SAP_Archiv_ELO_English_ASIA.ppt

© ELO Digital Office GmbH

ELO Digital Office GmbH

ECMELO ArchiveLink

with SAP R/3

Jakarta, 30.05.2007

SAP Archivierung


ELO Digital OfficeELO Digital OfficeTradition, Technology, SolutionTradition, Technology, Solution

SAP Archivierung


• 1896: Establishment of the Louis Leitz company1896: Establishment of the Louis Leitz company• 1995: Establishment of the Louis Leitz Digital Office GmbH as 1995: Establishment of the Louis Leitz Digital Office GmbH as

subsidiary of the holdingsubsidiary of the holding• 1997: Establishment of the ELO Digital Office GmbH1997: Establishment of the ELO Digital Office GmbH• 2004: Go ASIA: ELO Digital Office Indonesia2004: Go ASIA: ELO Digital Office Indonesia• 2005: ELO Digital Office Asia2005: ELO Digital Office Asia• 2006: Joint Venture: Seacare Digital Office Pte, Ltd. 2006: Joint Venture: Seacare Digital Office Pte, Ltd.

History

SAP Archivierung


Modularity and Flexibility

Barcode-/

Form recognation

Fulltext / OCR

COLD-XML

Import ERP

Archivlink

Backup

Server

Dicom / Radiology

formats

Mobile

Email

Integration

Replication

Multi CAD

Digital

Signature

Internet Gateway

Workflow

DMS &

Security

Archiv

SAP Archivierung


ELO RepositoryELO Repository

Application ServerApplication Server

Service-InterfaceService-Interface

ELO Index-ServerELO Index-Server

WorkflowWorkflow

Archive DataArchive Data

DMSDMSOutput Formats Output Formats (HTML, Excel, PDF, (HTML, Excel, PDF, Custom)Custom)

ArchivArchiv

SQL-DatabaseSQL-Database(SQL, OLE DB, XML/A, (SQL, OLE DB, XML/A, ODBC, Oracle, Custom)ODBC, Oracle, Custom)

CaptureCapture

Security ServicesSecurity Services

Step 2Step 2 Step 3Step 3Step 1Step 1ProcessProcess

Principles of SOA (Service Oriented Architecture)

SAP Archivierung


Differences in Archiving with SAP

• Document storage (optical archiving)– Original vouchers :

• Incoming documents (incoming invoices,...)– early, simultaneous, late archiving

• Outgoing documents (orders, invoices, ...)– Print lists:

• reports, journals etc. (FI monthly bookings, ...)– Documents created in the DVS or in SAP Office

• Data archiving– Archiving of R/3 data (vouchers) via ADK

(previously REORG)

ArchiveLink

Basic Principles

SAP Archivierung


Document Storage in Archive System

SAP R/3 ModuleHROffice DVS FI

Incoming vouchers

Outgoingvouchers

Printlists

Any

docu

men

ts

Any

docu

men

ts

SD

ClaimsClient contractsDelivery schedulesClient queriesOrdersSales vouchersOffersOrder confirmationDelivery notesInvoicesContractsLetters

MM

IncominginvoicesIncomingcredit notes

Lifo evaluationProductionorders

IncominginvoicesCredit notesIncoming payments

Reminders FrameworkagreementOrder querydelivery schedule

Journal entriesBalance audittrailDocument journal

applicationspersonnel files

SAP Archivierung


SAP ArchiveLink: Important Terminology

• The object type defines the business object (e.g. the object type BKPF stands for bookkeeping vouchers)

• The document category describes a category of document (e.g. FIIINVOICE stands for incoming invoice for financial bookkeeping)

• Object type – document category – relations are allocated to a content repository

• Each document category includes a document type (e.g. FAX, PDF, ALF, DOC, etc.), which defines the technical format of the respective document

Archiving under SAP R/3

Object type:BKPF

Object type:VBAK

Document category

Document type

SDIORDER

FIIINVPREL

FIIINVOICE

FAX

FIFI

SDSD

Content Repository:A1

:

SAP Archivierung


Content Server Interface:Terminology under R/3• Document

– A document consists of admin data and content.

• Content– The content is identified and described via the admin data. A

closed data quantity (1 file) is called a content unit.

• Content Server– Any server handling content administration; e.g. archive

server of external storage system.

• Content Repository– Logical storage space for documents for the R/3 (previously

logical storage system in SAP ArchiveLink). Several content repositories can exist on the same server.


SAP Archivierung


SAP ArchiveLink

Scan programs

Archive systems

Viewing programs

User

FISDMMQMPPHR...

SAPArchivelink

Cross-application components

Application component

User

ArchiveLink

Overview

ELO Professional/Enterprise

SAP Archivierung


ELO ist SAP ArchiveLink zertifiziert

Archivierung unter SAP R/3

SAP Archivierung


SAP ArchiveLink: The Components

Archivierung unter SAP R/3

SAP R/3Server

SAPGUI(Viewer)

ELO32Client

ELOContent-server

ELO SAPFrontend

OLE ELOFrontend

SAPALINKDLL

ELOServer

SAP ELO ArchiveLink ELO

HTTP

RFC

SAPALINKRFC

OLE

SAP Archivierung


Outgoing Document Storage I

Printer

SAP basis

ELO WORM

• Direct storage of printable documents from SAP application• Possible for all SAPscript print programs• Integration of documents with underlying business object

– e.g. document order confirmation is integrated with business object order (VBAK)

Archiving

Scenarios

SAP Archivierung


Outgoing Document Storage II

• Archiving ensues automatically from the respective transaction during printing (e.g. order, invoice)

• Display via Acrobat Reader (PDF)

• Archiving is transparent for user

• Accustomed work environment

• Marginal training required

• Complete and error-free storageArchiving

Scenarios

SAP Archivierung


Print List Storage I• Direct storage of print lists

• Integration of hyperlinks in documents already stored and in SAP business objects possible

• Allows efficient search options within stored print list via index

Printer

SAP basis

ELO WORM

Archiving

Scenarios

SAP Archivierung


Print List Storage II

• Much more compact storage than voluminous printout

• Faster availability than printout

• Faster access from different work stations

• Indexed or free text search, and therefore increased information availability

• Easy, consistent and convenient administration

Archiving

Scenarios

SAP Archivierung


Late Archiving with Barcode

Archiving

Scenarios

Document (in-house mail)

Scanner

ELO WORM

22 11

Document (in-house mail)

SAP basis

Business object

barcode ID

Document reference

barcode ID

• Business object capture based upon physical document

• Manual forwarding to scanning department

• Important: Ensures correct barcode recognition

– check digit algorithms– automatic barcode recognition

SAP Archivierung


Archiving with Barcode

• Advantages– Central scanning of vouchers– Allocation to business object initiated by administrator– Automatic allocation of original documents and SAP vouchers – Minor in-house transport of physical documents, if integrated with

workflow– Faster distribution and transport, if integrated with workflow

• Disadvantages– Increased costs (barcode printer, software for barcode recognition)– Quality assurance through scanning– If there is no workflow, documents may go missing– Large amount of in-house paperwork for archiving– If there is no workflow, there is no way of determining the processing

status

Archiving

Scenarios

SAP Archivierung


Temporary Archiving for Processing at Later Stage / Archiving and Processing (early / simultaneous archiving)

ELO WORM

Scanner

11Document capture

work station A

22

SAP posting

work station B

Workflow

ELO Workflow

work station C

Workflow

Integration ofdocuments in thebusiness workflow

Archiving Scenarios

3

SAP Archivierung


Archiving for Processing at a Later Stage(early archiving)• Advantages

– Central scanning of vouchers– No in-house voucher transport– Direct access to documents– Fast distribution and transport– Parallel processing is possible– Respective transaction is started via document type– SAP Business Workflow is the most consequent processing

approach

• Disadvantages– Increased training requirements– Serious organisational changes may become possible– Change management required

Archiving

Scenarios

SAP Archivierung


Data Archiving in Archive System

SAP SAP DBDB

Online

Archiving process

Archive filesOffline

Archiving -object

ELO WORMArchiving

Scenarios

SAP Archivierung


Benefits of Archiving with SAP I

• Relieves system from concluded processes

• Improves response time

• Reduces data protection runtimes

• Auditing acceptability: archived vouchers are safely stored

• Partial access to reorganised data as single document

• Partial access to reorganised data via reports

• Data availability in accordance with safe-keeping obligation

• Time-saving (access, search, throughput time)


SAP Archivierung


Benefits of Archiving with SAP II

• Integrated processing (no media discontinuity)

• Reduced occupancy costs

• Simultaneous access by several persons from different locations

• Easy securing and copying

• High consistency by means of centralised data recording

• High reaction capability to customer queries

• Reduce SAP Licenses for non SAP usersArchiving under SAP R/3

SAP Archivierung


More than ArchiveLink:ELO SAP AddOns• Indexdownload (+ Creation of structures)

• Value Upload to SAP Workitem

• Barcode Labelprinter

• Create Workitem/ Start Workflow

• DocIxtractor


SAP Archivierung


ELO link to SAP/R3

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