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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 and collaboration guidance
10 + XWiki migration 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 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.
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.
19 19   </p>
20 20   </div>
21 21   </section>
... ... @@ -28,17 +28,13 @@
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">Google Workspace map</a></li>
31 + <li><a href="#workspace-map">What Google Workspace covers</a></li>
32 32   <li><a href="#replacement-map">What can 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>
33 + <li><a href="#not-xwiki">What should not move to XWiki</a></li>
35 35   <li><a href="#open-source-stack">Open-source alternatives</a></li>
36 36   <li><a href="#transition-plan">Transition plan</a></li>
37 37   <li><a href="#pilot">Pilot example</a></li>
38 38   <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>
42 42   <li><a href="#faq">FAQ</a></li>
43 43   </ul>
44 44   </aside>
... ... @@ -46,9 +46,8 @@
46 46   <article class="resource-content">
47 47  
48 48   <p>
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.
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.
52 52   </p>
53 53  
54 54   <p>
... ... @@ -66,15 +66,6 @@
66 66   </p>
67 67   </div>
68 68  
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 -
78 78   <p>
79 79   A realistic transition does not start by moving everything out of Google Drive. It starts by deciding what kind
80 80   of information should become durable, structured and maintained in XWiki, and what kind of work should remain
... ... @@ -175,7 +175,7 @@
175 175   <tbody>
176 176   <tr>
177 177   <td>Official documentation in Google Docs</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>
164 + <td>XWiki pages, spaces, navigation, page history, comments and permissions.</td>
179 179   <td>Excellent</td>
180 180   <td>Move final and maintained documentation to XWiki pages.</td>
181 181   </tr>
... ... @@ -211,31 +211,31 @@
211 211   </tr>
212 212   <tr>
213 213   <td>Shared file archive</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>
200 + <td>XWiki attachments, File Manager-style applications or linked external storage.</td>
215 215   <td>Good, with limits</td>
216 216   <td>Use XWiki for curated files attached to knowledge pages, not for massive file sync.</td>
217 217   </tr>
218 218   <tr>
219 219   <td>Simple trackers in Google Sheets</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>
206 + <td>XWiki structured applications, App Within Minutes or custom XWiki apps.</td>
221 221   <td>Good for structured records</td>
222 222   <td>Move recurring lists with stable fields; keep complex spreadsheets elsewhere.</td>
223 223   </tr>
224 224   <tr>
225 225   <td>Collaborative drafting in Google Docs</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>
212 + <td>XWiki real-time editing or office document integrations such as ONLYOFFICE or Collabora.</td>
227 227   <td>Partial</td>
228 228   <td>Use XWiki for final content; test collaborative editing needs separately.</td>
229 229   </tr>
230 230   <tr>
231 231   <td>Forms and 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>
218 + <td>XWiki forms for internal structured data; LimeSurvey or similar tools for advanced surveys.</td>
233 233   <td>Partial</td>
234 234   <td>Use XWiki for workflow forms, not necessarily for all survey campaigns.</td>
235 235   </tr>
236 236   <tr>
237 237   <td>Slides and presentation decks</td>
238 - <td>XWiki pages for the reusable knowledge behind the presentation; office tools for authoring.</td>
224 + <td>XWiki pages for the reusable knowledge behind the presentation.</td>
239 239   <td>Limited</td>
240 240   <td>Store final slides as attachments if needed, but document the core knowledge in XWiki.</td>
241 241   </tr>
... ... @@ -295,7 +295,7 @@
295 295  
296 296   <p>
297 297   A credible transition guide should clearly explain where XWiki is not the right tool. This avoids unrealistic
298 - expectations and helps the organization design a better collaboration stack.
284 + expectations and helps the organization design a better open collaboration stack.
299 299   </p>
300 300  
301 301   <table class="table table-bordered table-striped">
... ... @@ -315,17 +315,17 @@
315 315   <tr>
316 316   <td>Calendar and scheduling</td>
317 317   <td>XWiki can display or manage calendar-like information, but it is not a full scheduling suite.</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>
304 + <td>Use a groupware platform such as Nextcloud Groupware or keep the existing calendar system.</td>
319 319   </tr>
320 320   <tr>
321 321   <td>Video meetings</td>
322 322   <td>XWiki is not a video conferencing system.</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>
309 + <td>Use Jitsi, Nextcloud Talk or another dedicated meeting tool.</td>
324 324   </tr>
325 325   <tr>
326 326   <td>Instant messaging and chat</td>
327 327   <td>XWiki comments and notifications do not replace real-time chat.</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>
314 + <td>Use Matrix/Element, Mattermost, Nextcloud Talk or another chat platform.</td>
329 329   </tr>
330 330   <tr>
331 331   <td>General file sync and desktop folder replacement</td>
... ... @@ -377,37 +377,37 @@
377 377   <tbody>
378 378   <tr>
379 379   <td>Structured knowledge base</td>
380 - <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
366 + <td>XWiki</td>
381 381   <td>Main platform for documentation, governance, knowledge management and structured pages.</td>
382 382   </tr>
383 383   <tr>
384 384   <td>File sync and file sharing</td>
385 - <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
371 + <td>Nextcloud Files</td>
386 386   <td>Use for general file storage and sharing; link important files from XWiki pages when needed.</td>
387 387   </tr>
388 388   <tr>
389 389   <td>Office document editing</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>
376 + <td>ONLYOFFICE Docs or Collabora Online</td>
391 391   <td>Use for documents, spreadsheets and presentations; integrate with XWiki where office attachments must be edited directly.</td>
392 392   </tr>
393 393   <tr>
394 394   <td>Chat and team messaging</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>
381 + <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
396 396   <td>Use for real-time conversations; move durable decisions and outcomes back into XWiki.</td>
397 397   </tr>
398 398   <tr>
399 399   <td>Video meetings</td>
400 - <td><a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a> or Nextcloud Talk</td>
386 + <td>Jitsi or Nextcloud Talk</td>
401 401   <td>Use for calls; store agendas, notes and decisions in XWiki.</td>
402 402   </tr>
403 403   <tr>
404 404   <td>Surveys and advanced forms</td>
405 - <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
391 + <td>LimeSurvey</td>
406 406   <td>Use for survey campaigns; publish results or documentation in XWiki.</td>
407 407   </tr>
408 408   <tr>
409 409   <td>Identity and SSO</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>
396 + <td>Keycloak, existing Google identity, Microsoft Entra ID or another OIDC/SAML provider</td>
411 411   <td>Use SSO so users access XWiki without a separate password and with mapped groups where appropriate.</td>
412 412   </tr>
413 413   </tbody>
... ... @@ -485,9 +485,8 @@
485 485  
486 486   <p>
487 487   If users need another account and another password, adoption becomes harder. XWiki should be connected to the
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.
474 + organization's identity provider where possible. This can also support cleaner group mapping and a better
475 + external collaborator lifecycle.
491 491   </p>
492 492  
493 493   <h3>5. Define permissions and ownership rules</h3>
... ... @@ -773,103 +773,99 @@
773 773   </thead>
774 774   <tbody>
775 775   <tr>
776 - <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
761 + <td>XWiki</td>
777 777   <td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>
778 778   </tr>
779 779   <tr>
780 - <td><a href="https://nextcloud.com/" target="_blank" rel="noopener">Nextcloud</a></td>
765 + <td>Nextcloud</td>
781 781   <td>General file storage, file sharing, sync clients and optional groupware.</td>
782 782   </tr>
783 783   <tr>
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>
769 + <td>ONLYOFFICE or Collabora</td>
785 785   <td>Office document editing for documents, spreadsheets and presentations.</td>
786 786   </tr>
787 787   <tr>
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>
773 + <td>Matrix/Element or Mattermost</td>
789 789   <td>Real-time messaging and team coordination.</td>
790 790   </tr>
791 791   <tr>
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>
777 + <td>Jitsi or Nextcloud Talk</td>
793 793   <td>Video meetings and calls.</td>
794 794   </tr>
795 795   <tr>
796 - <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a> or existing identity provider</td>
781 + <td>Keycloak or existing identity provider</td>
797 797   <td>SSO, group mapping and identity lifecycle.</td>
798 798   </tr>
799 799   <tr>
800 - <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
785 + <td>LimeSurvey</td>
801 801   <td>Advanced surveys and research-style data collection.</td>
802 802   </tr>
803 803   </tbody>
804 804   </table>
805 805  
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 -
817 817   <h2 id="faq">FAQ</h2>
818 818  
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>
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>
827 827  
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>
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>
836 836  
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>
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>
845 845  
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>
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>
854 854  
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>
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>
863 863  
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>
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>
872 872  
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 +
873 873   </article>
874 874   </div>
875 875   </div>
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1 -Practical guide for moving durable knowledge from Google Workspace to XWiki, with replacement mapping, open-source alternatives, migration steps and tool limits.
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.