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Document Access - Scenario Guide
Document Access - Scenario Guide
ER100500-01-CCS-EN-1
Scenario Guide
OpenText Archiving and Document Access for SAP Solutions
ER100500-01-CCS-EN-1
Rev.: 11. Dec. 2014
This documentation has been created for software version 10.5 SP1.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
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mentioned herein are property of Open Text SA or other respective owners.
Disclaimer
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Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.
Table of Contents
1
Part 1
15
2.1
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
2.1.6
2.1.7
2.2
2.3
2.4
2.5
17
18
19
20
20
21
21
22
22
23
23
24
4.1
4.2
4.2.1
4.2.2
4.2.3
4.2.4
4.3
4.3.1
4.3.2
4.3.3
5.1
5.1.1
5.1.2
5.1.3
5.1.4
5.1.5
5.1.6
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31
31
33
36
37
38
39
39
41
43
44
45
46
46
46
46
iii
Table of Contents
iv
Part 2
47
Introduction .............................................................................. 49
6.1
6.2
6.3
6.3.1
6.3.2
6.3.3
6.3.4
6.3.5
49
50
52
52
52
53
55
55
7.1
7.2
7.3
7.4
7.5
7.6
8.1
8.2
8.3
8.4
9.1
9.1.1
9.1.1.1
9.1.1.2
9.1.1.3
9.1.1.4
9.1.1.5
9.1.2
9.2
9.2.1
9.2.2
9.3
9.3.1
9.3.2
9.4
9.5
Basics ............................................................................................
Key terms .......................................................................................
Object type .....................................................................................
Document type ................................................................................
Document class ..............................................................................
Protocol ..........................................................................................
Archive (storage system, content repository) .....................................
ArchiveLink management concept ....................................................
Maintaining archives ........................................................................
Maintaining HTTP archive in the SAP application ..............................
Creating an archive on the OpenText Archive and Storage Services ..
Maintaining global document types ...................................................
Creating document types .................................................................
Customizing document classes ........................................................
Maintaining links .............................................................................
Document type customizing wizard ..................................................
57
59
60
62
63
65
67
68
72
73
75
75
75
76
76
77
79
80
82
82
85
85
85
87
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Table of Contents
9.6
Part 3
Scenario customizing
10
10.1
10.2
10.2.1
10.2.2
10.2.3
10.2.4
10.2.5
10.2.5.1
10.2.5.2
10.2.5.3
10.2.5.4
10.2.6
10.2.7
10.3
10.3.1
10.3.2
10.3.3
10.3.4
10.3.4.1
10.3.5
10.3.6
10.3.6.1
10.3.6.2
10.3.6.3
10.3.6.4
10.3.6.5
10.4
10.5
10.5.1
10.5.2
10.5.3
10.5.3.1
10.5.3.2
10.5.3.3
10.5.4
10.5.4.1
10.5.4.2
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10.5.4.3
10.5.4.4
10.6
10.6.1
10.6.2
134
137
139
139
139
11
11.1
11.2
11.2.1
12
12.1
12.2
12.3
13
13.1
13.1.1
13.1.2
13.1.2.1
13.1.2.2
13.1.2.3
13.1.2.4
13.1.2.5
13.1.2.6
13.1.2.7
13.1.3
13.1.3.1
13.1.3.2
13.1.3.3
13.1.3.4
13.1.4
13.1.4.1
13.1.4.2
13.1.4.3
13.1.5
13.1.6
13.1.6.1
13.1.6.2
13.2
14
153
154
154
155
156
157
158
160
160
160
160
161
164
164
165
166
166
169
170
173
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176
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14.1
14.2
15
15.1
15.2
15.3
15.3.1
15.3.2
15.3.3
15.3.4
16
Archiving in SAP PLM DMS (for SAP ERP only) ................ 191
16.1
16.2
16.3
17
17.1
17.2
17.3
17.3.1
17.3.2
17.3.3
17.3.4
17.3.5
17.3.5.1
17.3.5.2
17.3.6
17.3.7
17.3.7.1
17.3.7.2
17.3.7.3
17.3.8
Components .................................................................................
Rights for OpenText Forms Management .......................................
Adding a form ...............................................................................
Starting OpenText Forms Management ..........................................
Creating logical archives ................................................................
Creating the form record ................................................................
Assigning form pages to document pages .......................................
Entering and archiving form pages .................................................
Scanning form pages ....................................................................
Form pages from the file system ....................................................
Activating the form ........................................................................
Modifying and linking the SAP ABAP program .................................
SD module - using an SAPscript form .............................................
SD module - using a Smart Form ...................................................
MM module ...................................................................................
Defining a processing method for the PPF and specifying it in the
action profile .................................................................................
Defining offset and layout of forms .................................................
Adjusting forms .............................................................................
Adjusting the form layout for COLD documents (FORM.INFO) .........
Assigning forms to COLD documents .............................................
Options for OpenText Forms Management .....................................
Copying forms ..............................................................................
Client and archive copy .................................................................
Archive copies of forms .................................................................
17.4
17.4.1
17.4.2
17.5
17.6
17.6.1
17.6.1.1
17.6.1.2
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185
186
186
187
189
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195
196
196
197
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198
202
204
204
204
206
206
207
213
219
226
228
228
229
231
232
232
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Table of Contents
17.6.1.3
17.6.2
17.6.3
17.6.4
17.6.5
17.6.6
17.6.7
18
19
19.1
19.1.1
19.1.1.1
19.1.1.2
19.1.1.3
19.1.2
19.1.2.1
19.1.2.2
19.1.2.3
19.1.2.4
19.2
viii
235
236
236
236
237
237
238
241
241
241
243
244
245
245
246
246
247
248
20
Part 4
21
21.1
21.1.1
21.1.2
21.1.3
21.1.4
21.1.5
21.1.5.1
21.1.5.2
21.1.6
21.1.6.1
21.1.6.2
21.1.6.3
21.1.6.4
257
259
260
260
262
264
264
264
265
269
269
269
271
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21.1.7
21.1.7.1
21.1.7.2
21.1.7.3
21.1.7.4
21.1.8
21.1.8.1
21.1.8.2
21.1.8.3
21.2
21.2.1
21.3
21.3.1
21.3.2
21.4
22
22.1
22.2
22.2.1
22.2.2
22.2.3
22.2.4
22.2.5
22.2.6
22.2.7
22.2.8
22.3
22.4
23
23.1
23.2
23.2.1
23.2.2
23.3
23.4
23.5
24
24.1
24.1.1
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275
277
277
278
279
280
281
281
282
282
283
285
287
287
288
290
290
292
293
294
294
295
296
301
302
303
304
304
306
306
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Table of Contents
24.1.1.1
24.1.1.2
24.1.1.3
24.1.1.4
24.1.2
24.1.2.1
24.1.3
24.1.4
24.1.4.1
24.1.4.2
24.1.5
24.2
24.2.1
24.2.2.3
24.2.2.4
24.2.2.4.1
24.2.2.4.2
24.2.2.4.3
24.2.2.5
24.2.2.6
24.2.3
24.2.3.1
24.2.3.1.1
24.2.3.2
24.2.4
24.2.5
24.2.6
Part 5
25
25.1
25.1.1
25.2
25.3
25.4
25.5
25.6
24.2.2
24.2.2.1
24.2.2.2
310
310
311
311
314
325
326
329
330
332
334
334
335
337
337
338
339
340
341
343
344
344
351
354
354
357
359
363
365
366
369
371
372
373
373
374
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26.1
26.2
26.3
26.3.1
26.3.2
26.4
26.5
26.5.1
26.5.2
26.6
26.7
26.8
26.8.1
26.8.2
26.8.3
376
377
378
378
379
382
383
384
385
390
391
392
393
394
397
GLS
Glossary
399
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Chapter 1
Client independent objects and code for sample DocuLink projects, which are
not only SAP ERP specific but can also be used for base examples
Allows use of SAP CRM link range in Content Management node type in
DocuLink
Client independent objects and code for a sample DocuLink project in SAP
CRM
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Part 1
Overview of document integration in SAP
applications
Chapter 2
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2.1.1
18
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2.1.3
2.1.4
20
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2.1.5
2.1.6
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2.1.7
22
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24
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26
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Chapter 4
Outgoing documents (created in SAP system using SAPscript or SAP Smart Forms)
Print lists are a special type of document and are therefore treated differently.
Incoming and outgoing documents are processed differently but are very similar in
terms of their configuration.
Archiving incoming documents is done in two steps:
1. Store: Store the document in an archive.
2. Alternatively, according to the archiving scenario:
Enter: Enter and post in the SAP system, from a technical point of view:
Creating a business object
or
Division of labor
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The following table provides an overview of the archiving scenarios for incoming
documents, arranged according to the three aspects:
Automation
of document
processing
Application document is
newly created for incoming
document
Application document
already exists
Involves
several
people
Involves
several
people
Involves one
person
Integration of
SAP Business
workflow
Integration of
bar code
technology
Early
storing
with bar
code
Involves one
person
DocuLink,
SAP Records
Management
Assign then
store, SAP
PLM,
(DocuLink, ,
SAP Records
Management)
Late
archiving
with bar
codes
Manual
storage
You will find a description of the individual scenarios in the following sections.
You will find a more detailed description of the configuration for individual
scenarios and the various components in the Customizing section.
The use of standard scenarios in Archiving and Document Access for SAP Solutions
is described step by step in the Application of scenarios section using examples.
30
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4.2.1
The paper documents are scanned in and integrated into the SAP application's
workflow as soon as they are received in the company, i.e. the document is
archived before a business object is created in the SAP application. All work
connected with these documents is performed on documents already scanned.
Storing for subsequent entry is carried out at the beginning of a workflow from
the SAP application. Archiving scanned documents initializes the workflow for
the specified document type, in which a workflow object (work item) is created
for the document. At the same time, a message is sent to the person responsible
for processing the document, informing them that the document is ready for
processing. The settings for this are entered together with OpenText for a
project.
The individual steps for the Storing for subsequent entry scenario are:
Starting the archiving procedure from the SAP application; the SAP
application receives the DocID
Here the document is created and archived simultaneously. You can then trigger
the workflow.
The document is stored early but is still transported on paper to the person
responsible. With this scenario you can link several incoming documents to just
one business object. In order to do this, the same bar code must exist on several
documents. This scenario is normally used in this exceptional case only.
Late archiving with bar codes
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created that is used for subsequent linking of the document to a business object
and not entry.
The scenario is suitable for documents for which an application document has
already been created (e.g. a cover letter for an invoice) or for documents that are
stored considerably later after their entry.
Archiving takes place after the application document is entered. After archiving
a workflow is created, which is executed immediately.
Archiving is started from the SAP application and the document ID (the unique
identifier in the archive) is given directly to the SAP application during
archiving.
Archiving takes place after actual processing in the SAP application. The
assignment is performed manually by the user or by preconfiguration (attribute
transfer), however no workflow or bar code technology is involved. This process
corresponds with the scenario Storing for subsequent assignment, without a
workflow.
This scenario is usually used for ad-hoc cases. It is also used for specially
protected documents that are only to be processed by one person.
DocuLink
Archiving is performed either at the same time as or after a record is created in the
DocuLink view. Creating and assigning the record can also be performed
automatically using attribute transfer from the document.
SAP PLM
Archiving occurs after the PLM DMS document is processed. If the appropriate
preconfiguration is available, the assignment can also be performed
automatically.
SAP Records Management
Archiving is performed after the actual processing of the SAP record, i.e. a
document is manually assigned to an existing SAP record.
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4.2.2
Early
Storing
with bar
codes
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Example
Ente Desk
rpris topLi
e
nk
Scan
Receipt of an order
by fax, for which an
order document is
immediately
entered.
33
Scenario
Example
Late
archiving
with bar
codes
After an advertising
campaign there are
many customer
inquiries about a
product. These are
given a bar code and
forwarded to the
transaction user.
They process each
inquiry individually
by entering an order
and adding the bar
code for every
inquiry. Only later
are all inquiries
collected, scanned at
a scan station and
stored.
An order
confirmation is
entered. Later a
cover letter is
created for it and
archived. The
archived document
is forwarded as a
work item to
another member of
staff who links the
document to the
order confirmation.
34
Ente Desk
rpris topLi
e
nk
Scan
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Scenario
A corrected
construction
drawing is
subsequently
assigned to a PLM
DMSdocument.
An order
confirmation
received by e-mail is
subsequently
assigned to an SAP
customer record.
SAP Records
Management
DocuLink
Ente Desk
rpris topLi
e
nk
Scan
SAP PLM
Example
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4.2.3
Task
Storing for
subsequent entry
TS30001128
Create or change a
business object (in
SAP CRM creation is
only supported for
the BUS1006 object)
TS30001128
Create or edit a
business object (in
SAP CRM creation is
only supported for
the BUS1006 object)
Storing for
subsequent
assignment
TS30001117
Assign to existing
business object
TS30001117
Assign to existing
business object
Assign then
store[a]
Assign to existing
business object, no
workflow task
[a]
No work item is generated and sent in this scenario, so strictly speaking it is not a real workflow
scenario.
In all scenarios documents of different formats can be linked to SAP business objects:
Scanned documents
To scan documents, you can use Enterprise Scan or the Windows Viewer's
DesktopScan function. The archive request is granted by the SAP GUI.
Note: The Store and enter and Store and assign scenarios are not
supported by Enterprise Scan.
Faxes
To store faxes, you can use the Enterprise Scan's FaxLink function. The same
restrictions apply as for scanned documents.
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MS Office documents
You can store MS Office documents with DesktopLink in all scenarios. To do
this, additional customizing steps are required which are described in Setting
up DesktopLink on page 153.
4.2.4
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<Profile_name>/CWin/ ArchiveLink/Archive-0/ADMServerName
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4.3.1
4.3.2
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4. The conditions defined in the assigned action profile for scheduling and starting
are checked.
5. If the conditions are met, the business partner for this order is identified and a
SmartForm (the layout) is generated for the outgoing document. Information on
which SmartForm is generated and by which method, is specified (for each
partner if necessary) in the action type.
6. Finally, the outgoing document is generated for the identified business partner
and, according to the configuration, is printed, archived, and/or sent to the
partner.
4.3.3
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Chapter 5
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5.1.1
44
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5.1.2
Using the SAP assignment technology; this integration requires assistance from
OpenText Global Services experts.
Figure 5-2: SAP CRM Web UI: OpenText DocuLink for SAP Solutions
integration via transaction launcher
Note: DocuLink has been enhanced to display CRM CM documents; however,
adding of CM documents is not yet supported.
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5.1.3
5.1.4
5.1.5
5.1.6
46
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Part 2
SAP basis customizing
Chapter 6
Introduction
6.1 The SAP ArchiveLink interface
This brief introduction to SAP ArchiveLink (ArchiveLink) shall aid understanding of
the customizing process. You will find further explanations of terminology and
references in the individual sections preceding the description of the customizing
tasks.
For more information see the SAP library under Basis | Basis services/Communications
interface | SAP ArchiveLink (BC-SRV-ARL) | BC-SAP ArchiveLink | Information for all
CRM: SAP Web Application Server | Basis services/Communications interface | SAP
ArchiveLink (BC-SRV-ARL) | ArchiveLink
Interface
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Chapter 6 Introduction
Like the SAP system structure, ArchiveLink also features three layers:
Database
special database tables store the information relating to ArchiveLink.
Applications
programs for archiving, display and other functions.
User interface
ArchiveLink components of the SAP GUI.
Note: The GUI component from the archlink.exe, archlink.ini and
some DLL files is no longer a component of ArchiveLink. Communication
methods that use these files must be replaced by other methods.
Communication via DDE between SAP GUI and Windows Viewer and
between SAP GUI and Enterprise Scan is replaced by communication via
OLE or HTTP. OpenText therefore provides prepared transports containing
the appropriate protocols with the appropriate customizing (see
Communication protocols in SAP applications on page 241).
Versions
Version 0045 of SAP ArchiveLink also enables communication via HTTP and is
called SAP Content Server HTTP. You will find detailed documentation for the new
interface in the SAP library under Basis | Basis Services/Communication Interface | SAP
ArchiveLink (BC-SRV-ARL) | BC-SAP ArchiveLink | Information for archive suppliers.
CRM: Basis | Basis Services/Communication Interface | SAP ArchiveLink (BC-SRV-ARL)
| ArchiveLink Information for developers
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Chapter 6 Introduction
Authorization concept
The archiving and searching of documents on the OpenText Archive and Storage
Services is fully controlled within the SAP system by means of the SAP
authorization concept. This concept comprises the following components:
Authorization object
An authorization object describes actions that can be permitted, e.g. performing
transactions and reading or modifying tables. An authorization object contains a
number of fields, such as Table, Transaction, Task, Content Repository. There
are special authorization objects for archiving and searching documents in
archive systems.
Authorizations
An authorization is an instance of an authorization object and contains specific
values for the fields in an authorization object, e.g. transaction numbers, table
names or task codes. Before an user can perform an action, the SAP application
checks whether it has the required authorization to do so, i.e. whether the
required values are entered in the fields of the authorization object.
Authorizations are predefined in the SAP application. The system administrator
can define additional authorizations.
Authorization profile (Profile)
An authorization profile is a set of authorizations. Authorizations are not
assigned individually to users. Instead, each user is given one or more
authorization profiles. Some profiles, such as SAP_ALL, are predefined in the
SAP application. The system administrator can define additional profiles.
6.3.2
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01 - Create documents
02 - Edit documents
03 - Display documents
04 - Print documents
06 - Delete documents
70 - Administration
6.3.3
Authorization maintenance
For maintaining authorizations, profiles and users, the following transactions are
used:
SU01 - User maintenance
Under BC_Z / Basis - Central functions you will find the S_WFAR_OBJ and
S_WFAR_PRI authorization objects.
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Chapter 6 Introduction
2.
3.
4.
5.
Object type: can the user only access documents that are linked to business
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6.3.4
6.
7.
Copy the authorization to an authorization profile and activate the profile (SU02
transaction).
8.
Assign the authorization profile to users (SU01 transaction). The users must then
log on again.
Data archiving
The feedback user requires authorizations that are not contained in the SAP_ALL
profile. You must therefore assign at least the following profiles to the feedback user:
S_A.USER
S_A.CPIC
These profiles contain the administration right (task 70) for the authorization objects
S_WFAR_OBJ and S_WFAR_PRI, as well as administration rights required for queues.
You should also check the OSS notes in the bc-srv-arl-int area, as well as the
ESC, to see whether additional rights are required for your SAP version and storage
scenarios.
6.3.5
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Chapter 6 Introduction
These values are sufficient for minimum access to the DesktopLink functionality.
For more information, see also SAP (OSS) note 460089 Minimum authorization
profile for external programs
( https://service.sap.com/sap/support/notes/460089 ).
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Chapter 7
Initial customizing
Initial customizing comprises basic settings for ArchiveLink, which must be
implemented once for each SAP system. These basic settings are:
Setting parameters for the archive format on page 65 (required for print lists
containing hyperlinks)
2.
3.
Click on
(Change).
Click on
(Create).
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6.
ARCHLINK
Spool server
Server on which the spool server runs; pick one from the list.
Device class
Archiving program
Authorization group
not required
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8.
Click on
(Exit).
2.
3.
Enter the SAP user name of the archive administrator or the SAP system
administrator as the Queue Administrator. This user receives the queue error
messages.
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Click the
ilqbatch.
Click on
(Save).
ARCHIVELINK is entered in the Job name field, and C is entered in the Job class.
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5.
6.
7.
8.
9.
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10. Click on
01
From Number
100000
The number range must not begin with 0 (see OSS note 173607)!
To Number
9999999999
NR Status
Leave blank.
Ext
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(Save).
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From SAP basis version 4.6C, archiving no longer functions without the
deactivation of print list management in the DMS, unless the print lists are
actually managed in the DMS.
2.
Deactivate IMC
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64
Click on
(Save).
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Format 1 contains ASCII characters, as well as line feed and form feed as control
characters.
2.
3.
The list contains the rspo/archive_format parameter together with its value.
Using an editor to modify the profile file itself; the path to the profile file is:
usr/sap/<SID>/SYS/profile/<SID>_DVEBMGS<INS>_<r3_host>.
Here <SID>_DVEBMGS<INS>_<r3_host> is the name of the instance profile.
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Chapter 8
Communications setup
The following procedures set up the communication between the SAP systems and
the Archive and Storage Services. The configuration must be performed once for
each pair of SAP system and Archive and Storage Services and in cludes the
following steps:
be created in the SAP system on the client on which storage is taking place (if
storage is taking place on several client of an SAP system identical on all clients)
be assigned the necessary rights (see Rights for feedback users on page 55),
To create and manage the feedback user in the SAP system user
administration:
1.
2.
3.
Click on
4.
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(Copy as).
67
Address tab
Last name
Name of feedback user, e.g. IXOSCPIC
Logon data tab
Password
Password of feedback user; the password entered must be identical to
the one in the Livelink ECM Archive Administration.
User group
Technical User
User type
System or Communication
Profile tab
(see Rights for feedback users on page 55)
5.
S_A.USER
S_A.CPIC
Click on
(Save).
2.
68
Double-click the required Archive and Storage Services, enter your user name
and password and confirm.
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3.
4.
5.
6.
Figure 8-1: R/3 Gateway Configuration for the Archive and Storage
Services
Subnet mask
Defines which parts of the Internet address are evaluated. It is possible to
restrict the evaluation to individual bits of the particular address part.
Subnet addr.
Specifies the precise address partial values for the subnet in which in the
archive server or an Enterprise Scan workplace is located. At least the first
part of the address must be specified (NNN.0.0.0). Thus, a separate gateway
must be configured for each subnet.
R/3 system ID
Three-character system ID of the SAP system (SAP_SID) for which the
gateway is configured. If this is not specified, then the gateway is used for
all those SAP systems for which no gateway entry has been made. In case
subnets overlap, the smaller network takes priority over the larger one. If
the networks are of the same size, the gateway to which a specific SAP
system is assigned has priority over the default gateway that is valid for all
the SAP systems.
R/3 gateway
Name of the server on which the SAP gateway runs. This is usually the SAP
database server.
Gateway number
Two-digit instance number of the SAP system. The value 00 is usually used
here. It is required for the sapgwxx service on the gateway server in order to
determine the number of the TCP/IP port being used (xx = instance number;
e.g. instance number = 00, sapgw00, port 3300).
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7.
8.
9.
Figure 8-2: Maintaining the SAP system on the Archive and Storage
Services
R/3 SID
Three-character system ID of the SAP system with which the administered
server communicates (SAP_SID).
Server name
Name of the SAP database server on which the logical archives are set up in
the SAP system.
R/3 client
Three-digit number of the SAP client in which archiving occurs.
R/3 feedback user
Feedback user in the SAP system. The OpenText cfbx process sends a
notification message back to this SAP user after a document has been
archived using asynchronous archiving. A separate feedback user (type
CPIC) should be set up in SAP for this purpose.
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If you store into several clients of an SAP system, check the Knowledge
Center entry https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&
objId=15817282&objAction=ArticleView&viewType=1.
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In the OpenText Archive Monitoring Web Client: Status of the RFC Server(s)
group. The status should be OK.
Frontend archiving
In these archive scenarios the SAP application server stores the data in the exchange
directory (basic path in OAC0 transaction). Starting with ArchiveLink protocol 4.5,
the storage type is HTTP content server. In this case the archive and storage
services need no exchange directory.
The physical location of the exchange directory depends on the operating system
platforms of the SAP database server.
Capacity
Authorization in
UNIX
72
The exchange directory is created in its own partition (Windows NT/2000) or file
system (UNIX). The hard disk capacity must be larger than the largest document to
be archived. SAP print lists can be in excess of 400 MB. They are compressed by the
Archive and Storage Services before being saved on the archive medium.
In UNIX, the exchange directory must belong to the SIDadm user (user with which
the SAP application accesses the exchange directory) and read and write access must
be set up (e.g. 770). The setgid bit (also called s-bit) must be set for the group so that
the files in the directory inherit the group ID. This is required because the SAP
application does not give the exchange files universal read access.
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Indication
The exchange directory must be indicated to the SAP application for every logical
archive:
SAP application: Transaction OAC0, see Maintaining HTTP archive in the SAP
application on page 82.
2.
3.
4.
In the Character Width in Target System area, activate the Unicode option.
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Chapter 9
Basis customizing
Basis customizing must be performed for every archive scenario and for every new
storage system (archive), irrespective of the SAP module involved. This provides the
basis for the subsequent customizing of individual scenarios (see Scenario
customizing on page 93).
9.1 Basics
This section contains a description of the basic terms and the background of Basis
customizing. You can find further information in the SAP Library under
Basis | Basis Services/Communication Interface | SAP ArchiveLink (BC-SRV-ARL) |
ArchiveLink | Information for developers
CRM: SAP Web Application Server | Basis services/Communications interface | SAP
ArchiveLink (BC-SRV-ARL) | ArchiveLink
9.1.1
Key terms
9.1.1.1
Object type
Object type is an SAP-specific term. The object type describes an SAP application
business object specific to each SAP module. It describes the structure of the records,
including the key fields of the different tables. The BKPF object type, for example,
defines the document number, company code and fiscal year key fields. In addition,
the object type specifies how the object is processed. Processing is defined by
methods, which are determined for each object type. These methods contain
operations that can be applied to each object. Object types are set up in the SAP
application standard and do not need to be defined in terms of ArchiveLink
customizing. The main object types are:
Object type
Used for
BKPF
VBAK
outgoing documents in SD
PREL
HR documents
BUS1006
DRAW
SOOD
ARCHIVE
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9.1.1.2
Document type
The Document type describes the content and meaning of the archived document.
Allocating document types enables you to treat documents according to technical
processing, workflow treatment, storage period and authorization. Different
document types can be kept in different archives. There is a naming convention for
the standard SAP application document types: The name of the document type
consists of the module name and an abbreviation, e.g. FIIINVOICE means FI
module, Incoming INVOICE. In addition to the standard document types, new
document types can be defined freely.
SAP applications distinguish between the following groups of document types:
Incoming documents
These documents are either scanned in or captured as a screen image using
another method. Incoming faxes belong to this group too. Examples include
incoming invoices without invoice verification FIIINVOICE and incoming credit
memos without invoice verification FIICREDIT.
Outgoing documents
These documents are created in the SAP application and are usually printed out.
They can be processed automatically. For example, the outgoing order
confirmation SDOORDER.
Print lists
These documents are created in the SAP application as screen lists or ABAP lists
and can be processed automatically.
Archive files
These documents are database extracts containing obsolete data, which is
removed from the database and saved elsewhere. The archive files are created in
the SAP application.
Desktop files
These documents come from other software programs, such as MS Word, MS
Excel, CAD applications, etc.
9.1.1.3
Document class
The Document class specifies a document's file format. It is assigned to each
document class and is required for starting the correct display program for an
archived document. Many document classes can be displayed using the OpenText
Imaging Clients (Windows Viewer, Java Viewer, Web Viewer), but for others the
program used to create the document is started (e.g. MS Office applications). The
display program to use for a document class and the way in which communication
takes place is specified in the ArchiveLink protocols. The most important document
classes are:
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9.1. Basics
9.1.1.4
Document
class
Description
FAX
JPG
ALF
REO
Protocol
A protocol defines how a document class is handled in SAP applications (OAA3
transaction). A protocol is assigned to an archive (content repository, archive). This
ensures that all documents of a document class held in the same archive (content
repository) are handled in the same way. Furthermore, the document class
determines the program used to retrieve and display the document.
Used for
Displaying documents
Protocol
Scanning
Communication type
OT_OLEU1
OPEN_V_URL
Using the archive ID and the
document ID, an URL is
created which can be signed.
This URL is passed on to the
Windows Viewer as an OLE
parameter.
OPEN
(Communication via OLE)
OT_OLEU2
like OT_OLEU1
OPEN_V_URL
Using the archive ID and the
document ID, an URL is
created which can be signed.
This URL is passed on to the
scan client.
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Used for
Displaying documents
Protocol
Scanning
Communication type
OT_HTTP2
Default
OPEN
Based on HTTP
(Communication via OLE)
communication. Using the
archive ID and the document
ID, an URL is created which
can be signed. This URL is
passed on to the browser.
Windows Viewer and other
display applications are
started and displayed within
the browser. Print lists are
displayed by starting the
Windows Viewer using OLE,
as with OT_OLEU1.
We recommend using this
protocol for SAP ArchiveLink
4.5.
OT_HTTP3
like OT_HTTP2
OPEN_V_URL
Using the archive ID and the
document ID, an URL is
created which can be signed.
This URL is passed on to the
scan client.
Note: OpenText recommends using the OT-... protocols supplied. They are
direct successors of the IX_...protocols described in older guide versions.
Communication
between
OpenText
components
The ODMA takes over all the communication between Windows Viewer and
Archive and Storage Services. Since version 6.0 of the OpenText Imaging clients only
HTTP communication is supported.
Enhanced
security
When running communication between OpenText Imaging Clients and Archive and
Storage Services via HTTP, you can secure the communication between the
individual components as follows:
Securing the connection between OpenText Imaging Clients and the Archive and
Storage Services and encrypting the communication with SSL.
Securing the connection between the SAP GUI and OpenText components using
SecKeys. Here the URL sent is signed digitally. The Archive and Storage Services
verifies the signature and only accepts requests with a valid signature.
In this case, the SAP system must send the public key to the Archive and Storage
Services as a certificate for the signature check (OAHT transaction, see Sending a
certificate on page 90 and section 14 Configuring security settings in
OpenText Archive Server - Administration Guide (AR-ACN)).
Note: Note that if you have installed Enterprise Library Services and use it
with the archive, you must use SecKeys. In this case, you must customize
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9.1. Basics
the settings of your local archive, the SAP system and the imaging clients to
use signed URLs and certificate authentication.
9.1.1.5
Caution
Do not assign long archive names!
Since SAP basis version 4.6 you can also enter longer archive names when
creating archives (OAC0 transaction). For ArchiveLink, however, the
restriction to two characters per name remains.
Number of
archives
Corporate structure
Separate archiving on different media (e.g. on different CDs) and different media
types (hard disk, CD, WORM)
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9.1.2
Taking into account daily data volumes and administrative effort: Do not create
too many archives.
Tables
All data is stored in tables. All table names used in conjunction with ArchiveLink
start with TOA (Table for Optical Archiving). The TOAAR, TOAVE and TOAOM tables are
customizing tables.
The following overview shows the relationships within basis customizing:
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9.1. Basics
TOAHR
TOADL
You can define additional link tables in the SAP system (OAD3 transaction).
To display tables, execute the SE16 transaction. The link tables TOA01-03 each
contain nine columns. Each row of these tables contains important information
about an archived document and the SAP application business object to which it is
assigned.
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9.2.1
2.
(Display Change).
3.
(Create).
To modify an existing storage system, select it in the list and click on Detail.
4.
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Note: The following image shows the configuration in a SAP basis 6.0
system for an archive that is to operate in secure mode. Secure mode means
that SecKeys are used to transmit URLs.
Protocol
Name of the protocol used for communication (see Protocol on page 77).
The OpenText protocols OT_* can be created manually as described in
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Upgrade Guide (ER-IGD). They are also available with transports that can be
downloaded from the OpenText Knowledge Center (https://
knowledge.opentext.com/knowledge/cs.dll?func=ll&objId=15777379&
objAction=browse).
Version no.
Version of the ArchiveLink interface used: 0045
HTTP server:
Name of the OpenText Archive and Storage Services. In addition, the port
should be shown, for example: monopoly:8080.
From SAP basis 6.20, the port no. is entered in a separate field.
Port Number
Port Number of ArchiveLink connection.
SSL Port Number
When using the secure transfer protocol SSL (Secure Socket Layer).
Program (CRM: HTTP Script)
Enter archive.
Basic Path, Archive Path
Path to the exchange directories. For HTTP communication the Archive and
Storage Services no longer reuires access to this directory. The SAP
application server stores the documents to be archived on the basic path.
The Archive and Storage Services make the documents requested by the
SAP application available on the archive path (see Creating an exchange
directory on page 72). For data archiving, the exchange directory must be
entered identically in the FILE transaction (or SARA) with particular
attention to upper/lower case.
Notes
The basic path and the archive path are only displayed in Full
administration mode.
The path must always be closed using a forward slash (/) on UNIX
platforms and a backslash (\) on Windows platforms.
If both the SAP system and the Archive and Storage Services are
installed on Windows NT and the exchange directory resides on the
Archive and Storage Services, the path consists of three components.
The format must comply with the UNC (Uniform Naming
Convention):
\\<Host name>\<Share name>\<Exchange directory>\.
OutputDevice
Enter ARCH.
No signature
If you select this option, the URLs for this archive are transmitted without
encryption. When you disable this option, the URL is given a SecKey, in
which important data is encrypted. In the latter case, a certificate must be
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sent from the SAP application to the Archive and Storage Services (see
Sending a certificate on page 90) and the signature check must be
configured in the Livelink ECM Archive Administration (see the section
14 Configuring security settings in OpenText Archive Server Administration Guide (AR-ACN)).
Tip: You can send a certificate from your SAP system directly to the
content repository defined here by clicking the
(Send certificate) icon.
6.
9.2.2
Click on
(Save).
9.3.1
2.
3.
4.
(Display Change).
Enter the required parameters. You do not have to create each document type
individually, you can enter several new document types in a table.
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JPG
ALF
REO
Status
Select the check box if you want the document type to appear in the
Business Document Navigator as a standard document type.
5.
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9.3.2
2.
3.
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2.
3.
4.
Enter:
(Display Change).
Figure 9-7: Link between the document type and the storage system
Object Type
Object type to which the document type belongs. The most important object
types are:
BKPF
VBAK
PREL
for HR documents
DRAW
SOOD
ARCHIVE
Doc. Type
Document type short text
L
88
Status of Link entry. Enter an X to activate the link so you can use it.
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TOAHR
The link data for print lists is contained in the TOADL table. For link
maintenance you must enter one of the TOA01-03 or TOAHR tables for
print lists.
Retent. Period
Optional input: Legal storage period for documents of this type in months.
This field is for information purposes only. After the retention period has
expired, the link entry is not automatically removed.
5.
2.
3.
Enter the Document type and the Description, as in the OAC2 transaction, 1st
and 2nd column labeled Doc.type.
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You also have the option of selecting a sample document type and using its
settings as standard values.
4.
Leave the Workflow document type option deactivated to create the document
type without a workflow.
5.
Enter the Document class as in the OAC2 transaction. If you selected a sample
document in step 3, the document class of this template is used.
6.
7.
Enter the Content Repository, the Link, and the Retention per. as in the OAC3
transaction.
8.
Click on Finish.
This completes the document type and link maintenance. The document type
status in the OAC2 transaction is not set. The status of the link in the OAC3
transaction is automatically set to X, activating the link.
90
2.
Find the archive server you want to send the certificate to in the list of HTTP
Content Servers.
3.
Click the
icon.
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Part 3
Scenario customizing
Chapter 10
The RFC or HTTP connection and the exchange directory must be set up.
An archive (content repository) must be set up in the SAP application and on the
OpenText Archive and Storage Services.
Where?
SAP system
Transactions
1.
2.
3.
4.
1. OAC2
SD: Linking the document type with the Sales document type.
MM: Activating storage of incoming documents.
HR: Setting barcode entry for the HR info type.
2. OAC3
3. OAC5
4.
OBD5
VNOP
SPRO
SPRO
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Profile >
Configure menu
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10.2.1
Prerequisites
The following prerequisites must be fulfilled (for details see SAP basis
customizing on page 47):
10.2.2
An archive (content repository) must be set up in the SAP application and on the
OpenText Archive and Storage Services.
Steps
Customizing for Late archiving with bar codes comprises the following steps:
10.2.3
2.
Create a global document type (for details see Maintaining global document
types on page 85).
Enter the required parameters (example values only):
Doc.type
ZSDIACTINQ
Doc.type
(Description)
Customer request
Doc.class
FAX
3.
Execute the OAC3 transaction and enter the link (see Maintaining links
on page 88).
Enter the required parameters (example values only):
Obj.type
BUS1006
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Doc.type
ZSDIACTINQ
Status
X
Cont.Rep.ID
YE
Relationship
TOA01
10.2.4
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Note: To be able to use this option, the selected bar code type must
have a check sum.
No cancel
When the option is activated, users must enter a bar code and cannot cancel
the processing. This can lead to a deadlock when the Check is active and the
No cancel options are active and a transaction user enters an invalid bar
code.
Multiple entry
When the option is activated, multiple instances of the bar code can appear
in the table of open bar codes. This allows to assign a stored document to
multiple SAP business objects.
Hold R/3 entry
When the option is activated, after an archived document has been
successfully assigned, the entry created in the SAP system is not deleted
from the SAP table of open bar codes. This allows to assign different
archived documents with the same bar code to an SAP business object.
Hold externally
When the option is activated, after an archived document has been
successfully assigned, the entry created by the Archive and Storage Services
system is not deleted from the table of open bar codes. This allows to assign
other SAP business objects to an archived document.
Popup in Workflow
When the option is activated, it also activates the dialog box for bar code
entry for the document type entered, although an active entry scenario
already exists using SAP Business Workflow. Normally, bar codes are not
used when entering documents via Workflow, since it links the application
document and the document automatically.
Doc.Type Not Modifiable
When the option is activated, users can no longer change the document type
and the preassigned type is used.
5. Click on
(Save).
No further customizing is required for the SAP CRM module. If the bar code settings
were made for the object/document type (see Specifying bar code settings for the
object type/document type on page 97), the menu option Create | Enter Bar Code
will be available for the business object in the generic object services.
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10.2.5
10.2.5.1
FI module
The object type BKPF is linked to various different FI document types, e.g. the vendor
invoice KR and the customer invoice DR. The user enters the FI document type at
posting; thus, bar code input for FI document types in combination with the
company code must be activated in an additional step.
To assign FI document types:
1.
2.
Click
3.
4.
Enter the assignment of the document type to FI document type and company
code using the following parameters. This entry represents an unique identifier,
i.e. only one document type can be assigned to a combination of FI document
type with company code.
CoCd
Company code, e.g. 1000. If you leave this field blank, the bar code entry is
active for all company codes and thus for the whole FI module.
Type
FI document type, e.g. KR. If you leave this field blank, the bar code entry is
active for all FI document types and thus for all posting types.
Doc.type
Document type, e.g. ZFIIINVTST. The bar code settings for this document
type must be defined in the OAC5 transaction.
5.
Click on
(Save).
To test the settings, enter a posting, e.g. with the FB01 transaction. The bar code
dialog must be displayed.
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10.2.5.2
SD module
Various sales document types are connected with the VBAK object type, e.g. the request
for quotation AN and the rush order SO. The user enters the sales document type
when posting it; thus, bar code entry for sales document types must be activated in
an additional step.
To activate bar code entry for sales document types:
1.
2.
3.
In the list for the required sales document type (SaTy column), enter the
respective document type in the DocType-Create column.
Click
(Save).
To test the settings, enter a posting, e.g. with the VA01 transaction. The bar code
dialog must be displayed.
10.2.5.3
HR module
You can structure the HR object types PREL (for employees) and PAPL (for job
applicants) in more detail using info types, subtypes and objects. This enables you to
assign scanned documents exactly. For example, an employee's photo is assigned to
infotype 0002 (personal data), while a child's birth certificate belongs to infotype
0021 (family member/dependents). Many infotypes are further divided into
subtypes, and they can also be assigned to an object element. A child, for example,
belongs to subtype 2, and the object elements of this subtype are the employee's or
applicant's children.
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Execute the SPRO transaction and click the Implementation Guide IMG button.
2.
3.
Click the
4.
5.
Enter the configuration for an existing document type. To create your own
document types, click on New entries.
Document type
Document type to be used for certain scanned documents
Description
Description of the document type
Infotype
Infotype to which the scanned documents are to be linked
Subtype
-, + or value, if known for this document type
Obj.ID
-, + or value, if known for this document type
Date
Enter a +, if a date is to be entered at data input.
Authoriz
Enter a +, if the user's authorization is to be verified.
For the input combinations see the following table:
Infotype Subtype Obj.type Example
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No infotype
Infotype
without
subtype
Number
Infotype
with
subtype
Number
+ or
value
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6.
10.2.5.4
Click on
+ or
value
+ or
value
(Save).
MM module
Additional bar code entry for goods receipt documents by flow type and transaction
is activated in the MM module. Bar code entry in the OAC5 transaction must be
maintained for the BUS2017 object type.
To activate bar code entry in the MM module:
1.
Execute the SPRO transaction and click the Implementation Guide IMG button.
2.
3.
Click the
4.
Double-click Activate Storage per Movement Type and activate the desired
transaction type in the Store column, e.g. 101 Wareneingang.
5.
Click on
6.
7.
Click on
8.
Click on Cancel.
(Back).
(Back).
To test your settings, enter a posting with the corresponding transaction (in our
example MB01). The bar code dialog box must be displayed.
10.2.6
the SAP system to which to send the bar code and the document ID.
For more details see section 18 Configuring scan stations in OpenText Archive
Server - Administration Guide (AR-ACN).
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2.
3.
Right-click in the Archive Modes list on the right-hand side and select Add
from the context menu.
The Add Archive Mode dialog is displayed.
Figure 10-3: Add archive mode on the OpenText Archive and Storage
Services
4.
Late_Archiving, short term for the Late archiving with bar codes
scenario.
Archive
Name of the logical archive to which the documents are sent.
Conditions
5.
Click OK.
A new entry appears in the list of archive modes.
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6.
Figure 10-4: Add New Scan Host Entry on the OpenText Archive and
Storage Services
7.
8.
10.2.7
Browse to Environment > SAP Servers and check the Archive Assignments
tab. Select the specified archive and check the Archive SAP assignments tab. A
check mark in the Default columns indicates the SAP system to which the
confirmation of the archive is sent. (see also Creating an archive on the
OpenText Archive and Storage Services on page 85).
Start Enterprise Scan on the workstation for which you configured the archive
mode.
2.
3.
On the Input tab, create a subprofile for scanning and set the required scanning
parameters.
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4.
On the Processing tab, create a subprofile for processing the documents. The
process must contain at least the bar code recognition and the separation of the
documents by bar code.
Click the Configure button to open a dialog where you can select the bar code
type to be recognized during scanning and the bar code type to use for dividing
the pages into separate documents.
5.
On the Archiving tab, create a subprofile for archiving in the archive. Configure
the DocumentPipeline storage type and specify the archive mode.
6.
If the selection list does not contain the archive mode you want, check the
following:
a.
b.
The name of the Enterprise Scan (Scan host) entered in the Livelink ECM
Archive Administration.
The connection with the Archive and Storage Services on which the archive
modes are configured. The Archive and Storage Services currently
connected is shown in the Archiving subprofile.
Note: For more details, see section 9 Working with Profiles in OpenText
Imaging Enterprise Scan - User and Administration Guide (CLES-UGD).
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10.3.1
Prerequisites
The following prerequisites must be fulfilled (see SAP basis customizing
on page 47):
An archive (content repository) must be set up in the SAP application and on the
OpenText Archive and Storage Services.
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Automatic basic customizing for SAP Business Workflow has been performed.
The basic customizing for the workflow must be performed in order to activate
the workflow environment and to generally enable workflows. Execute the SWU3
transaction and click on Automatic Customizing.
Note: The RFC destination workflow will only be shown as complete, if
Test RFC destination has been run.
In addition, the workflow tasks must be defined as general tasks before the actual
customizing of the Incoming documents with workflow scenario.
Workflow tasks can only be processed if the agent has been assigned. For a
workflow task to be executed by any user, the standard task must be defined as a
general task. Each standard task must be defined separately.
To define a standard task as general task:
1.
2.
30001117
3.
Click on
4.
5.
6.
7.
8.
Alternatively, the workflow task can be released for a particular agent group. Click
the Agent assignment create icon in the Maintain Agent Assignment dialog. You
can select from the same user object types as for the default settings (see Default
settings and agent assignment on page 110).
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10.3.2
Steps
Customizing document types used in workflow scenarios consists of several steps.
The sequence these steps are carried out depends on whether you perform
customizing with the document type customizing wizard (see Customizing with
the document type customizing wizard on page 111) or with the following
individual special transactions:
1. Creating document types and maintaining links (basis customizing)
2. Defining a document type as a workflow document type (link to workflow),
specifying the method and workflow task
3. Specifying workflow parameters
4. Specifying default settings (scenarios and distribution lists for documents)
5. Checking settings in Enterprise Scan
10.3.3
Workflow parameters
The Storing for subsequent entry and Store and enter scenarios require further
parameters. These typically comprise the transaction code with which the data entry
is started. The parameters depend on the object type and the selected method. The
following table contains typical examples.
SAP
application
(document)
Object
type
Method
Workflow parameter
name
Workflow parameter
content
FI (Invoice)
BKPF
CREATE
TRANSACTIONCODE
SD (Task)
VBAK
CREATE
TRANSACTIONCODE
VA01
SD (Task)
VBAK
CREATE
SALESDOCUMENTTYP
E
Transfer to database
field
SD (Task)
VBAK
EDIT
TRANSACTIONCODE
VA02
MM
(delivery
note)
MKPF
CREATE
TRANSACTIONCODE
MB1C
HR
(application)
PAPL
CREATE
CRM
(Business
partner)
BUS1006 CREATE
PARTNERCATEGORY
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10.3.4
10.3.4.1
Overview
Default settings and agent assignment
You can use default settings to combine document types, mostly related to
departments or business areas. This simplifies document assignment during
archiving. You can assign a document type to several default settings.
During customizing, you specify who will perform the entry or assignment for each
default setting. Typically this will be a group of so-called agents. As soon as one of
the designated agents opens the work item, it is removed from the workflow inbox
of other agents. The following overview shows all agent assignment options.
Object type Name
Description
Work center
US
User
Organizational
unit
Person
Employee as maintained in HR
Position
Job
2.
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10.3.5
Click the
(OK) button.
2.
3.
Select a value for the Doc.type field and click the Continue button.
4.
If you want to use a similar document type as a template, enter its short text.
Otherwise leave the Doc.type field blank and click the Continue button.
5.
Select the Workflow document type option and click the Continue button.
6.
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Depending on the scenarios you wish to use with this document type, enter one
or more of the following parameters:
Scenario
Entry
Assignment
Method: CREATE
Task: TS30001128
--
Method: CREATE
Task: TS30001128
--
--
Task: TS30001117
--
Task: TS30001117
--
--
By fully specifying all tasks, as shown above, all five scenarios are supported.
The names (long text) are displayed when you press the ENTER key.
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7.
Click the Continue button. You will receive a warning message if you fail to
complete all the fields. Confirm this.
8.
Depending on the scenarios used, you must now enter the workflow
parameters. The parameter names that can be used for the selected object type
and method already exist in the list; therefore, you only need to enter the values
for the parameters. Generally, this will be the transaction code to be invoked by
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the workflow; the transaction code must be entered in capitals. For an overview
see Workflow parameters on page 109.
9.
10. Enter the archive (content repository) and the link table; click the Continue
button.
11. The following two steps specify the presettings.
You can assign a document type to several presettings. If you wish to use
existing presettings, select them in the list and click the Continue button.
12. If you wish to create one or more new presettings, enter the following
parameters:
ID
Name
Description of the presetting to be displayed.
Click on Continue.
13. If you created new presettings, you have to specify their details in the additional
Details of presettings dialpg:
a.
b.
c.
d.
Define who is to process the work item; enter the agent object type and the
actual agent or agent group. For more details see Default settings and
agent assignment on page 110. If you do not assign an agent, the work
item is sent to the user who archived the document.
Select the scenario in which the document type will be used. To see the full
name, drag the columns wider or point the mouse at the column title until
the quick info text appears.
If you selected multiple presettings, specify the agents and scenarios for all
buttons to change the default setting.
presettings. Click the
Click the Continue button.
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10.3.6
Scan settings
The scan settings required differ depending on the scan clients that are used. The
following options are available:
10.3.6.1
Enterprise Scan
Windows Viewer
Scanning to PDF
Enterprise Scan
Before documents can be archived, they must be scanned and checked. For a more
detailed description see OpenText Imaging Enterprise Scan - User and Administration
Guide (CLES-UGD).
The following prerequisites must be fulfilled:
Subprofile definition
As of Enterprise Scan version 5.0, a subprofile must be defined in the Archiving
tab for each scenario to be used (if necessary without the Barcode condition).
This subprofile requires an archive mode which can be configured via the
Archive and Storage Services administration client. In the settings for the
archive mode, make sure the configured SAP system is used as the default for
the logical archive.
You can find details on configuring archive modes in Setting up archive modes
for scanning on page 103 and in section 18 Configuring scan stations in
OpenText Archive Server - Administration Guide (AR-ACN).
System settings at the scan client
If your SAP system uses several application servers, you require several ports
with different instance numbers.
To check system settings at the scan client:
1.
2.
Note: In case you edit this file, insert an empty line at the end.
3.
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10.3.6.2
Windows Viewer
Before documents can be archived, they must be scanned and checked.
As a prerequisite, DesktopLink must be installed and a RFC or HTTP connection
must be activated. No further settings are required. Windows Viewer is mainly used
for the Store and enter and Store and assign scenarios.
10.3.6.3
Specify that both scanning applications are available; in this case the application
used is the one registered on the end user's computer as an OLE application.
The SAP protocol contains the application that is started using OLE. This setting
applies to all archives that use the protocol.
To define settings in the SAP protocol:
1.
2.
Double-click in the list the protocol to be used for the archive (content
repository). You will find the assignment of the document type and archive in
the OAC3 transaction, and the configuration for the archive in the OAC0
transaction.
3.
Click the
4.
5.
6.
(Change) button.
IXSCAN
IXVIEWER
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Windows
Viewer and
Enterprise Scan
on the same
computer
7.
Click the
(OK).
8.
Click on
(Save).
If the settings in the SAP protocol specify that both applications can be used for
scanning, the application used is the one registered on the computer as an OLE
application.
However, if both Windows Viewer and Enterprise Scan are installed on the
computer, make sure that the registered application is the one you want to use, since
both applications are registered with the same OLE class ID:
Enterprise Scan
Enterprise Scan registers itself every time it starts.
Windows Viewer
Windows Viewer must be registered manually; enter in the command line:
<path>\alviewer.exe /regserver
where <path> describes the path of the directory in which the Windows Viewer
was installed.
10.3.6.4
Scanning to PDF
The direct scanning to the PDF format provides an additional format to the standard
fax and text formats. Starting with version 10.5, Enterprise Scan introduces the
DocFormat parameter to set the correct document class in the ArchiveLink entry
during direct scanning. Therefore in the following section, two different options to
setup your environment are presented.
Option A: With
Enterprise Scan
earlier than
10.5
The direct scanning to the PDF format provides an additional format to the standard
fax and text formats. You first have to create a corresponding document class and
then to adapt the ArchiveLink protocol.
Note: Scanning to PDF requires a prior setting in the Enterprise Scan. For more
details see Livelink Imaging - PDF Extensions 9.6 - Installation Guide (CL-IPD).
To define scanning to PDF:
116
1.
2.
Copy the existing entry for the PDF document class to a new entry named
PDF_SCAN. Leave the MIME type setting to application/pdf.
3.
4.
Double-click on the entry for the protocol to be used for scanning to PDF.
5.
6.
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7.
Application
Option B: Using
Enterprise Scan
10.5 and later
8.
9.
Click on
(Save).
Starting with Enterprise Scan 10.5, the DocFormat property can be returned to set the
right document class. This can be done by setting the command option
@DTI=DocFormat.
In transaction OAA4, maintain the applications IXSCAN and IXSCAN_HTTP.
Furthermore for function Archive from Frontend and application
IXOS.IXSCAN.SC2SAP, add a new event = G with command @DTI=DocFormat.
For more information about the definition of applications IXSCAN and
IXSCAN_HTTP, see section 8.2 Maintaining SAP ArchiveLink application in
OpenText Archiving and Document Access for SAP Solutions - Installation and Upgrade
Guide (ER-IGD).
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Caution
At the time this part of the documentation was updated, DocuLink 10.5 SP1
was not adjusted to support this feature of EnterpriseScan 10.5. In the case
of Archive Mode = 4 ArchiveLink Scanning, DocuLink still populates the
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10.3.6.5
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Enter an object type with the CONFIRM method. You can check that in the SWO3
transaction.
For technical reasons you must enter values for the method, task and workflow
parameters, however they are ignored for this scenario, as the workflow is not
involved. An user assignment must be defined as well, although it is ignored
later.
Note: You can also use the Assign then store scenario to store documents in
DocuLink and, if necessary, to create a record for those documents at the same
time. For details see Configuring special scenarios on page 166.
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10.5.1
Prerequisites
To archive outgoing documents, the following conditions must be fulfilled (see SAP
basis customizing on page 47):
10.5.2
An archive (content repository) must be set up in the SAP application and on the
OpenText Archive and Storage Services.
2.
Create a new global document type, or maintain the SAP standard document
type (see Maintaining global document types on page 85). Take care to select
the PDF entry in the Doc.class field.
Note: Outgoing documents are always generated in PDF format.
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3.
4.
Enter the link, or maintain the link of the SAP standard document type (see
Maintaining links on page 88).
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10.5.3
10.5.3.1
2.
3.
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10.5.3.2
If the list is empty, no outgoing documents are created and the output
determination must be configured.
The Output column displays the output type that you must maintain for
storage.
For details see the SAP documentation.
Execute the SPRO transaction and click the Implementation Guide IMG button.
2.
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3.
Click the
4.
Only for the MM module: Double-click on the Maintain Message Types entry.
5.
6.
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7.
8.
9.
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10.5.3.3
Archiving mode
Transmission medium
EDI
SAP Business Workflow
BA00
-/-
Output type
Archiving mode
Transmission medium
ZA00
Archive only
Print output
To business partner
Object type
Copied output type
VBAK
To storage system
10.5.4
1.
2.
Integrate the copied output type to the output determination, identically to the
original output type.
3.
For the original output type, enter the required transmission medium and the
recipient (partner role). Enter Print only as the storage type or leave this field
blank.
4.
For the copied output type, enter the Print output transmission type, the
Archive only store mode and the document type.
The following section describes customizing using the example of a customer order.
Each customer order (ZSDIORDER document type) that was created and saved in the
CRMD_ORDER transaction is to be printed and sent to the customer. As the scheduling
condition for this action, you will define that the documents must be created by the
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AGENT01 user. The document layout is defined by the SmartForm standard, which is
provided by the SAP application; however, the administrator can adapt the layout if
necessary.
10.5.4.1
2.
3.
4.
Replace the ls_orderadm_h-GUID entry with the object ID of the object type
that corresponds to the outgoing document.
In this example, the line is:
ls_archive_index-object_id = BusinessProcess
Note: For forms overlay, further adaptations are required; see Defining a
processing method for the PPF and specifying it in the action profile
on page 226.
10.5.4.2
5.
6.
In the next step (Creating an action profile on page 127), enter the name of
this modified processing class as a parameter.
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Execute the SPRO transaction and click the Implementation Guide IMG button.
2.
3.
4.
6.
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Object type
Name of the business object type, e.g. CRM sales transaction
(BUS2000115)
7.
Click on Continue.
8.
Create a new action for the action profile. Enter a name for the Action
Definition (from the permitted name range) and a description for it.
9.
Click on Continue.
condition is fulfilled.
after updating.
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Print/Fax/E-mail only
Store only
The following parameters are only available for the Print/Fax/E-mail and
Store storage mode:
Archive Object Type
Select here BUS2000115 as the archive object type (action).
Document Type
Enter a document type with the format PDF, which is linked to the business
object (see Creating and linking a document type on page 122).
Archive copies
If you activate this option, a copy of the document will be archived.
17. Click on Continue.
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20. You can define scheduling conditions for the actions. The scheduling condition
determines whether an action is to be scheduled for processing. An action is
therefore only generated if the scheduling condition is met.
If desired, select an existing scheduling condition for the action. (see Defining
conditions for the action profile on page 134)
21. Click on Continue.
22. The scheduling condition is evaluated before the activity is executed. The
activity is only executed if the start condition is fulfilled.
If desired, select an existing start condition for the action (see Defining
conditions for the action profile on page 134).
23. Click on Continue.
24. Click on Complete to create the action profile with the action types and the
corresponding conditions.
Later you can assign further action definitions to the same profile with the help of
the wizard, e.g. for different partner functions. To do so, simply repeat the process
described above as of Step 5, using the Select Existing Action Profile option.
Creating an action profile without a wizard
Alternatively, you can create the action profile without using the wizard:
To create an action profile without using the wizard:
1.
2.
3.
Change the name of the action type copied at the same time and press the Enter
key.
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4.
5.
Click the
6.
Create or edit an action type, you may need one for each partner type.
(Enter) icon.
a.
b.
c.
7.
Specify the processing types for the action profile, i.e. the format in which the
document is to be output.
a.
b.
c.
d.
To enter detailed settings for processing, select the processing type in the
list and click on Set processing type.
e.
Enter the parameters for an action definition as with the wizard described
in Step 16. The screenshot shows the parameter values for the sales order
for the Smart Forms print processing type.
Print and Store is selected as the storage mode.
8.
10.5.4.3
134
1.
Execute the SPRO transaction and click the Implementation Guide IMG button.
2.
3.
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4.
5.
If no activity has been scheduled for this action profile yet, click the Create icon
and select the action definition for the activity you want to schedule.
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135
7.
Click on Edit Condition. The browser for start and scheduling conditions is
opened.
8.
Click the
9.
(Create) icon.
10. Click in the Condition Definition field. An editor is displayed which you can
use to create your conditions with the correct syntax. For more details see the
SAP Help.
In our example, the start condition is that the document creator (user) must be
AGENT01.
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10.5.4.4
Execute the SPRO transaction and click the Implementation Guide IMG button.
2.
3.
4.
Select the desired transaction type you want to link the activity to.
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Execute the SPRO transaction and click the Implementation Guide IMG button.
2.
3.
In our example, we select the ZTA (IXOS Telesales) sales transaction, which is a
copy of the Telesales transaction type.
To assign the action profile:
1.
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Click the
(Accept) icon.
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10.6.1
PI_ARC_DOC_ID
PI_DOC_TYPE
PI_DOC_TYPE_TARGET
Document type of the migrated document. The document type defines the
content repository for the document.
10.6.2
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Chapter 11
All transactions triggered by SAP NetWeaver ILM in connection with data storage are
controlled by the XML Data Archiving Service (XML DAS). The ILM functions are
only available when using XML DAS to transmit the metadata necessary for
retention management through an accordingly extended WebDAV protocol to the
storage system. The OpenText Enterprise Library Services, starting with version
9.7.1, include a BC-ILM 2.0 SAP ILM WebDAV Storage Interface. That makes it
possible for you to store your archived data within the SAP ILM scenario.
The following sections summarize the steps that are necessary to connect your SAP
ILM system with your OpenText storage system.
For an overview of the detailed procedure, see the following documentations:
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support files bigger than 9 MB, you have to configure Archive Server to allow
this.
For detailed information about the procedure, see OpenText Enterprise Library Scenario and Configuration Guide (EL-GGD).
7. Excluding documents from undelete - You must ensure that deleted Enterprise
Library objects are not moved to the Undelete Volume in Content Server but
deleted at once.
For detailed information about the procedure, seeOpenText Enterprise Library Scenario and Configuration Guide (EL-GGD).
8. Adding dead properties - A dead property, as defined by WebDAV's RFC 2518
specification, means that the server, in this case the WebDAV server, only
records the value of the property without checking syntax. Syntax and semantics
of a dead property are enforced and defined by the client, in this case the SAP
ILM server. The automatically created ILM item and folder types already contain
the dead properties defined by the ILM specification. In your ILM scenario you
have to add dead properties only if the SAP system needs to support additional
properties.
For detailed information about the procedure, see section 4.6 Adding dead
properties in OpenText Enterprise Library - Scenario and Configuration Guide (ELGGD).
9. Testing ILM installation - After setting up your WebDAV ILM system, you can
verify your configuration using the testing tool provided by OpenText in the
download area of Enterprise Library Services in the Knowledge Center.
For detailed information about the procedure, see section 4.8 Testing the ILM
installation in OpenText Enterprise Library - Scenario and Configuration Guide (ELGGD).
10. ArchiveLink-stored documents - Additionally to the basic ILM functionality,
you can also manage the retention of documents stored through SAP
ArchiveLink. This scenario only supports ArchiveLink-stored documents that
are available within the same ELS installation (this Archive Server and all known
Archive Servers).
For detailed information about the procedure, see section 4.9 ILM-managed
objects and ArchiveLink-stored documents in OpenText Enterprise Library Scenario and Configuration Guide (EL-GGD).
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For an overview and more information about working with the SAP Information
Lifecycle Management, see
Deploying Information Lifecycle Management (ILM) in the SAP System
http://help.sap.com/erp2005_ehp_05/helpdata/en/7f/
e188e04fdd462e8ec330bb80efc389/frameset.htm
For an overview and more information about working with XML Data Archiving
Service (XML DAS), see
Use XML Data Archiving Service (XML DAS) for Archiving
http://help.sap.com/saphelp_nw73/helpdata/en/4c/
3a2343b50843b4e10000000a42189e/frameset.htm
and
Administration of the XML Data Archiving Service (XML DAS)
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http://help.sap.com/saphelp_nw73/helpdata/en/45/
32bc4e4a134a2ae10000000a11466f/frameset.htm
The ILM Store Browser allows you to view the hierarchy of your archived data.
You can also view detailed information about the location of your archived files
and resources. See
ILM Store Browser
http://help.sap.com/saphelp_nw73/helpdata/en/46/
9f7ff73ebe2c06e10000000a114a6b/content.htm
11.2.1
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148
Find out which physical document class has been used up to now for archiving
the documents:
a.
Search in the SAP application for any content management document for
the required SAP application, or create a new one.
b.
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Note: Do not use the Properties button in the document zone in the
right pane of the window.
c.
Browse to the Technical Information tab. There you will find the physical
Doc.class under Physical Document.
To illustrate this, let's take PDK_1 as an example for this physical document
class.
2.
Use the physical document class that was found to set the associated storage
category used for this application:
a.
b.
c.
Find the identified PDK_1 physical document class in the hierarchy and
double-click on it.
d.
e.
3.
Define a logical HTTP archive using the OAC0 transaction (see Maintaining
archives on page 82). You do not need a document area.
In the following example, we will call the archive ARCHIV_1.
4.
5.
a.
b.
Create a new entry for the archive storage category. Enter the created
archive (ARCHIV_1) as the content repository.
In the following example, we will use STC_ARCH.
Finally, you must change the assignment of the storage category for the physical
document class (PDK_1) of the SAP application, so that the new archive storage
category is used.
a.
b.
c.
In the New cat. column, enter the name of the new archive storage category
(STC_ARCH).
In doing so, you have changed the storage category assignment in such a way that
the CM documents with the physical document class PDK_1 are from now on stored
in the ARCHIV_1 archive. At the same time, you still have access to the documents of
this physical document class that were stored in the database (STC_DB storage
category).
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PI_DOK_OBJECT
You can also use this function module to automate the migration; for example,
documents can automatically be copied or moved to an archive for permanent
storage depending on a certain status transition. This was implemented for a sample
project in DocuLink, for example; for details see the corresponding documentation.
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13.1.1
Tools
ArchiveLink Customizing
13.1.2
154
Configuration
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13.1.2.2
ZRCOD6MUL1
Document type
(Description)
Multi-document type for D6
Doc.class
MULTI
If you have not yet created the single document types, do this now. For details
see Maintaining global document types on page 85.
2.
3.
4.
5.
Enter:
Multitype
Short text of the multi-document type to which the single document type is
assigned.
Document class
Document class of the single document type
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Singletype
Short text of the single document type
13.1.2.3
6.
Click on
7.
Repeat steps 4 to 7and assign all the required single document types to the
multi-document type.
(Enter).
2.
3.
4.
Click on
(Save).
A different converter is assigned for converting to TIFF and PDF format. You must
perform the assignment once for each document class and each target format.
To assign the converter:
1.
2.
3.
Specify the Source document class (source format), the Target document class
(target format) and the converter (TOTIFF or TOPDF).
4.
Click on
(Save).
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13.1.2.4
2.
3.
4.
Click on
(Save).
There is a converter for the usage of the OpenText Rendition Server. You must
perform the assignment once for each document class and usage of Rendition
Server.
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2.
3.
Specify the Source document class (source format), the Target document class
(target format) and the converter LARS.
4.
Click on
(Save).
Use the SM30 transaction to maintain the table /IXOS/RSA_T_RENS or use the
DocuLink administration transaction J6NA to maintain the table /
IXOS/RSA_T_RENS.
2.
Click on
(Save).
Tip: For more details see section 3.2.1 Configuring rendition management in
OpenText Archiving and Document Access for SAP Solutions - Installation and
Upgrade Guide (ER-IGD).
To configure the rendition server ID and profile assignment for each target
document type:
1.
2.
3.
Specify the Target document type (as used in the J8AO transaction) and the
rendition server ID as defined in the steps above. Thus a distinctive rendition
server may be used to convert source document types to the specified target
document type.
4.
5.
Click on
(Save).
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13.1.2.5
13.1.2.6
13.1.2.7
13.1.3
1.
2.
3.
At the very bottom of the page, activate the Close SAP GUI Modus option.
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The key fields and their values are entered in the document as attributes and
evaluated in the SAP application for assignment to the SAP business object.
You can freely define attributes in the document and add values to be copied to
the SAP application and evaluated there.
The attributes are copied from the document to the SAP application and stored in
a table.
The attributes are copied from the document to the SAP application and included
in a work item text.
The attributes are used temporarily for document creation, e.g. in order to open a
specific DocuLink view. This is described in Using ODMA attributes in
DocuLink using DesktopLink on page 170.
13.1.3.1
2.
3.
Click on Display.
4.
Double-click on Key fields. A table of all key field definitions appears. The Key
field and Field columns contain the names you can use for attribute names.
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2.
3.
Click on Display.
4.
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2.
Under Object key you find options that affect the conversion of attributes into
the object key.
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13.1.3.2
2.
3.
4.
Enter:
ODMA attribute
the name of the attribute, as entered in the MS Office application.
Set-/Get-Parameter
the SET/GET parameter for the field in which the attribute value is to be
transferred.
13.1.3.3
5.
Click on
(Save).
6.
Click on
(Back).
164
1.
2.
3.
4.
Enter:
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Object type
Object type with which the document type is linked.
Single document type
Document type for which an attribute is to be saved.
Scenario type
Enter * if the attribute is to be saved for all scenarios, or select a scenario.
The FRUE, GLEI and SPAE scenario types are intended for use in R/3
versions 4.0 and 3.1 and should not be used anymore. Use the WFEA,
WFEI, WFLA, WFLI and ZUAB scenario types, as well as DC30, if you use
DocuLink.
Click on
(Save).
6.
Click on
(Back).
The transferred attributes are saved in the J_8A3T0013 table (can be displayed with
the SE16 transaction).
13.1.3.4
2.
3.
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4.
Specify for which users the work item is to be created. If you would like to use it
for all users, enter %ALL.
5.
In the Singletype field, enter the document type for which this work item is to
be created.
6.
In the Workitem text field you define the text that will be sent as a work item.
To insert ODMA attributes, enter the attribute name enclosed by &, e.g. &Date&.
7.
When a work item is created for the selected document type, the contents of the
specified ODMA attributes will automatically be inserted.
13.1.4
SAP Records Management, see Document entry via DesktopLink on page 183
DocuLink
DocuLink scenario
To launch the create screen for an attribute object within a project or to specify
the key fields of an existing attribute record
DocuLink
To enable free navigation or to restrict the view automatically using userdefined properties
13.1.4.1
Prerequisites
The object type contains the event assigned (inherited from the interface type
IFARCH21)
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2.
Workflow parameters
Only for record entry:
Maintain the workflow parameter for this document type (OACA transaction):
Workflow settings
Maintain the following workflow settings in the SOA0 transaction:
IXOS/DC_I
4.
Method: PROCESS
Task: TS7869
Using the OAC3 transaction, enter the link for the object type of the attribute
object; enter the archive ID and the link table.
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5.
b.
168
Maintain project, attribute object, object type and data structure. The entry
of documents for this attribute object must be permitted (see section 10.3.1.1
General in OpenText DocuLink for SAP Solutions - Customizing and
Administration Guide (DC-CGD)).
If you subsequently assign documents then it is not necessary to reference
the project and attribute object, since assignment can be performed on the
basis of the selected document type and the entered key fields.
Insert the following entries in the SM30 transaction in the J_8AMUSERX table:
GET
<SAP_OBJECT>
/IXOS/DC_K_DESKTOPLINK_CREATE
INSE
<SAP_OBJECT>
/IXOS/DC_K_DESKTOPLINK_INSERT2
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13.1.4.2
DocuLink scenario
2.
Using the OAC3 transaction, enter the link for the object type of the attribute
object; enter the archive ID and the link table.
3.
Maintain the project, attribute object, object type and data structure in
DocuLink. The entry of documents for this attribute object must be permitted
(see section 10.3.1.3 Archiving in OpenText DocuLink for SAP Solutions Customizing and Administration Guide (DC-CGD)).
In this scenario, DocuLink is started with the most recently opened project, if no
other project was specified using an user-defined property (see Using ODMA
attributes in DocuLink using DesktopLink on page 170).
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13.1.4.3
2.
3.
You can use the values from the document properties as presettings in the
DocuLink create screen when entering documents via DesktopLink. To do so,
activate automatic filling of fields in DocuLink (see section 10.3.3 Assigning
selection fields to attribute object fields in OpenText DocuLink for SAP Solutions
- Customizing and Administration Guide (DC-CGD)).
170
Value
Result
%SZ_TYP
DC30
Opens DocuLink in a
separate window
$PROJECT
<Project name>,
e.g. $EX_LINK
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Property name
Value
Result
$TREENUM
<View number>,
e.g. 01
$OPEN_NODETYPE
<Node type>,
e.g. ALL_CUSTOMERS
[a]
Used for
DocuLink-specific property
SF
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Figure 13-7: Using ODMA attribute values to restrict the DocuLink view
Result
The settings are valid for all documents.
Some of the documents have identical values The settings are valid for all documents,
for the property, for the rest no values are
including those for which no values were
specified for it.
specified.
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Case
13.1.5
Result
The different values are evaluated as a multiselection for the selection criterion (OR
operator); the view is opened and all
specified values are displayed; in the
example the customers IXOS and SAP.
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Last Scenario:
The cursor is always positioned on the scenario which was selected the
last time DesktopLink was called up.
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Document type
Choose between the following options:
Object key
Tree
The Default settings button resets the fields to the predefined standard. Even if
you accept these standard settings for the user without modifications, the user
still possesses personal settings. Changes concerning the Standard user do not
affect that.
If you click the
button, users lose their individual settings. Instead, the
standard user's default settings will be used.
4. Click the
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13.1.6
13.1.6.1
LIPS
J_8A3_LIPS
EKKO
J_8A3_EKKO
DRAW
J_8A3_DRAW
PREL
J_8A3_PREL
PAPL
J_8A3_PAPL
SOOD
J_8A3_SOOD
2.
Enter a name for the new (sub-) object type, and click on Create.
3.
In the Create dialog, enter the business object you want to extend in the
Supertype field.
4.
Click the
5.
If the ArchiveLink interface (IFARCH21) does not yet exist under Interfaces, add
it.
6.
If the method Confirm does not yet exist under Methods, add it.
Tip: You can use the method for the J_8A3_EKKO object type as a template.
7.
8.
Change the release status for the new object: Select the Edit Change Release
Status Object type To released menu item.
176
1.
2.
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3.
Enter:
Object type
SAP object type, e.g. BKPF
Person responsible
Name of the employee responsible for customizing the object type.
Delegation type
DesktopLink subobject type to be assigned to the object type.
4.
Repeat steps 3 and 4 for all object types you wish to enhance.
2.
3.
4.
13.1.6.2
Authorizations
You can use authorizations to restrict the documents that users can archive and link
to SAP documents. DesktopLink offers a range of standard authorization profiles
that you can assign to users, saving you the trouble of defining your own profiles.
These are the following:
Profile
Containing
authorizatio
n
Description
J_8AM_USER Authorizes the user to archive documents linked to FIJ_8AM_BKPF specific object types.
J_8AM_SD
J_8AM_USER Authorizes the user to archive documents linked to SDJ_8AM_VBAK specific object types.
J_8AM_LIPS
J_8AM_LIKP
J_8AM_HR
J_8AM_USER Authorizes the user to archive documents linked to HRJ_8AM_PAPL specific object types.
J_8AM_PREL
J_8AM_MM
J_8AM_USER Authorizes the user to archive documents linked to MMJ_8AM_EKKO specific object types.
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Profile
Containing
authorizatio
n
Description
J_8AM_SO
J_8AM_USER Authorizes the user to archive documents linked to SOJ_8AM_SOOD specific object types.
J_8AM_DVS J_8AM_USER Authorizes the user to archive documents linked to DVSJ_8AM_DRAW specific object types.
J_8AM_ADM J_8AM_CUST Authorizes all utilization and customizing rights of
DesktopLink, including converting document formats
J_8AM_ALL
and assigning target document classes.
J_8AM_ADM
178
DesktopLink was fully configured for the required archiving scenarios (see
Setting up DesktopLink on page 153).
For each type of mail attachment, and for the whole mail object, a matching
document type must be maintained in the SAP system (MSG for MS Exchange,
NSF for Lotus Notes) and linked with an SAP object (and thereby also with a
logical archive); see also Maintaining links on page 88.
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Chapter 14
2.
3.
In the SGOSATTR table, select the Barcode entry , and open it in edit mode.
In the Next service field, enter IXOS_DL. This causes the DesktopLink entry to
follow the Barcode entry in the GOS menu.
4.
In the SGOSATTR table, select the entry IXOS_DL, and open it in edit mode.
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Chapter 14 Archiving using generic object services (GOS) (for SAP ERP only)
IXOS/CL_GOS_SERVICE_DL.
Important
In the Service type field, enter Single service. This is important as
otherwise the entry will not appear in the GOS menu.
5.
180
1.
Adapt the entry for the DocuLink object service in the GOS menu.
2.
Define the assignment between the object type, for which the service is to be
provided, and the DocuLink view to be displayed. This assignment is projectspecific.
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To adapt the entry for the DocuLink object service in the GOS menu:
1.
2.
3.
4.
In the SGOSATTR table, select the entry IXOS_DC, and open it in edit mode. In the
Class f.Gen.Service box, enter /IXOS/DC46_CL_GOS_SERVICE.
Important
In the Service type box, enter Single service. This is important as
otherwise the entry will not appear in the GOS menu.
5.
To define the assignment between the object type and the DocuLink view:
1.
2.
Select the DocuLink project and version you want to define the assignment for.
3.
4.
Add an entry in the table for each business object type for which you want to
provide the service, and enter the following values for it:
Note: If you create several entries for the same object type, a list of
available views is displayed when the GOS service is requested.
View
View number of the DocuLink view to be displayed
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Chapter 14 Archiving using generic object services (GOS) (for SAP ERP only)
Node type
Node type to which the hierarchy tree is expanded when displayed. Usually
this is the document node that contains the documents assigned to the SAP
document.
Attribute object
Attribute object assigned to the SAP object type.
Object type
The business object, e.g. BKPF; corresponds with the SAP object type in the
attribute object settings
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Chapter 15
2.
3.
Create an entry for each required assignment with the following values:
RMS ID
Record Management system ID in which the documents are to be stored,
e.g. /IXOS/RM_COLD_PROJECT for the supplied sample RMS.
Element type ID for the record
The element type ID for the Record Service Provider, z.B. SRM_SPS_RECORD
(Standard-SAP) oder /IXOS/RM_SPS_RECORD_INVOICES aus dem
mitgelieferten Beispiel-RMS.
This element type ID defines the service provider which enables inserting
new records in the specified Record Management system.
Anchor
Value of an anchor which defines the place where an ArchiveLink
document is to be inserted in the specified record.
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For each model node in record models you can specify a value for the
Anchor attribute. With the help of this anchor, new elements that are
automatically linked to a record can be inserted at a specified position.
Language
The language in which the description texts is to be output.
Element type ID for the ArchiveLink document
The element type ID for the Record Service Provider, e.g.
SRM_SPS_AL_DOCUMENT (Standard-SAP) or /
IXOS/RM_SPS_AL_DOC_INVOICES from the supplied sample RMS.
This element type ID defines the service provider which enables inserting
new records in the specified Record Management system.
Description for the anchor
The description is displayed for the anchor selection when a document is
stored to a record. Enter the description of the assigned element type for
ArchiveLink documents, for example.
4.
Store your entries and return to the start view in the /IXOS/RM_CUST
transaction.
5.
In a second customizing step, define the assignment to the object type and the
document type. Thus the assignment to the storage system is also uniquely
defined (see ArchiveLink management concept on page 80).
Click on RM DesktopLink Customizing (2).
6.
Create an entry for each required assignment with the following values:
RMS ID
Record Management system ID in which the documents are to be stored,
e.g. /IXOS/RM_COLD_PROJECT for the supplied sample RMS.
Element type ID for the record
The element type ID for the Record Service Provider, z.B. SRM_SPS_RECORD
(Standard-SAP) oder /IXOS/RM_SPS_RECORD_INVOICES aus dem
mitgelieferten Beispiel-RMS.
This element type ID defines the service provider which enables inserting
new records in the specified Record Management system.
Anchor
Value of an anchor which defines the place where a record or an
ArchiveLink document is to be inserted in the specified RMS.
For each model node in record models you can specify a value for the
Anchor attribute. With the help of this anchor, new elements that are
automatically linked to a record can be inserted at a specified position.
Doc.type
Object type of the document to be stored; usually RECORD
Doc.type
Document type of the document to be stored.
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7.
Maintain the assignment of the object type/the document type to the storage
system (OAC3).
Note: The description of the stored document in the record is derived from the
description of the document type.
Create entries for the required mail document types MSG or NSF) in the OAD2
transaction. This enables correct storage of these document types.
2.
Make sure the following entries are available in the Windows registry, in order
to display the document types in the required application:
[HKEY_CLASSES_ROOT\MIME\Database\Content Type\application/xmsg]
"Extension"="msg"
"CLSID"="{0006F032-0000-0000-C000-000000000046}"
[HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\Profile\Default
\CWin\AdapterService\Commands\open\TypeMapping]
"application/outlook"="msgfile"
"outlook"="msgfile"
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15.3.1
You can create your own element types and use them
The required element types will be described shortly using the supplied sample
element types. For a detailed description see the SAP documentation on Records
Management.
To provide element types in the SAP Records Management system:
1.
Create a new Records Management system ID (RMS_ID) for the S_AREA_RMS area
in the SRMREGEDIT transaction.
For example: /IXOS/RM_COLD_PROJECT
2.
Create an element type for the service provider for record models
(SRM_SPS_Model)
For example: /IXOS/RM_SPS_MODEL_INVOICES for COLD invoices
a.
b.
3.
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4.
5.
a.
b.
Assign a KPro LOIO class to the element type, as well as a record model, in
order to store the attributes of the records in KPro.
b.
6.
7.
15.3.2
If necessary, create your own LOIO and PHIO classes using the wizard in the
If necessary, add other, user-specific attributes to the LOIO and PHIO classes
you created, e.g. an invoice date and an invoice number.
a.
b.
c.
d.
Add further attributes to the LOIO or PHIIO class. These attributes will be
available during storage and retrieval later.
2.
3.
Define an entry for each configuration with the following parameters for
import:
Configuration
Name for this particular configuration of parameters
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This is stored in the /IXOS/RM_TCOLD table and used during storage in the
RMS via the OpenText Document Pipeline.
Scenario type
The following scenarios are currently supported for batch import in Records
Management:
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Record description
This text appears as the record description in Records Management.
You can use system fields as variables in the text which are automatically
filled during creation (Transferring COLD attributes, see OpenText Document
Pipelines - Overview and Import Interfaces (AR-CDP)). In this case, enter the
system field (identical to the COLD attribute name), delimited by &, e.g. &
invoicenr& for the invoice number. The system field itself may not contain
an &.
Document description
This text appears as the document description in Records Management.
As with the record description, variables can be used here as well.
4.
15.3.3
COMMANDS file
In the Commands file, define the following additional parameters:
R3_RM_CONFIG_ID
USE_VR4WFL
2.
RFC mode
This RFC mode must be maintained once in the J_6NGTE26 table (e.g. in the
SE16 transaction):
RFC_MODE
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FUNCNAME
3.
/IXOS/RM_BATCH_IMPORT
IXATTR file
Add the following line to the attribute file IXATTR to create the link to the
configuration ID:
COMMANDS_VALUE dummy|R3_RM_CONFIG_ID|CC|R3-RM_CONFIG_ID
4.
15.3.4
If no number range object and number were defined at the assignment to the
RMS (see Configuring the assignment to the Records Management system
on page 187), you must explicitly define a record number in the IXATTR file. To
do so, enter a line according to this sample:
ATTRIBUTES <table> | RECORDNUMBER | CC | <field value>,
e.g. ATTRIBUTES dummy| RECORDNUMBER| CC | 70, to link the document to the
record number 70.
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Chapter 16
2.
3.
Select the user you want to make the settings for, e.g. the default user %ALL.
4.
If you want to delete the scanned document from the scan application
automatically after entry, activate the Delete doc. option.
5.
Enter the storage category for the original document. You can only specify
storage categories for which the document area DMS was defined (OACT
transaction). If you use the F4 help, only such storage categories are listed.
If you do not specify a storage category here, a dialog appears for each scan
process in which the user must enter the storage category.
6.
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Additionally, you must add an entry in the registry of the scan client to ensure that
fax documents are displayed correctly in SAP PLM DMS. Add the following entry:
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\Scan\iXSc2SAP
Single Page Format=multipage.fax
2.
3.
Select the user you want to make the settings for, e.g. the default user %ALL.
4.
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Show dialog
If the PLM DMS document specified in the attribute file does not exist, the
import fails. If you want a dialog to be displayed in this case, so that the
user can specify a correct document, activate this option. Otherwise import
of this document is aborted and an error message is inserted in the log file.
Delete files
If you want the subfolders including the files they contain to be deleted
after the successful import, activate this option. In this case, no new log files
will be inserted for these documents.
Storage cat. orig.
Enter the storage category for the original document. You can only specify
storage categories for which the document area DMS was defined (OACT
transaction). If you use the F4 help, only such storage categories are listed.
If you do not specify a storage category here, a dialog appears for each
import process in which the user must enter the storage category.
5.
2.
3.
Define the following parameters for entry via DesktopLink for SAP PLM DMS:
Don't store original
By default, the original document is stored. If you do not want it to be
stored, e.g. because only a rendition, i.e. a converted document, is to be
stored, activate this option.
Store rendition
If you convert the original document into a different format and want to
store that rendition, activate this option. The rendition can either be stored
in addition to or instead of the original document, depending on the Don't
store original option.
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Format rendition
If the original document is to be stored in a different or further format,
define the format of the rendition here.
Storage cat. orig.
Enter the storage category for the original document. You can only specify
storage categories for which the document area DMS was defined (OACT
transaction). If you use the F4 help, only such storage categories are listed.
If you do not specify a storage category here, a dialog appears for each
entry process in which the user must enter the storage category.
Storage cat. rend.
Enter the storage category for the converted document. You can only
specify storage categories for which the document area DMS was defined
(OACT transaction). If you use the F4 help, only such storage categories are
listed.
If you do not specify a storage category here, a dialog appears for each
entry process in which the user must enter the storage category.
4.
Automatic acquisition of ODMA attributes for specifying the PLM DMS object
You can configure DesktopLink so that the PLM DMS document keys for
assignment are automatically acquired from the ODMA attributes of the original
document. Thus the user need not enter the key explicitly during entry.
To configure attribute acquisition:
1.
2.
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Chapter 17
17.1 Components
OpenText Forms Management for SAP Solutions consists of the following
components:
The software integrated in the SAP application, which is started with the J8AF
transaction from the main window of the SAP application. It is installed on the
SAP system using a transport file. For a more detailed description see section 3.4
Forms Management in OpenText Archiving and Document Access for SAP
Solutions - Installation and Upgrade Guide (ER-IGD).
the corresponding program for the Smart Form to be used and modified
(see Modifying and linking the SAP ABAP program on page 206).
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So that documents can be displayed with their associated forms, must be installed
on users' computers. This contains an enhanced link module for ArchiveLink.
The new user rights become effective the next time the user logs on.
If you want to check the authorizations defined for OpenText Forms Management,
go to the object class J8AF oriXOS-ARCHIVE/fm object class and look for the iXOSARCHIVE/fm authorization object.
The authorization list contains the authorizations defined for OpenText Forms
Management. The following activities are assigned to the authorizations:
01 Create form
02 Change form
03 Display form
04 Print form
05 (not allocated)
06 Delete form
07 Activate form
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The fields in the Form list window have the following meaning:
A
Layout set
Enter the name for the page layout of the SAP script form or of the SAP
SmartForm. The page layout contains both the graphical elements in the form
and the text fields on each page.
Note: Whatever you enter in this field must match the entry in the SAP
ABAP program or in the action profile. See Modifying and linking the
SAP ABAP program on page 206 or Creating an action profile
on page 127.
Code
Distinguishes between forms that have the same layout, but which are available
in different languages, for example. A code might also indicate the enterprise
area for which the form was created.
Vers.
The version number is automatically incremented by 1 when you change a form.
The form with the highest version number is used automatically, if multiple
versions of the same form have been archived.
In the above example you can see that there are two versions of form
ZVORDER01.
Description
Long text describing the form.
17.3.2
17.3.3
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By entering the appropriate value in the Code field for the different
forms, this form will be used each time to display the OTF document.
If, on the other hand, you want to use certain forms each time for certain
company codes or similar, you can assign the value to the code variable
with a simple select instruction.
This could look like this:
tables vbak.
select single * from vbak where vbeln = nast-objky.
if sy-subrc = 0.
code = vbak-vkorg.
endif.
Archive ID
Here you enter the archive in which the form is to be saved (see also Creating
logical archives on page 198). Press F4 to display all available archives. In this
example the archive ID DU was selected.
Document ID
The document ID of the form to be archived is inserted automatically in the
following steps:
Continue with the Assign form pages.
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17.3.4
202
The system checks the entry in the assignment window for correct syntax,
but not for completeness or consistency. Thus it is possible to specify
overlapping page ranges, which has undesirable consequences when the
documents are displayed.
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Back pages to which no form is assigned are not displayed in the Windows
Viewer (because the back page of a document contains no data, a blank page
would otherwise be displayed).
Example 17-2: Assigning form pages to data pages
The order confirmation form should have two pages. The first page of the
form should be assigned to all front pages and the second to all back pages
of the document. The assignment for order confirmation looks like this:
Click the
As soon as the link is created, the form details are displayed again, but now the Get
scanned form and Get form files buttons are available, in place of the Assign form
pages button. Continue with entering and archiving the form pages.
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17.3.5
17.3.5.1
17.3.5.2
Each page must be saved as a fax-compressed image (FAX Group 4) in its own
TIFF file.
Once these conditions have been met, you can import the files as a form document.
Click the Get form files button. The following dialog box appears:
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Note: Colored forms in JPEG format cannot be loaded from the hard disk as
files. Scan or import the form with the help of scan software instead (e.g.
Enterprise Scan) and create the document as a JPEG. Then use the Get scanned
form described above in the J8AF transaction.
17.3.6
17.3.7
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17.3.7.1
J_8AFM_GET_FORM. The first module started by the include program. The module
inserts the archive ID and the document ID in the header of the generated
document. (See TOA_DARA structure under the J_8AFM_GET_FORM module, which
is described below)
OPEN_FORM. The second module started by the include program. This module
inserts storage information in the header of the generated document. The socalled DARA row contains fields for the archive ID and the document ID of the
form.
Execute the SPRO transaction and double-click on SAP Reference IMG button.
2.
Select [+] Sales and Distribution [+] Basic Functions [+] Output Control
[+] Output Determination [+] Output Determination Using the
Condition Technique [+]Maintain Output Determination for Sales
Documents.
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3.
4.
Select the appropriate output type for Order confirmation and double-click on
Processing routines in the folder structure in the left pane of the window.
A table containing the processing routine is displayed. In this case, the program
is called RVADOR01.
2.
In the Program field, enter the name RVADOR01. Then select Source code, and
click the Copy icon in the standard toolbar. The Copy Program dialog is
displayed.
3.
4.
Activate Includes in the subsequent dialog box so that the include programs are
also copied. Click on Copy.
5.
The include programs are displayed in another dialog box. Activate at least the
RVADOPFO checkbox and enter the name ZVADOPFO. To comply with the naming
conventions for user-defined components, the name must begin with Z. This
ensures that these components are not overwritten when the system is updated
or expanded.
Click on Copy again.
6.
In the next dialog box, type your entry in the Development class field or click
on Local Object at the bottom.
7.
In the original SAP application window, enter the name of the program you just
generated in the Program field, select the Source code and click on Change. The
program code is displayed and can be edited.
8.
Check whether the include rvadopfo row in include zvadopfo has been
modified.
FORM FORM_OPEN *
*----------------------------------------------------*
* Start of printing the form *
*-------------------------------------------------------------*
* --> US_SCREEN Output on screen
*
*
' ' = printer
*
*
'X' = screen
*
* --> US_COUNTRY County for telecommunication and SET COUNTRY*
*-------------------------------------------------------------*
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9.
In the previous step you already copied the RVADOPFO include program under
the name ZVADOPFO. Now the program is modified in order to start the
J_8AFM_GET_FORM module and process the returned data. The include program
also starts the OPEN_FORM module.
J_8AFM_GET_FORM supplies the archive ID and the document ID of the form in
the FORMARCHIV and FORM_ID fields of the TOA_DARA structure. The TOA_DARA
structure of the OPEN_FORM module contains the data for the DARA rows.
Important
SY-SUBRC must be checked. If the value after starting OpenText Forms
Management is not 0, you must take appropriate measures. A value
other than 0 for SY-SUBRC means that no active form was found and that
the order confirmation was not archived. Unfortunately, this cannot be
left to error handling in the code, because no one is informed if no active
form is found.
In this example, no rows from the RVADOPFO include source program were
deleted. To insert the function module in the ABAP editor, use the Insert
Pattern function. You should call up J_8AFM_GET_FORM immediately before
calling up OPEN_FORM.
Important
If you want to copy the new text and insert it directly in the ABAP
Editor, remember to first insert the required number of empty rows at
the appropriate position. Otherwise the inserted text overwrites the
existing code!
a.
b.
2.
The rows that must be added to start J_8AFM_GET_FORM, are highlighted in the
example below.
Modify the program as follows:
***INCLUDE ZVADOPFO .
DATA: LVS_ITCPO TYPE ITCPO,
LVF_DEVICE(30) TYPE C,
LVF_DIALOG(1) TYPE C VALUE ' ',
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3.
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Specify the TOA_DARA structure in the Exporting section. Make sure you use the
same TOA_DARA structure here as the one used in the OPEN_FORM function call
described above.
Open the source code for the J_8AFM_GET_FORM function module by double-clicking
on it in the ABAP editor.
The source code header looks like this:
FUNCTION J_8AFM_GET_FORM.
*"--------------------------------------------------------------------*"*"Local interface:
*" IMPORTING
*" VALUE(CLIENT) LIKE J_8AFM-MANDT DEFAULT SY-MANDT
*" VALUE(CODE) LIKE J_8AFM-CODE
*" VALUE(LAYOUT_SET) LIKE J_8AFI-LAYOUT_SET
*" VALUE(VERSION) LIKE J_8AFM-VERSION DEFAULT ' '
*" EXPORTING
*" VALUE(FORM_ARCH_ID) LIKE TOA_DARA-FORMARCHIV
*" VALUE(FORM_DOC_ID) LIKE TOA_DARA-FORM_ID
*" VALUE(RETURN_CODE) LIKE SY-SUBRC
*" EXCEPTIONS
*" CODE_DOES_NOT_EXIST
*" FORM_DOES_NOT_EXIST
*" VERSION_DOES_NOT_EXIST
The CLIENT parameter is optional. By default, the active client is used. The VERSION
parameter is also optional. If it is not set, the archive ID and the document ID for the
active form are returned with the highest version number. This ensures that the
current form version is always used without having to update each program every
time the form is changed. By specifying an activation date for a new form version
you can control when the newest version comes into effect (see also Activating the
form on page 206).
To assign the ABAP program (Adjusting output determination):
If you want to change the generation of a document, as we do in our example to
insert a form overlay, you must link a new program with the corresponding
document type, i.e. you must adapt the output determination.
In the above example you have created a new program called ZVADOR01 on the basis
of the RVADOR01 program. Now specify the ZVADOR01 program as the output
determination for the Order confirmation document type.
1.
In the main SAP application window, execute the VOK2 transaction. The
Maintain Output Determination window is displayed.
2.
3.
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Find the row with the Print output Medium and in this row change the name
of the Program, in this example from SD_SDOC_PRINT01 to ZVADOR01. The entry
should be written in capitals in accordance with SAP convention.
5.
Check that the name of the SAP form for which the original program was
written is in the Form column. Note that form names are always written in
capitals in SAP!
6.
If you also want to archive order confirmations, you must also modify the BA00
standard output type.
To modify the BA00 standard output type:
212
1.
2.
3.
(Display
In the following Change output types: details view, click the
Change) icon in the toolbar. This displays a list of output types, which can be
edited.
4.
Scroll to the BA00 Output type, and double-click on it. The View output types:
details view is displayed for the BA00 message type.
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5.
6.
Select the Storage system tab. Enter one of the following values in the
Archiving mode field:
Enter the Document type with which the program is to be linked, in our
example, this is SDOORDER.
Tip: You can also create a special document type for documents with
forms. To do this, copy the SDOORDER document type to the OAC2
transaction e.g. to ZSDOORDER. Define PDF as the Document class.
7.
Click the
17.3.7.2
1.
Select the Logistics Sales and Distribution Sales Order menu item of
the SAP menu.
2.
3.
Enter the data required for the order confirmation. When you confirm your
entries, the archive ID and the document ID of the form are inserted in the OTF
data and the order confirmation is archived. Execute the OAM1 transaction to
monitor the process.
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Execute the SPRO transaction and double-click on SAP Reference IMG button.
2.
Select [+] Logistics Execution [+] Shipping [+] Basic Shipping Functions
[+] Output Control [+] Output Determination [+] Maintain Output
Determination for Outbound Deliveries.
3.
4.
Select the appropriate output type for the Delivery note (LD00) and doubleclick on Processing routines in the folder structure in the left pane of the
window.
A table containing the processing routine is displayed. In this case, the program
is called RLE_DELNOTE.
2.
In the Program field, enter the name RLE_DELNOTE. Then select Source code,
and click on the Copy icon in the standard toolbar. The Copy Program dialog is
displayed.
3.
4.
214
In the next dialog box, type your entry in the Development class field or click
on Local Object at the bottom.
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5.
In the original SAP application window, enter the name of the program you just
generated in the Program field, select the Source code and click on Change. The
program code is displayed and can be edited.
6.
Important
SY-SUBRC must be checked. If the value after starting OpenText Forms
Management is not 0, you must take appropriate measures. A value
other than 0 for SY-SUBRC means that no active form was found and that
the order confirmation was not archived. Unfortunately, this cannot be
left to error handling in the code, because no one is informed if no active
form is found.
In this example, no rows from the RLE_DELNOTE source program were deleted.
To insert the function module in the ABAP editor, use the Insert Pattern
function. You should call up J_8AFM_GET_SMART_FORM immediately before
calling up LF_FM_NAME.
Important
If you want to copy the new text and insert it directly in the ABAP
Editor, remember to first insert the required number of empty rows at
the appropriate position. Otherwise the inserted text overwrites the
existing code!
7.
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* get form
data: l_rc type SY-SUBRC.
CALL FUNCTION 'J_8AFM_GET_SMART_FORM'
EXPORTING
* CLIENT = SY-MANDT
CODE = '0000'
LAYOUT_SET = LF_FORMNAME
* VERSION = ' '
IMPORTING
FORM_ARCH_ID = TOA_DARA-FORMARCHIV
FORM_DOC_ID = TOA_DARA-FORM_ID
RETURN_CODE = l_rc
EXCEPTIONS
CODE_DOES_NOT_EXIST = 1
FORM_DOES_NOT_EXIST = 2
VERSION_DOES_NOT_EXIST = 3
OTHERS = 4 .
IF SY-SUBRC <> 0.
* error handling
CF_RETCODE = SY-SUBRC.
PERFORM PROTOCOL_UPDATE.
* MESSAGE ID SY-MSGID TYPE SY-MSGTY NUMBER SY-MSGNO
* WITH SY-MSGV1 SY-MSGV2 SY-MSGV3 SY-MSGV4.
ENDIF.
* end form
8.
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FUNCTION J_8AFM_GET_SMART_FORM.
*"--------------------------------------------------------------------*"*"Local interface:
*" IMPORTING
*" VALUE(CLIENT) LIKE J_8AFM-MANDT DEFAULT SY-MANDT
*" VALUE(CODE) LIKE J_8AFM-CODE
*" VALUE(LAYOUT_SET) LIKE J_8AFM-LAYOUT_SET
*" VALUE(VERSION) LIKE J_8AFM-VERSION DEFAULT ' '
*" EXPORTING
*" VALUE(FORM_ARCH_ID) LIKE TOA_DARA-FORMARCHIV
*" VALUE(FORM_DOC_ID) LIKE TOA_DARA-FORM_ID
*" VALUE(RETURN_CODE) LIKE SY-SUBRC
*" EXCEPTIONS
*" CODE_DOES_NOT_EXIST
*" FORM_DOES_NOT_EXIST
*" VERSION_DOES_NOT_EXIST
*"---------------------------------------------------------------------
The CLIENT parameter is optional. By default, the active client is used. The VERSION
parameter is also optional. If it is not set, the archive ID and the document ID for the
active form are returned with the highest version number. This ensures that the
current form version is always used without having to update each program every
time the form is changed. By specifying an activation date for a new form version
you can control when the newest version comes into effect (see also Activating the
form on page 206).
To assign the ABAP program (adjusting output determination):
If you want to change the generation of a document, as we do in our example to
insert a form overlay, you must link a new program with the corresponding
document type, i.e. you must adapt the output determination.
In the above example you have created a new program called ZRLE_DELNOTE on the
basis of the RLE_DELNOTE program. Now you will define the ZRLE_DELNOTE program
as the output determination of the Delivery document type. To do this, proceed as
follows:
1.
In the main SAP application window, execute the VOK2 transaction. The
Maintain Output Determination window is displayed.
2.
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3.
Look for the row with the Medium Print output and in this row, change the
name of the Program, in this case from RLE_DELNOTE to ZRLE_DELNOTE. The
entry should be written in capitals in accordance with SAP convention.
4.
Check that the name of the SAP form for which the original program was
written is in the SmartForm column. Note that form names are always written
in capitals in SAP!
5.
If you also want to archive order confirmations, you must also modify the LD00
standard output type.
To modify the LD00 standard output type:
1.
2.
Select the SD document > Delivery > Condition type menu item.
3.
(Display
In the following Change output types: details view, click on the
Change) icon in the toolbar. This displays a list of output types, which can be
edited.
4.
Scroll to the LD00 Output type, and double-click on it. The View output types:
details view is displayed for the LD00 message type.
5.
Select the Storage system tab. Enter one of the following values in the
Archiving mode field:
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6.
Enter the Document type with which the program is to be linked, in our
example, this is SDODELNOTE.
Tip: You can also create a special document type for documents with
forms. To do this, copy the SDODELNOTE document type to the OAC2
transaction e.g. to ZSDODELNOTE. Define PDF as the Document class.
7.
Click the
17.3.7.3
1.
2.
Enter the data required for the delivery. When you confirm your entries, the
archive ID and the document ID of the form are inserted in the OTF data and
the delivery is archived. Execute the OAM1 transaction to monitor the process.
MM module
The following example refers to the following standard values:
outgoing documents and accesses an include program, which starts the two
modules described below. These elements of the program must be modified in
order to link a form to a generated document. You will generate a copy of the
SAP standard program and modify it to access a different include program.
J_8AFM_GET_FORM. The first module started by the include program. The module
inserts the archive ID and the document ID in the header of the generated
document. (See TOA_DARA structure under the J_8AFM_GET_FORM module, which
is described below)
ME_PRINT_PO. The second module started by the include program. This module
inserts storage information in the header of the generated document. The so-
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called DARA row contains fields for the archive ID and the document ID of the
form.
To identify the program:
To find the program belonging to the document type, look for the link between
document type and program in the message control. The exact procedure for
identifying the output types can vary greatly between different SAP ERP versions.
This example shows the procedure for SAP ERP version 6.0.
1.
Execute the SPRO transaction and double-click on SAP Reference IMG button.
2.
3.
Click the IMG Activity icon next to Define Message Types for Purchase
Order.
4.
5.
Select the appropriate output type for purchase orders and double-click on
Processing routines in the folder structure in the left pane of the window.
A table with the required program (in this case SAPFM06P) is displayed.
220
1.
2.
In the Program field, enter the name SAPFM06P. Then select Source code, and
click on the Copy icon in the standard toolbar. The Copy Program dialog is
displayed.
3.
4.
Activate Includes in the subsequent dialog box so that the include programs are
also copied. Click on Copy.
5.
The include programs are now displayed in another dialog box. Activate at least
the FM06PE02 checkbox and enter the name ZFM06PE02. To comply with the
naming conventions for user-defined components, the name must begin with Z.
This ensures that these components are not overwritten when the system is
updated or expanded.
Click on Copy again.
6.
In the next dialog box, type your entry in the Development class field or click
on Local Object at the bottom.
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7.
In the original SAP application window, enter the name of the program you just
generated in the Program field, select the Source code and click on Change. The
program code is displayed and can be edited.
8.
Make sure the INCLUDE FM06PE02 row was renamed to INCLUDE ZFM06PE02.
*****************************************************************
*******
* Druckroutinen fr Einkaufsbelege *
*****************************************************************
*******
*---------------------------------------------------------------------*
* Datenteil
*---------------------------------------------------------------------*
INCLUDE FM06PTOP.
*---------------------------------------------------------------------*
* Datenbeschaffung
*---------------------------------------------------------------------*
INCLUDE FM06PF01.
...
INCLUDE ZFM06PE02.
9.
In the previous step you already copied the FM06PE02 include program as
ZFM06PE02. Now the program is modified in order to start the
J_8AFM_GET_FORM module and process the returned data. The include program
also starts the ME_PRINT_PO module.
J_8AFM_GET_FORM supplies the archive ID and the document ID of the form in
the FORMARCHIV and FORM_ID fields of the TOA_DARA structure. The TOA_DARA
structure of the ME_PRINT_PO module contains the data for the DARA rows.
Important
SY-SUBRC must be checked. If the value after starting OpenText Forms
Management is not 0, you must take appropriate measures. A value
other than 0 for SY-SUBRC means that no active form was found and that
the order confirmation was not archived. Unfortunately, this cannot be
left to error handling in the code, because no one is informed if no active
form is found.
In this example, no rows from the ZFM06PE02 include source program were
deleted. To insert the function module in the ABAP editor, use the Insert
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2.
a.
b.
The rows that must be added to start J_8AFM_GET_FORM, are highlighted in the
example below.
Modify the ZFM06PE02 include file as follows:
form entry_neu using ent_retco ent_screen.
data: l_druvo like
t166k-druvo, l_nast like nast, l_from_memory, l_doc type
meein_purchase_doc_print. * --> begin ixos forms overlay Data:
l_RETURN_CODE LIKE SY-SUBRC, l_CODE LIKE J_8AFM-CODE VALUE
'0000'.
clear ent_retco. if nast-aende eq space. l_druvo = '1'. else.
l_druvo = '2'. endif.
call function 'ME_READ_PO_FOR_PRINTING' EXPORTING ix_nast =
nast ix_screen = ent_screen IMPORTING ex_retco = ent_retco
ex_nast = l_nast doc = l_doc CHANGING cx_druvo = l_druvo
cx_from_memory = l_from_memory. check ent_retco eq 0.
CALL FUNCTION 'J_8AFM_GET_FORM' EXPORTING *
CLIENT
= SY-MANDT
CODE
= l_CODE
LAYOUT_SET
= tnapr-fonam *
VERSION
= ' ' IMPORTING
FORM_ARCH_ID
= toa_dara-formarchiv
FORM_DOC_ID
= toa_dara-FORM_ID
RETURN_CODE
= l_RETURN_CODE EXCEPTIONS
CODE_DOES_NOT_EXIST
= 1 FORM_DOES_NOT_EXIST
2 VERSION_DOES_NOT_EXIST
= 3 OTHERS
= 4. IF SY-SUBRC <> 0 or l_RETURN_CODE <> 0. ent_retco = 32.
ENDIF. check ent_retco = 0. * --> end ixos forms overlay
3.
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The CLIENT parameter is optional. By default, the active client is used. The VERSION
parameter is also optional. If it is not set, the archive ID and the document ID for the
active form are returned with the highest version number. This ensures that the
current form version is always used without having to update each program every
time the form is changed. By specifying an activation date for a new form version
you can control when the newest version comes into effect (see also Activating the
form on page 206).
To assign the ABAP program (adjusting output determination):
If you want to change the generation of a document, as we do in our example to
insert a form overlay, you must link a new program with the corresponding
document type, i.e. you must adapt the output determination.
In the above example you have created a new program called ZSAPFM06P on the
basis of the SAPFM06P program. Now you will define the ZSAPFM06P program as the
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In the main SAP application window, execute the V/G9 transaction. The
Determine Work Area: Entry window is displayed.
2.
Select the NEU output type and the EF application and confirm by pressing the
ENTER key.
The Change View 'Processing Routines': Overview dialog is displayed.
3.
Find the row with the Medium Print output and in this row change the name
of the Program, in this case from SAPFM06P to ZSAPFM06P. The entry should be
written in capitals in accordance with SAP convention.
4.
Check that the name of the SAP form for which the original program was
written is in the Form column. Note that form names are always written in
capitals in SAP!
5.
If you also want to archive order confirmations, you must also modify the NEU
standard output type.
To modify the NEU standard output type:
224
1.
2.
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3.
4.
Scroll to the NEU Output type, and double-click on it. The View output types:
details view is displayed for the NEU message type.
5.
Select the Storage system tab. Enter one of the following values in the
Archiving mode field:
6.
Enter the Document type with which the program is to be linked, in our
example, this is MEOORDER.
Tip: You can also create a special document type for documents with
forms. To do this, copy the MEOORDER document type to the OAC2
transaction e.g. to ZMEOORDER. Define PDF as the Document class.
7.
Click the
2.
Enter the data required for the order confirmation. When you confirm your
entries, the archive ID and the document ID of the form are inserted in the OTF
data and the purchase order is archived. Execute the OAM1 transaction to
monitor the process.
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17.3.8
2.
3.
4.
Replace the ls_orderadm_h-GUID entry with the object ID of the object type
that corresponds to the outgoing document.
5.
Note: IP_SMART_FORM for the name of the Smart Form is now used as
input for the LAYOUT_SET parameter. The previous J_8AFM_GET_FORM
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Now you need to amend the action profile used to output the documents (see
also Creating an action profile on page 127Step 16):
a.
b.
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17.4.1
Adjusting forms
You can adjust the form manually so that it is aligned with its contents by moving it
in Windows Viewer. The archive administrator can correct the offset values in the
SAP application later.
Note: Adjusting forms in Windows Viewer is not possible for PDF documents.
To adjust forms:
1.
2.
3.
4.
5.
6.
228
1/10 mm
Click Apply.
The form is moved in accordance with your settings.
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7.
Repeat steps 2 and 3 until you are satisfied with the results.
Or, you can click in the document and move the form by holding down the
mouse button. The defined values are automatically passed to the dialog box.
8.
17.4.2
Open an ASCII document with an underlying form from the archive, one that is
similar to the document for which you wish to store form and format
information.
2.
3.
In the Form and Format Management dialog box, select the unit to be used for
the offset settings, and then click Next. You can choose between:
1/100 mm
4.
In the Skip pages dialog box, in the Number of pages to skip field, specify any
pages you wish to skip at the beginning of the document, and then click Next.
5.
In the Assignment of form pages to document pages dialog box, specify which
pages of the document should be linked to which page of the form, and then
click Next.
Form Page
Lists the individual pages of the underlying form.
Doc. Page Range
Defines a range of pages in the document that are linked to the relevant
page of the form.
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Side
Specifies whether a given page of a form is a front or reverse side.
6.
In the Form page column, select a form page, and then right-click:
New
Creates a new link.
Edit
Edits the selected link.
Delete
Deletes the selected link.
7.
To create a new link, right-click New, or to edit an existing link, right-click Edit.
8.
In the Page Range dialog box, assign pages, and then click OK.
Form page
Defines the page number of the form for which the assignment is being
made.
Page Range
Specifies the page range to which this form page will be assigned.
From
Specifies the first page that will be assigned to this form page.
To
Specifies the last page that will be assigned to this form page.
The * symbol is a wildcard for the last page of the document.
Side
Specifies whether the front or reverse side of the page will be assigned
to this form page.
9.
In the Assignment of form pages to document pages dialog box, click Next.
10. In the Page size and orientation dialog box opens, specify the paper size, and
then click Next.
Note: This dialog box is only displayed if the open ASCII document has
no underlying form.
Format
Specifies the paper size.
If you select user-defined, the Width, and Height fields are enabled and
you can specify the page size dimensions there.
Orientation
Specifies the orientation of the page.
Custom
Specifies the user-defined paper size.
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11. In the Document offset dialog box, specify the document's offset, that is the
offset of the form from the document content, and then click Next.
Document offset
Specifies the offset of the form from the document content.
Horizontal
Specifies the space between the file content and the left-hand edge of
the page.
Vertical
Specifies the space between the file content and the upper edge of the
page.
12. In the Text layout dialog box, specify the visual appearance of the text, and then
click Next.
Text layout
Specify the visual appearance of the text.
Font height
Specifies the font height.
Font width
Specifies the font width.
Characters per line
Specifies the number of characters per line.
Line distance
Specifies the line length.
13.
Optional In the Save form and format definition dialog box, click Print to print
out the document with the settings you have defined. Make sure the Form
option is activated in the Print with section of the Print dialog.
14. To save the settings in the file system as FORM.INFO, click Finish.
In the future you can use this file for archiving COLD documents. The edited
document template remains unchanged in the archive.
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In order to integrate the form with the COLD document list, the OpenText
Document Pipeline requires the archive ID and the document ID of the form. To do
so, the corresponding COLD document type is added in the COMMANDS file. Add a
line with the following contents:
COMP FORM.INFO ASCII FORMULAR_INFO
The file must also contain another line to form the link to OpenText Forms
Management:
FORMULAR_ID FG_SINGLE
Copying forms
Client and archive copy
Forms are normally created with a test client. The above example used the 800
client. When you are satisfied with the results of your work, you can copy the form
to the production client and save it in the production archive. The following
example uses the 810 client as the production client.
After you log on and execute the J8AF transaction, the list of forms available for this
client is still empty. To copy the forms from the 800 client, select Form list Copy
from. This displays a dialog box which prompts you to enter the test client and the
archive ID of the production client.
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Press F4 to see a list of valid entries. If the to Archive field is left blank, the archive
ID of the forms to be copied is used.
If you use a different archive ID, the forms are copied to the new archive and
assigned new document IDs. If the archive IDs are identical, only the entries in the
J_8AFM form table are copied from the test client to the production client.
Click on Continue when you have made your entries. This displays a dialog box
containing the forms available to the specified client.
Click on Copy. All selected forms are copied to the production client. (If a form
already exists on the production client, it is not overwritten.)
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The new forms are displayed in the form list. The bottom line of the dialog box
specifies the number of forms copied.
17.6.1.2
2.
Execute the J8AF transaction and select Form list Copy from from the menu.
3.
In the dialog box, select the 800 client and the archive ID of the production
archive (RD in the example).
4.
Click on Continue. The forms available on the test client are displayed.
5.
Select the FIIINVOICE and RVORDER01 forms to copy them to the production
archive.
6.
Click on Copy.
The version number of the copied forms is increased by 1. In order to identify
the forms more easily, the old version number is added to the description.
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In the next step, you need to copy table J_8AFM to another SAP system. You will
then be able to delete the forms in the test archive.
17.6.1.3
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The change request (here S46K900112) can now be transferred to the new SAP
system in the usual way.
17.6.2
17.6.3
Deleting forms
You can delete a form from the list view. In the J8AF transaction, select the entry you
want to delete and click on Delete.
Important
Be very careful when you delete a form, because this may prevent outgoing
documents from being created. First make sure that there are no programs
that still access the version of the form that you intend to delete.
When you delete a form, you only delete the link in the SAP application. No
delete instruction is forwarded to the archive (content repository), and the
form itself is retained.
17.6.4
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17.6.5
17.6.6
Name of the user who created the form and the creation date
Name of the user who activated/deactivated the form and the activation/
deactivation date.
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Click the Form list Print button to show the assignment of the form pages to the
data pages (see Assigning form pages to document pages on page 202).
Click the Change Offset button to move the data page of the SAP document in
relation to the form when it is displayed. See Adjusting the form layout for COLD
documents (FORM.INFO) on page 229).
17.6.7
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Chapter 18
Rendition Management
Using the rendition functionality requires a complete OpenText Rendition Server
(Rendition Server) installation. On the use of the OpenText Rendition Server
functionality, the following information is available:
For scenarios using DesktopLink, see Archiving via the ODMA interface
(DesktopLink) on page 153.
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Chapter 19
Communication
Communication protocols in SAP applications
Windows Viewer and SAP applications recognize and handle archived documents
according to their document class. The association with a document class is
determined by the format in which a document is saved. The document class
determines the program used to recall and display the document. Windows Viewer
currently supports these document classes: ALF, FAX, PDF, OTF, JPG (see
Document class on page 76). It will also display ASCII documents. ASCII is a
simple text format which contains no formatting apart from blank characters, line
breaks and form feeds. For more details see section 1.3 Supported Document
Formats and Functions in OpenText Imaging Windows Viewer - User Guide (CLWVWUGD).
How a document class is handled is defined in a protocol in SAP applications (OAA3
transaction). A protocol is assigned to an archive (content repository, archive) . This
ensures that all documents of a document class held in the same archive (content
repository) are handled in the same way.
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The transports with the available protocols and the required additional customizing
for SAP ArchiveLink are located on the Archiving and Document Access for SAP
Solutions installation medium. For a description see Protocol on page 77.
Note: OpenText recommends using the IX-... protocols supplied.
Communication
between
OpenText
components
The ODMA takes over all the communication between the Windows Viewer and the
OpenText Archive and Storage Services. This communication within the OpenText
system can run via RPC or HTTP. Whether RPC or HTTP is used is specified on the
OpenText Imaging Clients using a parameter.
Enhanced
security
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19.1.1.2
The SAP GUI receives the document ID (ARC_DOC_ID), the name of the archive
(ARCHIV_ID) and the document class from the SAP server.
2.
The SAP GUI transmits the request to the Windows Viewer to call up the
archived document via OLE. If necessary, the SAP GUI starts the Windows
Viewer.
3.
The Windows Viewer addresses the ODMA component. First it looks on the
Administration Server to identify the OpenText Archive and Storage Services
on which the archive (content repository) resides. Which Administration Server
is accessed by ODMA is defined by a parameter:
In OpenText Imaging Configuration:
a.
b.
c.
In the Registry:
HKEY_CURRENT_USER/Software/IXOS/IXOS_ARCHIVE/Profiles/
<Profile_name>/CWin/ArchiveLink/Archive-0/ADMServerName
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The Administration Server sends the name of the OpenText Archive and
Storage Services (DShost) to the ODMA.
5.
The ODMA addresses the Document Service of the named OpenText Archive
and Storage Services and asks for the document class.
6.
7.
The ODMA addresses the Document Service again and requests the document.
8.
The Document Service supplies the document contents. If the Windows Viewer
can display this document class, it now displays the document.
9.
- 11. The further steps only take place if the Windows Viewer cannot itself
display the document class. The next step depends on the protocol:
OT_OLEU1
19.1.1.3
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19.1.2
Settings
You find a summary of all parameter setting options in the OpenText Imaging Viewers
and DesktopLink - Configuration Guide (CL-CGD).
19.1.2.1
2.
2.
Activate the Simple Hit List option and save the setting.
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19.1.2.2
HKEY_CURRENT_USER/Software/IXOS/IXOS_ARCHIVE/Profile/<Profile_name>/
Viewer/Display ALF/InternalHyperlink
In the Registry:
HKEY_CURRENT_USER/Software/IXOS/IXOS_ARCHIVE/Profile/
<Profile_name>/Viewer/Display ALF/InternalHyperlink
2.
19.1.2.3
By default the value is set to 1(on), which means the Windows Viewer is used
to display the linked documents.
The 0(off) value means that archlink.exe is responsible for the display.
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19.1.2.4
b.
c.
d.
2.
3.
Register the Windows Viewer for the MIME types. You have two options:
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Activate the user exit to use a different viewer other than the standard SAP
viewer:
a.
b.
c.
EXIT_FUB = /IXOS/OA_X_OA_OBJECTDISPLAY_01
To use a different viewer also for SAPGUI for JAVA create the following
entries with these values:
EXIT_ID = OA_DISPLAYJAVA_01
ACTIVE = X
EXIT_FUB = /IXOS/OA_X_OA_OBJECTDISPLAY_01
After installation, the viewer components must be configured and customized using
the following tables:
/ixos/oa_cust_a
/ixos/oa_doctype
Document classes and their viewer types (if not defined, the default viewer for
ArchiveLink documents will be used)
/ixos/oa_locales
/ixos/oa_iprange
248
/ixos/oa_cust3
Force MimeType settings to display documents
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2.
Web Viewer the source code of the Web Viewer must be located
directly below the application directory of the web server. Therefore, the
application name is WebViewer.
Java Viewer the Java Viewer is called by a perl script that is located in
a subdirectory of the Content Server cgi-bin directory. Therefore, by
default the application name is /cgi-bin/JAVAVW/ixosjv.pl. If you
host the Java Viewer as Web Application, enter /JAVAVW/JavaViewer.
Use Java-/Webviewer
Possible values:
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No
Type of Viewer
Possible values:
Java Viewer
Java Viewer
Web Viewer
Web Viewer
Disable Caching
Specifies whether the information on the cache server stored in ArchiveLink
Cache customizing is used when generating the URL.
Disable Applet Inpl.
For the Java Viewer only: Specifies whether the Java Viewer is started in its
own browser window.
The height and width of this window can be defined using the subsequent
Viewer window width and Viewer window heigth parameters.
Use cached build
For the Java Viewer only: Deprecated parameter that does not work with Java
Viewer 9.5.x or later. If you use Java Viewer 9.5.x or later, ignore this
parameter.
Use https
If activated, the secure HTTPS protocol is used when the script is run.
3.
If you selected the Web Viewer option above in the Type of Viewer field, you
can specify the following additional parameters for default settings:
Don't show Thumbs
Deactivates the default display of thumbnails.
Don't show Header
Deactivates the default display of the header line.
Show Notes
Activates the default display of document notes.
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2.
For the Web Viewer only: Enter the port for Tomcat.
SCRIPT
Path name and script/application name to call either Web Viewer or Java
Viewer:
3.
Web Viewer the source code of the Web Viewer must be located
directly below the application directory of the web server. Therefore, the
application name is WebViewer.
Java Viewer the Java Viewer is called by a perl script that is located in
a subdirectory of the Content Server cgi-bin directory. Therefore, by
default the application name is /cgi-bin/JAVAVW/ixosjv.pl.
By default, the current SAP user is inserted in the URL when the viewer is
started. You can deactivate this setting; however, as a result you can not create
notes to a document in the Web Viewer. For the Java Viewer, the operating
system user is inserted in this case, and notes can still be created.
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To deactivate the insertion of the user parameter in the URL, select the
DISABLE_USER option in the /ixos/oa_cust table.
To configure the document classes:
1.
2.
Java Viewer
Web Viewer
ALF
ASCII
FAX
GIF
JPEG
JPG
OTF
TIF
TIFF
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2.
3.
To create an entry, click the New Entries button and specify the parameters for
the new element.
In order to optimize the network performance, you can assign specific IP address
ranges of a repository to a specific server. If the IP address of a client is within this
specific range, then the Web viewer from the local server specified in the fields
Servername:Port and Path and Script/appl is used to view documents.
To assign IP address ranges:
1.
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2.
3.
Specify the server and the required script in the Servername:Port field and the
Path and Script/appl field respectively.
2.
[HKEY_CLASSES_ROOT\MIME\Database\Content Type\app/LLVIEW]
''extension''=''.fax''
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Chapter 20
Prerequisites
To do so, maintain a web activity in the Workflow Builder (SWDD transaction) with
the URL of the OpenText Enterprise Process Services system.
The following prerequisites must be fulfilled for the cooperation of SAP systems and
Enterprise Process Services:
Fully configured SAP Web Application Server (SAP Web AS) so that your SAP
system can react correctly to XML documents and XML reply documents.
Activated XML service: on SAP ITS the WF_HANDLER service, on the SAP Web AS
the WORKFLOW_XMLservice (SCIC transaction)
The user with which the service logs in must exist on the SAP system.
For details on workflow customizing in SAP systems see the SAP documentation.
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Part 4
Using the scenarios
Chapter 21
the SAP transaction for Archiving and Document Access for SAP Solutions PLM
(/IXOS/PLM)
the configuration of links between document types and archiving (print list
storage)
Note: Archiving outgoing documents and print lists is not a task for the end
user. Only test samples for administrators are described here, in order to test
the correct configuration of the SAP system.
Regardless of the selected scenario, archiving in the SAP application always requires
the same steps:
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21.1.1
2.
21.1.2
260
1.
Execute the transaction for the respective business object (e.g. FB03 for
accounting documents or BP for Business partners).
2.
Select the business object to which you want to link the original document.
3.
Click the
click the
menu.
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Select the
5.
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object data. There the familiar DocuLink functionality is available as well, e.g.
archiving documents to an object. You can also store documents in DocuLink
indirectly, using GOS.
To use the DocuLink service, select the OpenText DocuLink option from the GOS
menu. If several different views were configured for the current object type, a
selection list is displayed for you to choose the required view.
This requires configuration data to be maintained for the current object; see
Providing DocuLink as a generic object service (GOS) on page 180. For a
description of the functionality in DocuLink see OpenText DocuLink for SAP Solutions
- User Guide (DC-UGD).
21.1.3
SAP PLM
Use the J8AM transaction to first select the document to be archived and then specify
the business object to which the document is to be connected.
To archive using the DesktopLink transaction:
1.
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Select the document to be stored and confirm your selection with Open.
Important
Files of size 0 can not be imported!
The Select scenario dialog box opens.
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21.1.4
2.
Select the business object to which you want to link the original document.
3.
4.
21.1.5
21.1.5.1
Enter a test posting and display the message list, as described in Checking
creation of outgoing documents on page 123.
2.
3.
2.
3.
Enter the document type and the object type you specified in Creating and
linking a document type on page 122.
4.
(Execute) button.
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5.
6.
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21.1.5.2
7.
Enter the search criteria, e.g. storage date or document type and object type, and
click the
(Execute) button.
8.
The stored original document should appear in the hit list and you can display
it using the Display from storage system icon.
2.
3.
4.
When you save the SAP document, the action profile should be processed.
Check this on the Actions tab.
You will see a list of the actions performed for this sales transaction and their
status.
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Click the
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6.
7.
Select the action that was scheduled but not yet started and click the
(Process) button.
Check the archive to see whether or not the outgoing document was stored
there:
a.
b.
c.
Enter the search criteria, e.g. storage date or document type and object type,
and click the
(Execute) button.
d.
The stored original document should appear in the hit list and you can
display it using the Display from repository icon.
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21.1.6
21.1.6.1
Preparation
1. Execute the OAC2 transaction and create a global document type (for more details
see Maintaining global document types on page 85).
Document type
ZPRILITEST
Doc.class
ALF
2. Execute the OAC3 transaction and enter the link (for more details see
Maintaining links on page 88).
21.1.6.2
Object type
DRAW
Document type
ZPRILITEST
Status
Cont.Rep.ID
YE
Relationship
TOA01
Print immediately
Delete after output. This option should only be activated for testing
purposes.
Archive mode
Select Store from the selection list.
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5. Click on Continue.
If a message is displayed, confirm it.
6. Enter the following storage parameters:
Doc.type
ZPRILITEST
Information
Your initials or another ID
Text
Short description (optional)
7. Click on Storage.
A spool order is generated and placed in the CARA storage queue.
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21.1.6.4
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21.1.7
21.1.7.1
Preparation
1. Execute the OAC2 transaction and create a global document type (for more details
see Maintaining global document types on page 85).
Document type
ZPRILITEST
Doc.class
ALF
2. Execute the OAC3 transaction and enter the link (for more details see
Maintaining links on page 88).
21.1.7.2
Object type
PRINTLIST
Document type
ZPRILITEST
Status
Cont.Rep.ID
YE
Relationship
TOA01
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Object type
PRINTLIST
Document type
ZPRILITEST
Information
Your initials or another ID
Text
Short description (optional)
5. Click on Continue.
A spool order is generated and placed in the CARA storage queue.
21.1.7.3
(Execute) button.
Note: Alternatively, you can select the job directly in the job list and start it
by clicking the
(Execute) button.
5. If a system message is displayed, confirm it.
If an error occurs on storage, the order appears in the ArchiveLink monitor under
Asynchronous requests in the Open list. Here you will see notes on the cause of the
error.
21.1.7.4
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5. Click the
(Execute) button. The print lists found are listed. If the print list you
are looking for is not among them, the storage request has probably not been
completed or an error has occurred.
6. Select the hit you want. To display the print list, click the Display from storage
system icon.
The print list is displayed in a separate window.
Note: Using the Windows Viewer, you can influence the legibility of print lists
by setting the font and the hyperlink display, and you can search for
information in print lists using the text or attribute search. For more details see
OpenText Imaging Windows Viewer - User Guide (CLWVW-UGD).
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21.1.8
21.1.8.1
2.
3.
The scan application is started. Scan the desired document and select it in the
scan application.
4.
In the SAP GUI, enter the key for the PLM DMS document you want to assign
the original document to. This key consists of 4 parameters:
Document
Document type
Document part
Document version
5.
6.
In case the storage category for the document was not pre-configured, enter it in
the dialog.
The original document is stored and assigned to the PLM DMS document. It appears
in the document list in the SAP PLM DMS.
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21.1.8.2
Create a subfolder in the specified import directory for each document you
want to import. You can choose any name for this subfolder.
2.
Create an attribute file with the specified name for each document. The file
must have the following contents:
DOCUMENT_FILENAME = <File name of the original document>
DOKNR = <PLM DMS document number>
DOKAR = <PLM DMS document type>
DOKVR = <PLM DMS document version>
DOKTL = <PLM DMS document part>
Example 21-1: Sample attribute file
DOCUMENT_FILENAME = salesorder.doc
DOKNR = jklfas083408jslk09328540
DOKAR = T1_21_03
DOKVR = 00
DOKTL = 000
3.
Place the document and the corresponding attribute file in the subfolder.
4.
5.
6.
In case the storage category for the document was not pre-configured, enter it in
the dialog.
The import directory is searched for subfolders, and the respective documents are
imported and assigned to the PLM DMS documents. If the import failed, a log file
with an error message is inserted in the corresponding subfolder. Furthermore, a
protocol of the import is displayed in the SAP GUI. If you double-click on a row, a
list of the affected subfolders appears.
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21.1.8.3
2.
3.
4.
If necessary, enter the key for the PLM DMS document you want to assign the
original document to in the SAP GUI. This key consists of 4 parameters:
Document
Document type
Document part
Document version
The original document is stored and assigned to the PLM DMS document. It appears
in the document list in the SAP PLM DMS.
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Via the context menu Save to > SAP in the Windows Explorer
Via a special printer driver that first converts the file into PDF or TIFF format
and then archives it (OpenText PDF Converter SAP or OpenText TIFF
Converter SAP)
Note: Automatic attribute extraction may be configured for archiving MS
Office documents. This can considerably reduce the user interaction with
the SAP system in terms of archiving. For more details see Configuring
attribute transfer on page 160.
Important
If the archive process for a PowerPoint document within the SAP
application is canceled, the file to be archived may be write-protected
and you can no longer start a new archive process. First save the file in
the file system and resume archiving.
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21.2.1
The scenarios that are configured for multiple archiving are marked with the
icon (mass archiving). For other scenarios marked with the
icon, you must
index each document individually (batch processing).
2.
Double-click the
icon.
Perform indexing as usual for Store and assign (see Indexing and archiving
on page 285).
All marked documents are stored with the same attributes.
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21.3.1
ExchangeLink
To link complete Exchange objects with the MSG document class to an SAP record, a
corresponding document type must be maintained. In the same way you can link
individual Exchange object file attachments with their corresponding document
class (e.g. DOC) to an SAP record. For example, you can link a purchase order sent via
e-mail as a file attachment to an SAP record in this way.
You can link an e-mail or its attachment to a record in a SAP Records Management
system. In this case, use the SAP Records Management scenario for archiving.
To link an object (e-mail, file attachment etc.) to an SAP record, select the Tools |
Archive object using ExchangeLink menu option when archiving in the mail
application, then select SAP as the destination and after login to the SAP system,
select the required SAP archiving scenario. At this point, the process is the same as
the usual scenarios (see Indexing and archiving on page 285).
To display the archived e-mail again, simply search for the linked record as usual in
the Records Management transaction (see Document retrieval in SAP Records
Management on page 304).
21.3.2
NotesLink
To link complete Lotus Notes objects with the NSF document class to an SAP record,
a corresponding document type must be maintained. In the same way, you can link
individual Lotus Notes object file attachments with their corresponding document
class (e.g. DOC) to an SAP record. This link can be defined using the menu option in
the mail application (5.5: Actions / IXOS-eCONserver / Archive Advanced, 6.0:
Actions / IXOS NotesLink).
You can link an e-mail or its attachment to a record in a SAP Records Management
system. In this case, use the SAP Records Management scenario for archiving.
To link an object (e-mail, file attachment, etc.) with an SAP record, the user selects
the SAP destination when archiving, and after login to the SAP system, the SAP
archiving scenario. At this point, the process is the same as the usual scenarios (see
Indexing and archiving on page 285).
To display the archived e-mail again, simply search for the linked record as usual in
the Records Management transaction (see Document retrieval in SAP Records
Management on page 304).
Note: To display an e-mail in Lotus Notes, the application must already be
started when you search for the record.
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Scanning
2.
Indexing takes place in the same way as for standard scenarios in the SAP
application (see Indexing and archiving on page 285).
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Here the default settings and document types available for archiving are listed.
3. Expand the required default setting.
4. Select the desired document type.
5. Click the
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22.2.1
In the SAP GUI, select the document type, the default setting and the scenario,
as described in Select scenario, default setting and document type
on page 285.
2.
3.
File upload: The file selection dialog appears. Select the file to store and click on
Open.
This starts the archiving operation which consists of three separate actions:
The dialog box remains on your screen after the archiving procedure is
completed. You can now start another archiving operation.
Scanning:
a.
b.
4.
5.
The transaction user can execute the work item later, display the original
document and enter an appropriate SAP document.
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In the SAP GUI, select the document type, the default setting and the scenario,
as described in Select scenario, default setting and document type
on page 285.
2.
If you choose to archive an original document in TIFF or PDF format, the IXOSDesktopLink - Conversion dialog box opens (see OpenText DesktopLink - User
Guide (CLDL-UGD)). Continue archiving with
(OK).
The document is converted (if selected) and then stored.
22.2.2
3.
Next you can select another document type and start a new archiving session.
4.
5.
The transaction user can execute the work item later, display the original
document and enter an appropriate SAP document.
Archiving using the OAWD transaction: In the SAP GUI, select the document type,
the default setting and the DocuLink scenario, as described in Select scenario,
default setting and document type on page 285. Depending on the document
type, either the file selection dialog is displayed (for file upload), or the
scanning application. Select the document to archive.
Archiving from a client: In the SAP GUI, select the document type, the default
setting and the DocuLink scenario, as described in Select scenario, default
setting and document type on page 285.
2.
The selected original document is displayed in the viewer and the Process
document (Create SAP document) dialog appears at the same time.
3.
Click the
4.
In the SAP GUI, create the business object to which you want to link the original
document to be archived.
5.
(Continue) button.
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What happens next depends on the business object that you have selected.
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8.
The business object is saved and automatically linked to the archived original
document.
22.2.3
Scan an original document. Leave the scan application activated so that you can
see the electronic original.
2.
In the SAP GUI, select the document type, the default setting and the scenario,
as described in Select scenario, default setting and document type
on page 285.
3.
4.
5.
22.2.4
The transaction user can execute the work item later, display the original
document and assign the original document to an SAP document.
290
1.
Scan an original document. Leave the scan application activated so that you can
see the electronic original.
2.
In the SAP GUI, select the document type, the default setting and the scenario,
as described in Select scenario, default setting and document type
on page 285.
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3.
4.
After you select the document type, the document is converted (if selected, only
when archiving using DesktopLink) and then archived. The Process document
type (assign document) dialog box opens.
6.
Select the business object to which you want to link the document to be
archived.
Example 22-1: FI module
Enter the company code, SAP document number and fiscal year of the
button.
business object and click the
The Store original accounting document dialog box opens.
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7.
22.2.5
In the SAP GUI, select the document type, the default setting and the scenario,
as described in Select scenario, default setting and document type
on page 285.
2.
Select the business object to which you want to link the original document.
What happens next is dependent on the selected SAP module. In the FI module
you get this dialog box:
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3.
OK button.
4.
The file display frame appears. Select the file to store and click on Open.
The original document is stored and linked with the business object.
5.
22.2.6
DocuLink
To store an original document in a DocuLink view:
1.
In the SAP GUI, select the document type, the default setting and the DocuLink
scenario, as described in Select scenario, default setting and document type
on page 285 for archiving from a client using DesktopLink.
The pre-configured or most recently opened DocuLink view is displayed.
2.
In the displayed view, navigate to the folder or record to which you want to add
a new element, and select the corresponding node.
3.
(Create) icon.
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4.
If necessary, select the object you want to create from the selection list, as well
as the document type.
5.
If necessary, enter the missing attribute values for the document or the record in
the Create screen and click the (Create) icon.
Possibly the attribute values are taken directly from the current object data; in
this case, this step is not necessary.
The record or document is inserted in the DocuLink view.
6.
22.2.7
Click the
In the SAP GUI, select the document type, the default setting and the DocuLink
scenario, as described in Select scenario, default setting and document type
on page 285 for archiving from a client using DesktopLink.
2.
If necessary, select the required record type (element type), which you want to
assign the document to.
3.
Search for the record to which you want to store the document.
4.
If necessary, select the required anchor, i.e. the element type of the document
you want to store
5.
If necessary, select the required document type for the document you want to
store.
22.2.8
SAP PLM
To store documents in the SAP PLM DMS:
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1.
In the SAP GUI, select the document type, the default setting and the DocuLink
scenario, as described in Select scenario, default setting and document type
on page 285 for archiving from a client using DesktopLink.
2.
If necessary, enter the key for the PLM DMS document you want to assign the
original document to in the SAP GUI. This key consists of 4 parameters:
Document
Document type
Document part
Document version
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The original document is stored and assigned to the PLM DMS document. It appears
in the document list in the SAP PLM DMS.
Scan an original document. Leave the scan application activated so that you can
see the electronic original.
2.
3.
5.
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6.
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Current date
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Type
KR
Company code
1000
Currency/rate
PstKy
Account
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Amount
115
Calculate tax
Switch on field
PstKy
40
Account
476100
115
Tax code
VN
Cost center
1000
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11. Click on the header of the scanned document at the beginning of the line. This
selects the document and highlights all associated pages. The bar code number
appears in the document header.
12. In the Document menu, click on Archive into Document Pipeline. Select the
Current document only option and confirm. The document is removed from the
document stack, archived and linked to the posting.
13. Check the list of open bar codes in the ArchiveLink monitor (OAM1 transaction).
If the archived document is linked successfully to the posting document, the bar
code entry is deleted from the Internal list.
You can display the archived document in the ArchiveLink monitor. Select the
Administration Document Administration menu item. Then click in the
Documents area on Display. Select the document and click the Display from
storage system icon.
Alternatively, you can display the document if the matching posting document
is open. Open the SAP document (FB03 transaction). From the menu, select
System Services for Object, Attachment list.
Example 22-3: CRM example
Processing for the scenario Late archiving with bar codes will be
displayed using the example of a business partner.
1. Execute the BP transaction to create a new business partner.
2. Enter the data.
3. Click on
4. Select System Services for object from the menu to display the
generic object services, and then click on Create Enter bar code.
5. Enter the bar code number for the document, check the document type
and confirm.
This takes you back to the posting entry. A message appears in the status
bar, confirming that document # (10 digits) was posted to company code
1000.
Tip: Make a note of the document number for the verification that
will take place later.
The bar code is entered in the table of open internal bar codes. You can
check the entry in the ArchiveLink monitor (OAM1).
6. Copy the bar code you just entered to your test document.
7. Scan the document using Enterprise Scan. The document then appears in
the document stack.
8. Click on the header of the scanned document at the beginning of the line.
This selects the document and highlights all associated pages. The bar
code number appears in the document header.
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2.
3.
Enter the search parameters for the document and click the
(Execute) icon.
4.
Select the document and click the Display from attachment list
icon.
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If you indexed and archived the electronic documents using bar codes, check in
the ArchiveLink monitor in the SAP application to see if there are still any open
bar codes.
If you indexed the original documents manually with the SAP application
document numbers, you must check in the to see if there are any SAP documents
to which no electronic documents have been assigned. In the document, select
the Display electronic original option. If the original document cannot be
displayed, this is because no connection has been established. This may mean
that the original document was not yet archived and is still in the Enterprise Scan
document pipeline or on the archive server. Contact your system administrator if
this problem occurs.
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(OK).
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DesktopLink on page 173). In this case the Select document dialog box is
not opened.
The SAP ERP logon dialog opens.
3. Log on to the SAP system.
The Select document type dialog box opens.
Click the
button. Here you can perform an extended search within the
business object.
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Original document information: You can get information from the archive for any
archived document. Through the signature you can verify the authenticity of the
document, the archive information gives you information on the archive and the
time of archiving.
Data exchange with other programs: You can select and copy segments, text, pages
and entire original documents and process them in other applications.
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Send original documents by e-mail: You can send a link to an original document in
the archive or a copy of an original document by e-mail.
Adding notes and annotations: You can add comments to a document as notes, or
create annotations directly on the document and store them.
Note: For technical reasons, when you use the IXHTTP protocol with the
Windows Viewer, the actual author of a note cannot be determined in SAP.
Print: The Windows print function has been expanded in the Windows Viewer to
include OpenText-specific functions. You can print notes, annotations and
archive information or change the size of the original document for printing.
When displaying original documents, you can change the display and navigate
within or between original documents. For more details see OpenText Imaging
Windows Viewer - User Guide (CLWVW-UGD).
23.2.1
button.
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You can now select the archived document via company code, document
number and fiscal year.
Click the
button.
Here you can perform an extended search within the business object.
The requested original document is displayed.
23.2.2
2.
3.
Open the Records folder and double-click on the record type the document was
stored to.
4.
Search for the record to which the document was stored. When you have found
the required record, it is displayed in the right window with all linked
documents.
5.
2.
3.
Click the icon for the generic object services and select Attachment list.
4.
If several original documents are assigned, select one from the list of original
documents.
The Windows Viewer is launched and the archived original document is
displayed.
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Note: Blank pages are not displayed in the Windows Viewer, i.e. not the
back pages of SAP documents to which no form was assigned.
To find out how to set up the display to your user-specific requirements see the
OpenText Imaging Windows Viewer - User Guide (CLWVW-UGD).
Example 23-1: Displaying an order confirmation with form
To display the order confirmation:
1. In the main menu, select the VA00 transaction (Sales).
2. Select the Order Display option and enter the number of the sales
order.
3. Select Environment Document flow.
4. Select the order and select Environment Display originals.
The Windows Viewer is launched and the archived original document is
displayed. It is similar to the one shown below.
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Outgoing SAP documents are only saved in PDF format. OpenText Forms
Management provides a plug-in for Acrobat Reader 4.0, which enables overlying
PDF forms to be displayed in Acrobat Reader. The offset settings are also used for
overlying SAP documents in PDF format, if the .PDF file extension is linked to the
Windows Viewer.
Search functions
Printing functions
For more details see OpenText Imaging Windows Viewer - User Guide (CLWVW-UGD).
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1.
Execute the transaction for the respective business object (e.g. FB03 for
accounting documents or BP for Business partners).
2.
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Chapter 24
24.1.1
Prerequisites
Before you can start using the search application and setting up a search template,
you must ensure that the following requirements are met:
Technical prerequisites
Optionally you can set up a technical user and impersonation to meet specific
security requirements. For more information, see Setting up technical user and
impersonation (optional) on page 311.
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24.1.1.1
Technical prerequisites
OpenText ECMLink for SAP Solutions allows putting ArchiveLink documents
under the control of the Content Server. This step is necessary for the search
application to find these documents.
Therefore, the following prerequisites must be fulfilled:
The Add-On packages OTEXBAS and OTEXRL must be installed and configured
in your SAP system.
The OTEXRL package for SAP Basis/Netweaver 7.0 also contains the Web
Dynpro search application.
Your Content Server must utilize authentication with the help of OpenText
Content Server Directory Services as outlined in OpenText Extended ECM for SAP
Solutions - User Management and Access Control Scenarios (ERX-CUM).
check the activation of the following services by running the SICF transaction:
<path of Web Dynpro services>/otx/rm_seawd_search
<path of BSP services>/otx/rm_seawd_bp_hdr
If the second service is not activated, the banner logo and the background
logo of the Web Dynpro UI are not displayed.
For more information, see the documentation of OpenText Extended ECM for SAP
Solutions 10.0. SP2.
24.1.1.2
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24.1.1.4
Set the Show in Search option to true for each attribute of the Content Server
Categories that you want to make queryable in the search.
Ensure that at least one document is declared as indexed in the FullText Index to
make the related Category attributes visible in the Search Regions list.
Ensure that all regions that you want to use in your search are queryable and
displayable. You can configure these settings in the Enterprise Search Manager in
the Content Server administration. Click Enterprise Search Manager >
Properties > Regions.
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Depending on other actions set for this user, for example creating and updating
ArchiveLink declarations, additional permissions may be required as well, for
example, for ArchiveLink access with the authorization object S_WFAR_OBJ.
2.
3.
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4.
5.
Proceed as follows:
create.
7.
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of the connection to SAP users with the following permissions for the
authorization object S_ICF:
8.
ICF_VALUE - set to the value for the Authorization for Destination setting,
for example MYSEARCH.
24.1.2
314
1.
Run the SPRO transaction and then click SAP Reference IMG.
2.
Under OpenText ECMLink for SAP Solutions > ECMLink, run the Maintain
Search Templates IMG activity to access the Template definition overview.
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3.
Template definition
In the Template definition dialog box, edit the following properties:
Search ID
Enter a search ID. You can assign a free value. Do not use blanks.
Title
Enter a title for your search template. The title can be translated. Click Goto
> Translation to select a language.
EL ID
Enter an Enterprise Library ID. The Enterprise Library ID collects all
parameters for a connection to an Enterprise Library Services server. You
can create an Enterprise Library ID in Display IMG > Maintain Enterprise
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Region definition
Double-click Region definition. Here you can create or remove search fields for
your search. You have two options:
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3.
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data element provides the header of the search result list column for your
region. If you want to define a certain header, you have to create an own
data element for your region.
If you leave the data element field empty, the region name is displayed as
header in the result list column.
Default value
In this box, you can enter a fixed value for the search filter. You must
provide the value in the Content Server XML format.
Search Help
Define a Search help to be used in the search filter panel as input help. This
search help overrides the Search help on the data element.
F.p. Search Help
Define a freely programmable Search help, to be used in the Web Dynpro
search application only. This freely programmable Search help overrides
the explicit Search help and the search help from the data element in the
Web Dynpro UI.
SH Structure
This feature is only available for the Web Dynpro search application. You
can enable dependent Search helps by defining an appropriate Search help
structure. This Search help overrides the explicit Search help. You also have
to define a Search help component.
SH Component
Define the component of a Search help structure to enable dependent
Search help in the Web Dynpro search application. You also have to define
a Search help structure.
Display
Select the Display checkbox if you want the region to show up in the result
list.
Search
Select the Search checkbox if you want to use the region in the search filter
panel.
Note: You can also select or deselect both checkboxes at the same
time:
deselecting both display and search the region does not show up
in the result list and also not in the search filter panel. However, in
some cases a region must nevertheless be set up when it will be
processed in a user exit or provides a certain functionality. For
example, to enable the opening of an ArchiveLink document with a
double-click, the Doc-ID and the Content Repository ID must be set
up as Region definitions in the search template.
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Mandatory
not yet implemented
Functional Name
Enter the Functional name for your region. You can select the appropriate
name from the search help list or create a new one, if no name is available
for your region. A Functional name is a unique name identifying a region
that can be listed in different content server instances under different region
names.
For frequently used regions, the Search help already provides the
Functional name. For example, to implement the standard functionality of
opening ArchiveLink documents, you always need the Doc ID and the
Content Repository ID.
The available Functional names are also listed in the Functional regions list.
If you want to use a certain region and no Functional name is available, you
have to create a new Functional name for that region.
Important
Certain Functional names have to be used in Region definitions of
the search template to perform certain actions on the search results:
to open the document from the search result list displayed in the
SAP GUI: /OTX/ARCHIV_ID and /OTX/ARC_DOC_ID
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transforming the result string that comes back from the Content Server
to the required format in the result list in the SAP system.
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providing a text to comment the region field value in the result list.
To format the result correctly, you can apply an Output Format User
Exit and select Converted Value in Processing options to remove
the hyphens from the original result string:
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4.
User Actions
Double-click User Actions
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Double-click an entry in the User Actions list to edit an existing User Action.
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Note: In the User Actions dialog, you can apply user exits to your search
template that can process additional user actions for your search result.
Once you have created a User Action in the search template, it will be
provided in the search result list in the context menu of the individual
search result. In this way, you can apply certain actions for your projectspecific purposes on the search result. For your search template, you can
create up to twenty User Actions.
5.
Search ID
Select your search template ID.
Function Code
Select a function code for the User Action. You can assign up to 20 function
codes.
Action title
Enter a short title or description for your User Action. The title can be
translated. Click Goto > Translation to select a language.
Action User-Exit
Select a user exit to process a user action.
Ensure that you have created in advance all Region definitions that the user
exit needs to process the User Action for your search result. For example, to
perform the sample user exit /OTX/SEA_ACTEXIT_SAMPLE that allows
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Event
Select After search is submitted on UI: Change filter list.
With this event you can do simple value conversions of the input values
from the Search UI's search panel. The value CHA_FILT_S
The event is triggered after search button was clicked on the Search UI
The event is triggered before the list of selection ranges of the search
fields (also known as search regions), which were entered in the search
panel, are converted to query expressions
Active
Select to enable the use of the exit
Function Module
Value of the exit function module.
The user exit must implement the event CHA_FILT_S.
You find examples of the function interface implementation in function
group /OTX/RM_SEAB_TEMPLEXIT.
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7.
Functional regions
Double-click Functional regions.
The Functional regions lists all Functional region names available for the search
template. A Functional region name is a unique name identifying a region that
can be listed in different Content Server instances under different region names.
By default, the most frequently used Functional region names are already
provided in the list. When no Functional name is available for your project
specific purpose, you have to create one for the relevant region.
You specify the functional name in the Region definition.
24.1.2.1
2.
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24.1.3
326
1.
2.
From the Search in drop down list, select your search template.
3.
In the Search box, enter your search term for a full text search in the available
ArchiveLink documents.
4.
Click Perform Search. Your search retrieves every document containing any of
the search terms.
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5.
To get more results, click the More Results button. When you click the button,
the next results from Content Server are appended to the result list.
Notes
The More Results button appears in the toolbar, when there are more
results available after the first hits have been displayed. When you click
the button, the next search results are requested from Content Server
and appended to the current results. You can configure the number of
hits to be displayed for each query result in the search template
configuration. When there are no more results left, the button
disappears.
In the ALV grid displaying the search results, you can use the following
ALV buttons to
- define the sort order of the search results in the ALV grid.
6.
- filter the search results that you want to display in the search
result list.
- print your search results.
7.
In the Filter Value box of the corresponding Filter Field, enter the specific value
to which you want to narrow down your search. For example, enter a personnel
number to retrieve all documents for a specific employee. You can use a Search
help, when you have configured one in the search template. The entry is
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formatted according to the data element that has been defined in the Region
definition for this region.
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8.
Click
9.
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2.
Full-text search - Enter one or more search terms separated by a space in the
Search box. If you enter more than one search term, the search handles them
as conjunction.
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3.
24.1.4.1
To select the correct value for a search attribute, you can use the F4 help/
Search help if you have configured one before in the search template.
To start the search, press Enter in the box in which you have entered a search
term, or click the
button.
Pagination - The search results are divided into pages. You can configure the
number of hits retrieved per search request and the number of hits displayed per
page in the Web Dynpro Configuration, see Configuring Web Dynpro search
application on page 332.
330
1.
2.
Click the last page number or ... to request the next set of search results
from Content Server. The pagination stays at the last page or jumps there
from the current page.
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Summary size - Here you can determine the size of the content summary
displayed for the document under the title.
If you click Less Detail, the document summary will be reduced. Click More
Detail again to see more of the summary. The search term from the full-text
search is highlighted in the summary text.
Thumbnail preview - On the left, you can find a thumbnail preview of the
document. The preview is only displayed if the document format can be handled
by the OpenText Imaging Web Viewer. For example, a Word document will not
have a preview because its format cannot be rendered by the Web Viewer.
Click the preview or the title link to open the document in the Web Viewer. If the
document format cannot be opened by the Web Viewer, the content of the
document opens in the web browser. For example, a Word document opens in
the Office application in the web browser.
For information about the formats that can be handled by the OpenText Imaging
Web Viewer, see section 1.3 Supported Document Formats and Functions in
OpenText Imaging Web Viewer - User Guide (CLWEBV-UGD) and OpenText Imaging
Web Viewer - Installation and Configuration Guide (CLWEBV-IGD).
MIME type icon and title link - On the top of the search result, you find the
MIME type icon and the title link of the document.
Click the title to open the document in the Web Viewer. If the document format
cannot be opened by the Web Viewer, the content of the document opens in the
web browser.
You have to configure the possible actions in advance as User actions in the
search template. For example, you can search for a personnel number and switch
directly from the search result to an employee file or execute a certain
transaction.
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24.1.4.2
Content Summary - Below the title, you can find a content summary for the
search result. You can adjust the size of the summary by clicking View: Less
Detail or More Detail. Scanned documents like faxes or other documents with
graphic formats do not show a summary.
Note that to obtain a content summary, you must have created a Region
definition with the /OTX/OT_SUMMARY region in the search template before.
Summary state
You have the following options to access the Configuration Editor for Web
Dynpro ABAP:
2.
332
Click Display.
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2.
summaryState - This attribute defines the initial setting of the summary size.
Enter 0 = Less Details or 1 = More Details.
bannerImage - Enter the name of the image file that contains the banner
image or logo that you want to show on the search UI.
backgroundImage - Enter the name of the image file that contains the
background image that you want to show on the search UI.
3.
4.
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5.
Select the default checkbox to select a line, or create a new line. Note that
24.1.5
6.
7.
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Business Documents
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Notes
You can add notes to the business workspace, view, edit and delete them.
Before users can use the Business Content window, you have to customize an entry
for it in the list of Generic Services attributes.
24.2.1
Prerequisites
Run the sm30 transaction and enter SGOSATTR in the Table/View box. Click
Maintain.
2.
3.
4.
Enter the following class name in the Class f. Gen. Service box: /OTX/
RM_GOS_SRV_ATTACH_LIST.
5.
Click
Save.
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The Business Content window is now available in the GOS menu of your business
object.
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24.2.2.1
Create a business workspace - From the Business Content window, you can
directly create a business workspace for your business object if none is available
yet. For more information, see Creating business workspaces on page 339.
View and browse a business workspace - You can browse and view your
business workspace items. For more information, see Viewing and browsing
business workspace items on page 340.
Perform actions on the business workspace items - You can perform certain
actions on the business workspace items. For more information, see Working
with business workspaces and documents on page 344.
Perform full text search - You can perform a Content Server full text search in
the workspace items. For more information, see Performing full text search in
Business Workspace on page 351.
Customizing steps
Before you can start using the Business Workspace function, you must ensure that
the following requirements are met:
You must perform several customizing steps in Content Server and in your SAP
system to generally enable the business workspace creation. For detailed
information, see OpenText ECMLink for SAP Solutions - Customizing Guide (ERLKCGD).
Your SAP user must be mapped to a Content Server user who is allowed to view
business workspaces. If you want to create a business workspace from the
Business Content window, the user must have sufficient permission.
You must customize an entry for Business Content in the list of Generic Services
attributes, see Customizing OpenText Business Content in list of Generic
Services attributes on page 335.
You must ensure that the value for the Logical Destination in the Enterprise
Library Server Settings for your business workspace customizing contains the
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connection to the relevant Content Server instance to enable the full text search in
the business workspace. For more information, see Logical Destination in
Enterprise Library Server settings on page 316 and Creating a Logical
Destination in Enterprise Library Settings on page 325.
24.2.2.2
2.
elservice.knownContainerTypes
elservice.knownNonContainerTypes
For more details, see section 3 Configuration in OpenText Runtime and Core
Services - Administration Guide (ELCS-AGD) and OpenText Runtime and Core
Services - Configuration Parameters (ELCS-RCP).
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24.2.2.4
Tree view - The tree view displays the business workspace folders and other
container objects of the business workspace, and their sub items. Only container
objects that can contain child items appear in the tree view. This can also include
other workspaces and special Content Server items such as discussions, email
folders, and task lists.
Document list - The document list displays the documents and other items that
are present in the business workspace folder or in any other items selected in the
tree view. The document list contains workspace items which do not contain any
further sub items. The list displays in an ALV grid.
2.
3.
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items are not container objects but, for example, documents that are
displayed in the document list.
Type
The icon indicates the document type, for example an image file, a
Microsoft Word document or another folder.
Sc.
The item is a shortcut to another item on Content Server.
Date, Time
Date and time when the document was uploaded to the business
workspace.
Reserved
Indicates if the item is currently reserved by a Content Server user for
editing.
24.2.2.4.1
In the document list, click Show 25 items and expand the list:
2.
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3.
Click either
or
to go to the next or previous page.
The next page button appears only when you are on a page with a number
greater than 1. The previous page button appears when you are on a page
with a number lesser than the maximal number of pages.
Notes
342
At the moment the administrator cannot customize the list of page sizes.
If you switch to another folder in the tree view, the page size is preserved.
If you leave and then restart the Business Content window, the page size is
reset to the default page size of 25.
If you switch to another page and then change the page size, you start again
with the new page size on the initial page (page 1).
If you are, for example, on page 3 and switch to another folder and back
again, you start again on the refreshed initial page 1.
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24.2.2.4.2
Name
Date
Time
If you select one or more columns that cannot be sorted, you receive the message
Sorting workspace documents by selected column is not supported!
Note: Sorting resets the pagination.
Example: If you change to page 3 of a certain sorting and then change the sorting once
more, you will jump back to the initial page 1.
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24.2.2.4.3
24.2.2.5
Refreshing folder structure - Every time you switch between items in the tree
view, the respective document list is refreshed from Content Server.
Creating new sub folder - Within a folder, the sub folder structure is only
refreshed fully if you have created a new sub folder. After refreshing, the tree
view shows the updated sub folder list sorted in alphabetical order.
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Create a folder
You can create a folder only in the tree view, therefore it is another folder or a
Content Server item that has been configured as a container.
a.
In the tree view, right-click the item to which you want to add a folder and
click Add folder.
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b.
2.
In the Content Server Add: Folder dialog box, fill all required fields. For
more information, see the Content Server online help.
3.
In the tree view, right-click the folder to which you want to add a
document. Click Add Document.
In the Content Server dialog Add: Document, fill in the required fields.
These steps follow standard Content Server procedures. They may vary
according to your systems settings.
In the tree view, select the target folder where you want to upload the files
to.
Drag the files from your local file system to the upload area at the bottom
of the Business Content window.
Drag&Drop
Users can upload a document into a business workspace in the
Business Content window by Drag&Drop. To use this function, users
need the S_GUI authorization object with ACTVT=60.
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When you upload a file which exist already at this location with the same
name in the business workspace, the file is uploaded as a new version of this
file.
Right-click the item that you want to move, either in the tree view or in the
document list.
b.
From the context menu, select Move To or Copy To and select a business
object type.
c.
In the following dialog, enter the key of the target business workspace and
click
Continue.
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d.
2.
Copy a folder or document from and to a local folder or Tempo Box folder
You can copy documents and folders by dragging them. You have the following
options:
From one local folder to another local folder or Tempo Box folder
To copy to a local folder, drag the document to a folder in the Local Files node.
3.
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Double-click the document in the document list or select Open from the
document context menu.
The document opens in the application configured for its document type and
format.
4.
Open a shortcut
Note: Except for Delete, any action of the Content Server Functions menu
is performed not on the shortcut itself but on the original document.
However, when you Move or Copy a shortcut item, only the shortcut will
be moved and copied, not the original document.
Double-click the shortcut item or click Open in its context menu.
5.
Shortcut to a folder: the target folder opens in an SAP dialog box that
displays the Content Server dialog.
Edit a document
To be able to edit a document, you need the necessary permissions in Content
Server and the document must not be reserved by another user.
a.
b.
6.
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7.
Search documents
You can search documents in the business workspace.
a.
In the tree view, select the Business Workspace node to search the whole
business workspace. If you want to search in a specific folder, select this
folder.
b.
c.
In the search result list, you have the following options which are standard
SAP functions:
Start seach.
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24.2.2.6
Prerequisites
Before using the full text search, ensure that you meet the following prerequisites:
Customizing full text search in Content Server - In Content Server, you must
have customized and enabled the full text search as described in the Content
Server documentation.
2.
In the Functions menu of the Enterprise Search Manager, click Properties >
Regions.
3.
In the list of regions, select the Displayable check box for each of the
following regions:
OTName
OTMIMEType
OTModifyTime
OTModifyDate
OTReserved
OTSubTypeName
OTObject
Note: In Content Server 10.5, the search engine drops certain regions by
default, for example, time regions. Therefore, regions like OTModifyTime
must be re-enabled. You must customize the
config/LLFieldDefinitions.txt configuration file deleting or
commenting out the related DROP lines.
For OTModifyTime, proceed as follows:
1. Open config/LLFieldDefinitions.txt for edit.
2. Replace the line
DROP OTModifyTime
with
TEXT OTModifyTime
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to
REMOVE OTModifyTime
2. Restart the Content Server service. Also restart the search processes
under <processes_prefix> Data Flow Manager.
3. In config/LLFieldDefinitions.txt, change the line
REMOVE OTModifyTime
to
TEXT OTModifyTime
4. Restart the Content Server service. Also restart the search processes
under <processes_prefix> Data Flow Manager.
After the first documents are indexed with this setting, the field is expected
to be available in the Properties Regions of the Enterprise Search Manager.
For more information, see also chapter 4.3 in OpenText Content Server
Advanced Indexing and Searching Guide (https://knowledge.opentext.com/
knowledge/piroot/llessrc/v100500/llessrc-ggd/en/html/_manual.htm).
Maintaining Logical Destination for ELIB settings - You must ensure that the
value for the Logical Destination in the Enterprise Library Server Settings for
your business workspace customizing contains the connection to the relevant
Content Server instance to enable the full text search in the business workspace.
For more information, see Logical Destination in Enterprise Library Server
settings on page 316 and Creating a Logical Destination in Enterprise Library
Settings on page 325.
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1.
2.
In the tree view, click the Business Workspace item. Select the container item in
which you want to perform your search.
Starting from the selected item, the search will be also be conducted in all its
sub-items.
3.
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4.
The document hit list is replaced by the search result hit list. The list header
displays the search term and the name of the item in which the search was
conducted.
To perform actions on the result list items - right-click your search result
item and open the context menu. You can perform the same actions as
described for the items of the document hit list.
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24.2.3
To get more results - if there are more results available than the result list
can display due to the default height of the ALV grid, the More Results
button appears in the tool bar.
Click More Results to get more search results. The next search results are
appended to the current results in the list.
To return to the document hit list - click Back to Browsing to return to the
document hit list.
24.2.3.1
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To create a new store table, run the SE11 transaction. In Database table, enter a
name for the new store table and click Create.
2.
3.
Besides your new ArchiveLink attributes, the store table must contain five
standard fields. You must create five Key fields with the following Field
names and Data elements:
You must define a Data element for each field. Additionally, you can add
other technical parameters.
You can create one or more store tables to include different attributes,
respectively.
You can use an attribute in more than one context. However, an attribute
must be unique for a context. If two tables hold the same attribute, they
cannot be customized for the same context.
To customize ArchiveLink attributes, run the spro transaction and click SAP
Reference IMG. Expand OpenText Archiving and Document Access for SAP
Solutions > ArchiveLink PLUS. Run the ArchiveLink Attributes activity.
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4.
Create a new context key consisting of business object type + document type + store
table.
Click New Entries and add the following entries:
ObjectType
Enter a business object type. You have the following options:
You can use the Search help to enter an exact name for your object type.
Doc. type
Enter a document type. You have the following options:
You can use the Search help to enter an exact name for your document
type.
Table Name
Enter the name of the store table that you want to assign to the context.
Note the following:
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You can enter the same store table for more than one context.
For one context, you can enter * either for the object type or the document
type but not for both at the same time.
A partial masking of entries is not possible. For example, you cannot enter a
value like BK*.
You can delete a context key only after you have also deleted all entries for
this context in the corresponding store table.
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24.2.3.1.1
Special file properties - are predefined properties coming from the file system.
Currently three properties are supported: File name, File Size and File Path.
2.
Run the SPRO transaction and access the SAP Reference IMG. Navigate to
Open Text Archiving and Document Access for SAP Solutions > ArchiveLink
PLUS and run the Define external attribute mapping activity.
3.
Click New Entries to create a new property mapping. Add the following
entries:
Table Name Enter the name of the store table that contains the
ArchiveLink attribute that you want to map. Press F4 or click
to get a
value help.
Field Name Enter the store table field name of the AL attribute that you
want to map. Press F4 or click
to select a possible field name.
Ex.a.type Enter the attribute type of your external attribute. Use the dropdown list to select the attribute type.
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4.
Conversion Exit if necessary, enter a conversion exit that you want to use
to convert the propertys data format to the one used by the SAP system.
You can use the default conversion exit /OTX/AL_CONV_EXT_ATTR_DEF as
template to develop your own function module.
Click
Important
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Ensure that MS Office is installed on the client computer that you use to
upload and store documents.
Do not use the key fields in the ArchiveLink store table for mapping.
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24.2.3.2
Besides the standard attachment list functions, you have the following options:
Preview
In the document list, select a document to display in the thumbnail preview. A
preview is available for all document formats that are supported by OpenText
Imaging Web Viewer, for example JPG, FAX, PDF, TIF and TXT.
Add document
You can upload a document to the archive store in your SAP system. In doing so
you can add attributes to your document, if you have performed the attribute
customizing. For more information, see Customizing additional ArchiveLink
attributes on page 354.
To add a document:
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1.
Click
2.
In Browse Document, enter the path to the document you want to upload.
You have the following options:
3.
Browse the document in your system and press ENTER after the path
has been inserted in the box.
Drag the document file from your desktop to the Or Drop Document
Here button. The document path is entered in the Browse Document
box.
Select a Document Type from the list. You have the following options:
If you select a document type for which you have customized attributes,
the Document Attributes dialog box displaying the customized
attributes opens.
Enter values for your attributes and click
OK.
After you have filled in attributes for one document, they display in the
document list.
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Click
You can add attributes only if one single matching document has been found.
When more than one document could be matched to the same business object,
you will get an info message and all found documents will be added to the
list without attributes.
You can add attributes only if the selected document type has been
customized accordingly previously before as part of a context key.
When the matching procedure finds no document, the bar code is stored with
the document type following the standard matching procedure of the Late
archiving scenario. You cannot add any attributes and no document link
appears in the list.
1.
Click
2.
3.
4.
5.
Click
OK.
If a match occurs, the new document link appears in the list. If no match or
more than one match occurs, you receive a corresponding message.
Edit attributes
Note that you can edit only attributes of documents that have been customized
accordingly.
You can do the following:
To edit attributes:
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1.
Click
2.
Delete
You can delete document links from the list and the document itself from the
archive store. When you delete the document link, the attributes assigned to this
link are automatically removed from the store table. After deleting, the document
list rebuilds. Note that you can delete only documents that are not declared as
records.
To delete documents:
1.
2.
Delete.
You receive a message, when the attributes have been removed from the
store table.
Records Management
The Business Content dialog supports OpenText Records Management. Before
you can use it in the Business Content dialog, you have to enable Records
Management for a context consisting of business object type and document type by
customizing a declaration ID in IMG > OpenText ECMLink for SAP Solutions >
Maintain Enterprise Library Servers Settings> Assign Declaration ID to Object
Type and Document Type. For details, see section 6.10 SAP: Assigning a
declaration ID to a business object and document type in OpenText ECMLink for
SAP Solutions - Customizing Guide (ERLK-CGD). In the Business Content dialog,
Records Management is only available if at least one configuration for Records
Management exists for your particular business object.
Declare as Record and the
View Records Details
In this case, the
buttons appear in the toolbar. Furthermore, the Records Management Status
symbol column is added to the document list. Documents that show a status
symbol in the Status column have been declared as records.
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The archived documents of your business object are checked against Records
Management. If a document is already declared as record, it shows a status
symbol in the Status column. If the document has no record declaration, the
Status column shows no status symbol. In this case, or if you add a document to
the list, you can declare it as a record if the document has a document type that
has been customized for Records Management.
You have the following options:
24.2.4
To view record details, select a document that shows a status symbol in the
Status column and click
View Records Details. You can also use the
corresponding entry in the context menu. For details, see section 4.6.1
Declaring records in OpenText ECMLink for SAP Solutions - User Guide
(ERLK-UGD).
Search the attachment by browsing the whole Content Server structure to the
single item and attach it.
Search the attachment using the simple search: A predefined search form filters
the list of possible attachments. You can add more than one attachment in one
step.
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In the Business Content window, select the Business Attachments item in the
tree view.
2.
Browse the Content Server structure to find the item that you want to
attach.
Select the item and click
Continue.
The new business attachment is now listed in the Business Content
window.
3.
Click
Create Business Attachment > Create Business Attachment using
Search.
In the following window, select the required search form and add your
search criteria.
From the result list, select the item or items that you want to add as
business attachments. Then click Add Business Attachment.
The business attachment is added to the business workspace.
364
4.
Click
5.
Drag the document to a folder in the Local Files node to download it to this
folder.
6.
Click
to remove the business attachment. This does not delete the document
in Content Server.
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24.2.5
In the Business Content window, select the Notes item in the tree view.
2.
Click
3.
In the following window, enter the title and the text of the note and click
Continue
4.
Add Note.
Continue.
Click
Click
Click
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24.2.6
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The Tempo Box folder is displayed automatically when OpenText Tempo Box is
installed on the local computer.
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2.
a.
In the tree view, click Local Files > Tempo Box. You see the content of your
local Tempo Box folder.
b.
c.
Right-click a document to see the functions that are available: You can open
and edit the file, find it on the local file system, or delete it. You can also
refresh the view.
3.
a.
b.
In the following dialog, select a folder or a network share and click OK.
c.
Optional In the SAP GUI Security dialog, select an option. To use the local
folder without interruption, select Always allow. For more information,
ask your system manager.
d.
e.
To update the view, right-click the folder or file and select Refresh.
Copy a folder or document from and to a local folder or Tempo Box folder
You can copy documents and folders by dragging them. You have the following
options:
From one local folder to another local folder or Tempo Box folder
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To copy to a local folder, drag the document to a folder in the Local Files node.
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Part 5
SAP application log
Chapter 25
/IXOS/DL_G sub-object for GOS scenario; see Archiving using the generic object
/IXOS/DL_F sub-object for File Upload scenario; see Archiving using the
DesktopLink transaction J8AM on page 262.
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25.1.1
no_authority
not_found
user_cancel
error_ole_connection
internal_error
problem_creating_link_entry
problem_creating_work_item
document_locked
end
lars_hostname
lars_missing_port
lars_missing_service
lars_version_not_maintained
lars_customizing_missing
lars_rendition_error
lars_system_failure
lars_communication_error
lars_error
= 1
= 2
= 3
= 4
= 5
= 6
= 7
= 8
= 9
= 10
= 11
= 12
= 13
= 14
= 15
= 16
= 17
= 18
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For details to work with the SAP application log, see section 2.1.5 Analyzing the
application log in OpenText ECMLink for SAP Solutions - Administration Guide
(ERLK-AGD).
For errors coming from the Content Server Search API, the details also show the
content of the web page returned from the Content Server.
Of these sub-objects, only /OTX/CORE and /OTX/DYN_UI are currently in use, because
in this stage of implementation all authorization related issue can be read from
transaction SU53.
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For errors coming from the OpenText Rendition Server, see also the server's logs.
/IXOS/AX_COLLECT Collect
/IXOS/AX_CONNECTOR Connector
/IXOS/AX_TRANSFER Transfer
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26.2. Prerequisites
Description
OXECMO
OXECMB
OXECMC
OXECMN
ODOCF
ODOCW
ODOCO
OARCF
OARCW
OARCO
SXECMO
SDOCF
SDOCW
SARCF
SARCW
26.2 Prerequisites
To use the Extended ECM for SAP Solutions license measurement, you must do the
following:
1. On the SAP system, create roles for each license type that you need with the
authorization object and appropriate license type, and assign them to the users.
2. On Content Server, assign the appropriate license type to the users of Extended
ECM for SAP Solutions. For example, a users that rarely needs to work with
business workspaces needs a different license than users that daily work with
business workspaces.
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26.3.1
Authorization objects
S_TCODE
JOBACTION, JOBGROUP
enabled to your requirement
S_GUI
ACTVT = 61
to enable generic ALV functions for /
otx/license
S_USER_GRP
ACTVT = 03
CLASS = *
to fully use transaction /otx/license
and its function (see also documentation
for transaction USMM)
S_APPL_LOG
ACTVT = 03, 06
ALG_OBJECT = /OTX/CL
ALG_SUBOBJ
= /OTX/CL, /OTX/CL_RM
to enable the user to read the application
log
S_BDS_DS
ACTVT = 03
CLASSNAME = DEVC_STXD_BITMAP
CLASSTYPE = OT
to allow access to images inside the PDF
output of the license report
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User type
Authorization objects
S_RFC
ACTVT = 16
RFC_NAME = CL_TRANS, RM_LIC_RFC
RFC_TYPE = FUGR
to allow this user to call the RFC enabled
functions of these function groups
S_ICF
ICF_FIELD = DEST
ICF_VALUE = <value of field
user who runs a license measurement needs a business role with the following
authorization objects:
To set up a user for measurement:
26.3.2
1.
2.
Create a role for a user who runs license measurement according to the
information given in the table above.
3.
On the systems which are called via RFC, create a role for communication users
who are called via RFC from a central license measurement system.
Writing status, warning and error messages to application log object SLG1.
If validation issues have been found, this shows as a warning message in the log
of each function. You then must check the more detailed license report in
transaction /otx/license.
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The function modules call a central method of the OpenText license evaluation to
calculate the license counts.
380
App.
Version
Name of
Function
Application module
name
PeriodType Call?
1140
SAP
Archiving
by
OpenText
/OTX/
CL_GLAS_
ARCHIVIN
G
No period
assigned
true
1144
SAP
Document
Access by
OpenText
/OTX/
No period
CL_GLAS_ assigned
DOCUMEN
T_ACCESS
true
1154
SAP Ext.
Enterprise
Content
Mgmt by
OT
/OTX/
No period
RM_LIC_G assigned
LAS_XECM
true
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Measurement
1140
1141
1144
1145
1154
OT: User
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With Content Server 10 and ECMLink module 10.0.5, you can also utilize the
ECMLink REST services and retrieve XML data as file with the help of thirdparty REST client browser apps.
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1.
2.
3.
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Note: If there are conflicting license assignments for a user, because one of
his groups has a different type, the most comprehensive license type is
counted.
To grant usage privileges for licensing:
Only users with the Access Business Workspaces privilege can access business
workspaces. Each time a user with this privilege accesses a business workspace is
counted for the license measurement.
1.
2.
Edit the restrictions for the usage privilege ECMLink Operation > Access
Business Workspaces (Mandatory for Licensing) according to your license
model. Mismatches between granted privileges and license type assignment are
displayed in the report.
The SAP client on which you run the license dashboard is the only system
that is being measured.
The Content Server instance that is being measured is customized in the IMG
activity OpenText ECMLink for SAP Solutions > Infrastructure > Maintain
Enterprise Library Server Settings. You can select a Content Server if more
than one is configured.
Expert Mode
Use the expert mode for an system measurement of more than one SAP client
and possibly more Content Server installations.
You can use expert mode to include Content Servers that are connected to a
remote SAP system.
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26.5.1
2.
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OpenText Products Sold by SAP Than Have Been Licensed: Select if you
licensed OpenText Employee File Management (EFM) or OpenText Travel
Receipts Management for SAP Solutions (TRM). When you selected an option,
DocuLink projects that are recognized as EFM or TRM projects are ignored
when validating access permissions to DocuLink. In any case, TRM or EFM
DocuLink projects are listed in the license report.
Note: These licensed OpenText products must be maintained on each
remote SAP system that you include in your measurement.
Save your settings.
4.
Click Start License Measurement and confirm the creation of the background
job.
The Status section informs you about the status of the measurement. Click
Refresh to update the status. If the measurement was performed without errors,
click Display Latest License Report to view the report.
For more information, see Understanding the consolidated measurement
results on page 391.
26.5.2
Direct transfer through RFC connection. The remote system must be available
during the measurement.
Export an XML file from the remote SAP system and import to the license
measurement cockpit inbox. Use this option if the remote system is not available
during measurement. You can either create and export file manually on the
remote system, save it to a disc, and then upload it to the measuring system. Or
your can retrieve the export file via the RFC connection. In both cases, you must
make sure that the age of the retrieved license data does not exceed the
maximum age that you set for license data.
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2.
3.
b.
4.
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Manual file transfer: The remote system must be in the list of active systems.
An export file must be prepared on the remote system. It must be exported
and it must be available on a disk or file system.
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c.
7.
b.
c.
Click Display Latest License Report to open the latest report in PDF
format.
Note: This is not necessarily a report of the most recent measurement
if this ended with errors. It is the report of the last measurement that
ended without errors.
Open the Status and Results tab to view a consolidated measurement
grouped by license type. For more information, see License types
on page 377. You can print the table, save, export or send it .
Open the Consolidated Users tab to view a consolidated list of users from
all systems. For more information, see Understanding the consolidated
measurement results on page 391.
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2.
3.
Select the system, for which you want to create the export file.
4.
5.
6.
Export to File
The export file is created and uploaded to the inbox of the License Measurement
Cockpit. A message box informs you about it.
7.
After the import, select a directory to save the export file to.
If you exported measurement data from a Content Server, two files are saved:
First a file of file type CL with the Content Server license, and immediately after
that a file of file type CU with user information.
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Compressed list
On the Consolidated Users tab, you see the Compressed User List of
Consolidation. Users from the measured systems are grouped to unique ID's and
properties. Duplicate users were identified by matching login names. Partition
suffixes of Content Server logins are ignored so that they match the SAP user IDs.
Example: User login on the SAP system is PETER, and user login on Content Server is
peter@partition. Both logins are consolidated into one count.
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Aside from detailed information about the measured system and the user, this list
also contains license type information and the number of days in which the user has
used functions of Archiving, Document Access or ECMLink. This information is
relevant for users with a license type for occasional users. If this number exceeds 50,
an issue is displayed.
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26.8.1
Description
CL
Important
As the consolidation merges data of duplicate users, it may be that in some
cases issues that were seen in the single source systems disappear. In other
cases, it may be that new issues are raised.
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Example: Content Server user hmueller@ECM has no license type assigned and issue
XECM_NO_LICENSE was indicated.
SAP user hmueller has license type SXECMF xECM Full User sold by SAP and issue CL was
found.
After consolidation, both user entries were identified to belong to the same person. The
resulting license type of this unique user is SXECMF. Therefore the issue XECM_NO_LICENSE
is no longer valid, which means that issue CA_XECM will not be raised for that unique ID. But
issue CL persists and is indicated as the inconsistency between seller models could still be a
source of error.
26.8.2
In addition, the program checks for access permissions of the user based on other
authorization objects:
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if the user is allowed to access a product but the maintained license type is not
sufficient.
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ARCH
OpenText Archiving or
SAP Archiving by OpenText
DACC
XECM
XECMALL
XECMOARCF
XECMOARCW
J_6NLC_TYP is counted. At the same time, the access log entries not older than the
current date -1 year are cross checked in table /OTX/CL_T_ACCESS.
If the count of entries for a user login in a client is greater than 50, and the license
type is classified as a type for occasional usage, this causes a validation issue of type
CO.
Table 26-4: CO: Users with occasional license used the product on more than
50 days per year
ID
Description
OARCO
OARCW
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ID
Description
SARCW
Description
CL
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26.8.3
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Glossary
You can find a short description of the individual OpenText components in Overview of the
components involved on page 25.
Action Definition
A description of the various processing types for an Activity, e.g. different types
of communication media or processing method or Smart Form to be used.
Action Profile
A definition of how Activities are to be processed for business objects. The action
profiles are linked to an activity type. The profile may contain several action
definitions.
Action
A scheduled activity in a business process whose start and execution is controlled
by the Post Processing Framework (PPF).
Administration server
The server that is responsible for administrating the OpenText Archive and
Storage Services. Starts the DocumentServices tools when requested by the
Administration client.
Archive Content repositories
Storage system to store data and documents permanently
Archive Modes
The archive mode defines the various scenarios for the Scan-Client (e.g.Late
archiving with bar codes, Assign then store, Storing for subsequent
entry) and is defined via the Livelink ECM Archive Administration.
ArchiveForm
A form required for storing Exchange objects (e.g. e-mails) interactively on the
OpenText Email Archiving for Microsoft Exchange.
ArchiveLink monitor
A general tool to monitor the current operation of ArchiveLink. This allows you
to monitor all components (spool, queues, batch processing etc.) involved in
storage from one central point of view. All steps, especially errors, are logged.
Failed storage jobs can be restarted.
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Glossary
ArchiveLink
An interface between the SAP system and the archive system. Using ArchiveLink,
mostly static and finished documents are stored (as opposed to the KPro
infrastructure).
Attributes
Attributes are additional information for a document which can originate from
various applications, e.g. Word or DocuLink. These attributes or file properties
can be set automatically (e.g. file name, author) or defined by the user. Attributes
can be used for identifying, classifying and indexing the file.
Business object
The highest object in the SAP object hierarchy to describe business processes, e.g.
business partners (BP).
COLD
Computer Output to Laser Disk - automatically created document lists that are
stored on an optical storage medium.
Communication protocol
The communication protocol defines how the particular document classes are
processed in the SAP application. A protocol is assigned to an archive (content
repository, archive). This ensures that all documents of a document class held in
the same archive (content repository) are handled in the same way.
The protocol also defined which application the end-user may use to scan, as well
as which application will be started via OLE. This setting applies for all archives
that use the protocol.
Content Management documents
Dynamic documents that are still being processed, with additional information
such as versioning and processing status.
Converter
A special print driver that converts the file to PDF- or TIFF format first, and then
stores it (IXOS PDF Converter SAP or IXOS TIFF Converter SAP)
Default settings
A group of document types. Presettings are maintained during customizing. For
each document type, the transaction user responsible for the work item is defined
and the archiving scenario to be used is specified.
DesktopScan
A Windows Viewer functionality to scan individual documents.
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Glossary
DocTools
Programs that perform individual, elementary actions with documents in the
Document Pipeline.
Document class
The technical document format. The document class determines the program
used to recall and display the document. Windows Viewer and SAP applications
recognize and handle archived documents according to their document class.
Document Service
The core of the archive system. It consists of the read component (RC), which
supplies archived documents, and the write component (WC) which archives
documents.
Document type Document type
Classification for documents using characteristic features and the corresponding
organizational processes.
Drag&Relate
A function that allows you to execute transactions across system borders by
linking data from one application with data from other applications.
Exchange directory
The directory that is used to exchange documents to be archived or supplied
between the SAP application and the archive server.
Expert Service Center
The IXOS Expert Service Center (ESC) contains up-to-date information that is
continually updated by IXOS employees, e.g. technical information, FAQs, the
most recent release information and much more.
Forms
In the SAP system, outgoing documents are normally printed in standard forms,
in order to preserve legible, attractive pages into which graphical elements such
as company logos can be integrated. This means that the standard forms are filled
with data generated by the SAP reports.
General task
General tasks and workflows can be performed or started by any user.
Generic object services (GOS)
Functions that are not application-specific and can generally be used for any
business object, e.g. creating or displaying documents.
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Glossary
GOS
See Generic object services (GOS).
HTTP
The HyperText Transfer Protocol (HTTP) replaced the RFC method and controls
communication between the archive system and the SAP system in newer
versions.
Incoming documents
Documents that are imported to the SAP system from other applications, e.g. emails, faxes, MS Office documents.
Indexing
Definition of storage conditions, e.g. the archive to which the document is to be
stored, by selecting the scenario, default settings and document type for the
document to be stored.
Initial customizing
Initial customizing consists of basic settings for SAP ArchiveLink, which must
be implemented once for each SAP system.
KPro (Knowledge Provider)
KPro is an infrastructure that provides, among other things, document storage
services (e.g. Content Management Service). Thus, Content Management
documents in particular can be stored without losing additional information such
as versioning or processing status.
Link tables
Contain the links between the archived documents and the business objects.
Livelink ECM Archive Administration (= Archive Administration)
An administration tool for setting up servers, archives, devices, hard disk buffers,
jobs, archive modes and users.
Logical archive
The storage area on the archive server in which documents can be stored. May
consist of one or more pools.
Migration
Transferring documents from one storage system to another, e.g. from an R/3 data
base to an OpenText Archive and Storage Services.
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Multi-document type
A multi-document type combines a number of document types.
Object type object type
The object type describes an SAP application business object specific to each SAP
module. It describes the structure of the records, including the key fields of the
different tables. The BKPF object type, for example, defines the document
number, company code and fiscal year key fields. In addition, the object type
specifies how the object is processed. Processing is defined by methods, which are
determined for each object type. These methods contain operations that can be
applied to each object. Object types are set up in the SAP application standard
and do not need to be defined in terms of ArchiveLink customizing.
ODMA (Open Document Management API)
An interface used to import documents from Windows applications into an SAP
system.
OpenText Archive and Storage Services (= Archive and Storage Services)
The server where the DocumentService and the archive data base is installed.
OpenText Document Pipeline Info (= Document Pipeline Info)
A graphical user interface to monitor the OpenText Document Pipeline.
OpenText Document Pipeline
A mechanism that manages document processing with a very high security level
until the documents are handed over to the Document Service.
OSS notes
OSS notes are provided by SAP and contain post-release changes or corrections
for already released versions of SAP products. When you encounter SAP-specific
problems or false behavior in SAP programs, especially after or during a new
installation of product components, check the SAP homepage for necessary OSS
notes.
Outgoing documents
All documents that were created in the SAP system itself, e.g. invoices, order
confirmations etc.
Output determination
After a test to see if the application data fulfills specific conditions, one or more
messages are retrieved which can then be processed (e.g. sent electronically). This
method is used, for example, for outgoing documents. (In CRM systems this was
replaced by PPF.)
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SecKeys
The SecKey ensures that the URL cannot be modified after it was created by the
SAP system. Thus, access to the document is secure and access control is
managed by the SAP system. The document contents are not protected by the
SecKey.
Smart Form
A Smart Form defines the layout of an (outgoing) document.
SSL (Secure Socket Layer)
A standard for secure communication between the client and server via HTTP.
Standard task
An individual job step to be used in workflow definitions. In standard tasks you
can execute business object methods.
Start condition
The start condition is tested (within the PPF) before the activity is executed. The
activity is only executed if the start condition is fulfilled.
Transaction type
A transaction type controls the processing of a particular business occurrence and
is assigned to one business object only.
TWIPS
A measurement unit for the offset of a document to a form. 1 TWIPS is about
0.0176mm, 1440 TWIPS = 1 inch.
Work item
An individual workflow step.
Workflow
A sequence of steps (work items) which are processed either by persons or
automatically by the system.
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