The Complete Guide To SAP cFolders

Assisting Companies Leverage
Investments in SAP Solutions
The Complete Guide to
SAP cFolders
Shobhit Singhal
November, 2010

Agenda
 Introduction to SAP cFolders
 Navigation
 Creating a Collaboration
 Exporting objects from SAP backend
 Importing objects to SAP backend
 Creating new objects in a collaboration
 Changing existing objects in a collaboration
 Authorizations
 Status Management
 Notifications
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© 2010 Shobhit Singhal

INTRODUCTION TO SAP COLLABORATION
FOLDERS
© 2010 Shobhit Singhal Page 3

What is a Collaboration?
 In SAP cFolders, a collaboration is a web based
cooperation platform which enable all
collaboration participants (owner, internal
engineering and design partners, external
suppliers, manufacturers, customers etc.) to
work together in virtual teams
 Supports both cooperative and competitive
scenarios
 Composed of work areas (public/private),
hierarchy of folders and required objects
(Materials, BOMs etc)
 Systematic exchange of information and
communication flow between participants
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Key Definitions
 Collaborative Scenario
 Where team members and partners work together in one
collaboration area
 The folder structure within a collaboration project can be
hierarchically structured by subfolders that can contain different kind
of objects: documents, discussions, data sheets, bookmarks, or
texts
 Competitive Scenario
 For example, in a bidding scenario for publishing project
specifications on the World Wide Web, as well as requesting and
evaluating the bids received from various suppliers
 Standards
 Standards are a type of collaboration where you can store objects
that need to be linked to multiple collaborations. For e.g.,
• General Terms and Conditions document
• Manufacturing standards
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NAVIGATION

Screen Layout
 Basic layout on every screen is the same
 Return to the home screen from wherever you
are by clicking on the ‘Home’ button or the logo
in the top left-hand corner of the screen
 When on home page, left hand section shows
overview tree
 When inside collaboration, left hand section
shows collaboration structure
 Top right section contains links to favorites, user
settings, help etc
 Middle section is main interaction area
 Bread crumb trail is provided when inside a
collaboration under ‘Current Path’
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Screen Layout (cont.)
 When looking at any collaboration, folder, or object you will always find the
following common sections:
 Breadcrumb trail
 Header name
 User authorization
 Header status (if assigned)
 Settings
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User Settings
 Accessible from top right hand menu from any screen
 Tab: General
 Select the scenarios with which the user wants to work
 Select a language or your own terminology
 Activate Standards
 Specify home page
 Accessibility
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User Settings (cont.)
 Tab: Layout
 Tweak appearance of cFolders
 Tab: Meetings
 Enter the data required to log onto the WebEx Meeting Service
here
 Tab: Notifications
 Define whether notifications are sent as e-mails, and if so, how
often
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User Settings (cont.)
 Tab: User
 Enter user details
 Specify time zone, date and decimal formats etc.
 Tab: Roles
 Shows the roles assigned to the user
 Administrators have change access to the list of roles
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Favorites
 Accessible from top right hand menu from any
screen
 Shows the list of collaborations, folders and/or
objects marked as favorite by the user
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Search
 Create a new search or select an existing one from
the list
 Simple Search: Search across all folders, subfolders
and objects in all collaborations
 Advanced Search: More specific search, for e.g.,
search for a particular document in a folder
 Attribute Based Search: Search using object-specific
attributes, for e.g., search for ECNs based on a
certain change category value
 Search results are saved automatically in the list of
search results.
 You can edit the search results. For e.g., you can
delete search results that you no longer require

Administration
 User administration
 The user administrator makes all settings for
managing users here, for example, for creating,
changing, and copying users
 Network Administration
 The network administrator makes system settings here
for the key cFolders functions (such as meetings,
notifications, and status management)
 cFolders Administration
 The cFolders administrator makes the system settings
here for the scenarios and object types you want to
make available in cFolders and for the cFolders layout
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CREATING A COLLABORATION

Types of collaborations
There are two types of collaborations –
 Collaborative
 Only one working environment – Public Area
 No private area
 Used for non-competitive business scenarios
 Example uses – engineering and design collaboration
with internal/external users
 Competitive
 Multiple work areas – one Public Area and one or
more Work Areas
 Used for competitive business scenarios
 Example uses – creating bid invitations, evaluating
received bids
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Standards
 Standards are a type of collaboration where you can store
objects that need to be linked to multiple collaborations
 For e.g., a ‘General Terms and Conditions’ document
 Standards show up under ‘linked documents’ section of
the object
 The following objects can be linked to other objects:
 Materials
 Bills of materials
 Items
 Categorized documents
 Generic objects
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Collaboration Templates
Page 18
 Any collaboration can be
set as a template to be
used to create other
similar collaborations
 Templates can be setup
for both collaborative and
competitive scenarios
 Only the Public Area is
copied to the new
collaboration
 Need to have at least read
access for the public area
of a collaboration to use it
as a template
 Authorizations and work
areas are not copied to
the new collaboration

Create a new collaboration - Collaborative
 Go to Collaborative Scenarios and click on Create
 Use template or create from scratch
 Enter name and description for collaboration
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System automatically creates a top-level
folder called ‘Folder’
Update folder name as needed
All other objects and folders will be created
under this top-level folder
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Collaboration Header overview
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Create a new collaboration - Competitive
 Go to Competitive Scenarios and click on
Create
 Use template or create from scratch
 Enter name and description for collaboration
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 System automatically creates a top-level folder called ‘Folder’ in the Public
Area
 Any Work Areas need to be manually created
 Next steps can be:
 Create more objects in Public Area
 Assign users and authorizations to collaboration
 Create Work Areas
 Note: Order of steps taken does not matter. All steps will have to be
completed before being able to effectively collaborate
 Select required option to continue and click ‘Next’
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 To create Work Areas
 Select third option on previous screen OR
 Click on create in Work Areas section of collaboration header
- Enter Name and description
- After saving, work area shows
up in dropdown
- Create as many work areas as
there are suppliers
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Create a folder structure within the collaboration
 A top-level folder is always created by the system on
creation of the collaboration
 To create a new folder within a collaboration go to
the top-level folder and click on ‘Create’
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Create a folder structure within the collaboration
From the list of objects, select ‘Folder’
Add name and description
Create sub-folders as required
The entire folder structure will be displayed
in the left column
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Folder Overview
 You can display an overview of all objects in a folder and all the folders below
it by choosing Overview in the menu of the screen for the relevant folder
 You can either display the objects by folder, or altogether in one list
 You can filter the objects in the overview by status profile, status, object type,
user or user group
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Objects used in collaboration
For each collaboration, you can specify
which objects types can be created
The following types of objects are
supported by cFolders:
 Documents
 Can be any type of file that needs to be shared
 e.g. word, pdf, excel documents, software etc.
 Can be exported/imported from/to ERP backend
 Data sheets
 Structured documents containing specifications
and classification information
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 Materials
 An item (product, goods and so on) that is the object
of a business activity
 Bills of material
 List of components belonging that make up a material
 Discussions
 An object used for communicating about a
collaboration, folder, or folder object
 Bookmarks
 Quick link to folders, objects and other collaborations
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 Engineering Change Numbers
 Change object containing all the information
required for managing a change
 Texts
 A short, descriptive comment about an object
 Generic Objects
 Non-standard objects created by system
administrators
Page 30

EXPORTING OBJECTS FROM SAP
BACKEND

Exporting objects from SAP backend to cFolders
 The following objects can be exported from the
SAP backend to a cFolders collaboration:
 Documents
 Materials
 Bills of Material
 Engineering Change Numbers
 Log on to SAP backend system
 Single transaction code – CFE02
 Option to create new collaboration directly from
backend
 Multiple object types can be exported at once
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Exporting Documents
Run transaction CFE02
Enter DIR number directly or use product
structure browser to look up DIRs linked to
materials and BOMs
Use DMS search if required
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Exporting Documents
Depending on search method used, next
screen displays list of DIRs
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Exporting Documents
 Drag and drop required DIRs into ‘selected objects’
and click on ‘copy objects’
 In the next screen, all original application files are
displayed. To add more documents, click ‘Find’
 Select the files that need to be exported
 Select cFolders application
 Select target folder for each file
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Exporting Documents
 Update file names as required
 Set read-only flag if required
 Check the entries using ‘Check’
 Click on ‘copy objects’ to export all selected docs
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Exporting Materials
 Transaction code CFE02
 Select materials using product structure browser and drag
and drop to right hand side
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Exporting Materials
Select materials and select target folder
Click on ‘Linked Documents’ to include
documents linked to the materials. They
will appear in the ‘Documents’ tab
Set read-only indicator if required
Check and export when ready
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Exporting BOMs
 Transaction code CFE02
 Select the required BOMs using product structure browser
drag and drop to right hand side
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Exporting BOMs
 If needed, choose a default setting for the plant,
the BOM usage, and the valid-from date. If you
want to use a multilevel explosion, you first have
to select a BOM usage, then click on ‘Explode
BOM’
 Select multilevel explosion, linked documents
and/or linked manufacturer part numbers, as
needed
 The BOM header material and all items will be
displayed in the Materials tab
 Select target cFolders system and folder
 Set read-only indicator if required
 Check and export when ready
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Exporting Engineering Change Numbers
To export objects reserved on
Engineering Change Numbers, lookup
the ECN using CFE02
Select required objects to export
Use procedures explained earlier to
export all the objects
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IMPORTING OBJECTS TO SAP BACKEND

Importing Objects to ERP Backend
Objects can only be imported by the
backend, never pushed to it from outside
Log on to SAP backend system
Single transaction code – CFI02
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In the cFolders Application field, choose
the cFolders system
Choose the objects that you want to
import using Select cFolders Objects
Checkboxes for multi-level explosion of
the bill of material and linked documents
Option to import linked MPNs
You have the option of entering a change
number under which all changes are
posted in the system
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 After the import, the object is automatically
exported back to cFolders as a new version
 To define for each object whether an object can
be changed in cFolders after the re-export, use
the ‘Read only in cFolders’ indicator
 You can decide to copy documents as new
versions or overwrite existing versions
 For materials, number assignments will be
based on existing customizing
(automatic/manual)
 Use the ‘Check’ button to ensure the data to be
imported matches system requirements
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CREATING NEW OBJECTS IN A
COLLABORATION

Creating new objects in cFolders
 In addition to exporting objects from the SAP ERP
backend to a collaboration, you can also create new
objects directly in cFolders
 You can create standard objects which are used in
the SAP ERP backend like:
 Documents
 Materials
 Bills of Materials
 In addition, you can also create cFolders specific
objects which aid in the collaboration process like:
 Discussions
 Bookmarks
 Text
 Generic Objects as defined by system administrator
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Creating standard SAP objects – Documents
To create a new document go to a folder
within a collaboration and click on ‘Create’
Select ‘Document’ from the list of options
Choose to upload a file immediately or later
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Creating standard SAP objects – Documents
 Select document to be uploaded from local hard
drive or network
 Save the document
 Additionally, you can mass upload documents
 For new files, the system always creates a new
document
 Multiple options for conflict mgmt
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Creating standard SAP objects – Materials
 To create a new material go to a folder within a
collaboration and click on ‘Create’
 Select ‘Material’ from the list of options
 Fill out required information and save
 You can now add documents and mfg part numbers
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Creating standard SAP objects – Bill of Materials
 To create a new BOM go to a folder within a
collaboration and click on ‘Create’
 Select ‘Bill of Material’ from the list of options
 The system shows all the available materials in
the collaboration. You can also use search
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Creating standard SAP objects – Bill of Materials
 Enter required details like plant, usage, base quantity etc.
and save
 You can now add documents and items to the BOM
 To add items, you can click on
 Create – to add existing materials in the collaboration
 Create with material – to create new materials and add
to BOM
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Creating standard SAP objects – Engineering Change Number
To create a new ECN go to a folder
within a collaboration and click on
‘Engineering Change Number’
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Creating standard SAP objects – Engineering Change Number
Enter required information
Assign change owner and save
Enter objects to the ECN. You can only
add objects that are assigned to the
current collaboration
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Creating Discussions
 Discussions are objects used for bi-directional
communication about a collaboration and its objects
 To create a new discussion, go to a folder within a
collaboration, click on ‘Create’ and select ‘Discussion’
 Enter required information
 Anyone who has authorization to the object can post to
the discussion
 All posts show up in the Summary section at the bottom
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Creating Bookmarks
Bookmarks are quick links to
collaborations, folders, objects or internet
pages
To create a new bookmark, go to a folder
within a collaboration, click on ‘Create’
and select ‘Bookmark’
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Creating Bookmarks
 To find the link to an object (e.g. material), go to that
material, right click -> copy shortcut (see image)
 Paste this shortcut in the bookmark object to create a
shortcut to this object
 A user will only be able to access the shortcuts if they
have at least display authorization to the linked object
Page 58

CHANGING EXISTING OBJECTS IN A
COLLABORATION

Changing Objects in a Collaboration
 You need at least write authorization to the
objects you wish to change
 You can make changes to the existing versions
of objects, or create new versions
 Once a new version is created, the old version is
saved and is not available for further changes
 Change history is captured for each object
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Changing Materials
 To change a material, click on the latest version
of the material, make required changes and
save
 Alternatively, create a new version of the
material
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Changing Documents
 Changes to documents can be of two types:
 Metadata Changes
 Original Application File Changes
 Metadata changes include document name,
description etc.
 You can download the original file or check it out
 On checkout, the document is added to the user’s
favorites automatically. Also, the ‘Checked Out’
indicator is set on the document
 File can be checked back in as same or new version
 You can also directly upload a new file using the
‘Upload’ button
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Changing Documents
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Changing Bills of Materials
 When BOMs are exported from the backend, by
default two versions are created, unless marked
otherwise:
 Version 1 is display only
 Version 2 is available for change
 Various options to download BOM information
 Can link documents to BOM
 Document has to be in same collaboration (collaborative)
or same work area (competitive)
 Change BOM items
 Compare two BOM versions
 Single Level
 Multi Level
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Changing Bills of Materials
Page 65

Object History
History provides an overview of
everything that has happened to a folder,
folder object, or a user group (including
granting authorizations), when it
happened, and who carried out each
activity
Additional Functions  History
You can also display the history of
deleted folders or folder objects
Page 66

AUTHORIZATIONS

cFolders Authorization Concept
Authorizations control which user has what
kind of access to which collaboration objects
Authorizations always contain an object, an
activity, and a user
A user gets authorization in two ways:
 Explicitly: By direct assignment to the object
 Implicitly: By inheriting authorization through the
assigned roles or user groups
Authorizations can be assigned at
collaboration, folder, sub-folder and object
level
Page 68

Authorization Types
 Authorizations can be assigned at three levels, called
authorization types – user, user group and role
 User
 Assign authorizations to one or more individual users
 User Group
 User groups are group of users and/or user groups
 You can assign the following authorizations for user groups:
 Administration
• Users with administration authorization for a user group can maintain user
group members and maintain authorizations for accessing the user group
 Write
• Users with write authorization for a user group can maintain user group
members
 Read
• Users with read authorization for a user group can view user group members
 To create and delete user groups, you must be assigned to the roles
SAP_CFX_USRGRP_CREATOR and SAP_CFX_USRGRP_DELETOR
respectively
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Authorization Types
Role
 When authorizations are assigned at role
level, each user to which the selected role
has been assigned has the corresponding
authorizations
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Authorized Activities
 Read
 A user with read authorization can only display the object to read the content
 Write
 This activity includes read authorization. The user has the additional authorization to
change the object. This authorization can be restricted using the Write Lock
indicator or using status management
 Create
 This gives the user authorization to create folders, folder objects, collaborations,
status profiles, and user groups. To delete an object in a folder, the user also needs
write authorization for the folder
 Administration
 Administration authorization includes write authorization. In addition, the user can
assign authorizations to the object
 Delete
 Delete authorization allows users to delete objects. To delete an object, the user
also needs write authorization for the folder to which the object belongs
 None
 A user with this activity cannot access objects. The user cannot see either the
content of the object or the metadata of the object, such as name and description.
 This is useful when a user needs to be blocked from accessing objects to which
they have inherited authorizations from higher level objects, user groups or roles.
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Authorization Rules
 Rule 1: Authorizations are inherited
through a hierarchy
 Example: Folder A has subordinate folder
A.1. Steve has write authorization for folder
A. This means that he automatically has write
authorization for folder A.1, too
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Authorization Rules
 Rule 2: User authorizations override authorizations
from user groups or roles; user group authorizations
override authorizations from roles. If a user is
assigned to two user groups and the user groups
have different authorization for an object, the higher
authorization has priority
 Example: In folder A, user Steve has read authorization.
In addition, user group Product Managers has write
authorization. Steve belongs to this user group. Steve will
have read authorization for folder A
 In addition, even if Steve had a role assigned to him that
granted him administrator access, he would only have
read access to folder A
 Note: Status authorizations override all other
authorizations for the object
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Authorization Rules
 Rule 3: Local object authorizations override
inherited authorizations if the local and the
inherited authorizations are of the same
authorization user type (user, user group, or
role)
 Example: Steve has write authorization for folder
A. This means that he automatically has write
authorization for folder A.1, too. Bill, an
administrator for folder A.1, sets read
authorization for Steve Gates in folder A.1. This
restricts Steve’s authorization because the local
authorization (folder A.1) overrides the inherited
authorization (folder A)
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Authorization Rules
 Rule 4: If a user has an inherited authorization that is of a
different type to the local authorization, for example, one is an
authorization from a user group and the other is a user
authorization, then rule 2 applies. The local authorization
cannot override the inherited authorization in this case
 Example: Steve has read authorization for folder B and for
subfolder B1, which has inherited this authorization. User group
Product Managers, which Steve belongs to has write
authorization for subfolder B1. In this case, the valid
authorization for Steve Gates is read authorization because this
is a user authorization. Although local object authorizations
generally override inherited authorizations, user authorizations
always override authorizations from user groups
 Exception: An object can also have authorizations that are
defined by the status of the object. These authorizations
override all other possible authorizations
Page 75

Authorization Rules
 Rule 5: When objects are copied, the
authorizations are not copied with them.
The copied object inherits the
authorizations from higher-level objects
at the next level of the hierarchy
Page 76

Use
 You can use authorizations effectively in two
ways:
 If you want a user to have access to one specific object only,
you can assign the user the appropriate authorization (read or
write) and send a notification. The collaboration containing the
object is not displayed in the collaboration overview; the user
can only access the object via the link in a notification
 If you want the user to see the collaboration requiring his or her
participation in the collaboration overview, you must assign at
least read authorization at collaboration level and then adjust
the authorization for individual objects if necessary
Source: help.sap.com
Page 77

Authorizations per Status
 To use status management authorizations,
 Specify object authorizations to each status in a status profile
 Assign status profile to an object
 When the object achieves a particular status, only those
users, user groups, and roles assigned to the status in the
status profile can work on the object
 You can set write protection for an object for a status by
selecting the Protected indicator in the status detail screen
! Note: Object authorizations are optional. You do not need
to create them to use status management. However, as
soon as you create object authorizations in a status
profile, they are valid for any object using this status
profile and override all other authorizations
Page 78

Authorizations in the Competitive Scenario
 In competitive scenarios, a collaboration includes a Public Area
and several Work Areas for vendors or partners
 The users that you assign to the work areas automatically have
read authorization for the Public Area, so that they can see the
bid invitations for which they want to enter bids, for example
 The users in one work area do not have read authorization for
other work areas, unless you specifically assign this to them
 It is also possible to create guest authorizations for the Public
Area. This allows partners or suppliers to view the Public Area
only, without having their own separate work areas. If they
decide that they are interested in the bid invitations, you can
then create a work area for them
 When a document is created in or copied from a Public Area,
another area, or another folder, all users who have read
authorization for the document can access the latest version of
the file at its origin. This enables them to always see the latest
version of a document. They cannot, however, directly access
the Public Area, Work Area, or folder
Page 79

Setting Authorizations in cFolders
Authorizations can be set explicitly in
six different places in cFolders
Where? Who by? Which activity? What for? Note
In the Settings
menu on the
Authorizations tab
page
System
administrators
Create
Delete
Collaborations
Status profiles
User groups
—
On the object
detail screen
(Authorizations
pushbutton)
Users with
administration
authorization for
the object
Administration
Write
Read
Create Document
Create Folder
Delete
None
Objects in
folders (for
example,
document, data
sheet,
subfolder)
Can be
overridden by
status object
authorizations
On the user group
detail screen
(Authorizations
pushbutton)
Users with
administration
authorization for
the object
Administration
Read
Write
None
User groups —
Page 80

Where? Who by? Which activity? What for? Note
In status profiles
(Authorizations
pushbutton on the
status profile detail
screen)
Users with
administration
authorization for
status profiles
Administration
Write
Read
Status profile —
On the status detail
screen in status
profiles (Object
Authorizations
pushbutton on the
status detail screen in
the status profile)
Users with write
authorization for
status profiles
Administration
Write
Read
Create Document
Create Folder
Delete
None
For objects in a
particular status
Overrides all other
authorizations. For
example, if you have
write authorization for a
document but according
to the status profile, you
only have read
authorization for the
document in the status
"New", you cannot
change the document
when it has this status.
The object authorization
in the status profile has
priority.
On the status
transition detail
screen
Users with write
authorization for
status profiles
Authorization to
carry out a status
transition
Status transitions —
Setting Authorizations in cFolders
Page 81

STATUS MANAGEMENT

Status Management Concept
 Statuses are used to help process objects according to
specific workflows
 Create a status profile to define the workflow sequence
 For each processing step in the status profile, enter a
status
 E.g. Draft, Reviewed etc.
 Define status transitions
 E.g. Reviewed, which allows status change from In Review to
Reviewed
 Define actions for the following:
 For a status transition, to notify users of the status changes
 For a status, to remind the users of impending deadlines or
processing times
 Assign transition authorizations (optional)
Page 83

Status Profile
 Consists of statuses and
status transitions that can
be assigned to an object
 Possible to leave the
profile open to all objects,
or restrict to one object
type
 Note that if the use of a
status profile is restricted
to the object type "folder",
then the status profile is
only inherited by other
folders lower down in the
hierarchy. Objects
contained in the folders do
not automatically inherit
this status profile
 Assign authorizations to
users be able to manage
profiles
Page 84

Status Profile Assignment
 Status profiles can be assigned to individual objects,
or to a folder from where there are inherited down to
the individual folder objects
 Once a status profile is assigned to a folder, the
folder objects retain the inherited profile even if it the
assignment is removed from the folder
 If you move folders, the folders and the objects they
contain also remain assigned to their status profiles,
assuming that you assigned one in the first place
 While copying objects to a folder, the status profile is
not copied if the folder has one assigned already
 It is also possible to revoke status profile
assignments
Page 85

Status Actions
 The following actions can be defined for each status:
 Deadline
 The system sends this notification when the deadline that
you specify for reaching the specific status has passed
 Processing Time
 This reminder notification is sent if the responsible user has
not converted the status of the object within the set
processing period to the subsequent status
 Notification
 The system sends a notification when an object obtains the
specific status.
 In all cases, you have the option of sending an
automatic or a manual notification
Page 86

Status Transition
 You need status transition authorization to be able to execute
any status transition
 Transition authorization can be of two types:
 You have transition authorization if you have write authorization for the
object
 Transition authorizations can also be defined explicitly in the status
profile
 Similar to status actions, you can define status transition actions
to send out notifications as soon as a status transition takes
place
 By default, notifications are sent to users that have 'write'
authorization for the object
 If status transition authorizations are assigned,
 The system sends notifications to the users who have authorization for
the next status transition
 The system sends notifications relating to deadlines and processing
times to the users who have authorization to leave the current status
Page 87

Status Log
 The status log displays all statuses that the cFolders
object has had, when they were set, and by whom
 You can display the status log for all cFolders
objects that are relevant for status management
(collaborations, areas, folders, documents, data
sheets, materials, bills of materials, generic objects)
 There is also a comment text field that contains the
text from a status transition, if one was sent for a
status transition and provided the text was entered
manually
 You can also branch directly from the status log to
the detail screen of an individual status
Page 88

NOTIFICATIONS

Notifications
Notifications are object-specific
Can be manual or automatic
Manual notifications can be created with or
without a template
Automatic notifications can be triggered
based on object status or status transition
Page 90

Notifications
Notifications can be displayed using the
‘Received Notifications’ menu item
Page 91

Notification Templates
 Notification templates can be created to send out predefined
text that you can reuse for objects, status actions, and status
transition actions
 To create templates, click on ‘Notification Templates’ in the
overview tree
 You can assign authorizations to templates to define who
can use or administer them
 You can restrict templates to manual notifications, status
actions and status transition actions
Page 92

The Complete Guide To SAP cFolders

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