	646	<table class="table table-bordered table-striped">
647	647	<thead>
648	648	<tr>
649		- <th>Rule</th>
650		- <th>Example</th>
651		- </tr>
652		- </thead>
653		- <tbody>
654		- <tr>
655		- <td>If it is official, it belongs in XWiki.</td>
656		- <td>Policies, procedures, final decisions, project documentation.</td>
657		- </tr>
658		- <tr>
659		- <td>If it is temporary drafting, it can stay in an office editor.</td>
660		- <td>Collaborative draft document, presentation working file.</td>
661		- </tr>
662		- <tr>
663		- <td>If it is a complex spreadsheet, do not force it into XWiki.</td>
664		- <td>Budget model, calculations, reporting workbook.</td>
665		- </tr>
666		- <tr>
667		- <td>If it was decided in a meeting or chat, summarize it in XWiki.</td>
668		- <td>Decision record linked from meeting notes.</td>
669		- </tr>
670		- <tr>
671		- <td>If nobody owns it, do not migrate it as current content.</td>
672		- <td>Mark as archive or leave in the old system until reviewed.</td>
673		- </tr>
674		- </tbody>
675		- </table>
676		-
677		- <h3>Make leadership use the new structure</h3>
678		-
679		- <p>
680		- Adoption is much harder if important announcements and decisions still point only to Google Docs or Drive
681		- folders. When leadership links to XWiki as the trusted source, the platform becomes part of the organization’s
682		- daily rhythm.
683		- </p>
684		-
685		- <h3>Start with visible wins</h3>
686		-
687		- <p>
688		- The first XWiki spaces should be better organized than the Google Drive folders they replace. They should have
689		- navigation, page templates, useful links, ownership, clear permissions and recent activity. Users need to feel
690		- that XWiki is not just another repository, but a better way to understand the organization.
691		- </p>
692		-
693		- <h2 id="implementation">Practical XWiki features to implement early</h2>
694		-
695		- <p>
696		- The following XWiki improvements can make a Google Workspace transition easier to accept:
697		- </p>
698		-
699		- <table class="table table-bordered table-striped">
700		- <thead>
701		- <tr>
702		- <th>XWiki feature</th>
703		- <th>Why it helps adoption</th>
704		- </tr>
705		- </thead>
706		- <tbody>
707		- <tr>
708		- <td>SSO with OIDC, SAML or LDAP</td>
709		- <td>Reduces login friction and aligns XWiki with the organization’s identity system.</td>
710		- </tr>
711		- <tr>
712		- <td>Page templates</td>
713		- <td>Prevents blank-page confusion and creates consistent documentation habits.</td>
714		- </tr>
715		- <tr>
716		- <td>Working group space model</td>
717		- <td>Gives each team or community group a clear home.</td>
718		- </tr>
719		- <tr>
720		- <td>Metadata fields</td>
721		- <td>Adds owner, status, review date, audience and document type.</td>
722		- </tr>
723		- <tr>
724		- <td>Comments and annotations</td>
725		- <td>Supports discussion around pages without losing context.</td>
726		- </tr>
727		- <tr>
728		- <td>Notifications</td>
729		- <td>Keeps users aware of changes in the spaces they follow.</td>
730		- </tr>
731		- <tr>
732		- <td>Structured applications</td>
733		- <td>Replaces some spreadsheet-based lists with maintainable data-driven apps.</td>
734		- </tr>
735		- <tr>
736		- <td>Approval workflows or change requests</td>
737		- <td>Supports governance for official documents and sensitive content.</td>
738		- </tr>
739		- <tr>
740		- <td>Office document integration</td>
741		- <td>Allows attached office documents to be edited when page-based content is not enough.</td>
742		- </tr>
743		- </tbody>
744		- </table>
745		-
746		- <h2 id="example-architecture">Example collaboration architecture</h2>
747		-
748		- <p>
749		- A realistic open collaboration architecture may look like this:
750		- </p>
751		-
752		- <table class="table table-bordered table-striped">
753		- <thead>
754		- <tr>
755	755	<th>Layer</th>
756	756	<th>Recommended role</th>
757	757	</tr>
...	...	@@ -762,19 +762,19 @@
762	762	<td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>
763	763	</tr>
764	764	<tr>
765		- <td>Nextcloud</td>
	602	+ <td>Nextcloud or equivalent</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>
	606	+ <td>ONLYOFFICE, Collabora or LibreOffice</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>
	610	+ <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
774	774	<td>Real-time messaging and team coordination.</td>
775	775	</tr>
776	776	<tr>
777		- <td>Jitsi or Nextcloud Talk</td>
	614	+ <td>Jitsi or another meeting tool</td>
778	778	<td>Video meetings and calls.</td>
779	779	</tr>
780	780	<tr>
...	...	@@ -781,76 +781,76 @@
781	781	<td>Keycloak or existing identity provider</td>
782	782	<td>SSO, group mapping and identity lifecycle.</td>
783	783	</tr>
784		- <tr>
785		- <td>LimeSurvey</td>
786		- <td>Advanced surveys and research-style data collection.</td>
787		- </tr>
788	788	</tbody>
789	789	</table>
790	790
	624	+ <div id="related-resources" class="resource-note related-resources">
	625	+ <p><strong>Related Agnease resources:</strong></p>
	626	+ <ul>
	627	+ <li><a href="$xwiki.getURL('services.xwiki-migrations')">XWiki migration services</a></li>
	628	+ <li><a href="$xwiki.getURL('services.xwiki-authentication-access-control')">Authentication and access control for XWiki</a></li>
	629	+ <li><a href="$xwiki.getURL('resources.xwiki-custom-development')">How to customize XWiki without creating upgrade problems</a></li>
	630	+ <li><a href="$xwiki.getURL('resources.xwiki-access-rights-governance')">Why XWiki access rights need a clear governance model</a></li>
	631	+ <li><a href="$xwiki.getURL('resources.xwiki-security-review')">What an XWiki security review should actually include</a></li>
	632	+ </ul>
	633	+ </div>
	634	+
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>
	637	+ <details class="resource-faq-item" open>
	638	+ <summary>Can XWiki replace Google Workspace completely?</summary>
	639	+ <p>
	640	+ Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,
	641	+ chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured
	642	+ knowledge and documentation layer.
	643	+ </p>
	644	+ </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>
	646	+ <details class="resource-faq-item">
	647	+ <summary>Can XWiki replace Google Docs?</summary>
	648	+ <p>
	649	+ It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,
	650	+ decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,
	651	+ an office editor such as ONLYOFFICE or Collabora may still be useful.
	652	+ </p>
	653	+ </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>
	655	+ <details class="resource-faq-item">
	656	+ <summary>Can XWiki replace Google Drive?</summary>
	657	+ <p>
	658	+ Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,
	659	+ but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better
	660	+ fit for that role.
	661	+ </p>
	662	+ </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>
	664	+ <details class="resource-faq-item">
	665	+ <summary>What is the best first step?</summary>
	666	+ <p>
	667	+ Start with one high-value pilot: a working group, committee, department or project that has real
	668	+ documentation pain. Create the structure, templates, permissions and migration rules for that pilot before
	669	+ expanding.
	670	+ </p>
	671	+ </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>
	673	+ <details class="resource-faq-item">
	674	+ <summary>How do you convince users to try XWiki?</summary>
	675	+ <p>
	676	+ Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives users a clearer,
	677	+ more reliable place for trusted knowledge: the current document, the owner, the status, the related decisions
	678	+ and the wider context.
	679	+ </p>
	680	+ </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>
	682	+ <details class="resource-faq-item">
	683	+ <summary>What should remain outside XWiki during transition?</summary>
	684	+ <p>
	685	+ Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and
	686	+ anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or
	687	+ replace that workflow.
	688	+ </p>
	689	+ </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 @@
869	869	</div>
870	870	</section>
871	871
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...	...	@@ -1,1 +1,1 @@
1		-A practical guide for organizations exploring a transition from Google Workspace to XWiki: what XWiki can replace, what should remain in office collaboration tools, and which open-source alternatives can complete the stack.
	1	+Practical guide for moving durable knowledge from Google Workspace to XWiki, with replacement mapping, open-source alternatives, migration steps and tool limits.