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Last modified by Agnease on 2026/07/03 12:22
From version 4.4
edited by Agnease
on 2026/07/03 12:08
Change comment: There is no comment for this version
To version 1.2
edited by Agnease
on 2026/07/03 11:08
Change comment: There is no comment for this version

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... ... @@ -1,133 +1,5 @@
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 -
131 131  {{html clean="false"}}
132 132  
133 133   <section class="resource-header" aria-labelledby="hero-title">
... ... @@ -135,7 +135,7 @@
135 135   <div class="text-center">
136 136   <div class="hero-kicker">
137 137   <i class="fa fa-exchange" aria-hidden="true"></i>
138 - XWiki migration and collaboration guidance
10 + XWiki migration guidance
139 139   </div>
140 140   </div>
141 141  
... ... @@ -142,8 +142,8 @@
142 142   <h1 id="hero-title">From Google Workspace to XWiki: a practical transition guide</h1>
143 143  
144 144   <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.
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.
147 147   </p>
148 148   </div>
149 149   </section>
... ... @@ -156,17 +156,13 @@
156 156   <h4>In this guide</h4>
157 157   <ul>
158 158   <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>
31 + <li><a href="#workspace-map">What Google Workspace covers</a></li>
32 + <li><a href="#replacement-map">What can move to XWiki</a></li>
33 + <li><a href="#not-xwiki">What should not move to XWiki</a></li>
34 + <li><a href="#open-source-stack">Open-source alternatives</a></li>
165 165   <li><a href="#transition-plan">Transition plan</a></li>
166 166   <li><a href="#pilot">Pilot example</a></li>
167 167   <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>
170 170   <li><a href="#faq">FAQ</a></li>
171 171   </ul>
172 172   </aside>
... ... @@ -174,74 +174,56 @@
174 174   <article class="resource-content">
175 175  
176 176   <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.
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.
180 180   </p>
181 181  
182 182   <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.
50 + Google Workspace is often successful because it is the default place where people write documents, share files,
51 + collaborate in real time, collect information, meet, chat and search. This makes any transition feel difficult,
52 + especially when users are already comfortable with the existing tools.
186 186   </p>
187 187  
188 188   <div class="resource-note">
189 189   <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.
57 + <strong>The practical position:</strong> XWiki should not be presented as a full one-to-one replacement for
58 + Google Workspace. XWiki is strongest as the structured knowledge layer: official documentation, working group
59 + spaces, policies, procedures, meeting notes, decisions, knowledge bases, governance content and maintained
60 + organizational memory.
193 193   </p>
194 194   </div>
195 195  
196 - <h2 id="main-idea">The main idea: replace the knowledge problem, not the entire suite</h2>
64 + <p>
65 + A realistic transition does not start by moving everything out of Google Drive. It starts by deciding what kind
66 + of information should become durable, structured and maintained in XWiki, and what kind of work should remain
67 + in office, file-sharing, communication or meeting tools.
68 + </p>
197 197  
70 + <h2 id="main-idea">The main idea: do not replace the suite, replace the knowledge problem</h2>
71 +
198 198   <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.
73 + The strongest argument for XWiki is not that it can imitate Google Workspace. The strongest argument is that
74 + it can solve a problem that often appears inside Google Workspace over time: scattered documents, unclear
75 + ownership, duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for
76 + the trusted version of important knowledge.
203 203   </p>
204 204  
79 + <p>
80 + A useful message for an organization is:
81 + </p>
82 +
205 205   <div class="resource-note">
206 206   <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.
85 + <strong>Use Google-style office tools for fast drafting and real-time editing when needed. Use XWiki for
86 + trusted, maintained, structured knowledge that people need to find and rely on later.</strong>
211 211   </p>
212 212   </div>
213 213  
214 - <div class="cta-panel">
215 - <h2>Need help positioning the transition?</h2>
216 - <p>
217 - Agnease can help map current Google Workspace usage, identify what should move to XWiki,
218 - define the right open-source alternatives, and prepare a realistic pilot migration.
219 - </p>
220 - <a class="btn btn-primary" href="$xwiki.getURL('contact.WebHome')">Discuss your transition</a>
221 - </div>
222 -
223 - <h2 id="quick-view">Quick view: how to position the transition</h2>
224 -
225 - <div class="services-grid">
226 - #foreach ($entry in $summaryCards)
227 - <article class="service">
228 - <div class="service-icon" aria-hidden="true">
229 - <i class="fa fa-$entry.icon"></i>
230 - </div>
231 -
232 - <div class="service-body">
233 - <h4>$entry.title</h4>
234 - <p>$entry.content</p>
235 - </div>
236 - </article>
237 - #end
238 - </div>
239 -
240 240   <h2 id="workspace-map">What Google Workspace usually provides</h2>
241 241  
242 242   <p>
243 - Before proposing a transition, it is useful to explain what people currently get from Google Workspace.
244 - Users are not only using a document editor. They are using a complete collaboration habit.
93 + Before proposing a transition, it is important to understand why users are attached to Google Workspace.
94 + They are not only attached to a document editor. They are attached to an entire collaboration habit.
245 245   </p>
246 246  
247 247   <table class="table table-bordered table-striped">
... ... @@ -248,8 +248,8 @@
248 248   <thead>
249 249   <tr>
250 250   <th>Google Workspace area</th>
251 - <th>What users value</th>
252 - <th>Risk over time</th>
101 + <th>What users usually value</th>
102 + <th>Typical organizational risk over time</th>
253 253   </tr>
254 254   </thead>
255 255   <tbody>
... ... @@ -256,47 +256,47 @@
256 256   <tr>
257 257   <td>Google Docs</td>
258 258   <td>Fast writing, real-time editing, comments and suggestions.</td>
259 - <td>Important documents become isolated files instead of maintained knowledge.</td>
109 + <td>Documents become isolated files instead of part of a maintained knowledge structure.</td>
260 260   </tr>
261 261   <tr>
262 262   <td>Google Drive</td>
263 - <td>Easy sharing, folders, file ownership and external collaboration.</td>
264 - <td>Folder structures grow organically and become hard to govern.</td>
113 + <td>Easy file sharing, folders, ownership and external collaboration.</td>
114 + <td>Folder structures grow organically and become difficult to clean up or govern.</td>
265 265   </tr>
266 266   <tr>
267 267   <td>Google Sheets</td>
268 - <td>Trackers, lists, budgets, lightweight databases and reports.</td>
269 - <td>Business processes become hidden in spreadsheets.</td>
118 + <td>Simple trackers, lists, budgets, lightweight databases and reports.</td>
119 + <td>Business processes become hidden in spreadsheets without clear ownership or validation.</td>
270 270   </tr>
271 271   <tr>
272 272   <td>Google Slides</td>
273 273   <td>Presentation creation and sharing.</td>
274 - <td>Reusable knowledge remains locked in slide decks.</td>
124 + <td>Final knowledge remains locked in presentation files instead of reusable documentation.</td>
275 275   </tr>
276 276   <tr>
277 277   <td>Google Forms</td>
278 - <td>Quick surveys, registrations and data collection.</td>
279 - <td>Collected data may remain detached from internal processes.</td>
128 + <td>Quick surveys, registration forms and internal data collection.</td>
129 + <td>Collected data may not become part of a structured internal process.</td>
280 280   </tr>
281 281   <tr>
282 282   <td>Google Sites</td>
283 283   <td>Simple internal or public pages.</td>
284 - <td>Content can be separated from the wider knowledge base.</td>
134 + <td>Content may be separated from the broader knowledge base and governance model.</td>
285 285   </tr>
286 286   <tr>
287 287   <td>Gmail, Calendar, Meet and Chat</td>
288 288   <td>Communication, scheduling, meetings and quick coordination.</td>
289 - <td>Decisions remain scattered in messages, calls and informal conversations.</td>
139 + <td>Decisions and knowledge remain scattered in messages, meetings and informal conversations.</td>
290 290   </tr>
291 291   </tbody>
292 292   </table>
293 293  
294 - <h2 id="replacement-map">What can move to XWiki, and what should move elsewhere</h2>
144 + <h2 id="replacement-map">What can move to XWiki, and what should only partially move</h2>
295 295  
296 296   <p>
297 - A successful transition separates content by purpose. Some content belongs naturally in XWiki. Some should
298 - remain in office collaboration tools. Some should move to other open-source or self-hostable systems that
299 - complement XWiki.
147 + A good transition separates content by purpose. Some content belongs naturally in XWiki. Some content should
148 + remain in office collaboration tools. Some content should be moved to other open-source or self-hostable
149 + systems that complement XWiki.
300 300   </p>
301 301  
302 302   <table class="table table-bordered table-striped">
... ... @@ -303,61 +303,78 @@
303 303   <thead>
304 304   <tr>
305 305   <th>Current Google Workspace usage</th>
306 - <th>Recommended destination</th>
307 - <th>Transition guidance</th>
156 + <th>XWiki replacement or equivalent</th>
157 + <th>Fit</th>
158 + <th>Recommended transition</th>
308 308   </tr>
309 309   </thead>
310 310   <tbody>
311 311   <tr>
312 312   <td>Official documentation in Google Docs</td>
313 - <td>XWiki pages, spaces, page history, comments and permissions.</td>
314 - <td>Move final and maintained documentation into XWiki pages.</td>
164 + <td>XWiki pages, spaces, navigation, page history, comments and permissions.</td>
165 + <td>Excellent</td>
166 + <td>Move final and maintained documentation to XWiki pages.</td>
315 315   </tr>
316 316   <tr>
317 317   <td>Policies, procedures and governance documents</td>
318 - <td>XWiki pages with templates, metadata, review dates and ownership.</td>
170 + <td>XWiki pages with templates, metadata, review dates, ownership and approval workflows.</td>
171 + <td>Excellent</td>
319 319   <td>Move to XWiki and add lifecycle rules.</td>
320 320   </tr>
321 321   <tr>
322 322   <td>Meeting notes</td>
323 323   <td>XWiki meeting note templates inside team or working group spaces.</td>
324 - <td>Start new meeting notes in XWiki and link older notes only when useful.</td>
177 + <td>Excellent</td>
178 + <td>Start new meeting notes in XWiki and link older notes when useful.</td>
325 325   </tr>
326 326   <tr>
327 327   <td>Working group or committee documents</td>
328 - <td>XWiki spaces with homepage, members, notes, decisions and documents.</td>
182 + <td>XWiki spaces with homepage, members, notes, decisions, documents and tasks.</td>
183 + <td>Excellent</td>
329 329   <td>Create one structured space per group.</td>
330 330   </tr>
331 331   <tr>
332 332   <td>Decision records</td>
333 - <td>XWiki decision page template.</td>
188 + <td>XWiki decision page template with context, options, decision, owner and date.</td>
189 + <td>Excellent</td>
334 334   <td>Move decisions out of scattered Docs, email and chat.</td>
335 335   </tr>
336 336   <tr>
337 337   <td>Google Sites pages</td>
338 - <td>XWiki public or private spaces.</td>
339 - <td>Move informational pages that need history, permissions or governance.</td>
194 + <td>XWiki spaces and pages, public or private depending on rights.</td>
195 + <td>Very good</td>
196 + <td>Move informational pages to XWiki when they need structure, history or governance.</td>
340 340   </tr>
341 341   <tr>
342 342   <td>Shared file archive</td>
343 - <td>XWiki attachments for curated files; <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a> for general file sharing.</td>
344 - <td>Use XWiki for files attached to knowledge pages, not for massive file sync.</td>
200 + <td>XWiki attachments, File Manager-style applications or linked external storage.</td>
201 + <td>Good, with limits</td>
202 + <td>Use XWiki for curated files attached to knowledge pages, not for massive file sync.</td>
345 345   </tr>
346 346   <tr>
347 347   <td>Simple trackers in Google Sheets</td>
348 - <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>
349 - <td>Move recurring lists with stable fields and clear ownership.</td>
206 + <td>XWiki structured applications, App Within Minutes or custom XWiki apps.</td>
207 + <td>Good for structured records</td>
208 + <td>Move recurring lists with stable fields; keep complex spreadsheets elsewhere.</td>
350 350   </tr>
351 351   <tr>
352 352   <td>Collaborative drafting in Google Docs</td>
353 - <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>
354 - <td>Use XWiki for the maintained version, not every draft.</td>
212 + <td>XWiki real-time editing or office document integrations such as ONLYOFFICE or Collabora.</td>
213 + <td>Partial</td>
214 + <td>Use XWiki for final content; test collaborative editing needs separately.</td>
355 355   </tr>
356 356   <tr>
357 357   <td>Forms and surveys</td>
358 - <td>XWiki forms for internal processes; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
359 - <td>Use the right tool depending on whether it is workflow data or survey data.</td>
218 + <td>XWiki forms for internal structured data; LimeSurvey or similar tools for advanced surveys.</td>
219 + <td>Partial</td>
220 + <td>Use XWiki for workflow forms, not necessarily for all survey campaigns.</td>
360 360   </tr>
222 + <tr>
223 + <td>Slides and presentation decks</td>
224 + <td>XWiki pages for the reusable knowledge behind the presentation.</td>
225 + <td>Limited</td>
226 + <td>Store final slides as attachments if needed, but document the core knowledge in XWiki.</td>
227 + </tr>
361 361   </tbody>
362 362   </table>
363 363  
... ... @@ -368,43 +368,107 @@
368 368   over time.
369 369   </p>
370 370  
371 - <div class="services-grid">
372 - #foreach ($entry in $xwikiFitCards)
373 - <article class="service">
374 - <div class="service-icon" aria-hidden="true">
375 - <i class="fa fa-$entry.icon"></i>
376 - </div>
238 + <table class="table table-bordered table-striped">
239 + <thead>
240 + <tr>
241 + <th>Content type</th>
242 + <th>Example</th>
243 + <th>Why XWiki is a good fit</th>
244 + </tr>
245 + </thead>
246 + <tbody>
247 + <tr>
248 + <td>Organizational knowledge</td>
249 + <td>How the organization works, who owns what, internal processes.</td>
250 + <td>Structured spaces, navigation, search and page history make the knowledge easier to maintain.</td>
251 + </tr>
252 + <tr>
253 + <td>Working group spaces</td>
254 + <td>Homepage, members, meetings, decisions, documents and open questions.</td>
255 + <td>Each group gets a stable knowledge home instead of a folder full of unrelated files.</td>
256 + </tr>
257 + <tr>
258 + <td>Policies and procedures</td>
259 + <td>Security policy, onboarding procedure, publication process, governance rules.</td>
260 + <td>Ownership, review date, approval state and history can be made explicit.</td>
261 + </tr>
262 + <tr>
263 + <td>Decision records</td>
264 + <td>Why a tool was selected, why a policy changed, why a migration approach was chosen.</td>
265 + <td>Decisions become searchable and linked to related documentation.</td>
266 + </tr>
267 + <tr>
268 + <td>Community documentation</td>
269 + <td>Member guides, contribution guides, public project pages, FAQs.</td>
270 + <td>XWiki can support public and private content with a consistent structure.</td>
271 + </tr>
272 + <tr>
273 + <td>Structured internal apps</td>
274 + <td>Registers, inventories, simple approval requests, directories, lists.</td>
275 + <td>XWiki can model structured data instead of leaving every process in a spreadsheet.</td>
276 + </tr>
277 + </tbody>
278 + </table>
377 377  
378 - <div class="service-body">
379 - <h4>$entry.title</h4>
380 - <p>$entry.content</p>
381 - </div>
382 - </article>
383 - #end
384 - </div>
385 -
386 386   <h2 id="not-xwiki">What should not be replaced by XWiki</h2>
387 387  
388 388   <p>
389 389   A credible transition guide should clearly explain where XWiki is not the right tool. This avoids unrealistic
390 - expectations and helps the organization design a better collaboration stack.
284 + expectations and helps the organization design a better open collaboration stack.
391 391   </p>
392 392  
393 - <div class="services-grid">
394 - #foreach ($entry in $notXWikiCards)
395 - <article class="service">
396 - <div class="service-icon" aria-hidden="true">
397 - <i class="fa fa-$entry.icon"></i>
398 - </div>
287 + <table class="table table-bordered table-striped">
288 + <thead>
289 + <tr>
290 + <th>Need</th>
291 + <th>Why XWiki is not the best replacement</th>
292 + <th>Better direction</th>
293 + </tr>
294 + </thead>
295 + <tbody>
296 + <tr>
297 + <td>Email</td>
298 + <td>XWiki is not an email platform.</td>
299 + <td>Keep the existing mail system or evaluate dedicated mail/groupware solutions.</td>
300 + </tr>
301 + <tr>
302 + <td>Calendar and scheduling</td>
303 + <td>XWiki can display or manage calendar-like information, but it is not a full scheduling suite.</td>
304 + <td>Use a groupware platform such as Nextcloud Groupware or keep the existing calendar system.</td>
305 + </tr>
306 + <tr>
307 + <td>Video meetings</td>
308 + <td>XWiki is not a video conferencing system.</td>
309 + <td>Use Jitsi, Nextcloud Talk or another dedicated meeting tool.</td>
310 + </tr>
311 + <tr>
312 + <td>Instant messaging and chat</td>
313 + <td>XWiki comments and notifications do not replace real-time chat.</td>
314 + <td>Use Matrix/Element, Mattermost, Nextcloud Talk or another chat platform.</td>
315 + </tr>
316 + <tr>
317 + <td>General file sync and desktop folder replacement</td>
318 + <td>XWiki attachments are useful around pages, but XWiki is not designed as a Dropbox or Drive sync client.</td>
319 + <td>Use Nextcloud Files or another file sync and sharing platform.</td>
320 + </tr>
321 + <tr>
322 + <td>Heavy spreadsheets</td>
323 + <td>Complex formulas, pivot tables, financial models and large spreadsheet workflows are not XWiki's role.</td>
324 + <td>Use ONLYOFFICE, Collabora, LibreOffice or another office suite.</td>
325 + </tr>
326 + <tr>
327 + <td>Presentation authoring</td>
328 + <td>XWiki can document knowledge and store final files, but it is not a presentation editor.</td>
329 + <td>Use ONLYOFFICE, Collabora, LibreOffice Impress or another presentation tool.</td>
330 + </tr>
331 + <tr>
332 + <td>Large survey campaigns</td>
333 + <td>XWiki can collect structured data, but advanced surveys need branching, reporting and respondent management.</td>
334 + <td>Use LimeSurvey or another survey platform.</td>
335 + </tr>
336 + </tbody>
337 + </table>
399 399  
400 - <div class="service-body">
401 - <h4>$entry.title</h4>
402 - <p>$entry.content</p>
403 - </div>
404 - </article>
405 - #end
406 - </div>
407 -
408 408   <div class="resource-note">
409 409   <p>
410 410   <strong>In practice:</strong> the goal is not to make XWiki do everything. The goal is to make XWiki the
... ... @@ -416,16 +416,16 @@
416 416   <h2 id="open-source-stack">Open-source alternatives that can complement XWiki</h2>
417 417  
418 418   <p>
419 - For organizations trying to reduce dependency on Google Workspace, XWiki can become part of a broader
420 - open-source collaboration architecture. The exact stack depends on hosting preferences, support needs,
421 - security requirements and user expectations.
350 + For organizations trying to reduce dependency on Google Workspace, XWiki can be part of a broader open-source
351 + collaboration architecture. The exact stack depends on hosting preferences, support needs, security requirements
352 + and user expectations.
422 422   </p>
423 423  
424 424   <table class="table table-bordered table-striped">
425 425   <thead>
426 426   <tr>
427 - <th>Need</th>
428 - <th>Possible solution</th>
358 + <th>Collaboration need</th>
359 + <th>Possible open-source or self-hostable contender</th>
429 429   <th>How it works with XWiki</th>
430 430   </tr>
431 431   </thead>
... ... @@ -432,37 +432,37 @@
432 432   <tbody>
433 433   <tr>
434 434   <td>Structured knowledge base</td>
435 - <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
436 - <td>Main platform for documentation, governance, knowledge management and structured content.</td>
366 + <td>XWiki</td>
367 + <td>Main platform for documentation, governance, knowledge management and structured pages.</td>
437 437   </tr>
438 438   <tr>
439 - <td>File sync and sharing</td>
440 - <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
441 - <td>Use for general file storage and sharing; link important files from XWiki pages.</td>
370 + <td>File sync and file sharing</td>
371 + <td>Nextcloud Files</td>
372 + <td>Use for general file storage and sharing; link important files from XWiki pages when needed.</td>
442 442   </tr>
443 443   <tr>
444 444   <td>Office document editing</td>
445 - <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>
446 - <td>Use for documents, spreadsheets and presentations that need office-style editing.</td>
376 + <td>ONLYOFFICE Docs or Collabora Online</td>
377 + <td>Use for documents, spreadsheets and presentations; integrate with XWiki where office attachments must be edited directly.</td>
447 447   </tr>
448 448   <tr>
449 449   <td>Chat and team messaging</td>
450 - <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>
451 - <td>Use for real-time conversation; move durable decisions and outcomes back into XWiki.</td>
381 + <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
382 + <td>Use for real-time conversations; move durable decisions and outcomes back into XWiki.</td>
452 452   </tr>
453 453   <tr>
454 454   <td>Video meetings</td>
455 - <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>
386 + <td>Jitsi or Nextcloud Talk</td>
456 456   <td>Use for calls; store agendas, notes and decisions in XWiki.</td>
457 457   </tr>
458 458   <tr>
459 459   <td>Surveys and advanced forms</td>
460 - <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
461 - <td>Use for survey campaigns; publish results, summaries or procedures in XWiki.</td>
391 + <td>LimeSurvey</td>
392 + <td>Use for survey campaigns; publish results or documentation in XWiki.</td>
462 462   </tr>
463 463   <tr>
464 464   <td>Identity and SSO</td>
465 - <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, Microsoft Entra ID, Google identity or another OIDC/SAML provider.</td>
396 + <td>Keycloak, existing Google identity, Microsoft Entra ID or another OIDC/SAML provider</td>
466 466   <td>Use SSO so users access XWiki without a separate password and with mapped groups where appropriate.</td>
467 467   </tr>
468 468   </tbody>
... ... @@ -475,119 +475,352 @@
475 475   That approach creates too much noise, too many permission questions and too many low-value documents.
476 476   </p>
477 477  
478 - <ol class="process-list">
479 - #foreach ($entry in $roadmapSteps)
480 - <li>
481 - <strong>$entry.title</strong>
482 - $entry.content
483 - </li>
484 - #end
485 - </ol>
409 + <h3>1. Define the role of XWiki</h3>
486 486  
487 - <h2 id="pilot">A good pilot: one working group space</h2>
488 -
489 489   <p>
490 - A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
491 - committee, project team or community group can move its durable knowledge into XWiki while keeping office
492 - tools for drafting, spreadsheets and presentations when needed.
412 + Start with a clear rule:
493 493   </p>
494 494  
495 - <div class="services-grid">
496 - #foreach ($entry in $pilotCards)
497 - <article class="service">
498 - <div class="service-icon" aria-hidden="true">
499 - <i class="fa fa-$entry.icon"></i>
500 - </div>
501 -
502 - <div class="service-body">
503 - <h4>$entry.title</h4>
504 - <p>$entry.content</p>
505 - </div>
506 - </article>
507 - #end
508 - </div>
509 -
510 510   <div class="resource-note">
511 511   <p>
512 - <strong>Pilot success question:</strong> can members find the current and trusted version of important
513 - information faster than before?
417 + <strong>XWiki is the place for official, maintained and reusable knowledge. Office tools are for temporary
418 + drafting, spreadsheets, presentations and real-time editing when they are truly needed.</strong>
514 514   </p>
515 515   </div>
516 516  
517 - <h2 id="adoption">How to convince the team to use XWiki</h2>
518 -
519 519   <p>
520 - People do not usually change collaboration habits because a new platform exists. They change when the new
521 - platform makes an important part of their work easier, clearer or more reliable.
423 + This prevents users from seeing XWiki as just another storage location. It gives XWiki a distinct purpose.
522 522   </p>
523 523  
426 + <h3>2. Identify high-value content first</h3>
427 +
524 524   <p>
525 - A useful adoption message is:
429 + Do not migrate by volume. Migrate by value.
526 526   </p>
527 527  
528 - <div class="resource-note">
529 - <p>
530 - <strong>XWiki is not another folder where files disappear. It is the place where the organization keeps
531 - the current version, the owner, the context, the decision and the links around important knowledge.</strong>
532 - </p>
533 - </div>
432 + <table class="table table-bordered table-striped">
433 + <thead>
434 + <tr>
435 + <th>Move early</th>
436 + <th>Move later or archive</th>
437 + <th>Usually do not move</th>
438 + </tr>
439 + </thead>
440 + <tbody>
441 + <tr>
442 + <td>Policies, procedures, onboarding guides, public docs, working group pages, decision records.</td>
443 + <td>Older project files, historical meeting notes, reference documents with unclear ownership.</td>
444 + <td>Draft files, personal documents, complex spreadsheets, presentation working files, temporary collaboration docs.</td>
445 + </tr>
446 + </tbody>
447 + </table>
534 534  
449 + <h3>3. Create templates before asking people to write</h3>
450 +
535 535   <p>
536 - Simple rules help adoption more than abstract platform arguments:
452 + Empty wiki pages slow adoption. Users should not have to decide the structure every time.
537 537   </p>
538 538  
539 - <ul class="resource-checklist">
540 - <li>If it is official, maintained or reusable, it belongs in XWiki.</li>
541 - <li>If it is a temporary draft, it can stay in an office editor until it becomes useful knowledge.</li>
542 - <li>If it is a complex spreadsheet, do not force it into XWiki.</li>
543 - <li>If it was decided in a meeting or chat, summarize the decision in XWiki.</li>
544 - <li>If nobody owns it, do not migrate it as current content.</li>
545 - <li>If users need the same answer repeatedly, create or improve an XWiki page.</li>
455 + <p>
456 + Useful starting templates include:
457 + </p>
458 +
459 + <ul>
460 + <li>Working group homepage</li>
461 + <li>Meeting notes</li>
462 + <li>Decision record</li>
463 + <li>Policy or procedure</li>
464 + <li>Project homepage</li>
465 + <li>FAQ page</li>
466 + <li>Onboarding page</li>
467 + <li>External collaboration page</li>
546 546   </ul>
547 547  
548 - <h2 id="implementation">Practical XWiki features to implement early</h2>
470 + <h3>4. Reduce login friction with SSO</h3>
549 549  
550 550   <p>
551 - The following improvements can make the transition easier to accept and easier to govern.
473 + If users need another account and another password, adoption becomes harder. XWiki should be connected to the
474 + organization's identity provider where possible. This can also support cleaner group mapping and a better
475 + external collaborator lifecycle.
552 552   </p>
553 553  
554 - <ul class="resource-checklist">
555 - #foreach ($item in $implementationItems)
556 - <li>$item</li>
557 - #end
478 + <h3>5. Define permissions and ownership rules</h3>
479 +
480 + <p>
481 + Access rights should be designed before content is migrated. A common model is:
482 + </p>
483 +
484 + <table class="table table-bordered table-striped">
485 + <thead>
486 + <tr>
487 + <th>Area</th>
488 + <th>Recommended ownership</th>
489 + <th>Typical access</th>
490 + </tr>
491 + </thead>
492 + <tbody>
493 + <tr>
494 + <td>Public documentation</td>
495 + <td>Documentation or communication owner</td>
496 + <td>Public view, restricted edit.</td>
497 + </tr>
498 + <tr>
499 + <td>Internal knowledge base</td>
500 + <td>Operations, staff or knowledge management owner</td>
501 + <td>Authenticated view, controlled edit.</td>
502 + </tr>
503 + <tr>
504 + <td>Working group space</td>
505 + <td>Working group chair or coordinator</td>
506 + <td>Group members edit, others view depending on sensitivity.</td>
507 + </tr>
508 + <tr>
509 + <td>Board or restricted area</td>
510 + <td>Named administrative owner</td>
511 + <td>Explicit restricted group access.</td>
512 + </tr>
513 + <tr>
514 + <td>External collaboration area</td>
515 + <td>Internal sponsor</td>
516 + <td>Limited groups, expiration or periodic review.</td>
517 + </tr>
518 + </tbody>
519 + </table>
520 +
521 + <h3>6. Migrate content into structure, not just into pages</h3>
522 +
523 + <p>
524 + A migration that only copies Google Docs into XWiki pages may reproduce the same confusion in a different
525 + platform. Each migrated page should have a place, an owner and a reason to exist.
526 + </p>
527 +
528 + <p>
529 + For each migrated document, decide:
530 + </p>
531 +
532 + <ul>
533 + <li>Who owns this page?</li>
534 + <li>Is it current, historical or archived?</li>
535 + <li>Who can view it?</li>
536 + <li>Who can edit it?</li>
537 + <li>Does it need a review date?</li>
538 + <li>Should it remain as an attachment instead of becoming a wiki page?</li>
539 + <li>What related pages should link to it?</li>
558 558   </ul>
559 559  
560 - <h2>Example transition scenarios</h2>
542 + <h3>7. Keep a transition dashboard</h3>
561 561  
562 - <h3>Scenario 1: Working group documentation</h3>
563 563   <p>
564 - A working group has Google Docs for agendas, meeting notes, decisions and reference files. In XWiki, this can
565 - become a structured space with a homepage, meeting note template, decision records, document list, open
566 - questions and links to files that remain in Nextcloud or another storage system.
545 + A simple XWiki dashboard can make the transition visible and manageable.
567 567   </p>
568 568  
569 - <h3>Scenario 2: Policies and procedures</h3>
548 + <table class="table table-bordered table-striped">
549 + <thead>
550 + <tr>
551 + <th>Dashboard section</th>
552 + <th>Purpose</th>
553 + </tr>
554 + </thead>
555 + <tbody>
556 + <tr>
557 + <td>Content selected for migration</td>
558 + <td>Shows the high-value documents that are being moved first.</td>
559 + </tr>
560 + <tr>
561 + <td>Content needing an owner</td>
562 + <td>Prevents orphan pages from entering the new system.</td>
563 + </tr>
564 + <tr>
565 + <td>Content to keep in Google or office tools</td>
566 + <td>Makes it clear that not everything must move.</td>
567 + </tr>
568 + <tr>
569 + <td>External access review</td>
570 + <td>Tracks documents or spaces shared with people outside the organization.</td>
571 + </tr>
572 + <tr>
573 + <td>Recently migrated pages</td>
574 + <td>Helps users see progress and discover the new structure.</td>
575 + </tr>
576 + </tbody>
577 + </table>
578 +
579 + <h2 id="pilot">A good pilot: one working group space</h2>
580 +
570 570   <p>
571 - Policies stored as Google Docs can become XWiki pages with owner, review date, status, history and restricted
572 - edit rights. This makes it easier to know which version is current and who is responsible for keeping it updated.
582 + A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
583 + committee, project team or community group can move its durable knowledge into XWiki while keeping office
584 + tools for drafting and spreadsheets when needed.
573 573   </p>
574 574  
575 - <h3>Scenario 3: Spreadsheet tracker</h3>
576 576   <p>
577 - A simple Google Sheet used as a list of requests, assets, documents or contacts may become a small XWiki
578 - application when the fields are stable. A complex financial model or reporting workbook should remain in an
579 - office spreadsheet tool.
588 + A pilot space could include:
580 580   </p>
581 581  
582 - <h2>Recommended target architecture</h2>
591 + <table class="table table-bordered table-striped">
592 + <thead>
593 + <tr>
594 + <th>Page or section</th>
595 + <th>Purpose</th>
596 + </tr>
597 + </thead>
598 + <tbody>
599 + <tr>
600 + <td>Working group homepage</td>
601 + <td>Explains the purpose, scope, members, links and current priorities.</td>
602 + </tr>
603 + <tr>
604 + <td>Meeting notes</td>
605 + <td>Uses a consistent template so notes are easy to scan and search.</td>
606 + </tr>
607 + <tr>
608 + <td>Decisions</td>
609 + <td>Captures important decisions separately from long meeting notes.</td>
610 + </tr>
611 + <tr>
612 + <td>Documents</td>
613 + <td>Links official documents, policies and important files.</td>
614 + </tr>
615 + <tr>
616 + <td>Open questions</td>
617 + <td>Tracks unresolved topics without hiding them in chat or email.</td>
618 + </tr>
619 + <tr>
620 + <td>FAQ</td>
621 + <td>Collects recurring questions from the community.</td>
622 + </tr>
623 + <tr>
624 + <td>External links</td>
625 + <td>Provides a bridge to Google Drive, Nextcloud, issue trackers or other systems still in use.</td>
626 + </tr>
627 + </tbody>
628 + </table>
583 583  
630 + <div class="resource-note">
631 + <p>
632 + <strong>Pilot success question:</strong> Can members find the current and trusted version of important
633 + information faster than before?
634 + </p>
635 + </div>
636 +
637 + <h2 id="adoption">How to encourage adoption</h2>
638 +
584 584   <p>
585 - A realistic architecture does not replace every Google Workspace feature with XWiki. It gives each tool a clear role.
640 + People do not usually change collaboration habits because a new platform exists. They change when the new
641 + platform makes an important part of their work easier, clearer or more reliable.
586 586   </p>
587 587  
644 + <h3>Use simple rules</h3>
645 +
588 588   <table class="table table-bordered table-striped">
589 589   <thead>
590 590   <tr>
649 + <th>Rule</th>
650 + <th>Example</th>
651 + </tr>
652 + </thead>
653 + <tbody>
654 + <tr>
655 + <td>If it is official, it belongs in XWiki.</td>
656 + <td>Policies, procedures, final decisions, project documentation.</td>
657 + </tr>
658 + <tr>
659 + <td>If it is temporary drafting, it can stay in an office editor.</td>
660 + <td>Collaborative draft document, presentation working file.</td>
661 + </tr>
662 + <tr>
663 + <td>If it is a complex spreadsheet, do not force it into XWiki.</td>
664 + <td>Budget model, calculations, reporting workbook.</td>
665 + </tr>
666 + <tr>
667 + <td>If it was decided in a meeting or chat, summarize it in XWiki.</td>
668 + <td>Decision record linked from meeting notes.</td>
669 + </tr>
670 + <tr>
671 + <td>If nobody owns it, do not migrate it as current content.</td>
672 + <td>Mark as archive or leave in the old system until reviewed.</td>
673 + </tr>
674 + </tbody>
675 + </table>
676 +
677 + <h3>Make leadership use the new structure</h3>
678 +
679 + <p>
680 + Adoption is much harder if important announcements and decisions still point only to Google Docs or Drive
681 + folders. When leadership links to XWiki as the trusted source, the platform becomes part of the organization’s
682 + daily rhythm.
683 + </p>
684 +
685 + <h3>Start with visible wins</h3>
686 +
687 + <p>
688 + The first XWiki spaces should be better organized than the Google Drive folders they replace. They should have
689 + navigation, page templates, useful links, ownership, clear permissions and recent activity. Users need to feel
690 + that XWiki is not just another repository, but a better way to understand the organization.
691 + </p>
692 +
693 + <h2 id="implementation">Practical XWiki features to implement early</h2>
694 +
695 + <p>
696 + The following XWiki improvements can make a Google Workspace transition easier to accept:
697 + </p>
698 +
699 + <table class="table table-bordered table-striped">
700 + <thead>
701 + <tr>
702 + <th>XWiki feature</th>
703 + <th>Why it helps adoption</th>
704 + </tr>
705 + </thead>
706 + <tbody>
707 + <tr>
708 + <td>SSO with OIDC, SAML or LDAP</td>
709 + <td>Reduces login friction and aligns XWiki with the organization’s identity system.</td>
710 + </tr>
711 + <tr>
712 + <td>Page templates</td>
713 + <td>Prevents blank-page confusion and creates consistent documentation habits.</td>
714 + </tr>
715 + <tr>
716 + <td>Working group space model</td>
717 + <td>Gives each team or community group a clear home.</td>
718 + </tr>
719 + <tr>
720 + <td>Metadata fields</td>
721 + <td>Adds owner, status, review date, audience and document type.</td>
722 + </tr>
723 + <tr>
724 + <td>Comments and annotations</td>
725 + <td>Supports discussion around pages without losing context.</td>
726 + </tr>
727 + <tr>
728 + <td>Notifications</td>
729 + <td>Keeps users aware of changes in the spaces they follow.</td>
730 + </tr>
731 + <tr>
732 + <td>Structured applications</td>
733 + <td>Replaces some spreadsheet-based lists with maintainable data-driven apps.</td>
734 + </tr>
735 + <tr>
736 + <td>Approval workflows or change requests</td>
737 + <td>Supports governance for official documents and sensitive content.</td>
738 + </tr>
739 + <tr>
740 + <td>Office document integration</td>
741 + <td>Allows attached office documents to be edited when page-based content is not enough.</td>
742 + </tr>
743 + </tbody>
744 + </table>
745 +
746 + <h2 id="example-architecture">Example collaboration architecture</h2>
747 +
748 + <p>
749 + A realistic open collaboration architecture may look like this:
750 + </p>
751 +
752 + <table class="table table-bordered table-striped">
753 + <thead>
754 + <tr>
591 591   <th>Layer</th>
592 592   <th>Recommended role</th>
593 593   </tr>
... ... @@ -598,19 +598,19 @@
598 598   <td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>
599 599   </tr>
600 600   <tr>
601 - <td>Nextcloud or equivalent</td>
765 + <td>Nextcloud</td>
602 602   <td>General file storage, file sharing, sync clients and optional groupware.</td>
603 603   </tr>
604 604   <tr>
605 - <td>ONLYOFFICE, Collabora or LibreOffice</td>
769 + <td>ONLYOFFICE or Collabora</td>
606 606   <td>Office document editing for documents, spreadsheets and presentations.</td>
607 607   </tr>
608 608   <tr>
609 - <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
773 + <td>Matrix/Element or Mattermost</td>
610 610   <td>Real-time messaging and team coordination.</td>
611 611   </tr>
612 612   <tr>
613 - <td>Jitsi or another meeting tool</td>
777 + <td>Jitsi or Nextcloud Talk</td>
614 614   <td>Video meetings and calls.</td>
615 615   </tr>
616 616   <tr>
... ... @@ -617,76 +617,76 @@
617 617   <td>Keycloak or existing identity provider</td>
618 618   <td>SSO, group mapping and identity lifecycle.</td>
619 619   </tr>
784 + <tr>
785 + <td>LimeSurvey</td>
786 + <td>Advanced surveys and research-style data collection.</td>
787 + </tr>
620 620   </tbody>
621 621   </table>
622 622  
623 - <div id="related-resources" class="resource-note related-resources">
624 - <p><strong>Related Agnease resources:</strong></p>
625 - <ul>
626 - <li><a href="$xwiki.getURL('services.xwiki-migrations')">XWiki migration services</a></li>
627 - <li><a href="$xwiki.getURL('services.xwiki-authentication-access-control')">Authentication and access control for XWiki</a></li>
628 - <li><a href="$xwiki.getURL('resources.xwiki-custom-development')">How to customize XWiki without creating upgrade problems</a></li>
629 - <li><a href="$xwiki.getURL('resources.xwiki-access-rights-governance')">Why XWiki access rights need a clear governance model</a></li>
630 - <li><a href="$xwiki.getURL('resources.xwiki-security-review')">What an XWiki security review should actually include</a></li>
631 - </ul>
632 - </div>
633 -
634 634   <h2 id="faq">FAQ</h2>
635 635  
636 - <details class="resource-faq-item" open>
637 - <summary>Can XWiki replace Google Workspace completely?</summary>
638 - <p>
639 - Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,
640 - chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured
641 - knowledge and documentation layer.
642 - </p>
643 - </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>
644 644  
645 - <details class="resource-faq-item">
646 - <summary>Can XWiki replace Google Docs?</summary>
647 - <p>
648 - It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,
649 - decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,
650 - an office editor such as ONLYOFFICE or Collabora may still be useful.
651 - </p>
652 - </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>
653 653  
654 - <details class="resource-faq-item">
655 - <summary>Can XWiki replace Google Drive?</summary>
656 - <p>
657 - Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,
658 - but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better
659 - fit for that role.
660 - </p>
661 - </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>
662 662  
663 - <details class="resource-faq-item">
664 - <summary>What is the best first step?</summary>
665 - <p>
666 - Start with one high-value pilot: a working group, committee, department or project that has real
667 - documentation pain. Create the structure, templates, permissions and migration rules for that pilot before
668 - expanding.
669 - </p>
670 - </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>
671 671  
672 - <details class="resource-faq-item">
673 - <summary>How do you convince users to try XWiki?</summary>
674 - <p>
675 - Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives users a clearer,
676 - more reliable place for trusted knowledge: the current document, the owner, the status, the related decisions
677 - and the wider context.
678 - </p>
679 - </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>
680 680  
681 - <details class="resource-faq-item">
682 - <summary>What should remain outside XWiki during transition?</summary>
683 - <p>
684 - Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and
685 - anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or
686 - replace that workflow.
687 - </p>
688 - </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>
689 689  
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 +
690 690   </article>
691 691   </div>
692 692   </div>
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