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Last modified by Agnease on 2026/07/03 12:22
From version 4.1
edited by Agnease
on 2026/07/03 11:50
Change comment: There is no comment for this version
To version 4.2
edited by Agnease
on 2026/07/03 11:57
Change comment: There is no comment for this version

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... ... @@ -1,5 +1,133 @@
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">
... ... @@ -15,7 +15,7 @@
15 15  
16 16   <p class="resource-summary">
17 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.
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>
... ... @@ -28,16 +28,16 @@
28 28   <h4>In this guide</h4>
29 29   <ul>
30 30   <li><a href="#main-idea">Main idea</a></li>
159 + <li><a href="#quick-view">Quick view</a></li>
31 31   <li><a href="#workspace-map">Google Workspace map</a></li>
32 - <li><a href="#replacement-map">What can move to XWiki</a></li>
161 + <li><a href="#replacement-map">Replacement map</a></li>
33 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>
35 - <li><a href="#open-source-stack">Open-source alternatives</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>
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>
168 + <li><a href="#implementation">Implementation checklist</a></li>
41 41   <li><a href="#related-resources">Related resources</a></li>
42 42   <li><a href="#faq">FAQ</a></li>
43 43   </ul>
... ... @@ -47,25 +47,33 @@
47 47  
48 48   <p>
49 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.
178 + is rarely just a software migration. It changes habits, ownership, permissions, document lifecycle and the
179 + way people expect collaboration to happen.
52 52   </p>
53 53  
54 54   <p>
55 - Google Workspace is often successful because it is the default place where people write documents, share files,
56 - collaborate in real time, collect information, meet, chat and search. This makes any transition feel difficult,
57 - 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.
58 58   </p>
59 59  
60 60   <div class="resource-note">
61 61   <p>
62 - <strong>The practical position:</strong> XWiki should not be presented as a full one-to-one replacement for
63 - Google Workspace. XWiki is strongest as the structured knowledge layer: official documentation, working group
64 - spaces, policies, procedures, meeting notes, decisions, knowledge bases, governance content and maintained
65 - 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.
66 66   </p>
67 67   </div>
68 68  
196 + <h2 id="main-idea">The main idea: replace the knowledge problem, not the entire suite</h2>
197 +
198 + <p>
199 + The strongest argument for XWiki is not that it imitates Google Workspace. The strongest argument is that it
200 + solves a problem that often appears inside Google Workspace over time: scattered documents, unclear ownership,
201 + duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for the trusted
202 + version of important knowledge.
203 + </p>
204 +
69 69   <div class="resource-note">
70 70   <p>
71 71   <strong>Summary recommendation:</strong> use XWiki as the trusted knowledge and governance layer. Move official
... ... @@ -75,37 +75,27 @@
75 75   </p>
76 76   </div>
77 77  
78 - <p>
79 - A realistic transition does not start by moving everything out of Google Drive. It starts by deciding what kind
80 - of information should become durable, structured and maintained in XWiki, and what kind of work should remain
81 - in office, file-sharing, communication or meeting tools.
82 - </p>
214 + <h2 id="quick-view">Quick view: how to position the transition</h2>
83 83  
84 - <h2 id="main-idea">The main idea: do not replace the suite, replace the knowledge problem</h2>
85 -
86 - <p>
87 - The strongest argument for XWiki is not that it can imitate Google Workspace. The strongest argument is that
88 - it can solve a problem that often appears inside Google Workspace over time: scattered documents, unclear
89 - ownership, duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for
90 - the trusted version of important knowledge.
91 - </p>
92 -
93 - <p>
94 - A useful message for an organization is:
95 - </p>
96 -
97 - <div class="resource-note">
98 - <p>
99 - <strong>Use Google-style office tools for fast drafting and real-time editing when needed. Use XWiki for
100 - trusted, maintained, structured knowledge that people need to find and rely on later.</strong>
101 - </p>
216 + <div class="services-grid resources-grid">
217 + #foreach ($entry in $summaryCards)
218 + <article class="service resource-card">
219 + <div class="service-icon" aria-hidden="true">
220 + <i class="fa fa-$entry.icon"></i>
221 + </div>
222 + <div class="service-body">
223 + <h4>$entry.title</h4>
224 + <p>$entry.content</p>
225 + </div>
226 + </article>
227 + #end
102 102   </div>
103 103  
104 104   <h2 id="workspace-map">What Google Workspace usually provides</h2>
105 105  
106 106   <p>
107 - Before proposing a transition, it is important to understand why users are attached to Google Workspace.
108 - They are not only attached to a document editor. They are attached to an entire collaboration habit.
233 + Before proposing a transition, it is useful to explain what people currently get from Google Workspace.
234 + Users are not only using a document editor. They are using a complete collaboration habit.
109 109   </p>
110 110  
111 111   <table class="table table-bordered table-striped">
... ... @@ -112,8 +112,8 @@
112 112   <thead>
113 113   <tr>
114 114   <th>Google Workspace area</th>
115 - <th>What users usually value</th>
116 - <th>Typical organizational risk over time</th>
241 + <th>What users value</th>
242 + <th>Risk over time</th>
117 117   </tr>
118 118   </thead>
119 119   <tbody>
... ... @@ -120,47 +120,47 @@
120 120   <tr>
121 121   <td>Google Docs</td>
122 122   <td>Fast writing, real-time editing, comments and suggestions.</td>
123 - <td>Documents become isolated files instead of part of a maintained knowledge structure.</td>
249 + <td>Important documents become isolated files instead of maintained knowledge.</td>
124 124   </tr>
125 125   <tr>
126 126   <td>Google Drive</td>
127 - <td>Easy file sharing, folders, ownership and external collaboration.</td>
128 - <td>Folder structures grow organically and become difficult to clean up or govern.</td>
253 + <td>Easy sharing, folders, file ownership and external collaboration.</td>
254 + <td>Folder structures grow organically and become hard to govern.</td>
129 129   </tr>
130 130   <tr>
131 131   <td>Google Sheets</td>
132 - <td>Simple trackers, lists, budgets, lightweight databases and reports.</td>
133 - <td>Business processes become hidden in spreadsheets without clear ownership or validation.</td>
258 + <td>Trackers, lists, budgets, lightweight databases and reports.</td>
259 + <td>Business processes become hidden in spreadsheets.</td>
134 134   </tr>
135 135   <tr>
136 136   <td>Google Slides</td>
137 137   <td>Presentation creation and sharing.</td>
138 - <td>Final knowledge remains locked in presentation files instead of reusable documentation.</td>
264 + <td>Reusable knowledge remains locked in slide decks.</td>
139 139   </tr>
140 140   <tr>
141 141   <td>Google Forms</td>
142 - <td>Quick surveys, registration forms and internal data collection.</td>
143 - <td>Collected data may not become part of a structured internal process.</td>
268 + <td>Quick surveys, registrations and data collection.</td>
269 + <td>Collected data may remain detached from internal processes.</td>
144 144   </tr>
145 145   <tr>
146 146   <td>Google Sites</td>
147 147   <td>Simple internal or public pages.</td>
148 - <td>Content may be separated from the broader knowledge base and governance model.</td>
274 + <td>Content can be separated from the wider knowledge base.</td>
149 149   </tr>
150 150   <tr>
151 151   <td>Gmail, Calendar, Meet and Chat</td>
152 152   <td>Communication, scheduling, meetings and quick coordination.</td>
153 - <td>Decisions and knowledge remain scattered in messages, meetings and informal conversations.</td>
279 + <td>Decisions remain scattered in messages, calls and informal conversations.</td>
154 154   </tr>
155 155   </tbody>
156 156   </table>
157 157  
158 - <h2 id="replacement-map">What can move to XWiki, and what should only partially move</h2>
284 + <h2 id="replacement-map">What can move to XWiki, and what should move elsewhere</h2>
159 159  
160 160   <p>
161 - A good transition separates content by purpose. Some content belongs naturally in XWiki. Some content should
162 - remain in office collaboration tools. Some content should be moved to other open-source or self-hostable
163 - systems that complement XWiki.
287 + A successful transition separates content by purpose. Some content belongs naturally in XWiki. Some should
288 + remain in office collaboration tools. Some should move to other open-source or self-hostable systems that
289 + complement XWiki.
164 164   </p>
165 165  
166 166   <table class="table table-bordered table-striped">
... ... @@ -167,78 +167,61 @@
167 167   <thead>
168 168   <tr>
169 169   <th>Current Google Workspace usage</th>
170 - <th>XWiki replacement or equivalent</th>
171 - <th>Fit</th>
172 - <th>Recommended transition</th>
296 + <th>Recommended destination</th>
297 + <th>Transition guidance</th>
173 173   </tr>
174 174   </thead>
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>
179 - <td>Excellent</td>
180 - <td>Move final and maintained documentation to XWiki pages.</td>
303 + <td>XWiki pages, spaces, page history, comments and permissions.</td>
304 + <td>Move final and maintained documentation into XWiki pages.</td>
181 181   </tr>
182 182   <tr>
183 183   <td>Policies, procedures and governance documents</td>
184 - <td>XWiki pages with templates, metadata, review dates, ownership and approval workflows.</td>
185 - <td>Excellent</td>
308 + <td>XWiki pages with templates, metadata, review dates and ownership.</td>
186 186   <td>Move to XWiki and add lifecycle rules.</td>
187 187   </tr>
188 188   <tr>
189 189   <td>Meeting notes</td>
190 190   <td>XWiki meeting note templates inside team or working group spaces.</td>
191 - <td>Excellent</td>
192 - <td>Start new meeting notes in XWiki and link older notes when useful.</td>
314 + <td>Start new meeting notes in XWiki and link older notes only when useful.</td>
193 193   </tr>
194 194   <tr>
195 195   <td>Working group or committee documents</td>
196 - <td>XWiki spaces with homepage, members, notes, decisions, documents and tasks.</td>
197 - <td>Excellent</td>
318 + <td>XWiki spaces with homepage, members, notes, decisions and documents.</td>
198 198   <td>Create one structured space per group.</td>
199 199   </tr>
200 200   <tr>
201 201   <td>Decision records</td>
202 - <td>XWiki decision page template with context, options, decision, owner and date.</td>
203 - <td>Excellent</td>
323 + <td>XWiki decision page template.</td>
204 204   <td>Move decisions out of scattered Docs, email and chat.</td>
205 205   </tr>
206 206   <tr>
207 207   <td>Google Sites pages</td>
208 - <td>XWiki spaces and pages, public or private depending on rights.</td>
209 - <td>Very good</td>
210 - <td>Move informational pages to XWiki when they need structure, history or governance.</td>
328 + <td>XWiki public or private spaces.</td>
329 + <td>Move informational pages that need history, permissions or governance.</td>
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>
215 - <td>Good, with limits</td>
216 - <td>Use XWiki for curated files attached to knowledge pages, not for massive file sync.</td>
333 + <td>XWiki attachments for curated files; <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a> for general file sharing.</td>
334 + <td>Use XWiki for files attached to knowledge pages, not for massive file sync.</td>
217 217   </tr>
218 218   <tr>
219 219   <td>Simple trackers in Google Sheets</td>
220 220   <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>
221 - <td>Good for structured records</td>
222 - <td>Move recurring lists with stable fields; keep complex spreadsheets elsewhere.</td>
339 + <td>Move recurring lists with stable fields and clear ownership.</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>
227 - <td>Partial</td>
228 - <td>Use XWiki for final content; test collaborative editing needs separately.</td>
343 + <td>XWiki pages for final content; <a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE Docs</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora Online</a> for office editing.</td>
344 + <td>Use XWiki for the maintained version, not every draft.</td>
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>
233 - <td>Partial</td>
234 - <td>Use XWiki for workflow forms, not necessarily for all survey campaigns.</td>
348 + <td>XWiki forms for internal processes; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
349 + <td>Use the right tool depending on whether it is workflow data or survey data.</td>
235 235   </tr>
236 - <tr>
237 - <td>Slides and presentation decks</td>
238 - <td>XWiki pages for the reusable knowledge behind the presentation; office tools for authoring.</td>
239 - <td>Limited</td>
240 - <td>Store final slides as attachments if needed, but document the core knowledge in XWiki.</td>
241 - </tr>
242 242   </tbody>
243 243   </table>
244 244  
... ... @@ -249,47 +249,19 @@
249 249   over time.
250 250   </p>
251 251  
252 - <table class="table table-bordered table-striped">
253 - <thead>
254 - <tr>
255 - <th>Content type</th>
256 - <th>Example</th>
257 - <th>Why XWiki is a good fit</th>
258 - </tr>
259 - </thead>
260 - <tbody>
261 - <tr>
262 - <td>Organizational knowledge</td>
263 - <td>How the organization works, who owns what, internal processes.</td>
264 - <td>Structured spaces, navigation, search and page history make the knowledge easier to maintain.</td>
265 - </tr>
266 - <tr>
267 - <td>Working group spaces</td>
268 - <td>Homepage, members, meetings, decisions, documents and open questions.</td>
269 - <td>Each group gets a stable knowledge home instead of a folder full of unrelated files.</td>
270 - </tr>
271 - <tr>
272 - <td>Policies and procedures</td>
273 - <td>Security policy, onboarding procedure, publication process, governance rules.</td>
274 - <td>Ownership, review date, approval state and history can be made explicit.</td>
275 - </tr>
276 - <tr>
277 - <td>Decision records</td>
278 - <td>Why a tool was selected, why a policy changed, why a migration approach was chosen.</td>
279 - <td>Decisions become searchable and linked to related documentation.</td>
280 - </tr>
281 - <tr>
282 - <td>Community documentation</td>
283 - <td>Member guides, contribution guides, public project pages, FAQs.</td>
284 - <td>XWiki can support public and private content with a consistent structure.</td>
285 - </tr>
286 - <tr>
287 - <td>Structured internal apps</td>
288 - <td>Registers, inventories, simple approval requests, directories, lists.</td>
289 - <td>XWiki can model structured data instead of leaving every process in a spreadsheet.</td>
290 - </tr>
291 - </tbody>
292 - </table>
361 + <div class="services-grid resources-grid">
362 + #foreach ($entry in $xwikiFitCards)
363 + <article class="service resource-card">
364 + <div class="service-icon" aria-hidden="true">
365 + <i class="fa fa-$entry.icon"></i>
366 + </div>
367 + <div class="service-body">
368 + <h4>$entry.title</h4>
369 + <p>$entry.content</p>
370 + </div>
371 + </article>
372 + #end
373 + </div>
293 293  
294 294   <h2 id="not-xwiki">What should not be replaced by XWiki</h2>
295 295  
... ... @@ -298,57 +298,19 @@
298 298   expectations and helps the organization design a better collaboration stack.
299 299   </p>
300 300  
301 - <table class="table table-bordered table-striped">
302 - <thead>
303 - <tr>
304 - <th>Need</th>
305 - <th>Why XWiki is not the best replacement</th>
306 - <th>Better direction</th>
307 - </tr>
308 - </thead>
309 - <tbody>
310 - <tr>
311 - <td>Email</td>
312 - <td>XWiki is not an email platform.</td>
313 - <td>Keep the existing mail system or evaluate dedicated mail/groupware solutions.</td>
314 - </tr>
315 - <tr>
316 - <td>Calendar and scheduling</td>
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>
319 - </tr>
320 - <tr>
321 - <td>Video meetings</td>
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>
324 - </tr>
325 - <tr>
326 - <td>Instant messaging and chat</td>
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>
329 - </tr>
330 - <tr>
331 - <td>General file sync and desktop folder replacement</td>
332 - <td>XWiki attachments are useful around pages, but XWiki is not designed as a Dropbox or Drive sync client.</td>
333 - <td>Use Nextcloud Files or another file sync and sharing platform.</td>
334 - </tr>
335 - <tr>
336 - <td>Heavy spreadsheets</td>
337 - <td>Complex formulas, pivot tables, financial models and large spreadsheet workflows are not XWiki's role.</td>
338 - <td>Use ONLYOFFICE, Collabora, LibreOffice or another office suite.</td>
339 - </tr>
340 - <tr>
341 - <td>Presentation authoring</td>
342 - <td>XWiki can document knowledge and store final files, but it is not a presentation editor.</td>
343 - <td>Use ONLYOFFICE, Collabora, LibreOffice Impress or another presentation tool.</td>
344 - </tr>
345 - <tr>
346 - <td>Large survey campaigns</td>
347 - <td>XWiki can collect structured data, but advanced surveys need branching, reporting and respondent management.</td>
348 - <td>Use LimeSurvey or another survey platform.</td>
349 - </tr>
350 - </tbody>
351 - </table>
382 + <div class="services-grid resources-grid">
383 + #foreach ($entry in $notXWikiCards)
384 + <article class="service resource-card">
385 + <div class="service-icon" aria-hidden="true">
386 + <i class="fa fa-$entry.icon"></i>
387 + </div>
388 + <div class="service-body">
389 + <h4>$entry.title</h4>
390 + <p>$entry.content</p>
391 + </div>
392 + </article>
393 + #end
394 + </div>
352 352  
353 353   <div class="resource-note">
354 354   <p>
... ... @@ -361,16 +361,16 @@
361 361   <h2 id="open-source-stack">Open-source alternatives that can complement XWiki</h2>
362 362  
363 363   <p>
364 - For organizations trying to reduce dependency on Google Workspace, XWiki can be part of a broader open-source
365 - collaboration architecture. The exact stack depends on hosting preferences, support needs, security requirements
366 - and user expectations.
407 + For organizations trying to reduce dependency on Google Workspace, XWiki can become part of a broader
408 + open-source collaboration architecture. The exact stack depends on hosting preferences, support needs,
409 + security requirements and user expectations.
367 367   </p>
368 368  
369 369   <table class="table table-bordered table-striped">
370 370   <thead>
371 371   <tr>
372 - <th>Collaboration need</th>
373 - <th>Possible open-source or self-hostable contender</th>
415 + <th>Need</th>
416 + <th>Possible solution</th>
374 374   <th>How it works with XWiki</th>
375 375   </tr>
376 376   </thead>
... ... @@ -378,36 +378,36 @@
378 378   <tr>
379 379   <td>Structured knowledge base</td>
380 380   <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
381 - <td>Main platform for documentation, governance, knowledge management and structured pages.</td>
424 + <td>Main platform for documentation, governance, knowledge management and structured content.</td>
382 382   </tr>
383 383   <tr>
384 - <td>File sync and file sharing</td>
427 + <td>File sync and sharing</td>
385 385   <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
386 - <td>Use for general file storage and sharing; link important files from XWiki pages when needed.</td>
429 + <td>Use for general file storage and sharing; link important files from XWiki pages.</td>
387 387   </tr>
388 388   <tr>
389 389   <td>Office document editing</td>
390 390   <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>
391 - <td>Use for documents, spreadsheets and presentations; integrate with XWiki where office attachments must be edited directly.</td>
434 + <td>Use for documents, spreadsheets and presentations that need office-style editing.</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>
396 - <td>Use for real-time conversations; move durable decisions and outcomes back into XWiki.</td>
438 + <td><a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a> or <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a></td>
439 + <td>Use for real-time conversation; move durable decisions and outcomes back into XWiki.</td>
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>
443 + <td><a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a> or <a href="https://nextcloud.com/talk/" target="_blank" rel="noopener">Nextcloud Talk</a></td>
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>
405 405   <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
406 - <td>Use for survey campaigns; publish results or documentation in XWiki.</td>
449 + <td>Use for survey campaigns; publish results, summaries or procedures 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>
453 + <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, Microsoft Entra ID, Google identity or another OIDC/SAML provider.</td>
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>
... ... @@ -420,353 +420,118 @@
420 420   That approach creates too much noise, too many permission questions and too many low-value documents.
421 421   </p>
422 422  
423 - <h3>1. Define the role of XWiki</h3>
466 + <ol class="process-list">
467 + #foreach ($entry in $roadmapSteps)
468 + <li>
469 + <strong>$entry.title</strong>
470 + $entry.content
471 + </li>
472 + #end
473 + </ol>
424 424  
475 + <h2 id="pilot">A good pilot: one working group space</h2>
476 +
425 425   <p>
426 - Start with a clear rule:
478 + A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
479 + committee, project team or community group can move its durable knowledge into XWiki while keeping office
480 + tools for drafting, spreadsheets and presentations when needed.
427 427   </p>
428 428  
483 + <div class="services-grid resources-grid">
484 + #foreach ($entry in $pilotCards)
485 + <article class="service resource-card">
486 + <div class="service-icon" aria-hidden="true">
487 + <i class="fa fa-$entry.icon"></i>
488 + </div>
489 + <div class="service-body">
490 + <h4>$entry.title</h4>
491 + <p>$entry.content</p>
492 + </div>
493 + </article>
494 + #end
495 + </div>
496 +
429 429   <div class="resource-note">
430 430   <p>
431 - <strong>XWiki is the place for official, maintained and reusable knowledge. Office tools are for temporary
432 - drafting, spreadsheets, presentations and real-time editing when they are truly needed.</strong>
499 + <strong>Pilot success question:</strong> can members find the current and trusted version of important
500 + information faster than before?
433 433   </p>
434 434   </div>
435 435  
504 + <h2 id="adoption">How to convince the team to use XWiki</h2>
505 +
436 436   <p>
437 - This prevents users from seeing XWiki as just another storage location. It gives XWiki a distinct purpose.
507 + People do not usually change collaboration habits because a new platform exists. They change when the new
508 + platform makes an important part of their work easier, clearer or more reliable.
438 438   </p>
439 439  
440 - <h3>2. Identify high-value content first</h3>
441 -
442 442   <p>
443 - Do not migrate by volume. Migrate by value.
512 + A useful adoption message is:
444 444   </p>
445 445  
446 - <table class="table table-bordered table-striped">
447 - <thead>
448 - <tr>
449 - <th>Move early</th>
450 - <th>Move later or archive</th>
451 - <th>Usually do not move</th>
452 - </tr>
453 - </thead>
454 - <tbody>
455 - <tr>
456 - <td>Policies, procedures, onboarding guides, public docs, working group pages, decision records.</td>
457 - <td>Older project files, historical meeting notes, reference documents with unclear ownership.</td>
458 - <td>Draft files, personal documents, complex spreadsheets, presentation working files, temporary collaboration docs.</td>
459 - </tr>
460 - </tbody>
461 - </table>
515 + <div class="resource-note">
516 + <p>
517 + <strong>XWiki is not another folder where files disappear. It is the place where the organization keeps
518 + the current version, the owner, the context, the decision and the links around important knowledge.</strong>
519 + </p>
520 + </div>
462 462  
463 - <h3>3. Create templates before asking people to write</h3>
464 -
465 465   <p>
466 - Empty wiki pages slow adoption. Users should not have to decide the structure every time.
523 + Simple rules help adoption more than abstract platform arguments:
467 467   </p>
468 468  
469 - <p>
470 - Useful starting templates include:
471 - </p>
472 -
473 - <ul>
474 - <li>Working group homepage</li>
475 - <li>Meeting notes</li>
476 - <li>Decision record</li>
477 - <li>Policy or procedure</li>
478 - <li>Project homepage</li>
479 - <li>FAQ page</li>
480 - <li>Onboarding page</li>
481 - <li>External collaboration page</li>
526 + <ul class="resource-checklist">
527 + <li>If it is official, maintained or reusable, it belongs in XWiki.</li>
528 + <li>If it is a temporary draft, it can stay in an office editor until it becomes useful knowledge.</li>
529 + <li>If it is a complex spreadsheet, do not force it into XWiki.</li>
530 + <li>If it was decided in a meeting or chat, summarize the decision in XWiki.</li>
531 + <li>If nobody owns it, do not migrate it as current content.</li>
532 + <li>If users need the same answer repeatedly, create or improve an XWiki page.</li>
482 482   </ul>
483 483  
484 - <h3>4. Reduce login friction with SSO</h3>
535 + <h2 id="implementation">Practical XWiki features to implement early</h2>
485 485  
486 486   <p>
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.
538 + The following improvements can make the transition easier to accept and easier to govern.
491 491   </p>
492 492  
493 - <h3>5. Define permissions and ownership rules</h3>
494 -
495 - <p>
496 - Access rights should be designed before content is migrated. A common model is:
497 - </p>
498 -
499 - <table class="table table-bordered table-striped">
500 - <thead>
501 - <tr>
502 - <th>Area</th>
503 - <th>Recommended ownership</th>
504 - <th>Typical access</th>
505 - </tr>
506 - </thead>
507 - <tbody>
508 - <tr>
509 - <td>Public documentation</td>
510 - <td>Documentation or communication owner</td>
511 - <td>Public view, restricted edit.</td>
512 - </tr>
513 - <tr>
514 - <td>Internal knowledge base</td>
515 - <td>Operations, staff or knowledge management owner</td>
516 - <td>Authenticated view, controlled edit.</td>
517 - </tr>
518 - <tr>
519 - <td>Working group space</td>
520 - <td>Working group chair or coordinator</td>
521 - <td>Group members edit, others view depending on sensitivity.</td>
522 - </tr>
523 - <tr>
524 - <td>Board or restricted area</td>
525 - <td>Named administrative owner</td>
526 - <td>Explicit restricted group access.</td>
527 - </tr>
528 - <tr>
529 - <td>External collaboration area</td>
530 - <td>Internal sponsor</td>
531 - <td>Limited groups, expiration or periodic review.</td>
532 - </tr>
533 - </tbody>
534 - </table>
535 -
536 - <h3>6. Migrate content into structure, not just into pages</h3>
537 -
538 - <p>
539 - A migration that only copies Google Docs into XWiki pages may reproduce the same confusion in a different
540 - platform. Each migrated page should have a place, an owner and a reason to exist.
541 - </p>
542 -
543 - <p>
544 - For each migrated document, decide:
545 - </p>
546 -
547 - <ul>
548 - <li>Who owns this page?</li>
549 - <li>Is it current, historical or archived?</li>
550 - <li>Who can view it?</li>
551 - <li>Who can edit it?</li>
552 - <li>Does it need a review date?</li>
553 - <li>Should it remain as an attachment instead of becoming a wiki page?</li>
554 - <li>What related pages should link to it?</li>
541 + <ul class="resource-checklist">
542 + #foreach ($item in $implementationItems)
543 + <li>$item</li>
544 + #end
555 555   </ul>
556 556  
557 - <h3>7. Keep a transition dashboard</h3>
547 + <h2>Example transition scenarios</h2>
558 558  
549 + <h3>Scenario 1: Working group documentation</h3>
559 559   <p>
560 - A simple XWiki dashboard can make the transition visible and manageable.
551 + A working group has Google Docs for agendas, meeting notes, decisions and reference files. In XWiki, this can
552 + become a structured space with a homepage, meeting note template, decision records, document list, open
553 + questions and links to files that remain in Nextcloud or another storage system.
561 561   </p>
562 562  
563 - <table class="table table-bordered table-striped">
564 - <thead>
565 - <tr>
566 - <th>Dashboard section</th>
567 - <th>Purpose</th>
568 - </tr>
569 - </thead>
570 - <tbody>
571 - <tr>
572 - <td>Content selected for migration</td>
573 - <td>Shows the high-value documents that are being moved first.</td>
574 - </tr>
575 - <tr>
576 - <td>Content needing an owner</td>
577 - <td>Prevents orphan pages from entering the new system.</td>
578 - </tr>
579 - <tr>
580 - <td>Content to keep in Google or office tools</td>
581 - <td>Makes it clear that not everything must move.</td>
582 - </tr>
583 - <tr>
584 - <td>External access review</td>
585 - <td>Tracks documents or spaces shared with people outside the organization.</td>
586 - </tr>
587 - <tr>
588 - <td>Recently migrated pages</td>
589 - <td>Helps users see progress and discover the new structure.</td>
590 - </tr>
591 - </tbody>
592 - </table>
593 -
594 - <h2 id="pilot">A good pilot: one working group space</h2>
595 -
556 + <h3>Scenario 2: Policies and procedures</h3>
596 596   <p>
597 - A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
598 - committee, project team or community group can move its durable knowledge into XWiki while keeping office
599 - tools for drafting and spreadsheets when needed.
558 + Policies stored as Google Docs can become XWiki pages with owner, review date, status, history and restricted
559 + edit rights. This makes it easier to know which version is current and who is responsible for keeping it updated.
600 600   </p>
601 601  
562 + <h3>Scenario 3: Spreadsheet tracker</h3>
602 602   <p>
603 - A pilot space could include:
564 + A simple Google Sheet used as a list of requests, assets, documents or contacts may become a small XWiki
565 + application when the fields are stable. A complex financial model or reporting workbook should remain in an
566 + office spreadsheet tool.
604 604   </p>
605 605  
606 - <table class="table table-bordered table-striped">
607 - <thead>
608 - <tr>
609 - <th>Page or section</th>
610 - <th>Purpose</th>
611 - </tr>
612 - </thead>
613 - <tbody>
614 - <tr>
615 - <td>Working group homepage</td>
616 - <td>Explains the purpose, scope, members, links and current priorities.</td>
617 - </tr>
618 - <tr>
619 - <td>Meeting notes</td>
620 - <td>Uses a consistent template so notes are easy to scan and search.</td>
621 - </tr>
622 - <tr>
623 - <td>Decisions</td>
624 - <td>Captures important decisions separately from long meeting notes.</td>
625 - </tr>
626 - <tr>
627 - <td>Documents</td>
628 - <td>Links official documents, policies and important files.</td>
629 - </tr>
630 - <tr>
631 - <td>Open questions</td>
632 - <td>Tracks unresolved topics without hiding them in chat or email.</td>
633 - </tr>
634 - <tr>
635 - <td>FAQ</td>
636 - <td>Collects recurring questions from the community.</td>
637 - </tr>
638 - <tr>
639 - <td>External links</td>
640 - <td>Provides a bridge to Google Drive, Nextcloud, issue trackers or other systems still in use.</td>
641 - </tr>
642 - </tbody>
643 - </table>
569 + <h2>Recommended target architecture</h2>
644 644  
645 - <div class="resource-note">
646 - <p>
647 - <strong>Pilot success question:</strong> Can members find the current and trusted version of important
648 - information faster than before?
649 - </p>
650 - </div>
651 -
652 - <h2 id="adoption">How to encourage adoption</h2>
653 -
654 654   <p>
655 - People do not usually change collaboration habits because a new platform exists. They change when the new
656 - platform makes an important part of their work easier, clearer or more reliable.
572 + A realistic architecture does not replace every Google Workspace feature with XWiki. It gives each tool a clear role.
657 657   </p>
658 658  
659 - <h3>Use simple rules</h3>
660 -
661 661   <table class="table table-bordered table-striped">
662 662   <thead>
663 663   <tr>
664 - <th>Rule</th>
665 - <th>Example</th>
666 - </tr>
667 - </thead>
668 - <tbody>
669 - <tr>
670 - <td>If it is official, it belongs in XWiki.</td>
671 - <td>Policies, procedures, final decisions, project documentation.</td>
672 - </tr>
673 - <tr>
674 - <td>If it is temporary drafting, it can stay in an office editor.</td>
675 - <td>Collaborative draft document, presentation working file.</td>
676 - </tr>
677 - <tr>
678 - <td>If it is a complex spreadsheet, do not force it into XWiki.</td>
679 - <td>Budget model, calculations, reporting workbook.</td>
680 - </tr>
681 - <tr>
682 - <td>If it was decided in a meeting or chat, summarize it in XWiki.</td>
683 - <td>Decision record linked from meeting notes.</td>
684 - </tr>
685 - <tr>
686 - <td>If nobody owns it, do not migrate it as current content.</td>
687 - <td>Mark as archive or leave in the old system until reviewed.</td>
688 - </tr>
689 - </tbody>
690 - </table>
691 -
692 - <h3>Make leadership use the new structure</h3>
693 -
694 - <p>
695 - Adoption is much harder if important announcements and decisions still point only to Google Docs or Drive
696 - folders. When leadership links to XWiki as the trusted source, the platform becomes part of the organization’s
697 - daily rhythm.
698 - </p>
699 -
700 - <h3>Start with visible wins</h3>
701 -
702 - <p>
703 - The first XWiki spaces should be better organized than the Google Drive folders they replace. They should have
704 - navigation, page templates, useful links, ownership, clear permissions and recent activity. Users need to feel
705 - that XWiki is not just another repository, but a better way to understand the organization.
706 - </p>
707 -
708 - <h2 id="implementation">Practical XWiki features to implement early</h2>
709 -
710 - <p>
711 - The following XWiki improvements can make a Google Workspace transition easier to accept:
712 - </p>
713 -
714 - <table class="table table-bordered table-striped">
715 - <thead>
716 - <tr>
717 - <th>XWiki feature</th>
718 - <th>Why it helps adoption</th>
719 - </tr>
720 - </thead>
721 - <tbody>
722 - <tr>
723 - <td>SSO with OIDC, SAML or LDAP</td>
724 - <td>Reduces login friction and aligns XWiki with the organization’s identity system.</td>
725 - </tr>
726 - <tr>
727 - <td>Page templates</td>
728 - <td>Prevents blank-page confusion and creates consistent documentation habits.</td>
729 - </tr>
730 - <tr>
731 - <td>Working group space model</td>
732 - <td>Gives each team or community group a clear home.</td>
733 - </tr>
734 - <tr>
735 - <td>Metadata fields</td>
736 - <td>Adds owner, status, review date, audience and document type.</td>
737 - </tr>
738 - <tr>
739 - <td>Comments and annotations</td>
740 - <td>Supports discussion around pages without losing context.</td>
741 - </tr>
742 - <tr>
743 - <td>Notifications</td>
744 - <td>Keeps users aware of changes in the spaces they follow.</td>
745 - </tr>
746 - <tr>
747 - <td>Structured applications</td>
748 - <td>Replaces some spreadsheet-based lists with maintainable data-driven apps.</td>
749 - </tr>
750 - <tr>
751 - <td>Approval workflows or change requests</td>
752 - <td>Supports governance for official documents and sensitive content.</td>
753 - </tr>
754 - <tr>
755 - <td>Office document integration</td>
756 - <td>Allows attached office documents to be edited when page-based content is not enough.</td>
757 - </tr>
758 - </tbody>
759 - </table>
760 -
761 - <h2 id="example-architecture">Example collaboration architecture</h2>
762 -
763 - <p>
764 - A realistic open collaboration architecture may look like this:
765 - </p>
766 -
767 - <table class="table table-bordered table-striped">
768 - <thead>
769 - <tr>
770 770   <th>Layer</th>
771 771   <th>Recommended role</th>
772 772   </tr>
... ... @@ -773,33 +773,29 @@
773 773   </thead>
774 774   <tbody>
775 775   <tr>
776 - <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
584 + <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>
588 + <td>Nextcloud or equivalent</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>
592 + <td>ONLYOFFICE, Collabora or LibreOffice</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>
596 + <td>Matrix/Element, Mattermost or Nextcloud Talk</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>
600 + <td>Jitsi or another meeting tool</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>
604 + <td>Keycloak or existing identity provider</td>
797 797   <td>SSO, group mapping and identity lifecycle.</td>
798 798   </tr>
799 - <tr>
800 - <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
801 - <td>Advanced surveys and research-style data collection.</td>
802 - </tr>
803 803   </tbody>
804 804   </table>
805 805  
... ... @@ -819,9 +819,9 @@
819 819   <details class="resource-faq-item" open>
820 820   <summary>Can XWiki replace Google Workspace completely?</summary>
821 821   <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.
626 + Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,
627 + chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured
628 + knowledge and documentation layer.
825 825   </p>
826 826   </details>
827 827  
... ... @@ -828,9 +828,9 @@
828 828   <details class="resource-faq-item">
829 829   <summary>Can XWiki replace Google Docs?</summary>
830 830   <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.
635 + It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,
636 + decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,
637 + an office editor such as ONLYOFFICE or Collabora may still be useful.
834 834   </p>
835 835   </details>
836 836  
... ... @@ -837,9 +837,9 @@
837 837   <details class="resource-faq-item">
838 838   <summary>Can XWiki replace Google Drive?</summary>
839 839   <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.
644 + Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,
645 + but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better
646 + fit for that role.
843 843   </p>
844 844   </details>
845 845  
... ... @@ -846,9 +846,9 @@
846 846   <details class="resource-faq-item">
847 847   <summary>What is the best first step?</summary>
848 848   <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.
653 + Start with one high-value pilot: a working group, committee, department or project that has real
654 + documentation pain. Create the structure, templates, permissions and migration rules for that pilot before
655 + expanding.
852 852   </p>
853 853   </details>
854 854  
... ... @@ -855,9 +855,9 @@
855 855   <details class="resource-faq-item">
856 856   <summary>How do you convince users to try XWiki?</summary>
857 857   <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.
662 + Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives users a clearer,
663 + more reliable place for trusted knowledge: the current document, the owner, the status, the related decisions
664 + and the wider context.
861 861   </p>
862 862   </details>
863 863  
... ... @@ -864,9 +864,9 @@
864 864   <details class="resource-faq-item">
865 865   <summary>What should remain outside XWiki during transition?</summary>
866 866   <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.
671 + Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and
672 + anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or
673 + replace that workflow.
870 870   </p>
871 871   </details>
872 872