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This was presented on 04/11/15 at:
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•Understand how SAP S/4HANA is organized into core, products, and suite
•Learn the new capability planned for the October update
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Use the SAP Content Server for Your Document Imaging and Archiving Needs!
1. IM111
Use the SAP Content Server for Your
Document Imaging and Archiving
Needs!
John Walls, Verbella CMG, LLC
Sept 10, 2008
2. Agenda
1. Session Overview
2. SAP Content Server
2.1. What is it?
2.2. What can it be used for?
3. Document Imaging
3.1. Why?
3.2. Available Scenarios and Demos
4. Printlists, Outgoing documents and Data Archiving
4.1. Printlist and Outgoing documents, Why?
4.2. Data Archiving, Why?
4. SAP GOS or Generic Object Services
5.1. Common uses
3. Session Learning Points-
Attendees today will understand the following learning points
An understanding of the SAP Content Server
– What it takes to install it
– What it takes to maintain it
– Understand it’s limitations
How it can be used as a Document Imaging Platform, and what is
required
– How ROI can be gained very quickly
– What are the supported archiving scenarios
How the SAP Content Server provides a better storage solution then
just storing data archiving files on the file system
4. Agenda
1. Session Overview
2. SAP Content Server
2.1. What is it?
2.2. Fast Facts?
3. Document Imaging
3.1. Why?
3.2. Available Scenarios and Demos
4. Print Lists, Outgoing documents and Data Archiving
4.1. Print List and Outgoing documents, Why?
4.2. Data Archiving, Why?
4. SAP GOS or Generic Object Services
5.1. Common uses
5. SAP Content Server…..What is it?
The SAP Content Server is a stand-alone component – in
which electronic documents of any format can be stored.
The documents can be saved either in one (or more) MaxDB
instances or in the file system.
The SAP Content Server is available for Windows Server 2000
& 2003 as well as for several UNIX variants and Linix.
“The SAP Content Server is the server at the core of SAP’s document
storage and management concept. It provides the technical infrastructure for
all document-centric applications and business scenarios that do not
require a long-term document archiving solution. Because the SAP
Content Server is included in every SAP solution, a self-contained content
server is always available to SAP customers.”
6. SAP Content Server…..Drill down into the
details
SAP applications-
– SAP Business Workplace, ArchiveLink, SAP Document Management System
(DMS), and SAP Knowledge Warehouse.
Integrated management from within SAPGui. CSADMIN and OAC0
MaxDB comes with Database Manager and SQL Studio
SAP MaxDB is also widely used within SAP-
– The Service Marketplace,
– The Training documentation in Knowledge Warehouse, and
– SDN runs on SAP MaxDB.
SDN currently is one of the largest SAP NetWeaver Portal implementation
with far more than 1,000,000 named users, and it runs on SAP MaxDB and
Linux-x64.
7. SAP Content Server…..Fast Facts
SAP Content Server Version 6.2: Only supported window platforms
SAP Content Server Version 6.3: Release Oct 11, 2003,
Microsoft Windows, Linux, IBM AIX, Sun Solaris and HP-UX
Supported storage in a file system (UFS/NFS)
SAP Content Server Version 6.4: Released June 6, 2006, EOM March 31, 2013
Supports Windows 2003 64BIT April 8, 2008
MS IIS 5.0 and 6.0 June 6, 2006
SAPinst is required to install
MaxDB current Version: 7.6 - 7.7 coming soon
7.4 and earlier were known as SAP DB
More than 13,000 SAP customers run SAP MaxDB
Scanning interface: None
Options Media Support: None
Support SAP Release: Since 4.6C
Supported ArchiveLink Version: 0045 Http
9. SAP Content Server –
SAP Content Server SAP Cache
HTTP HTTP
File system or database Server
(No optical Media support)
HTTP
SAP R/3
HTTP
No Scanner Interface for SAP Content
Server
Third party document capture vendors like
Kofax would be necessary. Retrieval of documents through the
SAP GUI using the ECL Viewer
17. Agenda
1. Session Overview
2. SAP Content Server
2.1. What is it?
2.2. Fast Facts?
2. Document Imaging
3.1. Why?
3.2. Available Scenarios and Demos
4. Print Lists, Outgoing documents and Data Archiving
4.1. Print List and Outgoing documents, Why?
4.2. Data Archiving, Why?
4. SAP GOS or Generic Object Services
5.1. Common uses
18. Go to the Generic Object Services —
Attachment List
19. SAP Process that could have documentation
Inquiry
Quotation
Purchase
Sales Order
Contracts
Sales Production
Orders Good
Orders
Receipt
Picking
Packing Vendor
Shipment Group Invoice
Vendor Deliveries
Deliveries
Master
Goods
Customer
Issue
Master
Invoice
Material Accounting
Master
20. Cost Associated with the Paper Office
Companies spend a lot on paper
$20 in labor to file a document
$120 in labor to find a misfiled document
$220in labor to reproduce a lost document (does not include any legal
penalties)
Average document gets copied 19 times
Professionals spend 5-15% of their time reading information,
but up to 50% looking for it
7.5% of all documents are lost (1 in 20)
3% of the remainder get misfiled
Source: Coopers and Lybrand/Lawrence Livermore
21. Three Most Common SAP Archiving Scenarios
Early archiving
Uses workflow to route images to processors
Onceprocessed the image is linked to the newly created
SAP R/3 document
Late archiving
Uses indexing fields to link image to existing document
Late archiving with barcode
Uses
barcodes to link image to previously created
SAP R/3 document
22. Old, New, and Newest — Scenario Naming
Schemes
SAP R/3 4.6C SAP R/3 SAP R/3
and Above 4.5 - 4.6B 4.0 and Older
Early archiving
Storing for subsequent entry Store for entry later
with workflow
Store for assignment at a
Storing for subsequent assignment N/A
later time
Store and enter (storing
Store and enter Simultaneous archiving
and entering)
Store and assign (storing
Store and assign N/A
and assigning)
Assign then store (assigning
Assign and store Late archiving
then storing)
23. Late Archiving
Late archiving – uses indexing fields to link the image to an
existing Accounting Document or Master Record
Very basic and easy to use
Very common with e-documents that can be uploaded
Ifused with a Scanned document a third party software is
required
To Access this scenario - Use Transaction code OAWD to
upload documents
31. Late Archiving Summary
Advantages:
Very simple to use and easy to configure
It’s set up for every project as a backup or catch-all
Itdoes not change your business process (except maybe
less filing)
Drawbacks:
Key fields must be known or they have to be looked up by the
scan operator or indexer
Very tedious, lending itself to key stroke errors — or mis-
indexing
32. Early Archiving Scenario
EarlyArchiving – uses workflow to route images to
A/P Possessor to process
Once processed, the image is linked to the newly-
created Transaction. Very common in A/P
Allows for reporting on the duration of the processing
36. Automatic Release to SAP
Released to SAP
RFC calls FM to Create URL
RFC call creates Workitem
UR
L is SAP
use
d to
Sto
re I
ma
ge
SAP Content Server
41. Early Archiving Summary
Advantages
Distribute work to others and eliminates paper
Allows for ad hoc approval process
Standard reporting on end-user processing
Drawbacks
Most complicated of the standard supplied archive scenarios
Faster processing requires dual monitors
SAP Workflow needs to be initialized and Org units may have to be used
Limiting workflow out of the box,
– No Approval Process
– No Automated Routing
– No Exception Handling
Documents have to batched by, (PO vs Non-PO), then by Org Unit, then
by Physical Invoice Characteristics
42. Archiving Using Barcodes
Late archiving using bar codes – uses bar codes to link image
to the SAP object
Very common in A/P
Usedto identify accounting transactions missing back-up
documentation
Individual document indexing/categorizing is eliminated
Requires very little training
Scanning is much more efficient
– No indexing
– No scanning separator sheets
Very effective and easy to use scanning technique
44. Scanning Processing Steps – Late Archiving
with Barcode
Documen
Invoice
t
Images
SAP Content
Server
Data
Scan Validate Release
Barcode
SAP Link
Table
45. External 3rd Party REQUIRED for Barcode
Archiving
Requires an External Scanning Client
If3rd Party Content Management solutions are being used,
their Scan Clients will be able to handle barcode archiving, If
they are ArchiveLink Certified.
Example of this include
– OnBase, IXOS, IBM, FileNet, Documentum, etc.*
Ifthe SAP Content Server is being used. Since there is no
Scanning interface supplied a stand alone imaging software
application that has an Archivelink Certified interface is
required.
Example of this include
– Kofax Capture with Kofax Export Connector for ERP**
* Partial List
** There may be other vendors, unknown to speaker. Please do your own research
52. Late Archiving with Barcode Summary
Advantages:
Does not change the existing A/P process
Requires very little training
Scanning is much more efficient
– No indexing
– No scanning separator sheets
Identifies documents that have not been scanned
Multiple SAP objects can be linked to a scanned document
Individual document indexing/categorizing is eliminated
Drawback:
Need to manage and print/buy barcodes
53. Agenda
1. Session Overview
2. SAP Content Server
2.1. What is it?
2.2. Fast Facts?
3. Document Imaging
3.1. Why?
3.2. Available Scenarios and Demos
4. Print Lists, Outgoing documents and Data Archiving
4.1. Print List and Outgoing documents, Why?
4.2. Data Archiving, Why?
4. SAP GOS or Generic Object Services
5.1. Common uses
54. Printlists - Reports
Snap shot in time
Saves on Processing time, the report is run once and
archived. Printlist report is viewed instead of online
version.
Saves paper and toner
Used as a report distribution tool
Used heavily as a Data Archiving Retrieval Strategy.
Can be used with Hyperlinks- Links to other archived
documents
56. Outgoing Documents – Customer Invoices
Snap shot in time.
Saves on Processing time.
Pull up the exact copy of the invoice that was sent to
the customer.
Used heavily in Data Archiving. (Retrieval Strategy)
Itis very difficult to re-print outgoing documents if
they have been archived.
Once stored, they can be accessed through a
customer self-service portal.
58. Data Archiving: Benefits and...
Database Growth: With and Without Archiving
Various
(Training, other costs)
Reduced Storage Costs. Personnel 10%
System Performance. 45% Hard disk
Speed up your Upgrade. 23%
Identifies Incomplete Business Items
“Administration costs for 1 TB storage are 19%
5 to 7 times higher than the storage costs” 3% Environment Storage Mgmt
(Electricity, physical space) (Soft- & Hardware)
(Dataquest/Gartner)
Implementing 9 Data Management Techniques Over the Next 2 Years
6000
5000
4000
GBs
3000
2000
1000
0
5
6
Fe 5
05
Fe 6
06
Fe 7
07
M 5
Ja 5
M 6
A 6
M 7
A 7
A 5
5
O 5
6
O 6
Ja 6
Ju 6
Ju 7
5
Ju 5
N 5
6
N 6
7
5
6
7
-0
-0
-0
-0
0
-0
-0
0
-0
0
-0
-0
0
-0
0
-0
-0
0
-0
-0
-0
-0
-0
l-0
-0
l-0
l-0
-0
n-
n-
n-
n-
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n-
b-
b-
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ov
ov
ec
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ay
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ug
ep
ug
ep
ct
ct
pr
pr
pr
Ju
Ju
Ju
Ja
M
M
M
D
D
A
S
A
S
Without Data Management With Data Management
Information from Past SAP Presentations
59. Storage of Archive Files
Three Choices-
File System
ArchiveLink Interface with Third-party software
ArchiveLink – SAP Content Server
60. Process with ArchiveLink
Archiving
program
R/3 Archive
Database file
Delete
Program
Delete
program
Archive
Archive Archive
Archive Archive
Archive
file
file file
file file
file ArchiveLink
Archive
Archive Archive
Archive Archive
Archive Interface
file
file file
file file
file
SAP Content Server
65. Agenda
1. Session Overview
2. SAP Content Server
2.1. What is it?
2.2. Fast Facts?
3. Document Imaging
3.1. Why?
3.2. Available Scenarios and Demos
4. Print Lists, Outgoing documents and Data Archiving
4.1. Print List and Outgoing documents, Why?
4.2. Data Archiving, Why?
4. SAP GOS or Generic Object Services
5.1. Common uses
66. Overview
Create Attachment
Create Note & Private Notes
Create External Document (URL)
Store Business Documents
Enter Barcode
Attachment List
Send
Relationships
Workflow
Subscribe To Object
67. Generic Object Services (GOS)
What is it?
The generic Object Services offer functions that are available in various SAP
applications. The functions are always called and used in the same way in order to
keep the learning burden for end users low.
71. A Word About Using Attachments
Technically speaking, notes, PC attachments, and URLs are treated as SAP office
documents
They result in corresponding entries in the SOOD and
SOFM tables
Contents of the attachments are stored in the SOC3 table (Notes and URLs)
Contents of the PC attachments are written to the SOFFCONT1 table
See Note 530792 for more information
See Note 389366 if you need to move documents from the database to an external
content server
74. Wrap - Up
When paired with the proper scanning application- The SAP
Content Server can be a very robust and stable Document
Management System
Remember to create a back up strategy for the Content
Server, especially the log files.
The Content Server can be installed in a VM environment
The Content Server easily handles ADK files, Print List, and
outgoing documents
Ifyour going to use the “Create Attachment” feature in GOS,
the destination should be the Content Server and not the R/3
database
75. Thank you!
John Walls
Verbella CMG, LLC
484-888-2199
john.walls@VerbellaCMG.com