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

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1	1	{{velocity}}
2	2	#set ($discard = $xwiki.ssx.use('PublicWebSite.WebHome'))
3		-
4		-#set ($summaryCards = [{
5		- 'icon': 'book',
6		- 'title': 'Use XWiki for trusted knowledge',
7		- 'content': 'Move official documentation, policies, procedures, decisions, meeting outcomes, working group spaces and maintained knowledge into XWiki.'
8		-},{
9		- 'icon': 'pencil',
10		- 'title': 'Keep specialist tools where needed',
11		- 'content': 'Do not force XWiki to replace email, calendar, video calls, chat, desktop file sync, complex spreadsheets or presentation editing.'
12		-},{
13		- 'icon': 'road',
14		- 'title': 'Transition gradually',
15		- 'content': 'Start with one useful pilot space, define templates and ownership rules, then expand once users see XWiki as the trusted source.'
16		-}])
17		-
18		-#set ($xwikiFitCards = [{
19		- 'icon': 'sitemap',
20		- 'title': 'Structured knowledge spaces',
21		- 'content': 'Create clear spaces for teams, working groups, committees, projects, departments or public documentation areas.'
22		-},{
23		- 'icon': 'file-text-o',
24		- 'title': 'Official pages and procedures',
25		- 'content': 'Turn important documents into maintained wiki pages with history, ownership, review dates and clear navigation.'
26		-},{
27		- 'icon': 'check-square-o',
28		- 'title': 'Decision records',
29		- 'content': 'Capture decisions separately from chats, meetings and drafts so users can understand why something was agreed later.'
30		-},{
31		- 'icon': 'users',
32		- 'title': 'Working group collaboration',
33		- 'content': 'Provide each group with a homepage, meeting notes, decisions, files, responsibilities and links to external tools.'
34		-},{
35		- 'icon': 'database',
36		- 'title': 'Lightweight structured apps',
37		- 'content': 'Replace some spreadsheet-based lists with XWiki applications when the data has stable fields, owners and lifecycle rules.'
38		-},{
39		- 'icon': 'shield',
40		- 'title': 'Governed access',
41		- 'content': 'Use XWiki groups, rights and page hierarchy to create a more explicit model for internal, restricted and public knowledge.'
42		-}])
43		-
44		-#set ($notXWikiCards = [{
45		- 'icon': 'envelope-o',
46		- 'title': 'Email and calendar',
47		- 'content': 'XWiki is not a mail or scheduling platform. Keep the existing groupware or evaluate tools such as Nextcloud Groupware for calendar and contacts.'
48		-},{
49		- 'icon': 'comments-o',
50		- 'title': 'Real-time chat',
51		- 'content': 'XWiki comments and notifications do not replace chat. Use Matrix/Element, Mattermost, Nextcloud Talk or another dedicated messaging tool.'
52		-},{
53		- 'icon': 'video-camera',
54		- 'title': 'Video meetings',
55		- 'content': 'XWiki can store agendas and notes, but it should not host meetings. Use Jitsi, Nextcloud Talk or another video conferencing solution.'
56		-},{
57		- 'icon': 'cloud',
58		- 'title': 'Large file sync',
59		- 'content': 'XWiki attachments are useful around pages, but XWiki is not a desktop file synchronization platform. Use Nextcloud Files for that role.'
60		-},{
61		- 'icon': 'table',
62		- 'title': 'Complex spreadsheets',
63		- 'content': 'Budgets, calculations, pivot tables and reporting workbooks should remain in office tools such as LibreOffice, ONLYOFFICE or Collabora.'
64		-},{
65		- 'icon': 'desktop',
66		- 'title': 'Presentation editing',
67		- 'content': 'XWiki can store final decks and document the reusable knowledge behind them, but presentation authoring belongs in an office suite.'
68		-}])
69		-
70		-#set ($roadmapSteps = [{
71		- 'title': '1. Define the role of XWiki',
72		- 'content': 'Agree that XWiki is the trusted knowledge and governance layer, not a clone of Google Workspace.'
73		-},{
74		- 'title': '2. Select high-value content',
75		- 'content': 'Start with policies, procedures, decisions, working group documents, onboarding guides and maintained knowledge.'
76		-},{
77		- 'title': '3. Create templates',
78		- 'content': 'Prepare templates for working group homepages, meeting notes, decision records, policies, procedures and FAQs.'
79		-},{
80		- 'title': '4. Design permissions',
81		- 'content': 'Define public, internal, restricted and external collaboration areas before migrating content.'
82		-},{
83		- 'title': '5. Reduce login friction',
84		- 'content': 'Connect XWiki to the organization identity provider through OIDC, SAML, LDAP or another SSO approach.'
85		-},{
86		- 'title': '6. Migrate into structure',
87		- 'content': 'Do not only copy files. Give each page an owner, location, purpose, access model and review expectation.'
88		-},{
89		- 'title': '7. Expand after a pilot',
90		- 'content': 'Start with one working group or department, collect feedback, improve the structure, then repeat with more teams.'
91		-}])
92		-
93		-#set ($pilotCards = [{
94		- 'icon': 'home',
95		- 'title': 'Working group homepage',
96		- 'content': 'Purpose, scope, members, priorities, important links and current responsibilities.'
97		-},{
98		- 'icon': 'calendar',
99		- 'title': 'Meeting notes',
100		- 'content': 'Consistent notes with agenda, participants, decisions, actions and links to related pages.'
101		-},{
102		- 'icon': 'check',
103		- 'title': 'Decisions',
104		- 'content': 'Short decision records with context, options considered, decision, owner and date.'
105		-},{
106		- 'icon': 'folder-open-o',
107		- 'title': 'Documents and files',
108		- 'content': 'Important documents converted to pages when possible, with attachments or external links where needed.'
109		-},{
110		- 'icon': 'question-circle',
111		- 'title': 'Open questions',
112		- 'content': 'A visible place for unresolved topics instead of hiding them in chat or email.'
113		-},{
114		- 'icon': 'link',
115		- 'title': 'External tool links',
116		- 'content': 'Clear bridges to Drive, Nextcloud, office editors, issue trackers, chat or other tools still in use.'
117		-}])
118		-
119		-#set ($implementationItems = [
120		- 'Single sign-on with OIDC, SAML, LDAP or another identity provider.',
121		- 'A simple space model for departments, working groups, projects and public documentation.',
122		- 'Page templates for recurring content types such as meeting notes, decisions, policies and procedures.',
123		- 'Metadata fields such as owner, status, review date, audience and document type.',
124		- 'Clear group and permission model for public, internal, restricted and external collaboration areas.',
125		- 'Notifications and watch rules so users know when important pages change.',
126		- 'Structured applications for lists, registers and lightweight internal processes.',
127		- 'Optional office document integration when page-based content is not enough.',
128		- 'A migration dashboard showing selected content, owners, status and unresolved questions.'
129		-])
130		-
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>
...	...	@@ -156,91 +156,70 @@
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>
173	173
174		- <article class="resource-content services">
	42	+ <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="resource-inline-cta">
215		- <p>
216		- <strong>Need help positioning the transition?</strong>
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-secondary" href="$xwiki.getURL('contact.WebHome')">Request a customization review</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		- <div class="service-body">
232		- <h4>$entry.title</h4>
233		- <p>$entry.content</p>
234		- </div>
235		- </article>
236		- #end
237		- </div>
238		-
239	239	<h2 id="workspace-map">What Google Workspace usually provides</h2>
240	240
241	241	<p>
242		- Before proposing a transition, it is useful to explain what people currently get from Google Workspace.
243		- 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.
244	244	</p>
245	245
246	246	<table class="table table-bordered table-striped">
...	...	@@ -247,8 +247,8 @@
247	247	<thead>
248	248	<tr>
249	249	<th>Google Workspace area</th>
250		- <th>What users value</th>
251		- <th>Risk over time</th>
	101	+ <th>What users usually value</th>
	102	+ <th>Typical organizational risk over time</th>
252	252	</tr>
253	253	</thead>
254	254	<tbody>
...	...	@@ -255,47 +255,47 @@
255	255	<tr>
256	256	<td>Google Docs</td>
257	257	<td>Fast writing, real-time editing, comments and suggestions.</td>
258		- <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>
259	259	</tr>
260	260	<tr>
261	261	<td>Google Drive</td>
262		- <td>Easy sharing, folders, file ownership and external collaboration.</td>
263		- <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>
264	264	</tr>
265	265	<tr>
266	266	<td>Google Sheets</td>
267		- <td>Trackers, lists, budgets, lightweight databases and reports.</td>
268		- <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>
269	269	</tr>
270	270	<tr>
271	271	<td>Google Slides</td>
272	272	<td>Presentation creation and sharing.</td>
273		- <td>Reusable knowledge remains locked in slide decks.</td>
	124	+ <td>Final knowledge remains locked in presentation files instead of reusable documentation.</td>
274	274	</tr>
275	275	<tr>
276	276	<td>Google Forms</td>
277		- <td>Quick surveys, registrations and data collection.</td>
278		- <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>
279	279	</tr>
280	280	<tr>
281	281	<td>Google Sites</td>
282	282	<td>Simple internal or public pages.</td>
283		- <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>
284	284	</tr>
285	285	<tr>
286	286	<td>Gmail, Calendar, Meet and Chat</td>
287	287	<td>Communication, scheduling, meetings and quick coordination.</td>
288		- <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>
289	289	</tr>
290	290	</tbody>
291	291	</table>
292	292
293		- <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>
294	294
295	295	<p>
296		- A successful transition separates content by purpose. Some content belongs naturally in XWiki. Some should
297		- remain in office collaboration tools. Some should move to other open-source or self-hostable systems that
298		- 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.
299	299	</p>
300	300
301	301	<table class="table table-bordered table-striped">
...	...	@@ -302,61 +302,78 @@
302	302	<thead>
303	303	<tr>
304	304	<th>Current Google Workspace usage</th>
305		- <th>Recommended destination</th>
306		- <th>Transition guidance</th>
	156	+ <th>XWiki replacement or equivalent</th>
	157	+ <th>Fit</th>
	158	+ <th>Recommended transition</th>
307	307	</tr>
308	308	</thead>
309	309	<tbody>
310	310	<tr>
311	311	<td>Official documentation in Google Docs</td>
312		- <td>XWiki pages, spaces, page history, comments and permissions.</td>
313		- <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>
314	314	</tr>
315	315	<tr>
316	316	<td>Policies, procedures and governance documents</td>
317		- <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>
318	318	<td>Move to XWiki and add lifecycle rules.</td>
319	319	</tr>
320	320	<tr>
321	321	<td>Meeting notes</td>
322	322	<td>XWiki meeting note templates inside team or working group spaces.</td>
323		- <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>
324	324	</tr>
325	325	<tr>
326	326	<td>Working group or committee documents</td>
327		- <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>
328	328	<td>Create one structured space per group.</td>
329	329	</tr>
330	330	<tr>
331	331	<td>Decision records</td>
332		- <td>XWiki decision page template.</td>
	188	+ <td>XWiki decision page template with context, options, decision, owner and date.</td>
	189	+ <td>Excellent</td>
333	333	<td>Move decisions out of scattered Docs, email and chat.</td>
334	334	</tr>
335	335	<tr>
336	336	<td>Google Sites pages</td>
337		- <td>XWiki public or private spaces.</td>
338		- <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>
339	339	</tr>
340	340	<tr>
341	341	<td>Shared file archive</td>
342		- <td>XWiki attachments for curated files; <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a> for general file sharing.</td>
343		- <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>
344	344	</tr>
345	345	<tr>
346	346	<td>Simple trackers in Google Sheets</td>
347		- <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>
348		- <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>
349	349	</tr>
350	350	<tr>
351	351	<td>Collaborative drafting in Google Docs</td>
352		- <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>
353		- <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>
354	354	</tr>
355	355	<tr>
356	356	<td>Forms and surveys</td>
357		- <td>XWiki forms for internal processes; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
358		- <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>
359	359	</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>
360	360	</tbody>
361	361	</table>
362	362
...	...	@@ -367,40 +367,106 @@
367	367	over time.
368	368	</p>
369	369
370		- <div class="services-grid">
371		- #foreach ($entry in $xwikiFitCards)
372		- <article class="service">
373		- <div class="service-icon" aria-hidden="true">
374		- <i class="fa fa-$entry.icon"></i>
375		- </div>
376		- <div class="service-body">
377		- <h4>$entry.title</h4>
378		- <p>$entry.content</p>
379		- </div>
380		- </article>
381		- #end
382		- </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>
383	383
384	384	<h2 id="not-xwiki">What should not be replaced by XWiki</h2>
385	385
386	386	<p>
387	387	A credible transition guide should clearly explain where XWiki is not the right tool. This avoids unrealistic
388		- expectations and helps the organization design a better collaboration stack.
	284	+ expectations and helps the organization design a better open collaboration stack.
389	389	</p>
390	390
391		- <div class="services-grid">
392		- #foreach ($entry in $notXWikiCards)
393		- <article class="service">
394		- <div class="service-icon" aria-hidden="true">
395		- <i class="fa fa-$entry.icon"></i>
396		- </div>
397		- <div class="service-body">
398		- <h4>$entry.title</h4>
399		- <p>$entry.content</p>
400		- </div>
401		- </article>
402		- #end
403		- </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>
404	404
405	405	<div class="resource-note">
406	406	<p>
...	...	@@ -413,16 +413,16 @@
413	413	<h2 id="open-source-stack">Open-source alternatives that can complement XWiki</h2>
414	414
415	415	<p>
416		- For organizations trying to reduce dependency on Google Workspace, XWiki can become part of a broader
417		- open-source collaboration architecture. The exact stack depends on hosting preferences, support needs,
418		- 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.
419	419	</p>
420	420
421	421	<table class="table table-bordered table-striped">
422	422	<thead>
423	423	<tr>
424		- <th>Need</th>
425		- <th>Possible solution</th>
	358	+ <th>Collaboration need</th>
	359	+ <th>Possible open-source or self-hostable contender</th>
426	426	<th>How it works with XWiki</th>
427	427	</tr>
428	428	</thead>
...	...	@@ -429,37 +429,37 @@
429	429	<tbody>
430	430	<tr>
431	431	<td>Structured knowledge base</td>
432		- <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
433		- <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>
434	434	</tr>
435	435	<tr>
436		- <td>File sync and sharing</td>
437		- <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
438		- <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>
439	439	</tr>
440	440	<tr>
441	441	<td>Office document editing</td>
442		- <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>
443		- <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>
444	444	</tr>
445	445	<tr>
446	446	<td>Chat and team messaging</td>
447		- <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>
448		- <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>
449	449	</tr>
450	450	<tr>
451	451	<td>Video meetings</td>
452		- <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>
453	453	<td>Use for calls; store agendas, notes and decisions in XWiki.</td>
454	454	</tr>
455	455	<tr>
456	456	<td>Surveys and advanced forms</td>
457		- <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
458		- <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>
459	459	</tr>
460	460	<tr>
461	461	<td>Identity and SSO</td>
462		- <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>
463	463	<td>Use SSO so users access XWiki without a separate password and with mapped groups where appropriate.</td>
464	464	</tr>
465	465	</tbody>
...	...	@@ -472,118 +472,352 @@
472	472	That approach creates too much noise, too many permission questions and too many low-value documents.
473	473	</p>
474	474
475		- <ol class="process-list">
476		- #foreach ($entry in $roadmapSteps)
477		- <li>
478		- <strong>$entry.title</strong>
479		- $entry.content
480		- </li>
481		- #end
482		- </ol>
	409	+ <h3>1. Define the role of XWiki</h3>
483	483
484		- <h2 id="pilot">A good pilot: one working group space</h2>
485		-
486	486	<p>
487		- A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
488		- committee, project team or community group can move its durable knowledge into XWiki while keeping office
489		- tools for drafting, spreadsheets and presentations when needed.
	412	+ Start with a clear rule:
490	490	</p>
491	491
492		- <div class="services-grid">
493		- #foreach ($entry in $pilotCards)
494		- <article class="service">
495		- <div class="service-icon" aria-hidden="true">
496		- <i class="fa fa-$entry.icon"></i>
497		- </div>
498		- <div class="service-body">
499		- <h4>$entry.title</h4>
500		- <p>$entry.content</p>
501		- </div>
502		- </article>
503		- #end
504		- </div>
505		-
506	506	<div class="resource-note">
507	507	<p>
508		- <strong>Pilot success question:</strong> can members find the current and trusted version of important
509		- 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>
510	510	</p>
511	511	</div>
512	512
513		- <h2 id="adoption">How to convince the team to use XWiki</h2>
514		-
515	515	<p>
516		- People do not usually change collaboration habits because a new platform exists. They change when the new
517		- 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.
518	518	</p>
519	519
	426	+ <h3>2. Identify high-value content first</h3>
	427	+
520	520	<p>
521		- A useful adoption message is:
	429	+ Do not migrate by volume. Migrate by value.
522	522	</p>
523	523
524		- <div class="resource-note">
525		- <p>
526		- <strong>XWiki is not another folder where files disappear. It is the place where the organization keeps
527		- the current version, the owner, the context, the decision and the links around important knowledge.</strong>
528		- </p>
529		- </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>
530	530
	449	+ <h3>3. Create templates before asking people to write</h3>
	450	+
531	531	<p>
532		- 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.
533	533	</p>
534	534
535		- <ul class="resource-checklist">
536		- <li>If it is official, maintained or reusable, it belongs in XWiki.</li>
537		- <li>If it is a temporary draft, it can stay in an office editor until it becomes useful knowledge.</li>
538		- <li>If it is a complex spreadsheet, do not force it into XWiki.</li>
539		- <li>If it was decided in a meeting or chat, summarize the decision in XWiki.</li>
540		- <li>If nobody owns it, do not migrate it as current content.</li>
541		- <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>
542	542	</ul>
543	543
544		- <h2 id="implementation">Practical XWiki features to implement early</h2>
	470	+ <h3>4. Reduce login friction with SSO</h3>
545	545
546	546	<p>
547		- 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.
548	548	</p>
549	549
550		- <ul class="resource-checklist">
551		- #foreach ($item in $implementationItems)
552		- <li>$item</li>
553		- #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>
554	554	</ul>
555	555
556		- <h2>Example transition scenarios</h2>
	542	+ <h3>7. Keep a transition dashboard</h3>
557	557
558		- <h3>Scenario 1: Working group documentation</h3>
559	559	<p>
560		- A working group has Google Docs for agendas, meeting notes, decisions and reference files. In XWiki, this can
561		- become a structured space with a homepage, meeting note template, decision records, document list, open
562		- 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.
563	563	</p>
564	564
565		- <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	+
566	566	<p>
567		- Policies stored as Google Docs can become XWiki pages with owner, review date, status, history and restricted
568		- 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.
569	569	</p>
570	570
571		- <h3>Scenario 3: Spreadsheet tracker</h3>
572	572	<p>
573		- A simple Google Sheet used as a list of requests, assets, documents or contacts may become a small XWiki
574		- application when the fields are stable. A complex financial model or reporting workbook should remain in an
575		- office spreadsheet tool.
	588	+ A pilot space could include:
576	576	</p>
577	577
578		- <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>
579	579
	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	+
580	580	<p>
581		- 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.
582	582	</p>
583	583
	644	+ <h3>Use simple rules</h3>
	645	+
584	584	<table class="table table-bordered table-striped">
585	585	<thead>
586	586	<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>
587	587	<th>Layer</th>
588	588	<th>Recommended role</th>
589	589	</tr>
...	...	@@ -594,19 +594,19 @@
594	594	<td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>
595	595	</tr>
596	596	<tr>
597		- <td>Nextcloud or equivalent</td>
	765	+ <td>Nextcloud</td>
598	598	<td>General file storage, file sharing, sync clients and optional groupware.</td>
599	599	</tr>
600	600	<tr>
601		- <td>ONLYOFFICE, Collabora or LibreOffice</td>
	769	+ <td>ONLYOFFICE or Collabora</td>
602	602	<td>Office document editing for documents, spreadsheets and presentations.</td>
603	603	</tr>
604	604	<tr>
605		- <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
	773	+ <td>Matrix/Element or Mattermost</td>
606	606	<td>Real-time messaging and team coordination.</td>
607	607	</tr>
608	608	<tr>
609		- <td>Jitsi or another meeting tool</td>
	777	+ <td>Jitsi or Nextcloud Talk</td>
610	610	<td>Video meetings and calls.</td>
611	611	</tr>
612	612	<tr>
...	...	@@ -613,76 +613,76 @@
613	613	<td>Keycloak or existing identity provider</td>
614	614	<td>SSO, group mapping and identity lifecycle.</td>
615	615	</tr>
	784	+ <tr>
	785	+ <td>LimeSurvey</td>
	786	+ <td>Advanced surveys and research-style data collection.</td>
	787	+ </tr>
616	616	</tbody>
617	617	</table>
618	618
619		- <div id="related-resources" class="resource-note related-resources">
620		- <p><strong>Related Agnease resources:</strong></p>
621		- <ul>
622		- <li><a href="$xwiki.getURL('services.xwiki-migrations')">XWiki migration services</a></li>
623		- <li><a href="$xwiki.getURL('services.xwiki-authentication-access-control')">Authentication and access control for XWiki</a></li>
624		- <li><a href="$xwiki.getURL('resources.xwiki-custom-development')">How to customize XWiki without creating upgrade problems</a></li>
625		- <li><a href="$xwiki.getURL('resources.xwiki-access-rights-governance')">Why XWiki access rights need a clear governance model</a></li>
626		- <li><a href="$xwiki.getURL('resources.xwiki-security-review')">What an XWiki security review should actually include</a></li>
627		- </ul>
628		- </div>
629		-
630	630	<h2 id="faq">FAQ</h2>
631	631
632		- <details class="resource-faq-item" open>
633		- <summary>Can XWiki replace Google Workspace completely?</summary>
634		- <p>
635		- Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,
636		- chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured
637		- knowledge and documentation layer.
638		- </p>
639		- </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>
640	640
641		- <details class="resource-faq-item">
642		- <summary>Can XWiki replace Google Docs?</summary>
643		- <p>
644		- It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,
645		- decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,
646		- an office editor such as ONLYOFFICE or Collabora may still be useful.
647		- </p>
648		- </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>
649	649
650		- <details class="resource-faq-item">
651		- <summary>Can XWiki replace Google Drive?</summary>
652		- <p>
653		- Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,
654		- but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better
655		- fit for that role.
656		- </p>
657		- </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>
658	658
659		- <details class="resource-faq-item">
660		- <summary>What is the best first step?</summary>
661		- <p>
662		- Start with one high-value pilot: a working group, committee, department or project that has real
663		- documentation pain. Create the structure, templates, permissions and migration rules for that pilot before
664		- expanding.
665		- </p>
666		- </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>
667	667
668		- <details class="resource-faq-item">
669		- <summary>How do you convince users to try XWiki?</summary>
670		- <p>
671		- Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives users a clearer,
672		- more reliable place for trusted knowledge: the current document, the owner, the status, the related decisions
673		- and the wider context.
674		- </p>
675		- </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>
676	676
677		- <details class="resource-faq-item">
678		- <summary>What should remain outside XWiki during transition?</summary>
679		- <p>
680		- Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and
681		- anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or
682		- replace that workflow.
683		- </p>
684		- </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>
685	685
	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	+
686	686	</article>
687	687	</div>
688	688	</div>
...	...	@@ -701,73 +701,5 @@
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...	...	@@ -1,1 +1,1 @@
1		-Practical guide for moving durable knowledge from Google Workspace to XWiki, with replacement mapping, open-source alternatives, migration steps and tool limits.
	1	+A practical guide for organizations exploring a transition from Google Workspace to XWiki: what XWiki can replace, what should remain in office collaboration tools, and which open-source alternatives can complete the stack.

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...	...	@@ -1,1 +1,1 @@
1		-Google Workspace to XWiki: Open Source Collaboration Migration Guide | Agnease
	1	+From Google Workspace to XWiki: Practical Migration Guide | Agnease