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

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