ContentServices forSAP UserGuide - Dell EMC · SAP DocumentFindercomponent,23...

Content Services for SAP® User Guide

Version 5.3 SP3September 2006

SAP®, SAP® R/3®, SAP NetWeaver®, SAP ArchiveLink®, ABAP™, BAPI® are trademarks or registered trademarks of SAP AG in Germanyand in several other countries.Copyright © 1994-2006 EMC Corporation. All rights reserved.

Table of Contents

Preface ........................................................................................................................... 7

Chapter 1 Introducing Content Services for SAP ................................................... 13Overview ................................................................................................... 13Understanding the Content Services for SAP architecture ............................. 14Supported SAP document formats............................................................... 16Understanding SAP and Content Services for SAP terms .............................. 16

Chapter 2 Working with Archived Documents in SAPGUI ..................................... 21Overview ................................................................................................... 21Storing documents...................................................................................... 21Finding and viewing linked documents ....................................................... 22Finding and displaying Print Lists ............................................................... 23

Chapter 3 Working with the View component ........................................................ 25Viewing documents .................................................................................... 25Valid DRLs............................................................................................. 26Example DRLs ................................................................................... 27

Setting format preferences........................................................................... 27Viewing PDF documents with Adobe Acrobat.............................................. 29Annotating PDF documents ........................................................................ 29

Content Services for SAP® User Guide 3

Table of Contents

List of Figures

Figure 1–1. Content Services for SAP and SAP ................................................................... 14Figure 2–1. Equipment Master screen ................................................................................ 22

4 Content Services for SAP® User Guide

Table of Contents

List of Tables

Table 1–1. Terms and definitions ..................................................................................... 16


Table of Contents


Preface

Purpose of this guideDocuments in SAP may be archived in a Documentum repository using Content Servicesfor SAP 5.3 SP3 (CS for SAP 5.3 SP3). This guide describes how SAP and non-SAP usersmay view documents archived in a Documentum repository. The alternatives include:

• Viewing documents using Content Services View. Content Services View providesSAP transaction-related documents to non-SAP users in a document-centered view.The appropriate viewer, based on the document file type is automatically launched.

• Viewing and annotating documents in PDF format.• Viewing documents and reports using SAPGUI.• Viewing documents that have been converted to HTML format using a web browser.

Intended audienceIn order to address the manuals to the correct audience, the roles of the users of themanuals have been defined as follows:

• System Administrator - This role covers users who install and configure ContentServices for SAP. The Content Services for SAP application integrates EMCDocumentum and the SAP R/3 system. Therefore, system administrators must haveexperience with the software products listed in the “Software requirements” sectionof the Content Services for SAP Release Notes.

• Content Services Administrator - This role covers users who manage Content Servicesusing WebAdmin.

• Document Controller - This role covers those who release documents to SAP andmaintain the links to those documents.

• Capture Operator - This role covers users who scan documents and create links tothe appropriate records in SAP.

• Standard User - This role covers users who view documents using SAPGUI and theView component of Content Services.

This manual is written for standard users.

Revision historyThis section contains a description of this document’s revision history.


Preface

Revision history

Revision date Description

September 2006 Initial publication of document forContent Services for SAP 5.3 SP3

Organization of this guideThis guide contains the following chapters. The table below indicates the informationthat you can expect to find in each:

Organization of this guide

Chapter Content

Chapter 1, Introducing Content Servicesfor SAP

Provides an overview of Content Services.

Chapter 2, Working with ArchivedDocuments in SAPGUI

Provides instructions about viewingarchived documents using SAPGUI.

Chapter 3, Working with the Viewcomponent

Provides instructions about viewingarchived documents using the Viewcomponent.

Non-SAP users can use the Viewcomponent to locate and view documents,and to set the preferred application to beused to open specific file types.

Typographic conventionsThis guide uses the following text conventions:

Typographic conventions used in this guide

Convention Description

> Represents a pop-up or pull-down menu.

<Text enclosed within angle brackets> Represents a variable name for which youmust provide a value, or a defined term.

Information in this fontRepresents code samples, user input, andcomputer output.


Preface

Convention Description

[] square brackets Used in method command syntaxspecifications, square brackets indicate anoptional argument.

{} curly brackets Used in method command syntaxspecifications, curly brackets indicate anoptional argument that can be repeatedmore than once.

Related documentationThis manual forms part of a documentation suite designed to support those who install,configure, and use Content Services for SAP. The product and documentation suite canbe found on Documentum’s download center: https://documentum.subscribenet.com.

From Subscribenet, you can download the latest version of Content Services for SAP andthe related documentation suite. To access the contents in Subscribenet, you will need toprovide the login credentials assigned to you when you first applied for access.

Note: Your login ID, by default, is your email address. If you cannot locate yourpassword, use the password finder at the bottom of the login page.

If you’re accessing Subscribenet for the first time, you will need to apply for access andobtain a user name and password. Refer to Applying for access.

Content Services for SAP — Documentation suite

Title Description Target role

Content Services for SAPRelease Notes

Provides an overviewof new and amendedfeatures, known bugs,limitations, miscellaneoustechnical notes, anddocumentation correctnessand clarifications.

Standard User, SystemAdministrator, SystemAdministrator (SAP),and Content ServicesAdministrator

Content Services for SAPInstallation Guide

Provides the proceduresfor installing ContentServices.

System Administrator

Configuring SAP R/3 forContent Services for SAP

Describes the configurationtasks that need to beperformed in SAP so thatSAP can communicate withContent Services.

System Administrator(SAP)


https://documentum.subscribenet.com

Preface

Title Description Target role

Content Services for SAPAdministration Guide

Describes how to configureContent Services using theWebAdmin tool.

Content ServicesAdministrator

Content Services for SAPUser Guide

Describes how SAP usersview documents.

Standard User

Note: Content Services extensively uses SAP’s ArchiveLink component. Please refer toSAP ArchiveLink’s documentation for information on how you can perform advancedtasks.

Applying for access

To apply for access to Support online:

1. In your Web browser, open http://www.documentum.com

2. Click the Support link.

3. Click the Request Access link.

4. Complete the form and send it.Documentum will respond to your request within two business days.

Accessing documentation online

Customers with a Software Support Agreement can read our product documentationat the Documentum Web site. You must have a valid user name and password, andAdobe Acrobat Exchange or Acrobat Reader installed on your system in order to viewthe documentation.

To access documents online:

1. In your Web browser, open http://www.documentum.com

2. Click the Support link.

3. Log on to the Support page.

4. Click the Documentation link.

5. Select how you want to display the documentation.

6. Click List.

7. Click the name of the document.


http://help.sap.com/saphelp_47x200/helpdata/en/5e/566039b85f9443e10000000a114084/frameset.htm

http://www.documentum.com

http://www.documentum.com

Preface

Purchasing bound paper manuals

Our product documentation is available for purchase as bound paper manuals. Toplace an order, call the Documentation Order Line at (925) 600-6666. You can pay witha purchase order, check, or credit card.


Preface


Chapter 1Introducing Content Services for SAP

OverviewThe Content Services for SAP application integrates the Documentum contentmanagement system with the SAP R/3 system. It is an interface to the SAP R/3 systembased on SAP’s standard DMS and ArchiveLink interfaces.

Content Services for SAP provides the following functionalities:

• Enables users to easily access and display documents stored in a Documentumrepository from a variety of SAP modules.

• Links documents stored in Documentum to a variety of SAP documents.• Archives SAP data, reports, and documents through ArchiveLinkTM certified

interfaces in Documentum.• Stores and manages reports and outgoing documents in DocumentumThis chapter covers the following topics:• Understanding the Content Services for SAP architecture, page 14• Supported SAP document formats, page 16• Understanding SAP and Content Services for SAP terms, page 16


Introducing Content Services for SAP

Understanding the Content Services for SAParchitectureFigure 1-1. Content Services for SAP and SAP

Content Services for SAP consists of the following components:

• Agent services

A server component that allows you to automate the linking between SAP objectsand documents, as well as maintain those links. This substantially improvesproductivity, information integrity, and information availability.

• Capture

Enables you to scan documents, store the images in a Documentum repository, andcreate a link to the appropriate transaction documents in SAP. Once this link iscreated, the document is accessible from SAPGUI, the SAP client interface. TheCapture component is part of Documentum’s integration to ArchiveLink.



• Manage

Enables you to release Documentum documents to SAP, and to maintain thosereleased documents.

• View

Enables you to view released Documentum documents from inside SAP.

The View component supports the following operating systems:

— Windows 2000

— Windows XP

— Windows 2003

The View component must be installed on every client computer that needsto access reports, drawings and other documents stored in a Documentumrepository.

• Rendition Services

Build-in filters that provide the following renditions::

— PDF rendition

— ASCII text rendition

— HTML rendition

When one of these built-in filters are used, the desired document rendition isgenerated when the PrintList is archived in the repository.

Note: This component is only relevant when your environment includes parallelinstallations of Content Services for SAP and Archive Services for SAP.

• WebAdmin

An administrative console that allows you to:

— Perform archiving services.

Note: Your environment should have coexisting installations of Content Servicesfor SAP and Archive Services for SAP in order to leverage these services.

Using WebAdmin, you can perform the following archiving services:

— Create, configure, and manage archives

— Manage certificates for the archive

— Create repository connections for Content Services

— Create workflows and associate the same with archived documents

— Configure document archival for Content Services

— Perform Document Management System (DMS)–related services. You can:



— Configure batch jobs for linking and replication tasks

— Schedule and manage the execution of linking and replication jobs

Note: Please refer to the Content Services for SAP Release Notes for detailed informationabout specific OS versions and supported software environments.

Supported SAP document formatsDocumentum supports the following SAP document classes/formats:

• Incoming or Scanned Documents (FAX class, Tiff format)• Outgoing Documents (OTF class, PDF format)• Archived Data (REO class, REO format)• Reports or Print Lists (ALF class, ALF format)

Understanding SAP and Content Services forSAP terms

This section presents some terms and their definitions, as used in this guide.

Table 1-1. Terms and denitions

Term Definition

Content Services for SAP Product that connects Documentum toSAP and vice versa.

HTTP Archiving Server Server component that, using an HTTPconnection to SAP, enables you to archivereports, data, incoming and outgoingdocuments from SAP to the Documentumrepository. Archiving Server is a J2EEWeb application based on the SAPArchiveLink interface. The archivedreports and documents can later beretrieved and viewed through SAPGUIand Documentum clients.



Term Definition

ArchiveLink Cross-functional interface that is partof the SAP Basis System. ArchiveLinkhandles storing and retrieving documentsand data to and from a repository externalto SAP.

WebAdmin An administrative console that allows youto:• Perform archiving services.

Note: Your environment should havecoexisting installations of ContentServices for SAP and Archive Services forSAP in order to leverage these services.Using WebAdmin, you can perform thefollowing archiving services:

— Create, configure, and managearchives

— Manage certificates for the archive— Create repository connections forContent Services

— Create workflows and associate thesame with archived documents

— Configure document archival forContent Services

• Perform Document ManagementSystem (DMS)–related services. Youcan:

— Configure batch jobs for linking andreplication tasks

— Schedule and manage the executionof linking and replication jobs

Capture Scanning module for Documentum andSAP that is part of the Content Servicesfor SAP suite.



Term Definition

Capture Import Module that allows you to import scanneddocuments (or other documents) to SAPusing the SAP ArchiveLink front-endinterface. This module is used with thirdparty scanning applications like EMCCaptiva’s InputAccel. The import moduleis part of the same application as ContentServices Capture. The Content ServicesCapture can operate in two differentmodes (scan and import).

SAP DMS Document Management System that ispart of the SAP Basis System. Presentsa logical layer to integrate with externalsystems like AutoCAD or Documentum.Not directly related to ArchiveLink.

SAP PLM Product Life-Cycle Management (PLM).SAP PLM provides an integratedenvironment that ensures all peopleinvolved in product development,manufacturing, and service have quickand secure access to current information.It provides a set of BAPI calls thatcan be used by external systems likeDocumentum.

SAP Master Record A set of master data, such as customer orvendor data, which is used in the creationof SAP documents.

SAPGUI SAP Graphical User Interface. Graphicalmenu/screen tool that connects a client tothe SAP server.

Original Document Paper based version of a document.

Example 1-1.An invoice may consist of two sheetsof paper received from a supplier.Paper documents are scanned in and



Term Definition

stored as electronic documents in EMCDocumentum.

SAP Document An electronic transactional record ofheader data and line items in SAP.




Chapter 2Working with Archived Documents inSAPGUI

OverviewThis chapter describes how to use SAPGUI to display documents and reports using apreferred viewer or with a web browser.

Storing documentsTo store documents using SAPGUI:

1. Start SAPGUI and connect to R/3.

2. In the transaction code field, execute any ArchiveLink enabled transaction in thetransaction code field; for example: fbo3

3. Type the search criteria, as required.Press the [Enter] key.

4. Choose System>Services for Object.

5. Click the Create icon.

6. From the pop-up menu that appears, select Store business document.The Archive from Frontend dialog box appears.

7. In the Document Type pane, double-click on the required document type.This determines the document type that you intend to archive.The Storing Files in Documents dialog box appears.

8. Select the document from your file system.

9. Click Open.

10. Click the Enter icon.The document is archived according to the configuration of the document type.

For more information on storing documents, please refer to the Administration of StoredDocuments section in the SAP Help Web site (http://help.sap.com)


http://help.sap.com

Working with Archived Documents in SAPGUI

Finding and viewing linked documentsTo view the linked document in SAPGUI:

1. Start SAPGUI and connect to R/3.

2. Enter the transaction code that shows newly released documents or otherwise showsthe material basic data.

3. Choose the tab for document data.In some SAP modules, for instance, the Customer module, you can, alternatively,choose Extras > Document Data from the menu. The Linked document DIR isdisplayed.

Figure 2-1. Equipment Master screen

4. Select the document.

5. Click Display.The document is displayed using the appropriate viewer application.



For more information on understanding and using the Document Finder component ofSAP, please refer to the Document Finder and Using the Document Finder sections in theSAP Help Web site (http://help.sap.com).

Finding and displaying Print ListsTo nd and display Print Lists in SAPGUI:

1. Start SAPGUI and connect to your R/3 server.

2. In the transaction code field, execute the following transaction: oadr.

3. To find a particular Print List, type search parameters in the appropriate fields.SAPGUI returns a list of items that matched your search parameters.

4. Click an item in the list to select it; then click Display from Archive.The archived Print List is retrieved from the repository and displayed in SAPGUI.

When a Print List is displayed in SAPGUI, you have the following options:

• Adding and editing notes• Free search

Free search refers to a full-text search.• Attribute search

Attribute search is applicable for indexed Print Lists.For more information on finding and displaying Print Lists in SAP as well as addingand editing notes in a Print List, free search in a Print List, and attribute search in a PrintList, please refer to the Finding and Displaying Print Lists section in the SAP Help Website (http://help.sap.com)


http://help.sap.com

http://help.sap.com



Chapter 3Working with the View component

Non-SAP users can view SAP documents using the View component. This component also providesyou with the ability to define your preferences for the application to be used to open the differentdocument formats.

You can perform the following tasks using the View component:

• Viewing documents, page 25• Setting format preferences, page 27• Viewing PDF documents with Adobe Acrobat, page 29• Annotating PDF documents, page 29

Viewing documentsTo view documents with the View component:

1. Start the View component. This will usually be found on the Start menu underPrograms > Documentum Content Services for SAP > View unless you have locatedit elsewhere.The application is started and the View window appears.To retrieve documents, you must open a DRL.

2. Choose Open DRL from the File menu.

Note: The View component remembers the last DRL opened and displays it in theOpen text field.

The Open DRL dialog appears.

3. Enter a valid DRL and check the Debug DRL checkbox if required.Debug DRL only takes effect when opening a canned query DRL, showing the finalDQL statement. (For more information about DRLs, see Valid DRLs, page 26.)

4. Click Open.


Working with the View component

If you are not already connected to a repository, the Connect to Documentum dialogis displayed.

5. Choose the repository from the drop-down list.

6. Either check the Use Windows Login box or enter your User Name and Password.

7. Enter the Domain, if required.

8. Click Connect.The View component screen is displayed showing all documents retrieved by theDRL. If only one document was retrieved, the View component starts the appropriateapplication and displays the document.The view shows the folder structure (including queries and virtual documents) ofthe documents in the repository.

9. Navigate to the folder containing the required document.

10. Double click on the document.The preferred application for the document format is launched and the documentis opened. You can change the preferred application for viewing by changing yourformat preferences. See Setting format preferences, page 27.Instead of double clicking the document you can press the right mouse button todisplay the context menu.You can View or Print the document. In addition you can set the preferredapplication for all documents with the format of the currently selected one.

Note: If you made a multiple selection of documents (Ctrl or Shift) the documentscan only be printed.

Valid DRLs

A DRL, very much like a URL, specifies a document that should be retrieved. If thedocument is a folder or a cabinet, a virtual document or a query, multiple documentscan be retrieved. The View component then displays an outline view of the retrieveddocuments.

Valid DRL can have the following formats:

• <repository name>:rel,<rel id>• <repository name>:id,<id>[,<format>]• <repository name>:cid,<chronicle id>,<version label>[,<format>]• <repository name>:dql,<type> where <DQL qualification>[,<format>]• <repository>:/<id>



Example DRLs

foo1:rel,37001edc80000ac6

This example references a document in repository ’foo1’ with the relation object ID’37001edc80000ac6’.foo1:id,09001edc80000cc3

This example references a document in repository ’foo1’ with the object ID’09001edc80000cc3’. The primary content is retrieved.foo1:id,09001edc80000cc3,pdf

This example references a document in repository ’foo1’ with the object ID’09001edc80000cc3’. The Acrobat PDF rendition is retrieved.foo1:cid,09001edc80000ab2,CURRENT,pdf

This example references the current version of a document in repository ’foo1’ with thechronicle ID ’09001edc80000ab2’. The Acrobat PDF rendition is retrieved.foo1:dql,sop_document where sop_number='4711'

This example references a document of type ’sop_document’ in repository ’foo1’ withan attribute ’sop_number’ that is ’4711’.Foo1:dql,dm_cabinet

This example retrieves all cabinets of the repository foo1 and thereby enabling the userto browse the entire repository.test3:/DCTM373507BB80000101

This is used by all links created by Content Services for SAP components. The old DRLschema is still supported.

Setting format preferencesFormat preferences define the application program that will be launched when youdouble click on a document. Different applications identify files created by them byadding a three character extension to the file name. Microsoft Word documents, forexample, appends the file name with .DOC, Acrobat uses .PDF. Windows automaticallydefines most of these and they may never need to be changed.



When the View component was installed, your format preferences may have been setaccording to local requirements. If this is the case, you should only change preferencesafter consulting your administrator.

If you need to change format preferences:

1. Start the View component. This will usually be found on the Start menu underPrograms>Documentum Content Services for SAP>View unless you have locatedit elsewhere.The application is started and the View component window appears.

2. Choose Preferences from the Edit menu.If you are not already connected to a repository, the Connect to Documentum Dialogappears.

3. Select the repository from the drop-down list.

4. Either check the Use Windows Login box or enter your User Name and Password.

5. If required, enter the Domain.

6. Click Connect.

7. The Documentum Content Services View Format Preferences dialog appears.

8. Choose a format for which you want to set preferences from the Content Formatdrop-down list.The radio buttons available in the View Content With box will depend on the formatchosen.

Note:• Most file types will launch the associated Windows application; otherwise, you

can choose another application.• Any file may also be viewed or edited by starting the Webtop application

through Internet Explorer.• The DmView option is only available for the special formats of Folder and

Cabinets.9. Click on the radio button that suits your requirements.

If you click on other application:

a. Navigate to the folder where you will find the application program that youwant.

b. Highlight the program and click OK.

10. Click Apply.

11. Configure another content format or Click Close.



The next time the View component opens a document of a configured content formatit will use the appropriate application to display the document’s content.

Viewing PDF documents with Adobe AcrobatNon-SAP users or users that do not have ArchiveLink Viewer (an SAP Viewer)installed cannot view documents in SAP proprietary formats. Converting archivedSAP documents and reports to PDF allows them to be easily viewed and annotatedby non-SAP users even on the Web. Your administrator can enable automatic PDFconversion of documents and reports in the Content Services Server.

Annotating PDF documentsIf a document or document rendition is stored as a PDF, and Adobe Acrobat Exchange isinstalled on your personal computer, you can annotate the document.

Annotations, which are also called notes, look like yellow sticky notes attached to apaper document. Annotations allow you to comment on a document without having toedit it, and they allow others to see your comments. Your annotations do not change thedocument. You can edit, delete, and move your annotations. In addition to installingAcrobat, the Documentum Annotation plug-in must be installed. The Content Servicesinstallation program installs this.

Your ability to annotate documents depends upon the permissions that you have on theunderlying document (RELATE permission is required to annotate documents). Whenyou are viewing a PDF, you can annotate using the following steps:

To annotate a document:

1. In Acrobat Exchange, choose Tools > Note.

2. Click where you want the annotation to appear.

3. Type the annotation in the Note window. For details of creating and usingannotations, see the topic “Annotating PDF Documents” in Adobe Acrobat’s onlinehelp.

4. Choose File > Save.

5. Select a permission to apply to your annotation.When you create an annotation, you can assign it default or private permissions.• Default. Enables other users with at least Read permission for your annotations,

to view your annotations. The collection of annotations you attach to a documenthave assigned permission levels.



• Private. Blocks other users from viewing your annotations.6. If you want the annotations to be associated with future versions of the document,

check Keep Annotations With Future Versions. By default, your annotations areassociated only with the current version.

7. Click Save.The annotations are now stored in the Documentum Content Server.


Index

Aadding notes to Print List, 23Administrative Console, 15Adobe Acrobat, 29Agent services, 14ALF class, 16ALF format, 16annotations, 29archived data, 16archived documents, working with,

SAPGUI, 21

Ccabinet, 26capture operator, 7class

ALF, 16FAX, 16OTF, 16REO, 16

Content Services, 7Content Services for SAP

defined, 13Content Services for SAP administrator, 7creating links, 7CS for SAP, see Content Services

Ddefining preferences, 25displaying

Print Lists, 23document

incoming, 16outgoing, 16scanned, 16supported formats in SAP, 16

document controller, 7document data, 22

Document Finder component, 23document format, 26document formats, 25document formats, supported in SAP, 16documents, 29

storing using SAPGUI, 21DQL statement, 25DRL, 25 to 26

Eediting notes in a Print List, 23Equipment Master screen, 22

FFAX class, 16fbo3, 21finding

Print Lists, 23finding linked documents in SAPGUI, 22folder, 26format, 28

ALF, 16PDF, 16REO, 16Tiff, 16

format preferences, 26 to 27free search in Print List, 23

Iintended audience, 7

LLinked document DIR, 22linked documents

finding in SAPGUI, 22viewing in SAPGUI, 22


Index

Mmaintaining links, 7material basic data, 22multiple documents, 26multiple selection, 26

Nnotes, 29

Ooadr, 23organization of this guide, 8OTF class, 16

PPDF format, 16PDF renditions, 29preferred application, 26prerequisites

system administrator, 7Print List

adding notes to, 23editing notes in, 23free search in, 23

Print Lists, 16ALF class, 16ALF format, 16displaying, 23finding, 23

purpose of the guide, 7

Qquery, 26query DRL, 25

Rreleasing documents to SAP, 7renditions, 29REO class, 16REO format, 16Reports, see Print Lists

SSAP

Document Finder component, 23supported document formats in, 16transaction code, fbo3, 21transaction code, oadr, 23

SAP transaction, 7SAPGUI

storing documents using, 21working with a archived documents

in, 21scanning documents, 7standard user, 7storing documents using SAPGUI, 21supported document formats in SAP, 16

ALF class, 16ALF format, 16FAX class, 16OTF class, 16PDF format, 16REO class, 16REO format, 16Tiff format, 16

system administrator, 7prerequisites, 7

TTiff format, 16transaction code

fbo3, 21oadr, 23

UURL, 26user roles, 7

Vviewer, 7viewing documents, 25viewing linked documents in SAPGUI, 22virtual document, 26virtual documents, 26

WWebAdmin, 15working with archived documents in

SAPGUI, 21


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