OpenText ECMLink For SAP Solutions 10.0.0 - Scenario Guide English (ERX100000-ACS-EN-1)

OpenText ECMLink for SAP Solutions
Scenario Guide
This guide describes scenarios for OpenText ECMLink for SAP

Solutions.
ERX100000-ACS-EN-1
OpenText ECMLink for SAP Solutions
Scenario Guide
ERX100000-ACS-EN-1
Rev.: 2011-Sept-28
This documentation has been created for software version 10.0.
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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Table of Contents
PRE Introduction 7
i What is OpenText ECMLink for SAP Solutions ....................................... 7
ii About this document ................................................................................ 7
ii.i Target readership..................................................................................... 7
ii.ii Documentation conventions..................................................................... 7
iii Contact information .................................................................................. 8
Part 1 Basic concept 11
1 Introduction ............................................................................. 13
2 Business workspaces ............................................................. 15
2.1 What does a workspace look like?......................................................... 15
2.2 About case and binder workspaces ....................................................... 17
2.3 What can workspaces be used for?....................................................... 17
2.4 How can workspaces be created? ......................................................... 18
2.5 Workspace types.................................................................................... 20
3 ArchiveLink documents and print lists.................................. 23

4 Business references ............................................................... 25
5 Records Management ............................................................. 29
Part 2 Business Scenarios 31
6 Introduction ............................................................................. 33
7 Enterprise asset management................................................ 35
7.1 Description ............................................................................................. 35
7.2 Use cases .............................................................................................. 38
ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions iii

Table of Contents
7.2.1 Use case “Mark-Up As-Built Plans 38
7.2.2 Use case “New Functional Location 39
7.2.3 Use case “Equipment Failure Analysis 39

7.3 Overview ................................................................................................ 41
Part 3 Technical scenarios and relevant customizing 43
8 Defining the scenario and relevant customizing ...................45

9 Using workspaces ...................................................................47
9.1 Enabling manual workspace creation .................................................... 48
9.2 Enabling automatic workspace creation ................................................ 50
9.3 Adding object types to declaration in SAP IMG ..................................... 51
9.4 Defining SAP business object declaration on Content Server............... 53
9.5 Setting up Content Server structure....................................................... 54
9.6 Defining business object declaration and mapping in SAP IMG ........... 55
9.7 Maintaining receiver module events for workspaces ............................. 56
10 Working with ArchiveLink documents and print lists ...........61

10.1 Enabling Records Management scenarios ............................................ 61
10.1.1 Enabling Records Management for ArchiveLink documents................. 61
10.1.2 Enabling Records Management for print lists (ERP 6.0 only) ............... 62
10.2 Shared Documents scenario.................................................................. 63
10.2.1 Enabling ArchiveLink documents in Shared Documents scenario ........ 63
10.2.2 Enabling print lists in Shared Documents scenario (ERP 6.0 only)....... 65
10.3 Implementing business property provider (optional).............................. 66
10.4 Setting up Content Server structure for ArchiveLink documents and
print lists ................................................................................................. 66
10.4.1 Creating additional Content Server categories (optional) ...................... 66
10.5 Maintaining receiver modules for automatic declaration (SAP R/3
Enterprise 4.70 or SAP ECC 5.0 only)................................................... 68
10.6 Maintaining receiver modules for automatic declaration of print lists
(optional, SAP ERP 6.0 only)................................................................. 71
10.7 Maintaining receiver modules for CHANGED events (optional) ............ 74
11 Using business references .....................................................77

11.1 Enabling manual business reference creation....................................... 78
11.2 Enabling automatic business reference creation ................................... 80
11.3 Adding object types to declaration in SAP IMG ..................................... 81
11.4 Configuring business reference object type........................................... 82
11.5 Setting up Content Server structure....................................................... 83
iv OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

Table of Contents
11.6 Defining SAP business object declaration on Content Server............... 84

11.7 Defining business object declaration and mapping in SAP IMG ........... 85
11.8 Maintaining receiver module events for business references................ 86
12 User interfaces for workspaces and business references ... 89

12.1 Generic Object Services (SAP GUI) ...................................................... 89
12.2 Transaction Integration (SAP GUI) ........................................................ 90
12.3 DocuLink integration .............................................................................. 91
12.4 SAP CRM Web Client UI integration...................................................... 91
12.5 SAP CRM Interaction Center Web Client UI integration........................ 95
Part 4 User Management, Permissions and Auditing 103
13 User Management and Authentication................................. 105

13.1 Supported scenarios ............................................................................ 105
13.1.1 Synchronized user management scenario .......................................... 105
13.1.2 Non-synchronized user management scenario ................................... 108
13.2 Creating and configuring resources for Directory Services ................. 110
13.3 Creating a user partition in Directory Services .................................... 112
13.3.1 Creating a synchronized user partition connected to an identity
provider ................................................................................................ 112
13.3.2 Creating a non-synchronized user partition ......................................... 112
13.4 Exporting the SAP certificate for the SAP authentication handler ....... 113
13.5 Creating an SAP authentication handler in Content Server ................ 116
14 Permissions in regards to workspaces and business

references .............................................................................. 119
14.1 Defining general restrictions on Content Server .................................. 120
14.2 Defining item level permissions on Content Server ............................. 121
14.2.1 Merging permissions ............................................................................ 121
14.2.2 Defining specific restrictions based on generated groups for
workspace folders ................................................................................ 122
14.2.2.1 Removing groups automatically........................................................... 124
14.3 Using SAP authorizations to restrict workspace access...................... 124
14.3.1 Enabling the use of business policies .................................................. 125
14.3.2 Policy updates according to user and role maintenance ..................... 127
14.3.3 Enabling automatic policy assignment for changed role assignments 127
14.3.3.1 Adding an entry in SWED transaction.................................................. 128
14.3.3.2 Maintaining change document events ................................................. 129
14.3.3.3 Adding a restriction to the AGR_USERS table .................................... 130
14.3.3.4 Linking the USER_CHANGED event to the function module .............. 131
14.3.4 Assigning policies manually on Content Server................................... 132
ERX100000-ACS-EN-1 Scenario Guide v

Table of Contents
15 Auditing ..................................................................................135
IDX Index 137
vi OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

Preface
Introduction
i What is OpenText ECMLink for SAP Solutions

OpenText ECMLink for SAP Solutions (ECMLink) is a Content Server module and
an SAP package used for customized content which provides seamless integration
of SAP business processes. ECMLink includes a complete set of enterprise content
management capabilities such as document and records management, archiving,
workflow and collaboration features.
ECMLink offers a hierarchy of workspaces, folders, and other types of containers in
which documents and other content objects can be stored, managed, and accessed.
The tight integration with SAP business processes makes these functionalities
available both in the Content Server and the SAP world.
In particular, there are different types of workspaces, such as Business Workspaces or
Binders; each workspace can in turn be related to an SAP business object. In
addition to the actual workspace content, metadata, both roles and workflows can
be included in a workspace to reflect the corresponding items in the SAP business
suite and to provide additional context information and functionality for the
workspace.
ii About this document

This guide describes some of the scenarios for ECMLink and gives related
information.
ii.i Target readership

This guide addresses consultants who set up OpenText ECMLink for SAP Solutions.
ii.ii Documentation conventions

User interface
This format is used for elements in the graphical user interface (GUI), such as
buttons, names of icons, menu items, and fields.
Filenames, commands, and sample data
This format is used for file names, paths, URLs, and commands at the command
prompt. It is also used for example data, text to be entered in text boxes, and
other literals.
ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions vii

Introduction
Note: If you copy command line examples from a PDF, be aware that PDFs
can contain hidden characters. OpenText recommends copying from the
HTML version of the document, if it is available.
KEY NAMES
Key names appear in ALL CAPS, for example:
Press CTRL+V.
<Variable name>
Angled brackets < > are used to denote a variable or placeholder. The user
replaces the brackets and the descriptive content with the appropriate value. For
example, <server_name> becomes serv01.
Internal cross-references
Click the cross-reference to go directly to the reference target in the current
document.
External cross-references
External cross-references are usually text references to other documents.
However, if a document is available in HTML format, for example, in the
Knowledge Center, external references may be active links to a specific section in
the referenced document.
Warnings, notes, and tips
Caution
Cautions help you avoid irreversible problems. Read this information
carefully and follow all instructions.
Important
Important notes help you avoid major problems.
Note: Notes provide additional information about a task.

Tip: Tips offer you quicker or easier ways of performing a task.
iii Contact information

OpenText Online (http://online.opentext.com/) is a single point of access for the
product information provided by OpenText. You can access the following support
sources through OpenText Online:
• Communities
• Knowledge Center
viii OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

Introduction
OpenText Online Communities

(http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnli
neCommunity) provide the following resources:
• Usage tips, help files, and best practices for customers and partners.
• Information on product releases.
• User groups and forums where you can ask questions of OpenText experts.
The OpenText Knowledge Center (https://knowledge.opentext.com) is OpenText's
corporate extranet and primary site for technical support. The Knowledge Center is
the official source for the following:
• Product downloads, patches, and documentation including Release Notes.
• Discussion forums, Online Communities, and the Knowledge Base.
• OpenText Developer Network (OTDN), which includes developer
documentation and programming samples for OpenText products.
If you need additional assistance, you can find OpenText Corporate Support
Contacts at http://support.opentext.com/.
ERX100000-ACS-EN-1 Scenario Guide ix

Part 1
Basic concept
Chapter 1
Introduction
OpenText ECMLink for SAP Solutions enable users of SAP systems and Content
Server to share and archive information:
• Business workspaces represent an SAP business object and are available in the
SAP system and on Content Server. For more information, see “Business
workspaces” on page 15.
• ArchiveLink integration enables you to integrate existing documents related to
an SAP business object in a business workspace. For more information, see
“ArchiveLink documents and print lists” on page 23.
• Business references relate items on Content Server to SAP business objects. For
more information, see “Business references” on page 25.
• Records Management ensures that content is under a formal program which
provides consistent control and lifecycle management rules. For more informa-
tion, see “Records Management” on page 29.
ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions 13

Chapter 2
Business workspaces
Business workspaces are an item type in Content Server, typically a folder structure.
They represent an SAP business object, provide the SAP data and related documents
as well as relationships to other SAP business objects. In addition, you can make use
of all Content Server features, for example categories and full text search.
Example 2-1: Business workspaces for customer data

Your basic customer data is maintained in your SAP system. This is for example the
address and the sales organization. For each customer, there is an SAP business
object of type KNA1. You want to provide additional documents for the customer, for
example agreements and presentations.
For this, you can create workspaces on Content Server for all SAP business objects of
type KNA1. The workspace is based on a specific template for this business object
type and may contain a folder structure and documents. All customer workspaces
are created in the Customers folder.
Figure 2-1: Business workspace for customer data
2.1 What does a workspace look like?

The creation of workspaces is based on templates. In the document template, you
define what the workspace contains, for example a folder structure. The folders may
contain documents for each business object and also other Content Server items
such as a task list.
You may also add Related Business Workspaces folders. These are used to display
workspaces for business objects that are related to the business object in question.
The relationship is defined in the SAP system.

Chapter 2 Business workspaces
Note: The relationships need to be created in SAP and transferred to Content

Server via the property provider, so additional coding is required to display
relationships. For more information about the property provider, see “Adding
object types to declaration in SAP IMG” on page 51.
Example:
In your SAP system, you have defined relationships between functional locations. In
the Functional Location document template, you can add a Related Business
Workspaces folder for functional locations on other levels and call it Functional
Locations Level Below. Every created functional location workspace then contains a
Functional Locations Level Below folder with links to workspaces for the related
functional locations.
Figure 2-2: Business workspace for a functional location
Note: You may also define different templates for different types of the same
business object. To do so, you must define your own property provider. For
more information, see “Adding object types to declaration in SAP IMG” on
page 51.
While the template defines the folder structure and its contents, you define other
properties of the workspace in the business object declaration configuration on
Content Server. These are for example the following:
• Icon used for the workspace
• Additional information displayed in side bar widgets
Example: Every created functional location workspace contains folders with
links to the related functional locations. You can display these in a side bar
widget.
Relevant Customizing
• Defining a document template. For more information, see section 19 "Defining
Templates" in OpenText ECMLink for SAP Solutions - Administration Guide (ERLK-
AGD).
16 OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

2.2 About case and binder workspaces
• Defining the business object declaration on Content Server. For more

information, see section 15 "Editing Configuration of Business Object" in
OpenText ECMLink for SAP Solutions - Administration Guide (ERLK-AGD).
2.2 About case and binder workspaces

In addition to business workspaces, Extended ECM for SAP Solutions offers case
workspaces and binder workspaces for the OpenText Case Management framework.
Binders or cases have their own overview pages, which give the user a summary of
the business context and the content. This includes the most important business
metadata, the involved roles, and the filing structure.
Binder workspace
Binders are used for static business objects related to a case; each binder can store
as many cases as required. Different case types can also be stored in the same
binder.
A binder workspace is a binder that is linked to an SAP business object.
Case workspace
A case represents a dynamic object that has a clear beginning and end. Cases
typically have phases and represents processes or procedures such as a customer
project, a customer inquiry, vendor audit or a sales transaction.
Cases, just like binders, can be connected to an SAP business object. Case
workspaces are cases that are connected to an SAP business object or will be
linked later. Case workspaces also include the case work items, the active follow
ups, and the workflows of the case. All cases of a defined type have a lifecycle
that is defined by the phases, which may have tasks assigned to them.
If a binder or case is not linked to an SAP business object, it will only provide the
standard functionality of Content Server without the additional functionality made
available by Extended ECM for SAP Solutions.
Note: For more information about working with binders and cases, see
OpenText Case Management Framework - Installation and Administration Guide
(LLESCSB-IGD).
2.3 What can workspaces be used for?

You can use workspaces for the following:
Sharing and handing over documents

• Provide standard documents for an SAP business object outside SAP.
• Hand over new documents, for example an equipment failure analysis for a
pump.
• Share ArchiveLink documents that are already available without moving them.
ERX100000-ACS-EN-1 Scenario Guide 17

Making SAP data available outside SAP

• Make data of SAP business objects available to members of a project that are not
SAP users.
• Start a project for an SAP business object. The project is conducted outside SAP.
2.4 How can workspaces be created?

Workspaces can be created automatically by the system, or manually by a user.
Automatic creation is relevant if you want to represent each business object of a
certain type is represented by a workspace.
Example 2-2: Automatic workspace creation for customer data

You want to create workspaces for all customers, i.e. all business objects of type
KNA1. You can configure the system to create a workspace whenever a new customer
is created in the SAP system.
Manual creation can be started either on the Content Server (early or late workspace
creation) or from the SAP system (late workspace creation).
Figure 2-3: Manual creation on Content Server (early or late)
Figure 2-4: Manual creation in SAP GUI (late)

2.4 How can workspaces be created?
Figure 2-5: Manual creation in SAP CRM Web Client GUI (late)
Figure 2-6: Manual creation in SAP CRM Interaction Center Web Client GUI
(late)
Early creation on Content Server

Early creation on Content Server is relevant when the business object does not yet
exist in the SAP system. The user can later link the manually created workspace to a
business object.
Example 2-3: Early manual creation of a workspace for a new functional

location
An engineer plans a new functional location and wants to store related documents
before the business object for the functional location is created in the SAP system.
The engineer manually creates the workspace based on the functional location

template. When the business object is available in the SAP system, on Content
Server the engineer links the workspace to the business object. For this, the user can
make use of a search help.
Late creation in SAP system or on Content Server

Late creation in the SAP system or on Content Server is relevant, when a business
object is created in the SAP system and no automatic workspace creation is
configured for this type of business object. The user might want to create a
workspace for this business object because there is a project concerning this business
object.
Example 2-4: Late creation of a workspace for an equipment failure analysis

A pump of a clarification plant is often out of order. The plant operator requests an
equipment failure analysis for this pump. To make the data of this pump available
to the reliability engineer, he manually creates a workspace for the pump.
2.5 Workspace types

The following table shows supported features of the different workspace types:

2.5 Workspace types

Chapter 3
ArchiveLink documents and print lists
ArchiveLink is a standard SAP component that enables the user to provide
documents for an SAP business object. The documents are stored in an archive and
linked to an SAP business object. Extended ECM for SAP Solutions enables you to
integrate these existing documents in a business workspace for the SAP business
object. In addition or alternatively, you can set the archived documents under
Records Management.
Print lists are generated by reports in the SAP system. They can be archived using
the standard ArchiveLink functionality. The documents are stored in an archive and
linked to an SAP business object.

Chapter 4
Business references
Business references are links from items on Content Server, for example documents
or folders to an SAP business object. The user can display the business reference
both on Content Server and in an SAP user interface, for example in SAP GUI and in
the SAP CRM Web Client UI. Typically, the business reference is used to hand over
a single document and make it available in the transaction that is used to display a
single SAP business object. For example, you can use business references to hand
over results of an equipment failure analysis. For this, you can also configure the
automatic creation of business references.
Users can create a business reference manually, or the system can create a business
reference automatically. Automatic creation is triggered, when the user assigns a
certain attribute value to a document.
Example: An account executive prepares a contract. After the contract is approved,
it is marked as final. This triggers that the business reference is created and that
the contract can be accessed from the SAP system.
Users can create a business reference manually on Content Server, in the SAP
system, in the SAP CRM Web GUI and in the SAP CRM Interaction Center Web UI.
Figure 4-1: Manual creation on Content Server

Chapter 4 Business references
Figure 4-2: Manual creation in SAP GUI
Figure 4-3: Manual creation in SAP CRM Web Client UI

Figure 4-4: Manual creation in SAP CRM Interaction Center Web Client UI

Chapter 5
Records Management
Records Management ensures that content is under a formal program which
provides consistent control and lifecycle management rules. This includes
capabilities to define content retention policies in addition to formalizing the
procedures to classify (ensuring appropriate meta-data), retain, destroy and/or
archive content in Extended ECM for SAP Solutions.
As you add documents to the Extended ECM for SAP Solutions repository, the
object and its content can be classified and managed as a record, based on metadata,
retention schedule, vital record status, etc. In addition, administrators can set up the
metadata fields desired for population during record declaration. This can be
accomplished through categories and attributes. Categories and attributes are
additional metadata that are applied based on the specific business needs and
processes.
Extended ECM for SAP Solutions allows you to declare an SAP ArchiveLink
document and print lists as records that are under control of Records Management.
The declaration can be performed automatically during document creation or
interactively by an application user. In addition, the declaration procedure can be
performed in batch mode by an administrator.
For more details on declaring records in OpenText DocuLink for SAP Solutions see
OpenText DocuLink for SAP Solutions - User Guide (DC-UGD).

Part 2
Business Scenarios
Chapter 6
Introduction
The following chapter describes business examples that make use of Extended ECM
for SAP Solutions features.

Chapter 7
Enterprise asset management
7.1 Description
Enterprise asset management and plant maintenance are characterized by complex
relationships between different business objects like equipments, materials and
vendors. The core focus of this scenario are functional locations, equipments and
maintenance objects of a clarification plant.
The following table lists the example users for this scenario:
Name Role Main Tasks

Connie Harris Plant Operator • Operating and
monitoring the plant
• Creating work orders
• Mainly works in SAP
GUI
Quentin Miller Maintenance Technician • Doing the maintenance
work in the plant
• Making notes and taking
photos
• Mainly works in SAP
GUI

Chapter 7 Enterprise asset management
Name Role Main Tasks

Tony Blake Reliability Engineer • Conducting analysis
work, for example failure
analysis
• Mainly works in SAP Ex-
tended ECM Web User
Interface
Jeff Bentham Operations Manager • Responsible for
operations (plant
management)
• Approving important
change documents
In SAP Plant Maintenance, there is the following structure:
Figure 7-1: Functional locations and equipments in SAP system
Extended ECM for SAP Solutions provides a document workspace for each
technical object in SAP Plant Maintenance (for example functional locations,
equipments). The workspace is always in-sync with the SAP PM structure.

7.1 Description
Also in SAP GUI, users can access the workspace. They can access all documents
and have the following options that are provided by Content Server:
• Access all documents in SAP GUI.
• Add, reserve and edit documents
• Create folders
• Add follow-ups
• See all document properties

7.2 Use cases

7.2.1 Use case “Mark-Up As-Built Plans”
Mark-up as-built plans
1. The technician Quentin Miller receives a notification to update the as-built
documentation because there were changes in a pump installation.
2. Quentin looks up the documentation provided by SAP Extended ECM in the
SAP PM application. For this, he uses DocuLink.
3. Quentin prints the circuit drawing and documents the changes on site with
some hand-written notes.
4. Quentin adds a new minor version to the documentation in SAP that include his
hand-written notes and photos.
Used functionality
• Automatic workspace creation
• Integration in DocuLink
• Access to workspace from SAP GUI
• Restrict access to workspaces using permissions
Used functionality Relevant customizing Documentation

Automatic workspace crea- Enable automatic work- “Enabling automatic work-
tion space creation for the rele- space creation” on page 50
vant business objects for
Plant, Functional
Location, Equipment
Integration in DocuLink Create a DocuLink view for “DocuLink integration” on

the relevant business objects page 91
Plant, Functional
Location, Equipment
Access to workspace from Enable access to workspaces “Generic Object Services

SAP GUI within the SAP GUI via Ge- (SAP GUI)” on page 89
neric Object Services (GOS).
Restrict access to work- Define permissions for “Permissions in regards to
spaces using permissions workspace access. workspaces and business
references” on page 119

7.2 Use cases
7.2.2 Use case “New Functional Location”

Creating a new functional location workspace
1. Engineer Tony Blake creates a workspace for a new functional location; the SAP
PM structure is not yet in place.
The new workspace is created based on templates provided by Extended ECM.
2. Documents can easily be added to the workspace via Web UI; Tony can use the
document template capability to add standard document types.
3. Tony can connect the workspace to SAP PM once the plant operator Connie
Harris has updated the Functional Location hierarchy in SAP PM.
Used functionality
• Early creation of workspaces
• Access to workspace from Content Server Web UI

Early manual workspace Enable early manual work- “Enabling manual work-
creation space creation for the rele- space creation” on page 48
Plant, Functional
Location, Equipment
Access to workspace from

Content Server Web UI
7.2.3 Use case “Equipment Failure Analysis”

Equipment failure analysis
1. Plant Operator Connie Harris notices an equipment failure of a pump in the
clarification plant.
2. Connie logs a maintenance notification in SAP PM. This automatically creates a
Maintenance Notification workspace in SAP Extended ECM.
3. Quentin Miller, the maintenance technician, receives the notification to inspect

the pump. He checks the pump and confirms that there is visible damage on the
pump and repair is necessary. He take some notes and photos and files them
into the Maintenance Notification workspace.

4. Plant operator Connie Harris informs the reliability engineer Tony Blake to
analyze the root cause of the failure and creates a corresponding work order in
SAP PM. A Failure Analysis workspace is automatically created.
5. Tony conducts a failure analysis and creates a final report with findings and
recommendations. The recommendation document ismarked as final and
attached as business reference to the equipment in SAP PM.
Used functionality
• Automatic creation of business workspaces
• Automatic creation of case workspaces
• Manual creation of business references
• Access to workspace from SAP GUI
• Access to workspace from Web UI
• Case Management Framework module
• Virtual Folders module

Automatic workspace crea- Enable automatic work- “Enabling automatic work-
tion space creation for the rele- space creation” on page 50
Maintenance Notifica-
tion, Functional Loca-
tion, Equipment, Material
Automatic business refer- Enable automatic business “Enabling automatic busi-

ence creation reference creation ness reference creation” on
page 80
Access to workspace from Enable access to workspaces “Generic Object Services
SAP GUI within the SAP GUI via Ge- (SAP GUI)” on page 89
neric Object Services (GOS).
Access to workspace with No additional configuration
OpenText Enterprise Con- for workspaces is necessary.
nect Prerequisite is that Open-
Text Enterprise Connect is
installed and set up.

7.3 Overview
7.3 Overview
The following table gives an overview of all customizing steps for the Enterprise
Asset Management use cases described here.
Customizing Documentation
Enable automatic workspace creation for “Enabling automatic workspace creation”
the relevant business objects for on page 50
Maintenance Notification, Functional
Location, Equipment, Material
Enable early workspace creation “Enabling manual workspace creation” on

page 48
Enable automatic business reference crea- “Enabling automatic business reference
tion creation” on page 80
Enable access to workspaces within the SAP “Generic Object Services (SAP GUI)” on
GUI via Generic Object Services (GOS) page 89
Create a DocuLink view for the relevant “DocuLink integration” on page 91
business objects Plant, Functional
Location, Equipment
Define permissions for workspace access. “Permissions in regards to workspaces and

business references” on page 119

Part 3
Technical scenarios and relevant customizing
Chapter 8
Defining the scenario and relevant customizing
Before defining your scenario and identifying relevant customizing steps, make
yourself familiar with the basic concepts of the solution. Also read OpenText
Extended ECM for SAP Solutions - Overview Guide (ERX-GGD) to get an overview
over the system landscape, relevant components and additional modules.
After that, read “Business Scenarios” on page 31 to learn about possible scenarios
and relevant customizing steps. Even if the example scenarios described there do
not match the scenario you want to enable, this helps you define use cases relevant
to your scenario and to get a deeper understanding of using Extended ECM for SAP
Solutions in a real-life scenario.
The following procedure gives you an idea which questions you should think about
before starting to customize your scenario.
To define your scenario:

1. Analyze your current processes and use cases and define where Extended ECM
for SAP Solutions can fit in:
• Are there documents that belong to certain SAP business objects?
• Which documents should be available to both SAP users and non-SAP
users?
• For which documents and processes would a collaboration structure like a
workspace make sense?
2. Identify SAP business object types for which you want to enable workspaces
and business references:
• Which SAP business object types are relevant?
• Do you want to create workspaces or business references for the relevant
business objects?
• How should the workspace or the business reference be created?
Automatically or manually? On Content Server , in SAP GUI or in the CRM
Web UI?
• How should the workspaces for the different SAP business object types be
structured, what should they contain?
3. Identify SAP business object types with ArchiveLink documents and print lists:
• Are there ArchiveLink documents and print lists you want to make available
for document sharing (ArchiveLink Shared Documents scenario).

Chapter 8 Defining the scenario and relevant customizing
• Do you want to set these documents and print lists under Records
Management?
4. Define the different user groups and their preferred interfaces:
• For which users is collaborating and sharing documents relevant?
• Which roles do the users have?
• Do the users work with SAP GUI?
• Do the users work with the SAP CRM Web UI or SAP CRM Interaction
Center Web UI?
• Do you already use DocuLink in your company?
• Are there users who prefer other user interfaces than SAP GUI?
• Do you want to provide a Windows Explorer and Microsoft Outlook
integration?
For more information about relevant options and necessary configuration, see
“User interfaces for workspaces and business references” on page 89.
5. Define an user and authorization concept:
• Should the same users (synchronized with Active Directory Services or
manually) be used to access the content both on Content Server or in SAP
GUI? Do you want to enable Single-Sign On?
For more information, see “User Management and Authentication” on
page 105..
• Do you want to use policies to restrict access to workspaces on Content
Server based on the relevant SAP authorizations?
For more information, see “Permissions in regards to workspaces and
business references” on page 119.

Chapter 9
Using workspaces
ECMLink enables you to represent SAP business objects as workspaces. There are
different types of workspaces. The most important type is a business workspace. It
represents a static business object such as a customer, vendor or product.
Figure 9-1: Business workspace on Content Server
Example 9-1: Business workspace

Pump of a clarification plant. The workspace contains the following:
• SAP business object data as attribute values
• Additional documents such as drawings, inspection reports
The workspace is used to hand over single documents, for example the inspection
report.
In addition to business workspaces, there are case workspaces and binder workspaces. A
case represents a dynamic object that has a clear beginning and end. Cases typically
have phases and represents processes or procedures such as a customer project, a

Chapter 9 Using workspaces
customer inquiry, vendor audit or a sales transaction. Binders are used for static
business objects related to a case.
9.1 Enabling manual workspace creation

Workspaces can be created manually by the user. The user can start workspace
creation on Content Server, from all customized user interfaces.
Users can create the workspace manually after the business object was created (late
creation in SAP, on Content Server, in SAP CRM Web UI, or in SAP CRM
Interaction Center Web UI), or before the business object was created (early creation
on Content Server).
Example 9-2: Early manual creation on Content Server

Engineer Tony Blake creates a workspace for a new functional location; the SAP PM
structure is not yet in place. The new workspace is created based on templates
provided by Extended ECM.
After the plant operator has updated the functional location hierarchy in SAP PM,
Tony can connect the workspace to the SAP PM business object.
Example 9-3: Late manual creation

A technician or plant operator requests a equipment failure analysis for a pump. To
make documents for the equipment failure analysis available for the engineer, the
plant operator manually creates a workspace for the pump.
Example 9-4: Late manual creation in SAP CRM Web UI

A call center agent receives a call from a business partner and displays the data for
this business partner in the SAP CRM Interaction Center Web Client UI. To be able
to add a document for this business partner, the call center agent creates a business
workspace and adds the document.
To enable manual workspace creation:

1. In the SAP system (IMG), create entries for every business object type for which
you want to create workspaces. For more information, see “Adding object types
to declaration in SAP IMG” on page 51. You define the details later on.
2. In the Content Server administration, define the SAP business object declaration
for workspaces. For more information, see “Defining SAP business object
declaration on Content Server” on page 53.

9.1 Enabling manual workspace creation
3. On Content Server, set up folders, categories, classifications and document

templates. For more information, see “Setting up Content Server structure” on
page 54.
4. In the SAP system (IMG), assign the defined Content Server folders, document
templates, categories and classifications to business object types. For more
information, see “Defining business object declaration and mapping in SAP
IMG” on page 55.
5. For automatic workspace update when SAP business objects are changed: In the
SAP system (IMG), maintain the receiver modules. For more information, see
“Maintaining receiver module events for workspaces” on page 56.
6. Optional: In the SAP system (IMG), define authorization mapping. For more
information, see “Using SAP authorizations to restrict workspace access” on
page 124.
7. Optional: In Content Server, define general access restrictions for workspaces.
For more information, see “Defining general restrictions on Content Server” on
page 120.
8. Enable the relevant user interfaces. For more information, see “User interfaces
for workspaces and business references” on page 89.
As a result of this configuration, the users will be able to create workspaces

manually.
Figure 9-2: Manual creation on Content Server (early or late)
Figure 9-3: Manual creation in SAP GUI (late)

Figure 9-4: Manual creation in SAP CRM Web Client GUI (late)
Figure 9-5: Manual creation in SAP CRM Interaction Center Web Client GUI
(late)
9.2 Enabling automatic workspace creation

There are the following ways to create and update workspaces automatically:
• On creation of new SAP business objects and when SAP business objects are
changed.
Example: When a new customer is created in the SAP system, you want to create
a workspace for it automatically.
• On demand when an ArchiveLink document should be stored in a workspace
but the workspace does not exist yet. For more information about other

9.3 Adding object types to declaration in SAP IMG
necessary steps for this scenario, see “Working with ArchiveLink documents and
print lists” on page 61.
Note: In addition, you can use the /OTX/RM_WSC_GEN report.
This method is typically used to create workspaces for existing SAP business
objects after installing and setting up Extended ECM for SAP Solutions.
Example: After the system is set up, you want to create business workspaces
for all existing customers in batch.
To enable automatic workspace creation:

1. In the SAP system (IMG), create entries for every object type for which you want
to create workspaces. For more information, see “Adding object types to
declaration in SAP IMG” on page 51. You define the details later on.
2. In the Content Server administration, define the configuration for workspaces.
For more information, see “Defining SAP business object declaration on Content
Server” on page 53.
3. In Content Server, set up folders, document templates, categories and
classifications. For more information, see “Setting up Content Server structure”
on page 54.
4. In the SAP system (IMG), assign the defined Content Server folders, document
templates, categories and classifications to business object types. For more
information, see “Defining business object declaration and mapping in SAP
IMG” on page 55.
5. For automatic workspace creation and update when SAP business objects are
created or changed: In the SAP system (IMG), maintain the receiver modules.
For more information, see “Maintaining receiver module events for
workspaces” on page 56.
6. Optional: In the SAP system (IMG), define authorization mapping. For more
page 124.
7. Optional: In the Content Server administration, define general access restrictions
for workspaces. For more information, see “Defining general restrictions on
Content Server” on page 120.

In the SAP IMG, you create an entry for each object type from which you want to
create workspaces. For this, you also need to define a property provider.
The property provider is a piece of ABAP code that retrieves the fields of the SAP
business objects. These fields can then be mapped to Content Server attributes. You

can derive the property provider from the base class

/OTX/RM_WSCI_CL_WSPROV_DEFAULT. For information on how to create a property
provider and for examples, refer to the SDK.
Note: If you do not plan to map SAP fields to Content Server attributes, you do
not need to write your own property provider. In this case, use the default
property provider /OTX/RM_WSCI_CL_WSPROV_DEFAULT.
1. Execute the SPRO transaction.

2. Click the SAP Reference IMG button.
3. Open the OpenText ECMLink for SAP Solutions section and navigate to the
Maintain Business Object Declarations activity.
4. Click the New Entries button.
5. Add an entry for each object type for which you want to define a declaration.
Only define the object type and the property provider (ABAP code that provides
the fields for mapping). If you do not have a property provider yet or do not

9.4 Defining SAP business object declaration on Content Server
need any, use the default property provider

/OTX/RM_WSCI_CL_WSPROV_DEFAULT.
You define the other details later on after having performed the necessary steps
on Content Server.
6. Click the (Save) button.
9.4 Defining SAP business object declaration on

Content Server
For each SAP business object for which a declaration was configured, you define a
business object declaration on Content Server.
To define the SAP Business Object Declaration:

1. On the Content Server Administration page, in the left panel, click SAP
ECMLink Administration.
2. On the SAP ECMLink Administration page, click the Configure SAP Business
Object Declarations link.
3. Add an item for each SAP business object for which you want to enable
workspace creation on Content Server. Only SAP business objects defined
according to “Adding object types to declaration in SAP IMG” on page 51 are
available in the drop down list.
4. In the Edit Configuration screen, in the SAP Business Object Declaration
section, define the following settings:
• Active: Select the Yes checkbox.
• Configuration Name: Enter the configuration name. This name is also used
as the Reference Type Name when you create the workspace template.
• Used for: Select the Workspaces check box to activate workspace creation.
5. In the SAP Business Object section, define the URL used for the business
workspace's function menu (Properties | General | Display). It triggers the
display of the corresponding SAP object using the HTTP protocol. For more
information, see section 15 "Editing Configuration of Business Object" in

6. In the Business Workspace section, define the following settings:

• Policies: Select to use policies generated from SAP profiles. For more
page 124. Per default the Enable use of policies checkbox is not selected.
• Icon: You can define the icon to be used for the workspace.
• Side Bar Widgets: You can define which widgets are displayed in the
sidebar of the workspace and configure them.
7. Save your changes.
For information about the options, see section 15 "Editing Configuration of Business
Object" in OpenText ECMLink for SAP Solutions - Administration Guide (ERLK-AGD).
9.5 Setting up Content Server structure

In Content Server, you define the basic structure. For information on how to proceed
in detail, refer to the Online Help of the application.
1. Define the folder structure in which the workspaces will be created.

Typically, you create folders for each object type, e.g. a Customers folder and an
Equipment folder.
2. Define categories. On the Content Server Administration page, in the left panel,
click System Administration. On the System Administration page, click the
Open the Categories Volume link. Create categories and add attributes to them.
The attributes will be mapped to the fields of the SAP business objects. Make
sure to add attributes for all fields of the object type which you want to
represent on Content Server.
Typically, you define a category for each SAP business object type, e.g.
Customer and Equipment.
Online Help Path: Retrieving information – Working With Categories and

Attributes
3. Define classifications. Obligatory for manual creation on Content Server and for
case and binder workspaces.
Typically, you define classifications for the different types within one SAP
business object type, e.g. different customer types (Customer A, Customer B) or
different equipment types (Customer Retail, Customer Utilities).
Online Help Path: Managing Documents and Records – Using Livelink
Classifications – Adding Classifications
4. Define document templates for workspaces. In the document template, you can
define categories which will be assigned to the business workspace in addition
to the categories used for metadata mapping.

9.6 Defining business object declaration and mapping in SAP IMG
You also define the folder structure. The folders may contain documents for
each business object and also other Content Server items such as a task list.
Typically, you define a document template at least for each reference type. You
may also define additional document templates, e.g. for subtypes such as
Equipment Pump).
For case workspaces and binder workspaces you also need the reference type
definition.
Application path: Document Templates Administration – Open the Content
Server Document Templates Volume
For more information, see section 19 "Defining Templates" in OpenText
ECMLink for SAP Solutions - Administration Guide (ERLK-AGD)..
5. Make a note of the IDs of the target folders, categories, classifications and
document templates. You will need the IDs when you configure the business
object declaration in SAP IMG.
The ID is displayed as objID in the address bar of the browser:
https://...objID=XXXXX.
9.6 Defining business object declaration and

mapping in SAP IMG
You maintain SAP business object declarations and mapping in the SAP IMG. After
you have created entries for each related SAP business object and set up the Content
Server structure, you define the following:
To define business objects declaration and mapping:

4. Edit every relevant object type entry.
For workspace creation, the following settings are relevant:
Note: For more information about the fields, see section 6 "Maintaining
business object declarations in SAP IMG" in OpenText ECMLink for SAP
Solutions - Administration Guide (ERLK-AGD).
• Business object declaration
• Enterprise Library ID
• Properties provider: ABAP code that provides the fields for mapping

Note: The property provider is a piece of ABAP code that retrieves

the fields of the SAP business objects. These fields can then be
mapped to Content Server attributes. You need a properties
provider for each SAP business object you want to map.
You can derive the property provider from the base class
For information on how to create a property provider and for

examples, refer to the SDK.
• Search help to be provided for the workspace. Relevant for early and late
manual creation of workspaces on Content Server. This customizing
enables the user to make use of a search help when relating a workspace
created on Content Server to an SAP business object.
• Workspace settings
• Classification settings
• Activation: Only activated entries are available for configuration on
Content Server.
• Mapping of object type fields to Content Server attributes. Map all fields of
the object type which you want to display in Content Server. Make sure that
you also map all attributes required for authorization, e.g. the sales
organization.
• Additional search help settings.
• Authorization mapping. For more information, see “Using SAP
authorizations to restrict workspace access” on page 124
For details on how to configure business object declaration, refer to section 6

"Maintaining business object declarations in SAP IMG" in OpenText ECMLink for
SAP Solutions - Administration Guide (ERLK-AGD).
9.7 Maintaining receiver module events for

workspaces
To enable automatic creation and update of workspaces, you need to maintain the
receiver module events. You define entries for every relevant business object event
and link them to the /OTX/RM_WSC_UPD or /OTX/RM_WSC_UPD_EXISTING function
module.
There are SAP business object that do not have the CREATE and CHANGE events that
are required to use the /OTX/RM_WSC_UPD and /OTX/RM_WSC_UPD_EXISTING
function modules. In this case, you can use the /OTX/RM_WSC_UPD_SUPERTYPE
function module. For more information about the required additional steps, see

9.7 Maintaining receiver module events for workspaces
section 7.1 "Enabling automatic creation and updates when events are missing" in
You link the following events:
• For automatic creation
Create entries for every CREATE and CHANGED event. The names depend on the
object type.
• For update of manually created workspaces
Create entries for every CHANGED event. The names depend on the object type.
To maintain the receiver module events for workspaces:

Maintain Receiver Module Events activity.
Define the following:
• Object Category: BOR Object Type
• Object Type: Name of the object type, e.g. EQUI.
• Event: Event of the SAP Business Object, e.g. CHANGED, CREATED,
ASSETTOBECREATED. The names of the relevant events depend on the SAP
Business Object.
• Receiver Type: Enter a name that identifies this entry.
• Receiver Call: Function Module
• Receiver Function Module: /OTX/RM_WSC_UPD,
/OTX/RM_WSC_UPD_EXISTING or /OTX/RM_WSC_UPD_SUPERTYPE. For more
information about the required additional steps when using
/OTX/RM_WSC_UPD_SUPERTYPE , see section 7.1 "Enabling automatic creation
and updates when events are missing" in OpenText ECMLink for SAP
Solutions - Administration Guide (ERLK-AGD).

Table 9-1: Receiver modules and events
Receiver module Event

For creation and update of /OTX/RM_WSC_UPD Every relevant event,
business workspaces. for example CHANGED,
This function module updates an CREATED,
existing workspace with the ASSETTOBECREATED
CHANGED event. With a CREATED
event and all other events, the
function module either updates
the workspace or creates a new
workspace if it does not exisit yet.
For update of existing /OTX/RM_WSC_UPD_EXISTING Every relevant event,
business workspaces. for example CHANGED.
This function module updates an
already existing workspace with
any event. It does not create any
workspace.
For business workspaces /OTX/RM_WSC_UPD_SUPERTYPE CREATED, CHANGED
when the business object
does not have the relevant
events. For more informa-
tion, see section 7.1 "Ena-
bling automatic creation
and updates when events
are missing" in OpenText
ECMLink for SAP Solutions
- Administration Guide
(ERLK-AGD).
• Destination of Receiver: Set this field to NONE for SAP R/3 Enterprise 4.70 or
SAP ECC 5.0 (ERP 2004), leave this field empty for SAP ERP 6.0
• Event delivery: Select Using LUW Buffer (Synchoronous). For SAP SP 15
and higher, this value might not be available, see also SAP Note 1114662. In
this case, select Using tRFC (Default) and set the Destination of Receiver
field to NONE.

9.7 Maintaining receiver module events for workspaces

6. Repeat the procedure for every relevant object type.

Chapter 10
Working with ArchiveLink documents and print lists
With ECMLink it is possible to make ArchiveLink documents and print lists
available on Content Server. There are two major scenarios:
• Records Management. For more information, see “Enabling Records
Management scenarios” on page 61.
• Shared Documents. For more information, see “Shared Documents scenario” on
page 63.
Both scenarios can be used in combination.
10.1 Enabling Records Management scenarios

With the Records Management scenario, documents and print lists are stored in the
Content Server application volume and set under Records Management
responsibility by assigning an RM Classification.
You can combine this scenario with the Shared Documents scenario. For more
information, see “Shared Documents scenario” on page 63.
10.1.1 Enabling Records Management for ArchiveLink

documents
You can set ArchiveLink documents under Records Management. The Archive Link
documents are assigned an RM classification.
To enable Records Management for ArchiveLink documents:

1. In the SAP system, define a business property provider. For more information,
see “Implementing business property provider (optional)” on page 66.
2. On Content Server, set up categories and classifications. For more information,
see “Setting up Content Server structure for ArchiveLink documents and print
lists” on page 66.
3. In the SAP system (IMG), define a declaration to the defined Content Server
location, categories and classifications. For more information, see section 5.2
"Maintaining Enterprise Library document declarations" in OpenText ECMLink
for SAP Solutions - Administration Guide (ERLK-AGD).
For the Document Location setting, select Constant and leave the field empty.
In this case, the Enterprise Library Services application folder becomes the root
folder and the documents are not accessible for users.

Chapter 10 Working with ArchiveLink documents and print lists
Note: If you want to combine the Records Management scenario with the
Shared Documents scenario, select a document location that is accessible
for users. For more information, see “Enabling ArchiveLink documents in
Shared Documents scenario” on page 63..
For the Records Management settings, specify an existing RM classification and
all additional fields as required.
4. In the SAP system (IMG), assign a declaration ID to the document type and SAP
object type. For more information, see section 5.3 "Assigning a declaration ID to
object and document type" in OpenText ECMLink for SAP Solutions -
Administration Guide (ERLK-AGD).
Select the Automatic check box if any new ArchiveLink entry matching the
given object type and document type should be declared automatically as
record.
5. For automatic document declaration when documents are created:
For SAP R/3 Enterprise 4.70 or SAP ECC 5.0 (ERP 2004) only: In the SAP system
(IMG), maintain the receiver module events. For more information, see
“Maintaining receiver modules for automatic declaration (SAP R/3 Enterprise
4.70 or SAP ECC 5.0 only)” on page 68.
For ERP 6.0: Automatic creation is enabled in the previous step. For more
information, see section 5.3 "Assigning a declaration ID to object and document
type" in OpenText ECMLink for SAP Solutions - Administration Guide (ERLK-
AGD).
6. In the SAP system (IMG), maintain the receiver modules to make sure that the
documents are updated automatically. For more information, see “Maintaining
receiver modules for CHANGED events (optional)” on page 74
10.1.2 Enabling Records Management for print lists (ERP 6.0

only)
Print lists are the result of report runs in the SAP system.
You can set print lists under Records Management. The print lists are assigned an
RM classification.
To enable Records Management for print lists:

1. In the SAP system, define a business property provider. For more information,
see “Implementing business property provider (optional)” on page 66.
2. On Content Server, set up categories and classifications. For more information,
see “Setting up Content Server structure for ArchiveLink documents and print
lists” on page 66.

10.2 Shared Documents scenario

For the Document Location setting, select Constant and leave the field empty.
In this case, the Enterprise Library Services application folder becomes the root
folder and the documents are not accessible for users.
Note: If you want to combine the Records Management scenario with the
Shared Documents scenario, select a document location that is accessible
for users. For more information, see “Enabling print lists in Shared
Documents scenario (ERP 6.0 only)” on page 65.
For the Records Management settings, specify an existing RM classification and
all additional fields as required.
Select the Automatic check box if any new print list entry matching the given
object type and document type should be declared as record automatically.
5. For automatic declaration when print lists are created: In the SAP system (IMG),
maintain the receiver modules events. For more information, see “Maintaining
receiver modules for automatic declaration of print lists (optional, SAP ERP 6.0
only)” on page 71.
print lists are updated automatically. For more information, see “Maintaining
receiver modules for CHANGED events (optional)” on page 74.

In the Shared Document Scenario documents are made available at a defined
Content Server location, a folder or a business workspace. User access to the
documents is enabled within the Extended ECM for SAP Solutions User Interface.
Note: If you plan to make documents and print lists available in business
workspaces, you also need to perform all steps described in “Using
workspaces” on page 47 before you perform the steps described in this chapter.
You can combine this scenario with the Records Management scenario.
10.2.1 Enabling ArchiveLink documents in Shared Documents

scenario
ArchiveLink documents are stored in an archive and linked to an SAP business
object. Extended ECM for SAP Solutions enables you to integrate these existing
documents in a business workspace for the SAP business object.

To enable ArchiveLink documents:

1. In the SAP system, define a property provider. For more information, see
“Implementing business property provider (optional)” on page 66
2. On Content Server, set up categories and optionally also classifications. For
more information, see “Setting up Content Server structure for ArchiveLink
documents and print lists” on page 66.
For the Document Location setting, select any of the options. If you select
Constant do not leave the field empty as the documents will than not be
accessible. If you select Workspace, also perform the settings required for the
Workspace scenario. For more information, see “Using workspaces” on page 47.
For the Records Management settings it is not necessary to specify a
classification entry if pure Shared Documents scenario is used. If a combined
scenario with the Records Management scenario is intended specify an existing
RM classification and all additional fields as required.
Select the Automatic check box if any new ArchiveLink entry matching the
given object type and document type should be declared automatically as
record.
5. For automatic document declaration when documents are created:
For SAP R/3 Enterprise 4.70 or SAP ECC 5.0 (ERP 2004) only: In the SAP system
(IMG), maintain the receiver modules events. For more information, see
“Maintaining receiver modules for automatic declaration (SAP R/3 Enterprise
4.70 or SAP ECC 5.0 only)” on page 68.
For ERP 6.0: Automatic creation is enabled in the previous step. For more
information, see section 5.3 "Assigning a declaration ID to object and document
type" in OpenText ECMLink for SAP Solutions - Administration Guide (ERLK-
AGD).
documents are updated automatically. For more information, see “Maintaining
receiver modules for CHANGED events (optional)” on page 74

10.2.2 Enabling print lists in Shared Documents scenario (ERP

6.0 only)
Print lists are generated by reports in the SAP system. They can be archived using
the standard ArchiveLink functionality. The print list are stored in an archive and
linked to an SAP business object. Extended ECM for SAP Solutions enables you to
integrate these printlists in a business workspace for the SAP business object.
To enable print lists:

1. In the SAP system, define a property provider. For more information, see
“Implementing business property provider (optional)” on page 66
2. On Content Server, set up categories and optionally also classifications. For
more information, see “Setting up Content Server structure for ArchiveLink
documents and print lists” on page 66.
For the Document Location setting, select any of the options. If you select
Constant do not leave the field empty as the documents will than not be
accessible. If you select Workspace, also perform the settings required for the
Workspace scenario. For more information, see “Using workspaces” on page 47.
For the Records Management settings it is not necessary to specify a
classification entry if pure Shared Documents scenario is used. If a combined
scenario with Records Management is intended specify an existing RM
classification and all additional fields as required.
Select the Automatic check box if any new print list entry matching the given
object type and document type should be declared as record automatically.
5. For automatic declaration when print lists are created: In the SAP system (IMG),
maintain the receiver modules events. For more information, see “Maintaining
receiver modules for automatic declaration of print lists (optional, SAP ERP 6.0
only)” on page 71.
print lists are updated automatically. For more information, see “Maintaining
receiver modules for CHANGED events (optional)” on page 74.

10.3 Implementing business property provider

(optional)
This step is required if you want to enhance the basic metadata with more business
properties. ECMLink ships with the following default business property provider
classes:
For records:
• /OTX/RM_CL_PP_ALINK
This provider class allows to store records with all the ArchiveLink properties
like Document ID, Business Object Type, etc.
• /OTX/RM_CL_PP_PRINTLIST
This provider class allows to store print lists.
To enhance the basic metadata you have to derive a new class from the default
business property provider classes. All the elements needed for this implementation
are collected in the package interface of the package /OTX/RM.
Note: This interface may change with the next version of ECMLink. Be aware
that possible upgrade tasks will not be covered by ECMLink.
10.4 Setting up Content Server structure for

ArchiveLink documents and print lists
In Content Server, you define the basic structure. For information on how to proceed
in detail, refer to the Online Help of the application.
1. Define categories. For more information, see “Creating additional Content

Server categories (optional)” on page 66.
2. Define classifications. Obligatory for Records Management.
Online Help Path: Managing Documents and Records – Administering
Classifications
If you already created an RM classification according to section 5.5 "Creating
RM classification (optional)" in OpenText ECMLink for SAP Solutions - Installation
Guide (ERLK-IGD), you can omitt this step here.
10.4.1 Creating additional Content Server categories (optional)

This step is required if you want to declare records using your own property
provider. For more information, see “Implementing business property provider
(optional)” on page 66.
Note: For workspaces you have to create additional categories manually.

10.4 Setting up Content Server structure for ArchiveLink documents and print lists
Alternatively or in addition to the method described below, you can create

categories manually. You can add them as additional categories in the Maintain
Enterprise Library Document Declaration activity and fill the attributes with an
appropriate property provider.
To define categories manually, on the Content Server Administration page, in the
left panel, click System Administration. On the System Administration page, click
the Open the Categories Volume link. Create categories and add attributes to them.
Attributes
To create a Content Server category (for records only):

1. Click the Create Enterprise Library Item Type activity in the IMG.
The Create a new Enterprise Library Services item type dialog opens.
2. Create a new Enterprise Library item type for each property provider that
should be used. Specify the following parameters:
Property Provider
Choose one of the business property providers available in the value list.
Enterprise Library ID
Choose one of the configured IDs.
New Enterprise Lib. Item Type
Enter a name that features at least one dot to define a namespace.
New Item Type Description
Enter a description that states the purpose of the type.
3. Click the (Execute) button
A success message is displayed.
Note: If an error message “Cannot form valid challenge” is displayed,
check that the SAP authentication handler created in OTDS uses the correct
CER file.

To create additional categories from the newly created item type:

1. Go to the Content Server Administration page and select the Enterprise
Library Administration | Open the Enterprise Library Types Volumes entry.
2. Browse to the folder named like the item type you just created and open it.
3. Copy the contained category file to a different location within the Enterprise
Workspace. If required, you can change the category name.
Caution
Do not delete the original category file under Open the Enterprise
Library Types Volumes.
Note: Note the location of the copied category file. You will need this
information to configure new declarations with the SPRO transaction in SAP.
10.5 Maintaining receiver modules for automatic

declaration (SAP R/3 Enterprise 4.70 or SAP ECC
5.0 only)
This step is required if you want to declare any new ArchiveLink entry
automatically as record.
You must activate the creation of the ASSIGNED event. After activation, a receiver
module must be linked to the ASSIGNED event for every BOR Object Type where
ArchiveLink entries should be declared automatically.
Caution
Do not perform this step in SAP ERP 6.0; this step is only required for SAP
R/3 Enterprise 4.70 or SAP ECC 5.0 (ERP 2004).
Note: The SAP Workflow System must be set up and running correctly for
events to be created (SWU3 transaction). For more information, see the SAP
documentation for details.
To activate the creation of the ASSIGNED event:

1. Click the Activate Receiver Module Events activity in the IMG.
The ArchiveLink: Basic Settings dialog opens.

10.5 Maintaining receiver modules for automatic declaration (SAP R/3 Enterprise 4.70 or SAP ECC 5.0 only)
2. Select the Generate Event <Object Type>.ASSIGNED option.

To link the receiver module to the ASSIGNED event of the Object Type:
Note: The following procedure must be repeated for every BOR Object Type for
which ArchiveLink entries should be declared automatically.
1. Click the Maintain Receiver Module Events activity in the IMG.

2. Specify the following parameters:

Object Category
BOR Object Type
Object Type
Select the object type were ArchiveLink entries should be declared
automatically.
Event
ASSIGNED
Receiver Type
Arbitrary
Receiver Call
Function module
Receiver Function Module
/OTX/RM_CRT_RECORD_VIA_EVENT
Destination of Receiver
NONE
Leave all other settings as in the example above.

10.6 Maintaining receiver modules for automatic declaration of print lists (optional, SAP ERP 6.0 only)
Note: In the Assign Declaration ID to Object Type and Document Type

activity, select the Automatic checkbox if any new ArchiveLink entry matching
the given object type and document type should be declared automatically as
record. For more information, see section 5.3 "Assigning a declaration ID to
10.6 Maintaining receiver modules for automatic

declaration of print lists (optional, SAP ERP 6.0
only)
This step is required if you want to set up a scenario where print lists that are
archived should be declared automatically as records documents.
You must activate the creation of the PRINTLIST.CREATED event. After activation, a
receiver module must be linked to the CREATED event of the PRINTLIST Object Type.
Caution
ECMLink supports print lists only in SAP ERP 6.0
documentation.
To activate the creation of the CREATED event:

1. Click the Activate Receiver Module Events activity in the IMG.
The ArchiveLink: Basic Settings dialog opens.

2. Select the Trigger Event PRINTLIST.CREATED option.

To link the receiver module to the CREATED event:

1. Click the Maintain Receiver Module Events activity in the IMG.

10.6 Maintaining receiver modules for automatic declaration of print lists (optional, SAP ERP 6.0 only)
2. Specify the following parameters:

Object Category
BOR Object Type
Object Type
PRINTLIST
Event
CREATED
Receiver Type
Arbitrary
Receiver Call
Function module
/OTX/RM_CRT_RECORD_PRINTLIST
Leave this field empty for SAP ERP 6.0.

Note: In the Assign Declaration ID to Object Type and Document Type

activity, select the Automatic check box if any new print list entry matching the
given object type and document type should be declared as record
automatically.
For more information, see section 5.3 "Assigning a declaration ID to object and
document type" in OpenText ECMLink for SAP Solutions - Administration Guide
(ERLK-AGD).
10.7 Maintaining receiver modules for CHANGED

events (optional)
This step is required if you want to set up a scenario where a change of the metadata
in a business transaction should automatically update the metadata of the records
linked to this business object.
Example 10-1:
ArchiveLink documents linked to the finance business object BKPF are declared as
records. Some metadata like the reference number are stored at the record item type
during declaration. At a later stage, the reference number changes; this should
automatically update the reference number in the item type.
Depending on the SAP version used, the following screens might look different on
your system.

10.7 Maintaining receiver modules for CHANGED events (optional)
Figure 10-1: Example entry Event Type Linkages
Object Category
BOR Object Type
Object Type
Select the type that you want to update.
Event
Changed.
Receiver Type
Arbitrary.
Receiver Call
Function module.
Value may be either
/OTX/RM_UPD_RECORD_VIA_EVENT for a complete update (i.e. title, location,
metadata, classification, and security clearance) or
/OTX/RM_UPDMD_RECORD_VIA_EVENT for an update of the metadata only.

Set this field to NONE for SAP R/3 Enterprise 4.70 or SAP ECC 5.0 (ERP 2004),
leave this field empty for SAP ERP 6.0.
Notes:
• In some application areas, business events can be activated using SAP
Change Documents.
• The SAP Workflow System must be set up and running correctly for events
to be created (SWU3 transaction). For more information, see the SAP docu-
mentation.

Chapter 11
Using business references
Business references connect Content Server items, for example documents to SAP
business objects. Business references are displayed on the Business References tab
of an Content Server item.
Figure 11-1: Business references on Content Server
Business references can be created on Content Server either manually or

automatically.
In SAP GUI, business references are displayed in the Business References window.
The user can also create and delete business references.
Figure 11-2: Business references in SAP GUI
In the SAP CRM Web Client UI, business references can be displayed and created
manually.

Chapter 11 Using business references
Figure 11-3: Business references in SAP CRM Web Client UI
11.1 Enabling manual business reference creation

The following steps are necessary to enable manual business references:
1. In the SAP system (IMG), create entries for every SAP business object for which
you want to create business references. For more information, see “Adding
object types to declaration in SAP IMG” on page 81. You define the details later
on.
2. Optional: On Content Server, define categories and note their IDs. For more
information, see “Setting up Content Server structure” on page 83.
3. On Content Server, define which business reference object types are enabled.
For more information, see “Configuring business reference object type” on
page 82.
4. On Content Server, configure the SAP business object declaration. For more
information, see “Defining SAP business object declaration on Content Server”
on page 84.
5. In the SAP system (IMG), for the manual creation of business references, you
need to define a search help.
If you plan to display meta data as attributes on Content Server, you also map
fields of the SAP business object to category attributes.
Note: If you display meta data of a business reference as attributes on
Content Server, access to these attributes is not controlled by policies. If
you want to protect the data, you need to use Content Server permissions
or define general restrictions. For more information, see “Defining general
restrictions on Content Server” on page 120.

11.1 Enabling manual business reference creation
6. For automatic update of the attributes when SAP business objects are changed:
In the SAP system (IMG), maintain the receiver modules. For more information,
see “Maintaining receiver module events for business references” on page 86.
Figure 11-4: Manual creation on Content Server
Figure 11-5: Manual creation in SAP GUI

Figure 11-6: Manual creation in SAP CRM Web Client UI
Figure 11-7: Manual creation in SAP CRM Interaction Center Web Client UI
11.2 Enabling automatic business reference creation

The following steps are necessary to enable automatic business references:
1. In the SAP system (IMG), create entries for each object type for which you want
to create business references. For more information, see “Adding object types to
declaration in SAP IMG” on page 81. You define the details later on.
2. On Content Server, define categories and note their IDs. For more information,
see “Setting up Content Server structure” on page 83.

3. On Content Server, define which business reference object types are enabled.
For more information, see “Configuring business reference object type” on
page 82
4. On Content Server, define the SAP business object declaration. For more
information, see “Defining SAP business object declaration on Content Server”
on page 84. To enable automatic business reference creation, you must define a
trigger category attribute.
5. In the SAP system (IMG), if you plan to display attributes on Content Server,
map SAP business objects to categories and fields of the SAP business object to
category attributes.
you want to protect the data, you need to use Content Server permissions
or define general restrictions. For more information, see “Defining general
restrictions on Content Server” on page 120.
6. For automatic update of the attributes when business objects are changed: In the
SAP system (IMG), maintain the receiver modules. For more information, see
“Maintaining receiver module events for business references” on page 86.

In the SAP IMG, you create an entry for each object from which you want to create
business references. For this, you also need to define a property provider.
The property provider is a piece of ABAP code that retrieves the fields of the SAP
business objects. These fields can then be mapped to Content Server attributes. You
can derive the property provider from the base class
/OTX/RM_WSCI_CL_WSPROV_DEFAULT. For information on how to create a property
provider and for examples, refer to the SDK.
Note: If you do not plan to map SAP fields to Content Server attributes, you do
not need to write your own property provider. In this case, use the default
property provider /OTX/RM_WSCI_CL_WSPROV_DEFAULT.
To add objects types:


Only define the object type and the property provider (ABAP code that provides
the fields for mapping). If you do not have a property provider yet or do not
need any, use the default property provider
You define the other details later on after having performed the necessary steps
on Content Server.
5. Add an entry for each object type for which you want to define a declaration.
11.4 Configuring business reference object type

On Content Server, you configure which item types can be added to a business
object as business references (Administration – SAP ECMLink Administration –
Configure Business Reference Node Types). Typically, you would enable folders,
documents, workspaces and binders.

For more information, see section 12 "Configuring Business Reference Node Types"
in OpenText ECMLink for SAP Solutions - Administration Guide (ERLK-AGD).

You define categories and attributes for the following:
• To display meta data of a business object in the Content Server item. The meta
data is displayed after the business reference has been created.
Optional for automatic and manual creation of business references.
• To enable the automatic creation of business references, when the user selects a
defined attribute on the Categories page of a document.
Example: An account executive prepares a contract. After the contract is
approved, it is marked as final. This triggers that the business reference is
created and that the contract can be accessed from the SAP system.
Mandatory for automatic creation of business references.
• To define to which SAP business object the business reference is added
automatically.
Mandatory for automatic creation of business references.
To define categories:
1. Define categories. On the Content Server Administration page, in the left panel,
click System Administration. On the System Administration page, click the
Open the Categories Volume link. Create categories and add attributes to them.
The attributes will be mapped to the fields of the SAP business objects. Make
sure to add attributes for all fields of the SAP business objects which you want
to represent in the Content Server item.
Typically, you define a category for each object type for which you want to
display meta data.
If you want to trigger automatic business reference creation, you also need to
define the category and attribute that triggers the creation.
Attributes
2. Make a note of the IDs of the created categories. You will need the IDs when
you configure the business object declaration.
The ID is displayed as objID in the address bar of the browser:

11.6 Defining SAP business object declaration on

Content Server
For each SAP business object for which a declaration was configured, you define a
business object declaration on Content Server.
To define the business object declaration:

2. On the SAP ECMLink Administration page, click the Configure SAP Business
Object Declarations link.
3. Add an item for each SAP business object for which you want to enable business
reference creation. Only SAP business objects defined according to “Adding
object types to declaration in SAP IMG” on page 81 are available in the drop
down list.
4. In the Edit Configuration screen, in the SAP Business Object Declaration
section, define the following settings:
• Active: Select the Yes checkbox.
• Configuration Name: Enter the configuration name.
• Used for: Select the Business References check box to activate business
reference creation.
5. In the SAP Business Object section, define the URL. This URL triggers the
display of the corresponding business object in the corresponding SAP user
interface when the user clicks the Display entry of a business reference. For
more information, see section 15 "Editing Configuration of Business Object" in
6. In the Business Reference section, you can enable BAdIs for meta data mapping
and for callbacks before deleting and adding business references.
For automatic creation only: In the Automatic Business References section, you
define the categories and attributes which trigger automatic creation.
When the user goes to the Category page of the document and selects the
checkbox specified in the Attribute field, a business reference is created
automatically. Make sure that the name of the attribute makes it clear to the user
that the document is considered final and attached to the corresponding SAP
business object. For example, you could use Final as attribute name.

11.7 Defining business object declaration and mapping in SAP IMG
You also define from which key fields the business object key is retrieved. This
is relevant to the assignment to an business object in the SAP system.
7. Save your changes.
For information on how to proceed in detail, refer to section 14 "Configuring SAP

Business Object Declarations" in OpenText ECMLink for SAP Solutions -
11.7 Defining business object declaration and

mapping in SAP IMG
You maintain SAP business object declarations and mapping in the SAP IMG. If you
also want to display the metadata on Content Server (Activate Meta Data Mapping
for Business References option on Configure SAP Business Object Declaration
page), you also map SAP fields to Content Server attributes.
You create an entry for each attribute you want to map. If you also use workspaces,
you may already have defined the settings.
To define business objects declaration and mapping:

4. Add an entry for every relevant object type entry. If the same business object
type is already enabled for business workspaces, additional settings might not
be necessary.
For business reference creation, the following settings are relevant:
• Business object declaration
• Enterprise Library ID
• Properties provider: ABAP code that provides the fields for mapping.
Only relevant if you want to display attributes for a business reference.

Note: The property provider is a piece of ABAP code that retrieves

the fields of the SAP business objects. These fields can then be
mapped to Content Server attributes. You need a properties
provider for each SAP business object you want to map.
You can derive the property provider from the base class
For information on how to create a property provider and for

examples, refer to the SDK.
• Search help to be provided. Relevant for manual creation of business
references.
• Business Reference Name
• Activation: Only activated entries are available for configuration on
Content Server.
• Meta data mapping: Mapping of object type fields to Content Server
attributes. Only relevant if you want to display attributes for a business
reference.
you want to protect the data, you need to use Content Server
permissions or define general restrictions. For more information, see
“Defining general restrictions on Content Server” on page 120.
6. Repeat the procedure for every relevant object type.
For details on how to configure business object declaration, refer to section 6

"Maintaining business object declarations in SAP IMG" in OpenText ECMLink for
SAP Solutions - Administration Guide (ERLK-AGD).
11.8 Maintaining receiver module events for business

references
To enable automatic update of business reference attributes, you need to maintain
the receiver module events. You define entries for every business object for which
you want to enable the update of attributes and link them to the
/OTX/WSC_UPD_BUS_REFS function module.
There are SAP business object that do not have the CHANGE events that are required
to use the /OTX/RM_WSC_UPD_BUS_REFS function modules. In this case, you can use
the /OTX/RM_WSC_UPD_BUS_REFS_SUPER function module. For more information
about the required additional steps, see section 7.1 "Enabling automatic creation
and updates when events are missing" in OpenText ECMLink for SAP Solutions -

11.8 Maintaining receiver module events for business references
documentation.
To maintain the receiver module events for business references:

Define the following:
• Object Type: Name of the SAP Business Object, e.g EQUI or Z_KNA1.
• Event: Event of the SAP Business Object, e.g. CHANGED. The names of the
relevant events depend on the SAP Business Object.
• Receiver Function Module: /OTX/WSC_UPD_BUS_REFS or
/OTX/RM_WSC_UPD_BUS_REFS_SUPER. For more information about the
required additional steps when using /OTX/RM_WSC_UPD_BUS_REFS_SUPER ,
see section 7.1 "Enabling automatic creation and updates when events are
missing" in OpenText ECMLink for SAP Solutions - Administration Guide
(ERLK-AGD).
Table 11-1: Receiver modules and events
Receiver module Event

For business references /OTX/WSC_UPD_BUS_REFS Every relevant event,
when the business object for example CHANGED
has the relevant events.
For business references /OTX/RM_WSC_UPD_BUS_REFS CHANGED
when the business object
does not have the relevant
events. For more informa-
tion, see section 7.1 "Ena-
bling automatic creation
and updates when events
are missing" in OpenText
ECMLink for SAP Solutions
- Administration Guide
(ERLK-AGD).

• Destination of Receiver: For SAP R/3 Enterprise 4.70 or SAP ECC 5.0 (ERP
2004), set this field to NONE. For SAP ERP 6.0 leave this field empty .
• Event delivery: Select Using LUW Buffer (Synchronous). For SAP SP 15 and
higher, this value might not be available, see also SAP Note 1114662. In this
case, select Using tRFC (Default) and set the Destination of Receiver field
to NONE.

6. Repeat the procedure for every event that should trigger changes to business
reference attributes.

Chapter 12
User interfaces for workspaces and business
references
Several user interfaces are available for workspaces, and some of them need to be
configured in order to enable workspace viewing:
• Content Server: No additional configuration for workspaces is necessary.
• Integration into Microsoft Windows Explorer and Microsoft Outlook using
OpenText Enterprise Connect: No additional configuration is necessary.
Prerequisite is that OpenText Enterprise Connect is installed and confiugred.
• Generic Object Services (SAP GUI): Configuration necessary. For more
information, see “Generic Object Services (SAP GUI)” on page 89.
• Transaction Integration (SAP GUI): Configuration necessary. For more
information, see “Transaction Integration (SAP GUI)” on page 90.
• DocuLink for SAP (SAP GUI and SAP WebDynpro): Configuration necessary.
For more information, see “DocuLink integration” on page 91.
• SAP CRM Web Client UI: Configuration necessary. For more information, see
“SAP CRM Web Client UI integration” on page 91.
• SAP CRM Interaction Center Web Client UI: Configuration necessary. For more
information, see “SAP CRM Interaction Center Web Client UI integration” on
page 95.
12.1 Generic Object Services (SAP GUI)

You can make workspaces and business references available in the SAP GUI via
Generic Object Services (GOS). The user can create workspaces, display existing
ones and display, create and delete business references. It depends on the properties
of the business object which menu items are displayed.

Chapter 12 User interfaces for workspaces and business references
Figure 12-1: GOS menu
12.2 Transaction Integration (SAP GUI)

You can make workspaces available in SAP transactions. The user can open the
workspace clicking the Workspace button or tab (depending on the transaction).
The user can create workspaces, display existing ones and display business
references.
Figure 12-2: Transaction integration: workspace button
It depends on the transaction if integration is possible, how it can be provided and

what it looks like. Additional ABAP coding is necessary. Refer to the SDK for
detailed information and examples.

12.3 DocuLink integration
12.3 DocuLink integration

In the DocuLink configuration, you define a new node of type W - Workspace
Documents for the DocuLink view. This new node type can be used in existing
DocuLink views, too.
For more information about customizing, see OpenText DocuLink for SAP Solutions -
Customizing and Administration Guide (DC-CGD), especially section 7.6.10 "Recursive
node type" in OpenText DocuLink for SAP Solutions - Customizing and Administration
Guide (DC-CGD). For more information on the Workspace Document node type, see
section 7.6.9 "Workspace Documents node type" in OpenText DocuLink for SAP
Solutions - Customizing and Administration Guide (DC-CGD).
Figure 12-3: DocuLink integration
12.4 SAP CRM Web Client UI integration

You can make workspaces and business references available in the SAP CRM Web
Client UI. The business workspace and the business references are displayed as
assignment blocks.

Figure 12-4: SAP CRM Web Client UI integration
The user has the following options:

• Browse an existing workspace and display its documents.
• Manually create a new workspace if there is no workspace for the respective
business object.
• Display the list of business references.
• Display the document referenced in the business reference.
• Create a new business reference.
• Delete a business reference.
In order to display business workspaces and business references in the SAP CRM
Web Client UI as assignment blocks, perform the following steps.
Note: If you are completely new to the way the SAP CRM Web UI framework
works, refer to the documentation and literature on Web UI development for a
better understanding.
1. You need an enhancement set active in the client you want to use. If there is no
active enhancement set, create one. For information on how to create an
enhancement set, see the respectice SAP documentation.

12.4 SAP CRM Web Client UI integration
2. In the BSP Component Workbench (BSP_WD_CMPWB transaction), open the

component you want to enhance, for example BP_HEAD for business partners.
Access the workbench with your active enhancement set.
3. If your component has not been enhanced yet, create an enhancement set for it
using the Enhance Component button.
a. Click the Enhance Component button.

b. Enter a name and click the (Okay) button
c. Enter a name for the new application that is created as part of the
component enhancement and click the (Okay) button.
A new BSP application is created as part of the component enhancement.
4. In the Runtime Repository Editor, switch to the edit mode and add a new
component , for example CUECMLink. The new component usage should use the
/OTX/RMCRM_GS_ECMLK component and the
/OTX/RMCRM_GS_ECMLK/WrkSpceWindow interface view for business
workspaces..
On the ComponentUsages context menu, click Add Component Usage.

5. To the component usage, add the/OTX/RMCRM_GS_ECMLK/BusRefWindow

interface view for business references. On the context menu for to newly created
component usage, click Add Component Usage.
6. In the Runtime Repository Editor, open the ViewSets node, select the view set
you want to enhance, and add the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow view
for business workspaces and the /OTX/RMCRM_GS_ECMLK/BusRefWindow view
for business references to the respective view area.
For example, for business partners, go to the BP_HEAD\BPHEADOverview view
set. To the OverviewPage view area, add the
/OTX/RMCRM_GS_ECMLK/WrkSpceWindow view for business workspaces and the
/OTX/RMCRM_GS_ECMLK/BusRefWindow view for business references.
7. In the Runtime Repository Editor, click the (Save) button.

8. Open the Configuration tab for the view set and edit the Customer
Configuration. If there is no customer configuration, open the standard
configuration and click the Copy Configuration button to create a new one.
a. Move the newly added interface views to the list of displayed assignment
blocks and enter a title for each of them.
For example, for business partners, open the configuration tab for the
BP_HEAD\BPHEADOverview view and move the
/OTX/RMCRM_GS_ECMLK/WrkSpceWindow view for business workspaces and
the /OTX/RMCRM_GS_ECMLK/BusRefWindow view for business references to
the list of displayed assignment blocks
b. Enter a title for each of them, for example Business Workspace and
Business Reference.

12.5 SAP CRM Interaction Center Web Client UI integration
Note: If you are using multiple languages, log on in each language and
define the title in the corresponding language.
c. Set the load option to Direct or Lazy.
9. On the Configuration tab, click the (Save) button.
For more information about SAP CRM and the Web Client UI framework, see the
respective SAP documentation in the SAP Help Portal (http:\\help.sap.com):
• SAP CRM:
http://help.sap.com/saphelp_crm70/helpdata/en/19/68a028d02b460fa899066
d948ed3ab/frameset.htm
• Web Client UI framework:
http://help.sap.com/saphelp_crm70/helpdata/en/4c/ea2be450e94597b5a6017f
095a6132/frameset.htm
Notes:
• For the following CRM object, additional coding is necessary:
• Campaign
Redefine the WD_USAGE_INITIALIZE of the overview page.
• If the predefined SAP mapping of CRM objects to BOR objects is not
suitable for your needs, you can implement a BAdI using the IMG activity
CRM Settings > BAdI: Business Object Binding.
12.5 SAP CRM Interaction Center Web Client UI

integration
You can make workspaces and business references available in the SAP CRM
Interaction Center Web Client UI. The business workspace and the business
references are displayed as tabs.

Figure 12-5: SAP CRM Interaction Center Web Client UI integration
The user has the following options:

• Browse an existing workspace and display its documents.
• Manually create a new workspace if there is no workspace for the respective
business object.
• Display the list of business references.
• Display the document referenced in the business reference.
• Create a new business reference.
• Delete a business reference.
In order to display business workspaces and business references in the SAP CRM IC
Web Client UI as additional tabs, perform the following steps.
Note: If you are completely new to the way the SAP CRM Web UI framework
works, refer to the documentation and literature on Web UI development for a
better understanding.
1. You need an enhancement set active in the client you want to use. If there is no
active enhancement set, create one. For information on how to create an
enhancement set, see the respectice SAP documentation.
2. In the BSP Component Workbench (BSP_WD_CMPWB transaction), open the
component you want to enhance, for example IUICOVW which is the overview
page for business partners in IC Utilities.
Access the workbench with your active enhancement set.

3. If your component has not been enhanced yet, create an enhancement for it.
a. Click the Enhance Component button.

b. Enter a name and click the (Okay) button.
c. Enter a name for the new application that is created as part of the
component enhancement and click the (Okay) button.
A new BSP application is created as part of the component enhancement.
4. In the Runtime Repository Editor, start the edit mode and add a new
component , for example usageECMLink.
The new component usage should use the /OTX/RMCRM_GS_ECMLK component
and the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow interface view for business
workspaces.

5. To the component usage, add the/OTX/RMCRM_GS_ECMLK/BusRefWindow

interface view for business references. On the context menu for to newly created
component usage, click Add Component Usage.
6. In the Runtime Repository Editor, open the ViewSets node, select the view set
you want to enhance, and add the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow view
for business workspaces and the /OTX/RMCRM_GS_ECMLK/BusRefWindow view
for business references to the respective view area.
For example, for the overview page for business partners in IC Utilities, go to
the IUICOVW/BottomVS view set. To the view area BottomVA, add the
usageECMLink./OTX/RMCRM_GS_ECMLINK/WrkSpceWindow for business
workspaces and the usageECMLink./OTX/RMCRM_GS_ECMLINK/BusRefWindow
view for business references.
8. In the Component Structure Browser, go to the view that contains the tabs and
where you would like to add the business workspace tab and the business
references tab.
the IUICOVW/AccOvwNav view.
On the context menu of the view, click Enhance.
9. On the View Structure tab in the right pane, navigate to View Controller. To
open the view controller class, double-click on the implementation class of the
view controller.
a. Switch to the edit mode.
b. Clear the Filter option.
c. Click the Redefine button and redefine the FILL_TABLE method of the view
controller with the following coding:
METHOD fill_table.
* Local data declarations

DATA: ls_link TYPE crmt_thtmlb_link.
* Super method
super->fill_table( ).
* OpenText Links
ls_link-id = 'AccWrkSp'.
ls_link-text = 'Business Workspace'.
ls_link-onclick = 'WORKSPACE_CLICKED'.
APPEND ls_link TO links_tab.
ls_link-id = 'AccBusRef'.
ls_link-text = 'Business References'.

ls_link-onclick = 'BUSREF_CLICKED'.
APPEND ls_link TO links_tab.
ENDMETHOD.
d. To activate the code, click the Activate button.

e. To return to the Component Structure Browser, click the Back button twice.
10. On the View Structure tab in the right pane, navigate to Outbound Plugs.
a. On the context menu of Outbound Plugs, click Create and create the
following outbound plugs:
• OP_ACCWRKSPACE for business workspaces
• OP_ACCBUSREF for business references
b. Double-click the OP_ACCWRKSPACE outbound plug to implement it.

Implement it with the following coding:
METHOD
op_accwrkspace. view_manager-
>navigate( source_rep_view = rep_view
outbound_plug = 'NavToAccWrkspace' ).
ENDMETHOD.
Click the Activate button to activate the code.

c. Double-click the OP_ACCBUSREF outbound plug to implement it. Implement
it with the following coding:
METHOD
op_accbusref. view_manager-
>navigate( source_rep_view = rep_view
outbound_plug = 'NavToAccBusRef' ).
ENDMETHOD.

11. On the View Structure tab in the right pane, navigate to Event Handler.
a. On the context menu of Event Handler, click Create and create the
following outbound plugs:
• EH_ONWORKSPACE_CLICKED for business workspaces
• EH_ONBUSREF_CLICKED for business references
b. Double-click the EH_ONWORKSPACE_CLICKED event handler to implement it.

Implement it with the following code:
METHOD eh_onworkspace_clicked.
selected_index = 'AccWrkSp'.
op_accwrkspace( ).

ENDMETHOD.

c. Double-click the EH_ONBUSREF_CLICKED event handler to implement it.
Implement it with the following code:
METHOD eh_onbusref_clicked.
selected_index = 'AccBusRef'.
op_accbusref( ).
ENDMETHOD.

12. In the Runtime Repository Editor, go to Navigational Links and add an entry
for every new tab.
Add the navigational link NavToAccWrkspace for the workspace tab and
NavToAccBusRef for the business reference tab.
The source is the current enhanced view with the relevant outbound plug
(ACCWRKSPACE for workspace, ACCBUSREF for business reference).
The target is your newly defined usage
(usageECMLink./OTX/RMCRM_GS_ECMLK/WrkSpceWindow for workspaces,
usageECMLink./OTX/RMCRM_GS_ECMLK/BusRefWindow for business references).
For example, for the overview page for business partners in IC Utilities, add the
following navigational links:
• Navigational link: NavToAccWrkspace
Source view: IUICOVW/AccOvwNav, outbound plug ACCWRKSPACE
Target view: usageECMLink./OTX/RMCRM_GS_ECMLK/WrkSpceWindow,
inbound plug DEFAULT (leave the field empty)
• Navigational link: NavToAccBusRef
Source view: IUICOVW/AccOvwNav, outbound plug: ACCBUSREF
Target view: usageECMLink./OTX/RMCRM_GS_ECMLK/BusRefWindow,
inbound plug DEFAULT (leave field empty)
14. In the Component Structure Browser, navigate to the window containing the
view which you have just enhanced.
the IUICOVW/MainWindow window.
a. On the context menu of the window, click Enhance.
b. Navigate to the new window controller.

c. Double-click the implementation class of the window controller to open the

window controller class.
d. Switch to the edit mode.
e. Clear the Filter option.
f. Click the Redefine button and redefine the
IF_BSP_WD_HISTORY_STATE_DESCR~GET_MAIN_ENTITY method. Make sure,
the correct main entity is returned.
For example, for the overview page for business partners in IC Utilities,
implement the following coding:
METHOD if_bsp_wd_history_state_descr~get_main_entity.
rv_entity ?=
typed_context->account->collection_wrapper->get_current( ).
ENDMETHOD.

Remove the filter (of set) and redefine the GET_MAIN_ENTITY method. Make sure
the correct main entity is returned.
For example, for the overview page for business partners in IC Utilities, add the
following line:
METHOD if_bsp_wd_history_state_descr~get_main_entity.
rv_entity ?= typed_context->account->collection_wrapper-
>get_current( ).
ENDMETHOD
15. Save your entries.
Note: If the predefined SAP mapping of CRM objects to BOR objects is not
suitable for your needs, you can implement a BAdI using the IMG activity
CRM Settings > BAdI: Business Object Binding.

Part 4
User Management, Permissions and Auditing
Chapter 13
User Management and Authentication
The Content Server users are provided by OpenText Directory Services. OpenText
Directory Services (Directory Services, OTDS) is a repository of user information
and a collection of services to manage this user information. Directory Services
pushes these users and groups to your OpenText components automatically and
incrementally. This synchronization of user and group data across OpenText
components allows Directory Services to enable single sign on and secure access to
all OpenText components. For more information about Directory Services and
possible scenarios, see OpenText Directory Services - Administration Guide (OTDS-
AGD).
In your SAP system, the users are either provided and maintained in your SAP
system or in an external identity provider. Directory Services can synchronize with
your identity provider to pull user and group information from your identity
provider automatically.
If user and group information is maintained in your SAP system, you will need to
push them to an external LDAP server from which Directory Services can pull user
and group information.
Alternatively, you can also create users manually in OpenText Directory Services.
13.1 Supported scenarios

The following user management scenarios are supported:
• OpenText Directory Services connects to an identity provider, for example
Active Directory or an LDAP server that is connected to the SAP system.
• Users are created manually in OpenText Directory Services and mapped to SAP
users.
13.1.1 Synchronized user management scenario

In this scenario, OpenText Directory Services connects to an identity provider, for
example Active Directory or an LDAP server. The identity provider and the SAP
system can be connected in the following ways:
• The users provided by SAP are pushed to an external LDAP server. OpenText
Directory Services pulls the users from this LDAP server.

Chapter 13 User Management and Authentication
• The identity provider, for example Active Directory provides users and
passwords for both the SAP system and OpenText Directory Services. OpenText
Directory Services pulls the users from this identity provider.

Prerequisites
The users in your SAP system are provided by an identity provider or pushed to an
identity provider supported by OpenText Directory Services.
If your SAP users are provided by your SAP system, you need to push them to an
external LDAP server. For information about the necessary steps, see the SAP
documentation and the documentation of your LDAP server.
Note: We provide the /OTX/RM_LDAP_MAPPING example in the /OTX/RM_ERP
package to illustrate the mapping settings.
To configure this scenario:

1. In OpenText Directory Services, create and configure resources. For more
information, see “Creating and configuring resources for Directory Services” on
page 110.
2. In OpenText Directory Services, set up a synchronized partition and import
users from your identity provider. For more information, see “Creating a
synchronized user partition connected to an identity provider” on page 112.
3. In your SAP system, export the SAP certificate for the SAP authentication
handler. For more information, see “Exporting the SAP certificate for the SAP
authentication handler” on page 113.

4. In OpenText Directory Services, create the SAP authentication handler. For

more information, see “Creating an SAP authentication handler in Content
Authentication mechanism in this scenario

Requests from the SAP system to Content Server are handled as follows:
1. The user in the SAP system requests access to Content Server, for example to
create or to display a business workspace.
2. The SAP system sends an SAP logon ticket containing the user information,
either directly to Content Server (for http requests) or to Runtime and Core
Services (for a web service request).
3. Content Server (for http requests) or Runtime and Core Services (for a web
service request) access the SAP authentication handler in OpenText Directory
Services to verify the user.
4. The SAP authentication handler in OpenText Directory Services sends an
authentication request to the identity provider.
5. The identity provider authenticates the user and the user can access Content
Server.
13.1.2 Non-synchronized user management scenario

In the non-synchronized scenario, users are created manually in OpenText Directory
Services and mapped to SAP users.

You can use this scenario for testing purposes or if you do not want to use an
additional identity provider.
To configure this scenario:

1. In OpenText Directory Services, create and configure resources. For more
information, see “Creating and configuring resources for Directory Services” on
page 110.
2. In OpenText Directory Services, set up a non-synchronized partition. For more
information, see “Creating a non-synchronized user partition” on page 112.
3. In your SAP system, export the SAP certificate for the SAP authentication
handler. For more information, see “Exporting the SAP certificate for the SAP
authentication handler” on page 113.
4. In OpenText Directory Services, create the SAP authentication handler. For
more information, see “Creating an SAP authentication handler in Content
Authentication mechanism in this scenario

Requests from the SAP system to Content Server are handled as follows:
1. The user in the SAP system requests access to Content Server, for example to
create or to display a business workspace.
2. The SAP system sends an SAP logon tticket containing the user information,
either directly to Content Server (for http requests) or to Runtime and Core
Services (for a web service request).
3. Content Server (for http requests) or Runtime and Core Services (for a web
service request) access the SAP authentication handler in OpenText Directory
Services to authenticate the user.
4. The user can access Content Server.

13.2 Creating and configuring resources for Directory

Services
A Directory Services resource represents an enterprise component. Access to a
resource is granted with access roles. Typically, you need resources for the
following:
• A resource for Content Server.
• A resource for Runtime and Core Services installed on your local machine. This
resource is created automatically during installation. You do not need to create
this resource.
• If Directory Services and Enterprise Library Services are installed on separate
machines, a resource for Runtime and Core Services for the Enterprise Library
Services installation.
After creating the resource you make its ID available for the respective component.
To create and configure resources in OTDS:

1. In your OpenText Administration Client, sign in as otadmin@otds.admin and
create the following new resources (Directory Services > Resources > New
Resource):
• A resource for Content Server. Create this resource as a synchronized
resource. For more information, see section 4.1.1.2 "Configuring a
Synchronized Resource for Content Server" in OpenText Directory Services -
Administration Guide (OTDS-AGD).

13.2 Creating and configuring resources for Directory Services
• If Directory Services and Enterprise Library Services are installed on

separate machines, a resource for Runtime and Core Services for the
Enterprise Library Services installation. Create this resource as a non-
synchronized resource. For more information, see section 4.1.1.1 "To Create
a Non-synchronized Resource" in OpenText Directory Services -
2. For the local Runtime and Core Services resource, allow impersonation
(Directory Service > Resources > Resource Name > Impersonation Settings).
For more information, see section 4.2.2 "To Edit Impersonation Settings for
Your Resource" in OpenText Directory Services - Administration Guide (OTDS-
AGD).
3. On Content Server, log on as administrator and open the Administration >
Directory Services Integration Administration > Configure Integration
Settings page. As resource ID, enter the unique ID that was generated when
you created the resource for Content Server. For more information, see section
4.1.1.2.4 "To Set Directory Services Integration Parameters" in OpenText
Directory Services - Administration Guide (OTDS-AGD).
4. On Content Server, log on as administrator and open the Administration
>Server Configuration > Configure Security Parameters. In the Trusted
Referring Websites field, enter the following:
• For Tomcat: http://<full qualified machine name of RCS>:8080
In case of separate OTDS and ELS installations: http://<full qualified
machine name of external OTDS>:8080
• For Netweaver: http:///<full qualified machine name of RCS>:50000

In case of separate OTDS and ELS installations: http://<full qualified
machine name of external OTDS>:50000
5. In your OpenText Administration Client, sign in as otadmin@otds.admin and

configure access to your resources. Assign your Content Server resource and
you local RCS resource to the Local RCS Administrators access role. For more
information, see section 4.1.1.2.2 "To Configure Access to Your Content Server
Resource" in OpenText Directory Services - Administration Guide (OTDS-AGD).
6. In your OpenText Administration Client, on the context menu of the Directory
Services > User Partitions >otds.admin partition, click Consolidate.
7. In your OpenText Administration Client, logon to the machine where the
application server and the web services are running (Runtime and Core
Services > Configuration > Content Web Services, property les-
services.recourceID).
Configure Content Web Services to use your Content Server resource. Paste the
identifier of your Content Server resource to the Global field and the <Server
Name> field. For more information, see section 4.1.1.2.3 "To Configure Content
Web Services to Use Your Content Server Resource" in OpenText Directory
Services - Administration Guide (OTDS-AGD).

13.3 Creating a user partition in Directory Services

A user in Directory Services has one Directory Services identity that maps their user
accounts across components represented by resources. User information in
Directory Services may be provided by mapping to an identity provider in a
synchronized user partition or by entering data manually in a non-synchronized
user partition.
For Extended ECM for SAP Solutions you can create the following:
• Create a synchronized user partition if you have an identity provider from which
you can synchronize your SAP users into OTDS. For more information, see
section 3.1.1 "To Create a Synchronized User Partition" in OpenText Directory
• Create a non-synchronized user partition for testing purposes or if you do not
want to use an additional identity provider. For more information, see section
3.2.1 "To Create a Non-synchronized User Partition" in OpenText Directory
13.3.1 Creating a synchronized user partition connected to an

identity provider
Create a synchronized user partition if you have an identity provider from which
you can synchronize your SAP users into OTDS. For more information, see section
3.1.1 "To Create a Synchronized User Partition" in OpenText Directory Services -
1. Export the SAP certificate. For more information, see “Exporting the SAP
certificate for the SAP authentication handler” on page 113.
2. Create a new authentication handler. For more information, see “Creating an
SAP authentication handler in Content Server” on page 116
3. In your OpenText Administration Client, create a synchronized user partition
(Directory Services > User Partitions > New Non-synchronized User
Partition).
For more information, see section 3.1.1 "To Create a Synchronized User
Partition" in OpenText Directory Services - Administration Guide (OTDS-AGD).
13.3.2 Creating a non-synchronized user partition

Create a non-synchronized user partition for testing purposes or if you do not want
to use an additional identity provider. For more information, see section 3.2.1 "To
Create a Non-synchronized User Partition" in OpenText Directory Services -

13.4 Exporting the SAP certificate for the SAP authentication handler
1. Export the SAP certificate. For more information, see “Exporting the SAP
certificate for the SAP authentication handler” on page 113.
2. Create a new authentication handler. For more information, see “Creating an
SAP authentication handler in Content Server” on page 116
3. In your OpenText Administration Client, create a non-synchronized user
partition (Directory Services > User Partitions > New Non-synchronized User
Partition).
For more information, see section 3.2 "Configuring Non-synchronized User
Partitions" in OpenText Directory Services - Administration Guide (OTDS-AGD).
4. Add users to your non-synchronized user partition. Add the same users you
have in your SAP system.
For more information, see section 3.2.4.1 "To Create Users in a Non-
synchronized User Partition" in OpenText Directory Services - Administration
Guide (OTDS-AGD).
13.4 Exporting the SAP certificate for the SAP

authentication handler
You need the SAP certificate to create the SAP authentication handler in OpenText
Directory Services. The SAP authentication handler handles SAP tickets sent from
the SAP system to access Content Server. You export the certificate from SAP using
the Export System PSE Certificate to File System activity in the SAP IMG.
Note: The procedure differs depending whether the SAP system runs on
Windows or a Unix-like operating system.
To export the SAP certificate for SAP systems on Windows:

1. Navigate to the Export System PSE Certificate to File System activity and click
the (Execute) button.
The Trust Manager dialog opens.

2. In the System PSE section, in the Own Certificate section, double-click in the
Owner field. The fields in the Certificate section are filled.
3. Make sure the certificate's CN value in the Owner field equals to the system ID
(in this case, the value is QM8). If this is not the case, delete the current one and
create a new one.
For more information, see SAP Help Portal
(http://help.sap.com/saphelp_nw70/helpdata/de/0e/fb993af7700577e1000000
0a11402f/frameset.htm)
4. Click the (Export certificate) button.
5. Enter a path, select Base 64 as file format and confirm with .

13.4 Exporting the SAP certificate for the SAP authentication handler
To export the SAP certificate for SAP systems on Unix-like operating system:
1. Navigate to the Export System PSE Certificate to File System activity and click
the (Execute) button.
The Trust Manager dialog opens.
2. Open the System PSE section and check whether there is a certificate in this
folder.
If this is not the case, create a new one; for details, see SAP Help Portal
(http://help.sap.com/saphelp_nw70/helpdata/de/0e/fb993af7700577e1000000
0a11402f/frameset.htm).

3. Make sure the certificate's CN value in the Owner field equals to the system ID
(in this case, the value is QM8).
If this is not the case, delete the current one and create a new one.
4. Click the Veri. PSE button. If there are more certificates available, the following
popup is displayed:
5. Click the Yes button and copy the PSE file to an appropriate location on the
Enterprise Library server.
13.5 Creating an SAP authentication handler in

Content Server
The SAP authentication handler extracts user information from an SAP token and
uses this information to authenticate the user. This is relevant for synchronized and
non-synchronized partitions. You create the respective authentication handler in the
OpenText Administration Client.
To create an SAP authentication handler:

1. Invoke the OpenText Administration Client and navigate within your
Enterprise Library to Directory Services > Authentication Handlers.
2. In the Actions pane, select the New Authentication Handler entry.
The New Authentication Handler assistant displays.
3. Define the following settings:
• For SAP systems on Windows:
On the General page, set the Authentication handler type to SAP
Authentication Handler.
• For SAP systems on Unix-like operating system:
On the General page, set the Authentication handler type to SAPSSOEXT
Authentication Handler.
• On the User Partition page, set the scope to Global only if the user name
exists only once across all partitions. If the user exists in more than one
partition, specify the partition in the User Partition field.

13.5 Creating an SAP authentication handler in Content Server
• On the Parameters page, in the SAP Certificate field, add the certificate you
exported from SAP as described in “Exporting the SAP certificate for the
SAP authentication handler” on page 113.
4. Click Finish.
Note: For more details, see section 6.3 "To Create an Authentication Handler"
in OpenText Directory Services - Administration Guide (OTDS-AGD).

Chapter 14
Permissions in regards to workspaces and
business references
Permission definitions on Content Server can either apply to the whole Content
Server system or to individual Content Server items:
• System wide: Object privileges define who can create items of a specific type;
usage privileges define who can perform specific actions.
page 120
• On item level: Content Server permissions, security clearance. Content Server
permissions define access to each item, typically using groups. Permissions can
be inherited. For more information, see “Defining item level permissions on
Content Server” on page 121.
• On workspace level: Business policies are generated from SAP authorization
profiles. They restrict access to a workspace and its subitems.
For more information, see “Using SAP authorizations to restrict workspace
access” on page 124.
To access a specific workspace and items within it, the user must have all relevant
permissions:
• General object privileges
page 120.
• Item level permissions (Content Server and security clearance)
When a workspace is created, the initial item levels are inherited from the
template. For more information, see “Defining item level permissions on Content
• Merging of permissions
In addition, you can define that the template permissions are merged with
those defined for the folder in which the workspace is created. If merging is
enabled, the user has either permissions defined for the template or for the
folder in which the business workspace is created. If merging is not enabled,
the user has permissions defined in the template.
The merging also applies to the items in the template. The permissions are
merged with the permissions of the location where the business workspaces
is created and not where the item is created.

Chapter 14 Permissions in regards to workspaces and business references
• Group replacements
You can use groups to restrict access to folders of a workspace. For this, you
can make use of a replacement mechanism that replaces the group defined in
the template with a specific group when the workspace is created. For more
information, see “Defining specific restrictions based on generated groups for
workspace folders” on page 122.
• Policies
If policies are used: Assignment to the relevant business policy for the
workspace. For more information, see “Using SAP authorizations to restrict
workspace access” on page 124.
14.1 Defining general restrictions on Content Server

On Content Server, you can define the following general restrictions:
• General object privileges. You can restrict access to specific item types. For
Extended ECM for SAP Solutions, the following object types are relevant:
• Business Workspaces
• Related Business Workspaces
• General usage privileges: On Content Server you can define usage privileges.
You can define who can perform defined actions on workspaces and business
references. The following usages are provided for Extended ECM for SAP
Solutions:
• Move Business Workspaces
• Maintain Business References
• Display SAP Business Objects
To define general restrictions:

1. On the Content Server Administration page, in the left panel, click System
Administration.
2. On the System Administration page, click the Administer Object and Usage
Privileges link.
3. Define the required restrictions according to the online help.
Online Help Path: Database Administration – Administering Object and
Usage Privileges.
4. Save your entries.

14.2 Defining item level permissions on Content Server
14.2 Defining item level permissions on Content

Server
Content Server permissions define access to each item, typically using groups.
Permissions can be inherited. For more information about permissions on Content
Server, see Content Server documentation.. You have the following options to affect
permissions for workspaces on Content Server:
• Merging permissions defined on different levels. For more information, see
“Merging permissions” on page 121.
• Using generated groups to restrict access to workspaces. For more information,
see “Defining specific restrictions based on generated groups for workspace
folders” on page 122.
14.2.1 Merging permissions

Permissions are defined for the document template and for the folder in which the
new workspace is created. You can define if these two permission sets are merged or
not.
The merging also applies to the items in the template. The permissions are merged
with the permissions of the location where the business workspaces is created and
not where the item is created.
Example:
User MMEIER creates a new workspace for a customer using the Customer
template. For the Customer template, user MMEIER only has See access. For the
folder Customer, where the new customer workspace is created, user MMEIER also
has Modify access.
If the Merge with creation location option is selected, user MMEIER will have both
See and Modify access. If the Merge with creation location option is not selected,
user MMEIER will have only See access.
1. Define the required permissions for the following:

• Folder where the workspace is to be created.
• Document template and its subitems.
2. For the template, on the Specific tab, select the Merge with creation location
option.
For more information, see section 19.1 "Defining Permission Handling for Business
Workspace Templates" in OpenText ECMLink for SAP Solutions - Administration
Guide (ERLK-AGD).

14.2.2 Defining specific restrictions based on generated

groups for workspace folders
Within the workspace, you can use generated groups to restrict access to specific
folders. In the template for a workspace, you define how these groups are
generated. The group generation can be based on categories and attributes.
Example: The business workspace for an equipment contains manuals that can be
accessed by everyone. There is also a folder for equipment failure reports that can
only be accessed by equipment owners.
To enable restrictions based on generated groups:

1. In the template, identify the folder to which you want to restrict access. You
create a group and define its permissions for the folder.
Example: You want to restrict access to the Equipment Failure Reports folder
of the Equipment template. You define the Equipment Owner group and grant
this group all permissions.
2. Identify the categories and attributes of the business workspace used to generate
the group and retrieve their IDs.
Example: You want use the Equipment category (ID 12345) and the Equipment
Number attribute (ID 67).
To retrieve the IDs on Content Server:

On the Content Server Administration page, in the left panel, click System
Administration. On the System Administration page, click the Open the
Categories Volume link and open the category.
The category ID is displayed as objID in the address bar of the browser:

14.2 Defining item level permissions on Content Server
To retrieve the attribute ID, open the HTML source page for the attribute and
search for AttrID. The value of the property is the ID of the attribute.
Example: In the HTML source you see the following line: <INPUT
TYPE="HIDDEN" NAME="AttrId" VALUE="67">. In this case, the value to use is
67.
3. If required, define variables. For more information, see section 19.3 "Defining
Variables" in OpenText ECMLink for SAP Solutions - Administration Guide (ERLK-
AGD).
4. For the template, on the Specific tab, specify the group to be generated. For this,
you can use replacement tags. The replacement tags may also contain variables.
The following replacement tags are available:
• Category: <Category CategoryID AttributeID />
The Category replacement tag specifies a category attribute and is replaced
by the value of the specified category attribute when creating a new Business
Workspace. Note, that only category attributes that are retrieved from SAP
during Business Workspace creation are abailable for replacement. This
means that the category attribute must be mapped with an attribute
provided by the propery provider in SAP.
• Variable: <Variable VariableName />
The Variable replacement tag specifies a variable, which is defined in the
SAP ECMLink Administration: go to Administration - SAP ECMLink
Administration - Define Variables to define variables. The screen shows the
already stored variables and 5 empty rows (when entering new variable
definitions, 5 new empty rows are displayed when saving the settings and
entering the screen again).
• Parent: <Parent DTreeColumnName />
The Parent replacement tag has a column name (DTree table) as parameter
and when the replacement happens, the parent node of the newly created
node (the workspace location) is queried from DTree and the specified
column is used to get the value that replaces the tag. <Parent Name /> is an
example, where the name of the Workspace location is used as the value for
the tag replacement (the workspace location is the parent node of the
workspace instance that is being created).
The replacement tags are replaced with actual values when a workspace is
created from the template.
Example:
For the Equipment template, you specify that you want to replace the previously
defined Equipment Owner group with the following: Equipment <Category
12345 67/> Owner. 12345 is the object ID of the category, 67 is the object ID of
the attribute.

When the workspace for pump 0000099999 is created from the template, the
Equipment Pump 0000099999 Owner group is assigned to the Equipment
Failure Reports folder.
You can also use this mechanism to remove groups that are granted access to the
template but should not be granted access for the workspace that is created based on
the template. For more information, see “Removing groups automatically” on
page 124.
14.2.2.1 Removing groups automatically

During workspace creation, you can automatically remove groups that are granted
access to the template but should not be granted access for the workspace that is
created based on the template.
Example: There is a group Template Administrator. Template administrators have
access to the template but should not be able to display the business workspaces
that are created based on the template.
To remove groups:
1. Open the Specific tab of the template.
The Group Replacements section lists all groups that are granted access to the
template or items within the template.
2. To remove the group, select the group name and leave the Target Group field
empty.
When a workspace is created from this template, the group is removed and will
not be granted access to the created workspace.
14.3 Using SAP authorizations to restrict workspace

access
SAP business objects are protected by authorization objects. Only those users who
have the appropriate authorizations have access to them. Authorizations are
combined in authorization profiles that are associated with roles. These roles are
then assigned to the user. For more information, see
http://help.sap.com/saphelp_nw70ehp2/helpdata/en/52/671126439b11d1896f000

14.3 Using SAP authorizations to restrict workspace access
0e8322d00/frameset.htm
(http://help.sap.com/saphelp_nw70ehp2/helpdata/en/07/622441cd87a12be10000
000a1550b0/frameset.htm)
In Extended ECM for SAP Solutions, SAP profiles are mapped to policies to ensure
that only authorized users have access to the workspaces. After you defined the
authorization mapping, you transfer it to Content Server using the
/otx/rm_wsa_pol transaction.
The authorization mapping is based on SAP profiles which might either have been
created directly or generated from roles. The profile restricts access to transactions
and objects. The authorization objects of a profile are mapped to Content Server
attributes. On Content Server, based on the mapping, policies are created. The
policies can be assigned to users either automatically using the report or manually.
14.3.1 Enabling the use of business policies

Note: This step is optional. If all users may have access to workspaces based on
Content Server permissions only, you can omitt this configuration. For more
information, see “Defining general restrictions on Content Server” on page 120,
To enable the use of policies:

1. Define roles in the SAP system
Typically, in an existing SAP system you already have roles and profiles to
restrict access to transactions and business objects.
Example: You have a role with a profile which restricts access to customers
according to the sales organization.
Only users who have the CUST_SALESORG_1000 role can view customers
assigned to the 1000 sales organization (authorization object V_KNA1_VKO, field
VKORG=1000).
2. On Content Server, create the relevant categories and category attributes to

which you want to map the fields required for authorization.
3. Determine the relevant SAP authorization objects and their fields
In the SAP IMG, in the Business Object Declaration activity, map the
following:
• In Business Object Declaration > Meta Data Mapping > Mapping, map the
field required for authorization (e.g. SALESORG) to an Content Server
category attribute (e.g. Sales Organization).
• In Business Object Declaration > Workspace Authorization > Field
Mapping, map the field used to restrict access (e.g. authorization object
V_KNA1_VKO, field VKORG) to an Content Server category attribute (e.g. Sales
Organization).

Policies and assignments are updated either manually or automatically when

users and roles are maintained in the SAP system. For more information, see
“Policy updates according to user and role maintenance” on page 127.
4. Enable automatic transfer of SAP role changes to Content Server
Changes to the assignment of roles to users in the SAP system will be
transferred to Content Server automatically only if the system is configured
accordingly. This step is optional. For more information, see “Enabling
automatic policy assignment for changed role assignments” on page 127.
5. Enable the use of policies on Content Server
For the relevant business objects, enable the use of policies in the SAP Business
Object declaration on Content Server (Enable use of policies checkbox). For
more information, see “Defining SAP business object declaration on Content
6. Generate policies from roles and assign them to users
Execute the /otx/rm_wsa_pol report to transfer the authorization mapping to
Content Server.
You have the following options:
• Filter the data according to object type, role, profile and user.
If you want to assign the policies to users with the Grant Policies option, set
the filter in a way that only users are included that also exist on Content
Server.
• Grant Policies: Select this check box to assign the generated policies to
Content Server users. Select this check box only if all SAP users covered by
the defined filter also exist on Content Server. Alternatively, you can assign
policies to Content Server users manually. For more information, see
“Assigning policies manually on Content Server” on page 132.
• Delete exitsting Policies: If you select this checkbox all existing Content
Server policies and assignments to users will be deleted.
Caution
Only select the Delete exitsting Policies if you want to reset
everything.

14.3.2 Policy updates according to user and role maintenance

Policies and assignments are updated either manually or automatically when users
and roles are maintained in the SAP system:
• SAP user maintenance
• When a new SAP role is assigned to an SAP user, the assignment on Content
Server is updated automatically. Prerequisite is that the SAP system is
configured accordingly. For more information, see “Enabling automatic
policy assignment for changed role assignments” on page 127.
• When an SAP role assignment is removed, the assignment on Content Server
is removed automatically. Prerequisite is that the SAP system is configured
accordingly. For more information, see “Enabling automatic policy
assignment for changed role assignments” on page 127.
Note: If the SAP system does not use SAP roles but only SAP profiles,
execute the /otx/rm_wsa_pol transaction to update the assignment.
• SAP role maintenance
• After a new SAP role was created, execute the /otx/rm_wsa_pol transaction
to update the policies.
• After an existing SAP role was changed, execute the /otx/rm_wsa_pol
transaction to update the policies.
• After an existing SAP role was deleted, delete the corresponding policy
manually on Content Server.
Note: If you want to reset the system and delete all policies and
assignments, you can execute the /otx/rm_wsa_pol transaction with the
Initialize Policies checkbox selected.
For more information about the /otx/rm_wsa_pol transaction, see section 20.5
"Exporting authorization objects" in OpenText ECMLink for SAP Solutions -
14.3.3 Enabling automatic policy assignment for changed role

assignments
When the assignment of roles to users in the SAP system is changed, the assignment
changes are transferred to Content Server automatically if the system is configured
accordingly.
Note: The automatic assignment does not create policies on Content Server.
The policies must have been created before already. For more information, see
“Using SAP authorizations to restrict workspace access” on page 124.

To enable automatic transfer:

1. Execute the SWED transaction and add an entry for the PFCG role change
document. For more information, see“Adding an entry in SWED transaction” on
page 128.
2. In the SAP IMG, link the PFCG role change doc object for On Change and On
Delete to the USER_CHANGED event of the /OTX/PFCG object (IMG Maintain
Change Document Events). For more information, see “Maintaining change
document events” on page 129.
3. Optional: Add a restriction to the AGR_USERS table. For more information, see
“Adding a restriction to the AGR_USERS table” on page 130.
4. In the SAP IMG, link the USER_CHANGED event of the /OTX/PFCG object to the
/OTX/RM_WSA_PFCG_USER_CHANGED function module (IMG: Maintain Receiver
Module Events). For more information, see “Linking the USER_CHANGED
event to the function module” on page 131.
14.3.3.1 Adding an entry in SWED transaction

You execute the SWED command and add an entry for the PFCG role change
document.
To add an entry:
1. Execute the SWED transaction.
3. Enter the following:
• Change doc. object: PFCG
• Leading table in change document: AGR_DEFINE
• Change document key with structure: AGR_DEFINE
• Action: Create: Select checkbox.
• Action: Change: Select checkbox.
• Action: Delete: Select checkbox.


A warning is displayed.
Note: The warning is displayed because the object was not customized by
SAP.
5. Confirm the message by pressing the RETURN key and save again.
14.3.3.2 Maintaining change document events

You link the PFCG role change doc object for On Change and On Delete to the
USER_CHANGED event of the /OTX/PFCG object.
To link the PFCG role change document object to the USER_CHANGED event:
Maintain Change Document Events activity.
4. Add the following entries:
Field Entry for On Change Entry for On Delete
Change doc. object PFCG PFCG
Object Category BOR Object Type BOR Object Type
Object Type /OTX/PFCG /OTX/PFCG
Event USER_CHANGED USER_CHANGED
On Change Select
On Delete Select

14.3.3.3 Adding a restriction to the AGR_USERS table

You add a restriction to the AGR_USERS table to both entries added before. For more
information, see “Maintaining change document events” on page 129.
Note: This step is not strictly necessary. It will reduce the events being created
to the changes of users assigned to a role.
To add a restriction to the AGR_USERS table:

Maintain Change Document Events activity.

4. Select one of the newly created PFCG entries.

5. Click Field Restrictions.
6. Add an entry for the AGR_USERS table:
Field Entry
Table AGR_USERS
Field Name KEY
Old Value *
New Value *

The following message is displayed:
Creation/deletion of records in table AGR_USERS checked.
8. Confirm the message by pressing the RETURN key and save again.
9. Repeat steps 5 to step 8 for the second PFCG entry.
14.3.3.4 Linking the USER_CHANGED event to the function module

You link the the USER_CHANGED event to the /OTX/RM_WSA_PFCG_USER_CHANGED
function module.
To link the USER_CHANGED event to the function module:

5. Add an entry for the USER_CHANGED event of object type /OTX/PFCG. Define the
following:

• Object Type: /OTX/PFCG

• Event: USER_CHANGED.
• Receiver Function Module: /OTX/RM_WSA_PFCG_USER_CHANGED
• Select the Linkage Activated check box.
14.3.4 Assigning policies manually on Content Server

Content Server policies are created from SAP using the /otx/rm_wsa_pol report.
The report can also be used to assign the policies to users during generation.
Alternatively or in addition, you can assign the generated policies manually on
Content Server.
Note: You cannot create policies manually but only using the
/otx/rm_wsa_pol report.
To view the assigned users:


2. On the SAP ECMLink Administration page, click the Browse Policies Volume
link.
3. Click the policy folder for the object type and then the policy for which you
want to view the assigned users.
4. Click the Users tab to view the assigned users.
To assign policies manually to a user:

1. Find the user to which you want to grant policies.
2. Click the user's Edit link in the Actions column.
3. On the General page, in the Policies granted field, add the policies you want to
grant the user or group. You can browse the policies volume.

Chapter 15
Auditing
You have the following auditing options for Extended ECM for SAP Solutions:
• ArchiveLink auditing
Relevant to all ArchiveLink operations in SAP, e.g. in the GOS attachment list.
• Content Server auditing
Relevant to workspaces.
• DocuLink auditing
Relevant to all DocuLink operations.
Auditing is dependent on the authentication of an SAP user on Content Server.
There are the following options:
• Same user in SAP and on Content Server (default)
• System user
ArchiveLink communication is always performed with a special system user (one
for each SAP system, configured on Content Server). Thus, if you wish to have an
audit that includes auditing information about the operations Create Document,
Display Document, Delete Document, use the SAP ArchiveLink auditing. The
following transactions are relevant:
• OAG1 – Archive Link Basic Settings: Select the ArchiveLink Logging check box.
• OALOGCUST – Customize ArchiveLink Logging: Define what should be logged.
• OA_LOG_VIEW_DOC – Display Application Log for Documents: Selection and

display report (Authorization for S_WFAR_LOG authorization object required for
display).
The entries are written into the TOALOG table.
To monitor user actions in DocuLink for certain projects and attribute objects, you
can specify a protocol in customizing. These actions are saved in the protocol table
/IXOS/DC_TBPROT. For more information, see section 22.3 "Administrating the
protocol tables" in OpenText DocuLink for SAP Solutions - Customizing and
Administration Guide (DC-CGD).

Index
Case workspaces
See “Workspaces”
Categories
Business references 83
A Records Management 66, 66
ArchiveLink documents 61 Workspaces 54
Auditing 135 Classification
Authentication handler 113, 116 Workspaces 54
Authorization objects 124 Configure reference object type 82
Authorizations Content Server
Overview 119 Categories 54, 66, 83
SAP 124 Classifications 54, 66
Automatic creation Structure 54, 66, 83
Business references 80 conventions 7
Workspaces 50
Automatic declaration D
Print list 71 Documents 61
Record 68
E
B Event
Binder workspaces Receiver module 68, 71, 74, 86
See “Workspaces”
Business object declaration
G
Business references 84, 85
Generic Object Services (GOS) 89
Workspaces 51, 53
Business policies
See “Policies” L
Business property provider 56, 86 Livelink
Business references Categories 54, 83
Add object type 81 Classifications 54, 66
Automatic creation 80
Business object declaration 84, 85 M
Configure reference object type 82 Manual creation
Manual creation 78 Business references 78
Overview 77 Workspaces 48
business workspace Meta data 56, 86
case and binder 17
Business workspaces O
See “Workspaces” Object privileges 120
OpenText Directory Services
C SAP authentication handler 116
case and binder workspaces 17 SAP certificate 113
OpenText Online 8

Index
P Shared Documents
Permissions ArchiveLink documents 63
General restrictions 120 Print lists 65
Overview 119
SAP 124 T
Policies Transaction
Assign manually 132 SWU3 68
Enable 125 transactions
Enable automatic update 127 strust 113
Overview 124 typography 7
Procedure 125
Update procedure 127 U
Print list Usage privileges 120
Automatic declaration 71
Receiver module 71
Print Lists 61 W
Privileges 120 Workspaces
Profiles 124 Add object type 51
Property provider Automatic creation 50
records 66 Business object declaration 53, 55
Workspaces 56, 86 Manual creation 48
PSE certificate 113 Overview 47
R
Receiver modules
Business references 86
Changed records 74
Print lists 71
Workspaces 56
Record
Records Management 61
ArchiveLink documents 61
Print lists 62
Roles 124
S
SAP authentication handler 113, 116
SAP authorization objects 124
SAP certificate 113
SAP profiles 124
SAP roles 124
Scenarios
ArchiveLink documents 61, 63
Print lists 62, 65
Records Management 61, 62
Shared Documents 63, 63, 65

OpenText ECMLink For SAP Solutions 10.0.0 - Scenario Guide English (ERX100000-ACS-EN-1)

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OpenText ECMLink for SAP Solutions

This guide describes scenarios for OpenText ECMLink for SAP

Copyright © by Open Text Corporation, Open Text Inc.

Part 1 Basic concept 11

3 ArchiveLink documents and print lists.................................. 23

Part 2 Business Scenarios 31

ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions iii

7.2.1 Use case “Mark-Up As-Built Plans 38

7.2.2 Use case “New Functional Location 39

7.2.3 Use case “Equipment Failure Analysis 39

Part 3 Technical scenarios and relevant customizing 43

8 Defining the scenario and relevant customizing ...................45

10 Working with ArchiveLink documents and print lists ...........61

11 Using business references .....................................................77

iv OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

11.6 Defining SAP business object declaration on Content Server............... 84

12 User interfaces for workspaces and business references ... 89

Part 4 User Management, Permissions and Auditing 103

13 User Management and Authentication................................. 105

14 Permissions in regards to workspaces and business

ERX100000-ACS-EN-1 Scenario Guide v

IDX Index 137

vi OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

i What is OpenText ECMLink for SAP Solutions

ii About this document

ii.i Target readership

ii.ii Documentation conventions

ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions vii

Note: Notes provide additional information about a task.

iii Contact information

viii OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

OpenText Online Communities

ERX100000-ACS-EN-1 Scenario Guide ix

ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions 13

Example 2-1: Business workspaces for customer data

Figure 2-1: Business workspace for customer data

2.1 What does a workspace look like?

ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions 15

Note: The relationships need to be created in SAP and transferred to Content

Figure 2-2: Business workspace for a functional location

16 OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

• Defining the business object declaration on Content Server. For more

2.2 About case and binder workspaces

2.3 What can workspaces be used for?

Sharing and handing over documents

ERX100000-ACS-EN-1 Scenario Guide 17

Making SAP data available outside SAP

2.4 How can workspaces be created?

Example 2-2: Automatic workspace creation for customer data

Figure 2-3: Manual creation on Content Server (early or late)

Figure 2-4: Manual creation in SAP GUI (late)

18 OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

Early creation on Content Server

Example 2-3: Early manual creation of a workspace for a new functional

ERX100000-ACS-EN-1 Scenario Guide 19

Late creation in SAP system or on Content Server

Example 2-4: Late creation of a workspace for an equipment failure analysis

2.5 Workspace types

20 OpenText ECMLink for SAP Solutions ERX100000-ACS-EN-1

ERX100000-ACS-EN-1 Scenario Guide 21

ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions 23

Figure 4-1: Manual creation on Content Server

ERX100000-ACS-EN-1 OpenText ECMLink for SAP Solutions 25