Imaging 101 using SAP's Content Server

1. Imaging 101 using SAP's Content Server
John Walls
Verbella CMG, LLC

2. Agenda
• Document Imaging ROI, and End Results
• SAP Content Server K-Pro vs ArchiveLink
• Archiving Scenarios
• Printlist and Outgoing Documents
• Scanning VRS
• Wrap - up

3. Return on Investment
• Companies spend $20 in labor to file a document, $120 in labor to find
a misfiled document, and $220 in labor to reproduce a lost document
(does not include any legal penalties)
• The 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
• 90% of corporate information resides on paper
• There are over 4 trillion paper documents in the United States alone –
growing at a rate of 22% per year .
Source: Coopers and Lybrand/Lawrence Livermore

4. The End Results — Displaying a
Document from FB03

5. Go to the Generic Object Services
— Attachment List

6. SAP Process that could
have documentation
Inquiry
Quotation
Purchase
Sales Order
Contracts
Sales Production
Orders Good
Orders
Employee Receipt
Picking
Records
Packing Vendor
Shipment Group Invoice
Vendor Deliveries
Deliveries
Master
Goods
Customer
Issue
Master
Invoice
Material G/L Docs
Master

7. Agenda
• Document Imaging ROI, and end results
• SAP Content Server K-Pro vs ArchiveLink
• Archiving Scenarios
• Printlist and Outgoing documents
• Scanning VRS
• Wrap - up

8. Common Terms
• ArchiveLink
• A service integrated in the SAP Web Application Server to link archived
documents with the business object entered in the SAP system
• Knowledge Provider (KPro)
• A cross-application and media-neutral information technology infrastructure
within the SAP R/3 Basis (SAP middleware)
• Provides the general infrastructure for storing and administrating documents
in the SAP Content Server
• Content Server
• Server at the core of SAP’s document storage and
management concept
• Provides the technical infrastructure for all document-centric applications

9. ArchiveLink VS K-Pro
ArchiveLink K-Pro (DMS)
Is supported by all R/3 Yes Is supported only by 4.6C
versions and higher
Full Text Search Yes/No Yes, TREX
Communication Protocol Can use RFC protocol Only uses HTTP Protocol
or HTTP Protocol
Link Tables Used Link tables TOA01, No Link Tables used
TOA02, TOA03
Ease of Config Very Easy Much More Difficult
Used to Archive ADK Yes No
Files
Versioning, Check In/Out No Yes through SAP DMS

10. 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 Retrieval of documents through the
would be necessary. SAP GUI using the ECL Viewer

11. Typical Configuration
HP Jukebox
Third Party Content Server-
IXOS, IBM, Documentum,
OnBase etc.
SAP R/3
CAS Storage
Server Centera
Clients
Scanning Retrieval
Clients

12. SAP Content Server – What is it?
• Software for storing structured data (ADK files) and
unstructured documents in repositories.
• Product of SAP Web Application Server
• Administration from within SAP, Using the following
T-codes CSADMIN, & OAC0
• Communication through the ArchiveLink HTTP
protocol.
• Multi-OS support including
• Windows
• Various Unix systems (New as of Content Server 6.30)
• Does not support optical Media no direct scanning
interface

13. SAP Content Server - Summary
• The SAP Content Server provides a flexible and scalable
architecture. Capacity and performance can be increased by
adding additional servers and by decoupling the database.
• The database is much better suited than a file system to the
administration of large amounts of data. SAP uses the SAP
Content Server internally to administrate all documentation and
training content.
• The SAP DB has a capacity of 64 terabytes (maximum).
Additional databases can be installed.
• Easy-to-use and stable SAP DB administration tools are
shipped with the SAP Content Server. These can be used to
make automatic backups, for example.

14. Create the Content Repository

15. Content Server Administration
Overview
Status of each
Repository on the
Content Server

16. Agenda
• Document Imaging ROI, and end results
• SAP Content Server K-Pro vs ArchiveLink
• Archiving Scenarios
• Printlist and Outgoing documents
• Scanning VRS
• Wrap - up

17. How Do We Get Documents
Archived?
Two most common ways to get information to the
archive server:
• Paper documents
• Can be scanned or faxed into the scanning application
• The scanning application interfaces with SAP, and is used to
archive the documents into SAP
• Electronic documents
• Such as emails and desktop documents
• Can be kept in their native format and archived from the
desktop without using the scaning application

18. Three Most Common SAP
Archiving Scenarios
Early archiving
• Uses workflow to route images to processors
• Once processed 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

19. 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
Storing for subsequent
assignment at a N/A
assignment
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)

20. Early Archiving

21. Early Archiving Scenario

22. Kofax Ascent Capture

23. Automatic Release to SAP
Released to SAP

24. SAP User Workflow Inbox

25. Process Workitem
POST

26. Early Archiving Summary
Advantages
• Distribute work to others and eliminates paper
• Allows for ad hoc approval process (A/P and Sales Orders)
• Standard reporting on end-user processing
Drawbacks
• Most complicated of the standard supplied archive scenarios
• Processing faster with dual monitors
• Uses SAP’s workflow
• Workflow needs to be initialized and an organization structure
may have to be used

27. Late Archiving

28. Late Archiving with 3rd-Party Solutions

29. Late Archiving with 3rd-Party Solutions

30. Late Archiving – Content Server

31. Late Archiving – Content Server
(cont.)

32. Late Archiving – Content Server
(cont.)

33. Late Archiving – Content Server
(cont.)

34. Barcode

35. External 3rd Party REQUIRED for
Barcode Archiving
Requires an External Scanning Client
• If 3rd 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.*
• If the 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 Ascent Capture with AR4ERP**
Kofax Ascent Capture**
* Partial List
** There may be other vendors, unknown to speaker. Please do your own research

36. Barcode Scenario- Explained
Barcode Number and
SAP Key fields
Barcode is 1 Added to
entered With BDS_BAR_IN Table
IIIIIIIII SAP transaction
Matching barcode
Image is Stored entries are deleted and
on Content an entry in the Link
Table TOA01 is made
2 Server – Doc ID
and Barcode
3 Returned
Doc ID and
4 Doc and ID and Bar
code are sent to
Barcode SAP BDS_BAR_EX
Returned to SAP Table

37. Enter Barcode

38. Manual Bar Code Entry

39. Processing Solution Steps
Images
SAP
Scan Release Content
Recognition Validate
Server
Barcode is Barcode and
read image are
released
to SAP

40. Kofax Ascent Capture

41. Classification and Extraction of
Index Fields
Recognition

42. Kofax Ascent Capture

43. Automatic Release to SAP —
AR4ERP
Released to SAP

44. Late Archiving with Barcode
Summary
Advantages
• Does not change the existing paper process
• Requires very little training, No SAP GUI required
• 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

45. Agenda
• Document Imaging ROI, and end results
• SAP Content Server K-Pro vs ArchiveLink
• Archiving Scenarios
• Printlist and Outgoing Documents
• Scanning VRS
• Wrap - up

46. 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)
• It is very difficult to re-print outgoing documents if
they have been archived.
• Once stored, they can be accessed through a
customer self-service portal.

47. GOS – Attachment List

48. Select the attached PDF Invoice

49. Invoice is Displayed

50. 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

51. Printlist with HyperLinks

52. Agenda
• Document Imaging ROI, and end results
• SAP Content Server K-Pro vs ArchiveLink
• Archiving Scenarios
• Printlist and Outgoing Documents
• Scanning VRS
• Wrap - up

53. Virtual Re-Scan (VRS) Eliminates
Rescanning
Low Contrast
Logo
Dot Matrix
Text
Highlighter
Carbon Copy
Handprint
Coffee Cup
Stain
Shaded
background

54. Kofax VirtualReScan™ (VRS)
Image File Size = 213 KB

55. Agenda
• Document Imaging ROI, and end results
• SAP Content Server K-Pro vs ArchiveLink
• Archiving Scenarios
• Printlist and Outgoing Documents
• Scanning VRS
• Wrap - up

56. Best Practices
• Single POC for producing and monitoring barcodes
• Choose the correct scanner for the volume and
scanning scenario
• Stay with the same brand of scanner
• Use USB 2.0 over SCSI and ISIS drivers over TWAIN
• Know your retention periods,
• Inquire about document security, before
Configuration
• Archive outgoing documents whenever possible
• Create a test Content Repository, or Content Server

57. Create Attachment

58. 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
• 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

59. Thank you for Attending the
“Imaging 101 using SAP's Content Server”
Webcast
?Questions?
John Walls
Verbella CMG, LLC
www.verbellacmg.com
John.walls@verbellacmg.com
484-888-2199