Google Workspace to XWiki: Open Source Collaboration Migration Guide

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#set ($discard = $xwiki.ssx.use('PublicWebSite.WebHome'))

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#set ($summaryCards = [{

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'icon': 'book',

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'title': 'Use XWiki for trusted knowledge',

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'content': 'Move official documentation, policies, procedures, decisions, meeting outcomes, working group spaces and maintained knowledge into XWiki.'

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},{

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'icon': 'pencil',

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'title': 'Keep specialist tools where needed',

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'content': 'Do not force XWiki to replace email, calendar, video calls, chat, desktop file sync, complex spreadsheets or presentation editing.'

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},{

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'icon': 'road',

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'title': 'Transition gradually',

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'content': 'Start with one useful pilot space, define templates and ownership rules, then expand once users see XWiki as the trusted source.'

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}])

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#set ($xwikiFitCards = [{

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'icon': 'sitemap',

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'title': 'Structured knowledge spaces',

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'content': 'Create clear spaces for teams, working groups, committees, projects, departments or public documentation areas.'

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},{

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'icon': 'file-text-o',

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'title': 'Official pages and procedures',

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'content': 'Turn important documents into maintained wiki pages with history, ownership, review dates and clear navigation.'

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},{

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'icon': 'check-square-o',

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'title': 'Decision records',

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'content': 'Capture decisions separately from chats, meetings and drafts so users can understand why something was agreed later.'

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},{

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'icon': 'users',

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'title': 'Working group collaboration',

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'content': 'Provide each group with a homepage, meeting notes, decisions, files, responsibilities and links to external tools.'

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},{

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'icon': 'database',

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'title': 'Lightweight structured apps',

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'content': 'Replace some spreadsheet-based lists with XWiki applications when the data has stable fields, owners and lifecycle rules.'

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},{

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'icon': 'shield',

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'title': 'Governed access',

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'content': 'Use XWiki groups, rights and page hierarchy to create a more explicit model for internal, restricted and public knowledge.'

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}])

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#set ($notXWikiCards = [{

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'icon': 'envelope-o',

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'title': 'Email and calendar',

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'content': 'XWiki is not a mail or scheduling platform. Keep the existing groupware or evaluate tools such as Nextcloud Groupware for calendar and contacts.'

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},{

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'icon': 'comments-o',

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'title': 'Real-time chat',

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'content': 'XWiki comments and notifications do not replace chat. Use Matrix/Element, Mattermost, Nextcloud Talk or another dedicated messaging tool.'

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},{

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'icon': 'video-camera',

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'title': 'Video meetings',

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'content': 'XWiki can store agendas and notes, but it should not host meetings. Use Jitsi, Nextcloud Talk or another video conferencing solution.'

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},{

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'icon': 'cloud',

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'title': 'Large file sync',

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'content': 'XWiki attachments are useful around pages, but XWiki is not a desktop file synchronization platform. Use Nextcloud Files for that role.'

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},{

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'icon': 'table',

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'title': 'Complex spreadsheets',

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'content': 'Budgets, calculations, pivot tables and reporting workbooks should remain in office tools such as LibreOffice, ONLYOFFICE or Collabora.'

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},{

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'icon': 'desktop',

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'title': 'Presentation editing',

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'content': 'XWiki can store final decks and document the reusable knowledge behind them, but presentation authoring belongs in an office suite.'

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}])

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#set ($roadmapSteps = [{

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'title': '1. Define the role of XWiki',

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'content': 'Agree that XWiki is the trusted knowledge and governance layer, not a clone of Google Workspace.'

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},{

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'title': '2. Select high-value content',

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'content': 'Start with policies, procedures, decisions, working group documents, onboarding guides and maintained knowledge.'

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},{

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'title': '3. Create templates',

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'content': 'Prepare templates for working group homepages, meeting notes, decision records, policies, procedures and FAQs.'

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},{

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'title': '4. Design permissions',

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'content': 'Define public, internal, restricted and external collaboration areas before migrating content.'

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},{

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'title': '5. Reduce login friction',

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'content': 'Connect XWiki to the organization identity provider through OIDC, SAML, LDAP or another SSO approach.'

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},{

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'title': '6. Migrate into structure',

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'content': 'Do not only copy files. Give each page an owner, location, purpose, access model and review expectation.'

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},{

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'title': '7. Expand after a pilot',

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'content': 'Start with one working group or department, collect feedback, improve the structure, then repeat with more teams.'

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}])

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#set ($pilotCards = [{

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'icon': 'home',

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'title': 'Working group homepage',

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'content': 'Purpose, scope, members, priorities, important links and current responsibilities.'

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},{

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'icon': 'calendar',

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'title': 'Meeting notes',

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'content': 'Consistent notes with agenda, participants, decisions, actions and links to related pages.'

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},{

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'icon': 'check',

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'title': 'Decisions',

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'content': 'Short decision records with context, options considered, decision, owner and date.'

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},{

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'icon': 'folder-open-o',

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'title': 'Documents and files',

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'content': 'Important documents converted to pages when possible, with attachments or external links where needed.'

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},{

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'icon': 'question-circle',

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'title': 'Open questions',

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'content': 'A visible place for unresolved topics instead of hiding them in chat or email.'

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},{

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'icon': 'link',

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'title': 'External tool links',

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'content': 'Clear bridges to Drive, Nextcloud, office editors, issue trackers, chat or other tools still in use.'

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}])

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#set ($implementationItems = [

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'Single sign-on with OIDC, SAML, LDAP or another identity provider.',

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'A simple space model for departments, working groups, projects and public documentation.',

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'Page templates for recurring content types such as meeting notes, decisions, policies and procedures.',

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'Metadata fields such as owner, status, review date, audience and document type.',

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'Clear group and permission model for public, internal, restricted and external collaboration areas.',

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'Notifications and watch rules so users know when important pages change.',

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'Structured applications for lists, registers and lightweight internal processes.',

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'Optional office document integration when page-based content is not enough.',

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'A migration dashboard showing selected content, owners, status and unresolved questions.'

])

XWiki migration and collaboration guidance

</div>

</div>

<h1 id="hero-title">From Google Workspace to XWiki: a practical transition guide</h1>

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A practical guide for moving durable knowledge, documentation and governance from Google Workspace

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into XWiki, while keeping the right tools for files, meetings, chat, office editing and communication.

</p>

</div>

</section>

<h4>In this guide</h4>

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<ul>

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<li><a href="#quick-view">Quick view</a></li>

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<li><a href="#workspace-map">Google Workspace map</a></li>

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<li><a href="#replacement-map">Replacement map</a></li>

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<li><a href="#what-belongs-in-xwiki">What belongs in XWiki</a></li>

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<li><a href="#not-xwiki">What not to replace</a></li>

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<li><a href="#open-source-stack">Open-source stack</a></li>

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<li><a href="#transition-plan">Transition plan</a></li>

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<li><a href="#pilot">Pilot example</a></li>

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<li><a href="#adoption">Adoption guidance</a></li>

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<li><a href="#implementation">Implementation checklist</a></li>

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<li><a href="#related-resources">Related resources</a></li>

</ul>

</aside>

<p>

Moving an organization away from <a href="https://workspace.google.com/" target="_blank" rel="noopener">Google Workspace</a>

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is rarely just a software migration. It changes habits, ownership, permissions, document lifecycle and the

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way people expect collaboration to happen.

</p>

<p>

Google Workspace is popular because it combines documents, files, email, calendar, meetings, chat, forms,

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sharing and search in one familiar environment. A transition to XWiki should therefore avoid the weak argument

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that XWiki can replace everything. It cannot, and it should not try to.

</p>

<p>

<strong>The practical position:</strong> XWiki is strongest as the structured knowledge layer. It is the place

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for official documentation, maintained knowledge, working group spaces, policies, procedures, decisions,

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governance content and organizational memory.

</p>

</div>

<h2 id="main-idea">The main idea: replace the knowledge problem, not the entire suite</h2>

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<p>

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The strongest argument for XWiki is not that it imitates Google Workspace. The strongest argument is that it

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solves a problem that often appears inside Google Workspace over time: scattered documents, unclear ownership,

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duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for the trusted

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version of important knowledge.

</p>

<p>

<strong>Summary recommendation:</strong> use XWiki as the trusted knowledge and governance layer. Move official

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documentation, procedures, decisions, policies, meeting outcomes and maintained knowledge into XWiki. Keep

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real-time office editing, email, calendar, chat, video meetings and large file sync in dedicated tools that

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can integrate with or link back to XWiki.

</p>

</div>

<div>

<h3>Need a transition plan your team can agree on?</h3>

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<p>

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Agnease can help map current Google Workspace usage, identify what should move to XWiki,

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define the right open-source alternatives, and prepare a realistic pilot migration.

</p>

</div>

Discuss your transition

</a>

</div>

<h2 id="quick-view">Quick view: how to position the transition</h2>

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#foreach ($entry in $summaryCards)

</div>

<h4>$entry.title</h4>

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<p>$entry.content</p>

</div>

</article>

#end

</div>

<h2 id="workspace-map">What Google Workspace usually provides</h2>

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<p>

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Before proposing a transition, it is useful to explain what people currently get from Google Workspace.

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Users are not only using a document editor. They are using a complete collaboration habit.

</p>

<thead>

<tr>

<th>Google Workspace area</th>

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<th>What users value</th>

</tr>

</thead>

<tbody>

<tr>

<td>Google Docs</td>

<td>Fast writing, real-time editing, comments and suggestions.</td>

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<td>Important documents become isolated files instead of maintained knowledge.</td>

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</tr>

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<tr>

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<td>Google Drive</td>

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<td>Easy sharing, folders, file ownership and external collaboration.</td>

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<td>Folder structures grow organically and become hard to govern.</td>

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</tr>

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<tr>

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<td>Google Sheets</td>

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<td>Trackers, lists, budgets, lightweight databases and reports.</td>

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<td>Business processes become hidden in spreadsheets.</td>

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</tr>

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<tr>

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<td>Google Slides</td>

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<td>Presentation creation and sharing.</td>

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<td>Reusable knowledge remains locked in slide decks.</td>

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</tr>

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<tr>

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<td>Google Forms</td>

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<td>Quick surveys, registrations and data collection.</td>

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<td>Collected data may remain detached from internal processes.</td>

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</tr>

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<tr>

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<td>Google Sites</td>

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<td>Simple internal or public pages.</td>

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<td>Content can be separated from the wider knowledge base.</td>

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</tr>

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<tr>

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<td>Gmail, Calendar, Meet and Chat</td>

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<td>Communication, scheduling, meetings and quick coordination.</td>

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<td>Decisions remain scattered in messages, calls and informal conversations.</td>

</tr>

</tbody>

</table>

<h2 id="replacement-map">What can move to XWiki, and what should move elsewhere</h2>

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<p>

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A successful transition separates content by purpose. Some content belongs naturally in XWiki. Some should

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remain in office collaboration tools. Some should move to other open-source or self-hostable systems that

complement XWiki.

</p>

<thead>

<tr>

<th>Current Google Workspace usage</th>

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<th>Recommended destination</th>

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<th>Transition guidance</th>

</tr>

</thead>

<tbody>

<tr>

<td>Official documentation in Google Docs</td>

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<td>XWiki pages, spaces, page history, comments and permissions.</td>

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<td>Move final and maintained documentation into XWiki pages.</td>

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</tr>

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<tr>

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<td>Policies, procedures and governance documents</td>

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<td>XWiki pages with templates, metadata, review dates and ownership.</td>

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<td>Move to XWiki and add lifecycle rules.</td>

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</tr>

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<tr>

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<td>Meeting notes</td>

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<td>XWiki meeting note templates inside team or working group spaces.</td>

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<td>Start new meeting notes in XWiki and link older notes only when useful.</td>

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</tr>

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<tr>

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<td>Working group or committee documents</td>

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<td>XWiki spaces with homepage, members, notes, decisions and documents.</td>

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<td>Create one structured space per group.</td>

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</tr>

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<tr>

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<td>Decision records</td>

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<td>XWiki decision page template.</td>

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<td>Move decisions out of scattered Docs, email and chat.</td>

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</tr>

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<tr>

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<td>Google Sites pages</td>

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<td>XWiki public or private spaces.</td>

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<td>Move informational pages that need history, permissions or governance.</td>

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</tr>

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<tr>

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<td>Shared file archive</td>

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<td>XWiki attachments for curated files; <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a> for general file sharing.</td>

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<td>Use XWiki for files attached to knowledge pages, not for massive file sync.</td>

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</tr>

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<tr>

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<td>Simple trackers in Google Sheets</td>

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<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>

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<td>Move recurring lists with stable fields and clear ownership.</td>

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</tr>

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<tr>

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<td>Collaborative drafting in Google Docs</td>

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<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>

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<td>Use XWiki for the maintained version, not every draft.</td>

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</tr>

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<tr>

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<td>Forms and surveys</td>

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<td>XWiki forms for internal processes; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>

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<td>Use the right tool depending on whether it is workflow data or survey data.</td>

</tr>

</tbody>

</table>

<h2 id="what-belongs-in-xwiki">What belongs naturally in XWiki</h2>

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<p>

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XWiki is a strong destination for information that should be easy to find, maintain, discuss, review and trust

over time.

</p>

#foreach ($entry in $xwikiFitCards)

</div>

<h4>$entry.title</h4>

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<p>$entry.content</p>

</div>

</article>

#end

</div>

<h2 id="not-xwiki">What should not be replaced by XWiki</h2>

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<p>

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A credible transition guide should clearly explain where XWiki is not the right tool. This avoids unrealistic

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expectations and helps the organization design a better collaboration stack.

</p>

#foreach ($entry in $notXWikiCards)

</div>

<h4>$entry.title</h4>

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<p>$entry.content</p>

</div>

</article>

#end

</div>

<p>

<strong>In practice:</strong> the goal is not to make XWiki do everything. The goal is to make XWiki the

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trusted home for maintained knowledge, while integrating or linking to the right tools for files, office

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editing, chat, meetings and identity.

</p>

</div>

<h2 id="open-source-stack">Open-source alternatives that can complement XWiki</h2>

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<p>

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For organizations trying to reduce dependency on Google Workspace, XWiki can become part of a broader

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open-source collaboration architecture. The exact stack depends on hosting preferences, support needs,

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security requirements and user expectations.

</p>

<thead>

<tr>

<th>Possible solution</th>

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<th>How it works with XWiki</th>

</tr>

</thead>

<tbody>

<tr>

<td>Structured knowledge base</td>

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<td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>

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<td>Main platform for documentation, governance, knowledge management and structured content.</td>

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</tr>

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<tr>

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<td>File sync and sharing</td>

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<td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>

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<td>Use for general file storage and sharing; link important files from XWiki pages.</td>

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</tr>

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<tr>

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<td>Office document editing</td>

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<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>

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<td>Use for documents, spreadsheets and presentations that need office-style editing.</td>

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</tr>

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<tr>

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<td>Chat and team messaging</td>

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<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>

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<td>Use for real-time conversation; move durable decisions and outcomes back into XWiki.</td>

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</tr>

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<tr>

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<td>Video meetings</td>

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<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>

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<td>Use for calls; store agendas, notes and decisions in XWiki.</td>

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</tr>

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<tr>

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<td>Surveys and advanced forms</td>

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<td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>

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<td>Use for survey campaigns; publish results, summaries or procedures in XWiki.</td>

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</tr>

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<tr>

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<td>Identity and SSO</td>

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<td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, Microsoft Entra ID, Google identity or another OIDC/SAML provider.</td>

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<td>Use SSO so users access XWiki without a separate password and with mapped groups where appropriate.</td>

</tr>

</tbody>

</table>

<h2 id="transition-plan">A practical transition plan</h2>

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<p>

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The safest transition is gradual. The organization should not begin by migrating every Google Drive folder.

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That approach creates too much noise, too many permission questions and too many low-value documents.

</p>

#foreach ($entry in $roadmapSteps)

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<li>

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<strong>$entry.title</strong>

$entry.content

</li>

#end

</ol>

<h2 id="pilot">A good pilot: one working group space</h2>

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<p>

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A strong pilot is small enough to control but useful enough to prove value. For example, one working group,

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committee, project team or community group can move its durable knowledge into XWiki while keeping office

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tools for drafting, spreadsheets and presentations when needed.

</p>

#foreach ($entry in $pilotCards)

</div>

<h4>$entry.title</h4>

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<p>$entry.content</p>

</div>

</article>

#end

</div>

<p>

<strong>Pilot success question:</strong> can members find the current and trusted version of important

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information faster than before?

</p>

</div>

<h2 id="adoption">How to convince the team to use XWiki</h2>

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<p>

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People do not usually change collaboration habits because a new platform exists. They change when the new

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platform makes an important part of their work easier, clearer or more reliable.

</p>

<p>

A useful adoption message is:

</p>

<p>

<strong>XWiki is not another folder where files disappear. It is the place where the organization keeps

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the current version, the owner, the context, the decision and the links around important knowledge.</strong>

</p>

</div>

<p>

Simple rules help adoption more than abstract platform arguments:

</p>

<li>If it is official, maintained or reusable, it belongs in XWiki.</li>

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<li>If it is a temporary draft, it can stay in an office editor until it becomes useful knowledge.</li>

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<li>If it is a complex spreadsheet, do not force it into XWiki.</li>

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<li>If it was decided in a meeting or chat, summarize the decision in XWiki.</li>

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<li>If nobody owns it, do not migrate it as current content.</li>

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<li>If users need the same answer repeatedly, create or improve an XWiki page.</li>

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</ul>

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<h2 id="implementation">Practical XWiki features to implement early</h2>

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<p>

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The following improvements can make the transition easier to accept and easier to govern.

</p>

#foreach ($item in $implementationItems)

#end

</ul>

<h2>Example transition scenarios</h2>

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<h3>Scenario 1: Working group documentation</h3>

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<p>

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A working group has Google Docs for agendas, meeting notes, decisions and reference files. In XWiki, this can

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become a structured space with a homepage, meeting note template, decision records, document list, open

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questions and links to files that remain in Nextcloud or another storage system.

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</p>

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<h3>Scenario 2: Policies and procedures</h3>

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<p>

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Policies stored as Google Docs can become XWiki pages with owner, review date, status, history and restricted

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edit rights. This makes it easier to know which version is current and who is responsible for keeping it updated.

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</p>

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<h3>Scenario 3: Spreadsheet tracker</h3>

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<p>

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A simple Google Sheet used as a list of requests, assets, documents or contacts may become a small XWiki

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application when the fields are stable. A complex financial model or reporting workbook should remain in an

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office spreadsheet tool.

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</p>

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<h2>Recommended target architecture</h2>

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<p>

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A realistic architecture does not replace every Google Workspace feature with XWiki. It gives each tool a clear role.

</p>

<thead>

<tr>

<th>Layer</th>

<th>Recommended role</th>

</tr>

</thead>

<tbody>

<tr>

<td>XWiki</td>

<td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>

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</tr>

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<tr>

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<td>Nextcloud or equivalent</td>

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<td>General file storage, file sharing, sync clients and optional groupware.</td>

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</tr>

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<tr>

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<td>ONLYOFFICE, Collabora or LibreOffice</td>

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<td>Office document editing for documents, spreadsheets and presentations.</td>

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</tr>

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<tr>

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<td>Matrix/Element, Mattermost or Nextcloud Talk</td>

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<td>Real-time messaging and team coordination.</td>

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</tr>

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<tr>

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<td>Jitsi or another meeting tool</td>

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<td>Video meetings and calls.</td>

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</tr>

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<tr>

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<td>Keycloak or existing identity provider</td>

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<td>SSO, group mapping and identity lifecycle.</td>

</tr>

</tbody>

</table>

<p><strong>Related Agnease resources:</strong></p>

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<ul>

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<li><a href="$xwiki.getURL('services.xwiki-migrations')">XWiki migration services</a></li>

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<li><a href="$xwiki.getURL('services.xwiki-authentication-access-control')">Authentication and access control for XWiki</a></li>

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<li><a href="$xwiki.getURL('resources.xwiki-custom-development')">How to customize XWiki without creating upgrade problems</a></li>

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<li><a href="$xwiki.getURL('resources.xwiki-access-rights-governance')">Why XWiki access rights need a clear governance model</a></li>

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<li><a href="$xwiki.getURL('resources.xwiki-security-review')">What an XWiki security review should actually include</a></li>

</ul>

</div>

<summary>Can XWiki replace Google Workspace completely?</summary>

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<p>

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Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,

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chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured

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knowledge and documentation layer.

</p>

</details>

<summary>Can XWiki replace Google Docs?</summary>

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<p>

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It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,

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decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,

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an office editor such as ONLYOFFICE or Collabora may still be useful.

</p>

</details>

<summary>Can XWiki replace Google Drive?</summary>

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<p>

658

Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,

659

but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better

fit for that role.

</p>

</details>

<summary>What is the best first step?</summary>

666

<p>

667

Start with one high-value pilot: a working group, committee, department or project that has real

668

documentation pain. Create the structure, templates, permissions and migration rules for that pilot before

expanding.

</p>

</details>

<summary>How do you convince users to try XWiki?</summary>

675

<p>

676

Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives users a clearer,

677

more reliable place for trusted knowledge: the current document, the owner, the status, the related decisions

678

and the wider context.

</p>

</details>

<summary>What should remain outside XWiki during transition?</summary>

684

<p>

685

Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and

686

anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or

687

replace that workflow.

</p>

</details>

</article>

</div>

</div>

</section>

<h2 id="google-workspace-xwiki-cta-title">Planning a transition from Google Workspace to XWiki?</h2>

700

<p>

701

Agnease can help evaluate what should move to XWiki, what should remain in office collaboration tools,

702

and how to design the right structure, permissions, templates, SSO and migration approach.

703

</p>

704

<a class="btn btn-primary" href="$xwiki.getURL('contact.WebHome')">Request a consultation</a>

</div>

</div>

</section>

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Wiki source code of From Google Workspace to XWiki: A Practical Transition Guide