Xerox DocuShare as ECM for SAP R/3Seamless Integration into the SAP System Landscape

Introduction

The archiving of data and documents is not high on the list of many companies‘ priorities at this time. Although an archive can - and should - strengthen and enhance a production system like SAP R/3.

In more and more SAP work environments the decisive bonus for the user lies in a file-oriented view of the documents. Sales employees or personnel in the call centre not only need customer data, they need fast, efficient access to various documents connected to the customer such as e.g. invoices, applications and correspondence.

A well-managed archive supports efficient business processes. Also the company has real-time access to information that has, until now, been hidden in the network or in files.An integration between SAP and ECM is therefore strategically important for providing optimised sup-port of the business processes.

Why archiving?Archiving documents connected to SAP business transactions has many advantages for companies:

Consolidation of information:• Archiving documents with Xerox DocuShare from SAP simp-lifies work processes within a company. The employees can access documents, reports and production data from SAP from their normal workplace. Improvement of business process management:• Xerox DocuShare as ECM for SAP links company documents with the associated business objects and the related business processes.Avoidanceofinefficientuseofpaper:• The correct archiving solution supports documents of any format – meaning that a complex wealth of data is replaced by a well-organised docu-ment archive. Redundant filing of information is avoided.Nomoretime-consumingsearchingorwrongfiling:• Documents are captured, catalogued and saved throughout the company. Employees can work more efficiently and find it easier to comply with regulations.

Requirements made of an ECM system for SAP R/3ECM and ERP need to be looked at together because many processes not only require SAP data but • also unstructured information (documents, emails) on a day-to-day basis,

ECM contents should be prepared and supplied according to the business processes,•

It must be possible to automate the exchange of data and contents between SAP and an ECM • system.

Back archiving of externaldocuments

Incoming paper documents are scanned into an individu-ally configurable process, if necessary with full text recog-nition, and automatically labelled with relevant informa-tion about the respective document (so-called metadata, such as the record number, record data or sum). The re-cords are automatically reviewed and filed in Xerox Do-cuShare in the correct archive structure. This data can be assigned to a SAP business process via the SAP standard interface ArchivLink.

Archiving of internally generateddocuments

Documents generated in SAP (orders, order confirmations, invoices or other records) are also transferred directly to Xerox DocuShare. The same also applies to SAP print lists (journals, accounts, lists of account balances, etc.). Also, all DocuShare interfaces for document capture (Office, Windows, Outlook) are available. Index data from the SAP system that is relevant for the record are automatically transferred to Xerox DocuShare and linked to the respecti-ve records. The documents are accessed via the SAP inter-face without the user having to log on to another system.

Flexible Integration in SAP R/3 with theDocuShare SAP-Link

DocuShare SAP-Link realises the seamless integration between SAP R/3 andthe extensive ECM-Suite from Xerox DocuShare. All business-relevant docu-ments in a company – incoming and outgoing papers – are stored in Xerox DocuShare securely and can be called up at any time. Business processes and work flows are supported intuitively by Xerox DocuShare. All legally relevant papers can be filed automatically in a revision-proof memory.

ECM / Archive

SAP CRM E-Mail FileCRM

Security Xerox DocuShare takes the authorisation concept of the SAP system into account. There is also an internal authorisation system (reading, writing, administrati-on).Via the integration with the central user directory (Active Directory, LDAP), users and their authorisation groups are maintained centrally and compared to the user administration of Xerox DocuShare.

Revision-proof archiving

Depending on the legal relevance of the documents, they are automatically saved in an archive memory in Xerox DocuShare. This satisfies all requirements for re-vision-proof archiving. Via a modular archive concept, Xerox DocuShare is able to operate various archive me-dia (hierarchical storage management). In addition to the SAP records, the archiving can also integrate all other document types.

Accurate research

It is possible to directly research documents from SAP in a number of ways:

direct linking of the document to the SAP process,• parametric search directly from SAP in Xerox Do-• cuShare with the index data of the process,free research from SAP searching for document • contents and metadata in Xerox DocuShare.

In addition to the individual index criteria of the indi-vidual documents and document types, the complete full text of a document is also available for research purposes. Here, the Xerox DocuShare has a compre-hensive range of search options using Booleaan ope-rators, phrases and wildcards.

All documents relevant for an index crite-rion from SAP are supplied – regardless of their origin (from SAP or external sources) orarchivefile.

Depending on their authorisation rights, even non-SAP users are able to research and read SAP records. The intuitive user interface Xerox DocuShare (Web, Win-dows, Outlook client) is available here.

StructuringXerox DocuShare offers the opportunity to predefine and automatically generate individual plans of action and file substructures for all files of one type (customer files, personnel files, invoice archive). This ensures uniformity and the completeness of the document management even over long usage periods.

Application examples

Employees can call up an overview of all relevant documents for a business transaction • within SAP at the touch of a button,

Exchange and revision of documents (plans, correspondence, etc.) between the employees • (collaboration),

Access to all data relevant for the customer relationship (master data, order, delivery, • invoice) and documents. The necessary information no longer needs to be laboriously searched for in folders, information is available in seconds,

The development of a virtual customer file to support the sales process.•

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