SAP Document Management System Integration with Content Servers

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SAP Document Management System Integration with Content Servers

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SAP Document Management System Integration with Content Servers

  1. 1. SAP DocumentManagementSystem Inte g rationwith ContentSer ver sSession- ULM211
  2. 2. AgendaJohn Walls Sr. Consultant, Verbella CMG, LLCBreck Whitten Lead Application Analyst, Halliburton © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  3. 3. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  4. 4. Learning ObjectivesAs a result of this workshop, you will be able to:  Understanding of the SAP Content Server and how it fits into the SAP Architecture.  Basic DMS background, and how it can be used within the SAP system  Understanding of the Knowledge Provider (KPro) in SAP and DMS  How this systems can be integrated to handle your document imaging needs © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  5. 5. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  6. 6. SAP Content Server – Typical Configuration SAP R/3 Archive Server OnBase, IXOS IBM, FileNet, etc CAS Storage CenteraJukebox Server Clients Scanner Retrieval of documents done from the Scan Client SAP GUI © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  7. 7. SAP Content Server – Typical Configuration SAP R/3SAP Content Server File system or data base HTTP SAP Cache (No optical Media support) HTTP Server HTTP HTTPNo Scanner Interface forSAP Content ServerThird party documentcapture vendors like Kofaxwould have to be used. Retrieval of documents done from the SAP GUI using the ECL Viewer © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  8. 8. 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, CSADMIN, CCMS- RZ20, & OACO Communication through the ArchiveLink HTTP protocol. Multi-OS support including – Windows – Various Unix systems (New as of 6.30) Does not support optical Media no direct scanning interface © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  9. 9. SAP Content Server – Background & IntegrationBackground “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 long-term document archiving”SAP Integration points SAP applications-SAP Business Workplace, ArchiveLink, SAP Document Management system (DMS), and SAP Knowledge Warehouse. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  10. 10. SAP Content Server – Features Ability to create file system and database repositories. Support for security certificates (secure key). Ability to lock down the files on the content repositories. Images can be displayed using the ECL viewer or desktop applications via Internet Explore. Database is limited to 64 Terabytes, Then additional Database has to be installed. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  11. 11. SAP Content Server – Availability Product of SAP AG. Current version is 6.40 is now available (since May 1, 2006.) With all the features of 6.30 the new version now supports additional UNIX platforms. This version can now be installed with Apache 2.0 on UNIX.* License is included in mySAP license. Supports open source web-server (Apache) and database (MaxDB) server platforms. Installed using graphical user interface of SAPInst (requires Java Runtime Environment). Integration tested with leading applications running on SAP NetWeaver. *Please refer http://service.sap.com/pam for platform availability of the new version. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  12. 12. SAP Content Server – Administration The Content Server can be administrated directly from the SAP system. Special tools have been developed for monitoring and administrating the SAP DB underlying the SAP Content Server.Use transactionCSADMIN to go to SAP.ContentServer.comthe Content Serverand Cache ServerAdministrationscreen. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  13. 13. SAP Content Server - SummaryAdvantages of the SAP Content ServerThe SAP Content Server provides a flexible and scalable architecture. Youcan enhance the capacity and performance of the SAP Content Server evenfurther by using a number of servers and by decoupling the database serverfrom the HTTP server.The database is much better suited than a file system to the administrationof large amounts of data. Internally at SAP, the SAP Content Server hasbeen used for several release cycles to administrate all documentation andtraining content.The SAP DB version is independent of the SAP release. SAP DB version 7.2is included in the SAP release 4.6C package. This version of the SAP DBhas a capacity of 64 terabytes (maximum). In the unlikely event of thisspace being used up, another database can be installed.Easy-to-use and stable SAP DB administration tools are shipped with theSAP Content Server. These can be used to make automatic backups, forexample. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  14. 14. SAP Content Server – Summary ContinuedKnowledge Provider is a component of SAP Web Application Serverand provides the general infrastructure for storing andadministrating documents in the SAP Content Server.Both the SAP database, which serves as a Content Server, and theContent Server itself are provided with every SAP systeminstallation. This provides the required technical infrastructure forall document-oriented applications and business scenarios that donot require long-term archiving.SAP Content Server is integrated via the HTTP interface, the actualstorage medium used is transparent to the SAP applications.The Content Server and the Cache Server are server componentsthat interact with the Knowledge Provider. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  15. 15. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  16. 16. SAP DMS - Document Info Record (DIR)DIR is a term used to describe the document MasterRecord. The DIR stores both the actual document andcontains all the Meta data about the document.Structure of the DIR contains Data that is descriptive in character Data with a control function such as the document status Original application file data Data that the system automatically copiesDIR consists of four 4 key fields Document number Document type Document part Document version © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  17. 17. SAP DMS – Document Info Record Example DMS Record CV02N © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  18. 18. SAP DMS – Document Info Record ExampleDMS Info Record-ContainsInformation aboutthe record such asDocument status © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  19. 19. SAP DMS – DIR FunctionsDMS- DIR Document Info RecordFunctions for the document info record Number assignment Version management Classification Document hierarchy Content versions for original application files Find document (Also via Internet / Intranet) Document distribution © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  20. 20. SAP DMS – Internal InterfacesInterfaces to internal systems Link to other R/3 objects, such as: – Materials – Equipment – Customer – WBS Element – Batch – Layout area – Functional location Engineering change management with integrated workflow SAP Business Workflow Document Structures Internet application functions © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  21. 21. SAP DMS – Internal Interfaces Example © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  22. 22. SAP DMS – Internal Interfaces Example  To archive the DIR using CV_DVS all of the Object Links need to be removed and the DIR needs to be flagged for deletion. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  23. 23. SAP DMS – External InterfacesInterfaces to external systemsAny workstation application CAD systems via SAP-CAD interface Archiving using R/3 ArchiveLink or Knowledge Provider © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  24. 24. SAP DMS – Document Number The Document Number is the main part of the Document Key Alphanumeric field up to 25 characters in Length Supports both Internal and Mix Number Assignment The following three special characters are not supported: "&", "*" and ",". Documents Document Type Document part Version DOC-01-AA DRW 0 1 DOC-01-AA DRW 0 2 DOC-02-AA DRW 0 1 DOC-01-AA L01 0 1 DOC-01-AA L01 0 2 © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  25. 25. SAP DMS – Document TypeDocument Type is used to categorize documentsaccording to their distinguishing featuresIt’s a 3 Character field, such as DRW, L01 or DRMInternal Document Types include EBR, D01, Q01, Q02 These Can not be changed, since they are used internally with in SAP Applications.Document Types Control Type of number assignment and number range Version increment Field selection Additional fields Status processing Storage using Knowledge Provider © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  26. 26. SAP DMS – Document PartThe Document Part is used to further sub-divide the documentCommon uses To differentiate between different types of drawings- forexample electrical and the mechanical drawing or a drawing inEnglish vs a drawing in SpanishIt’s a three character alphanumeric fieldThese three special characters are not supported: "&", "*" and ",". © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  27. 27. SAP DMS – Document VersionsDocument versions are used to represent the different change ordelivery statuses of a document.The Document version is an alphanumeric field in which you canenter up to two characters.The default value is ’00’ and is Assigned Automatically or ManuallyEngineering change management can be integrated into thedocument management functions to give the document version areference to time, or assign it an effective period. The version canalso be linked to a particular change that may also affect other R/3objects © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  28. 28. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  29. 29. SAP Knowledge Provider – Overview (KPro)SAP Knowledge Provider (KPro) is the central service in SAP Basisfor administrating and storing any kind of documents anddocument-like objects.As a document infrastructure, KPro rarely appears on the SAPsystem interface, with the exception of a small number of keyadministration and Customizing transactions.Application-independence is a central characteristic of KPro.Because KPro is application-independent, it can provide a widerange of different, and in some cases optional, services that can beused by different R/3 applications. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  30. 30. SAP Knowledge Provider – Service LayersThe Knowledge Provider consists of 3 majorparts: DMS Document Management Service CMS Content Management Service IMS Index Management Service Each part has special tasks and its own view onto documents © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  31. 31. SAP Knowledge Provider – ComponentsKPro Clients Knowledge Warehouse DMS BDS OthersKPro Services Document Content Index Management Document Management Management Service Retrieval Service ServiceKPro Server Integration Content Cache Index Web Server Server Server Server © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  32. 32. SAP Knowledge Provider – Service LayersProvider has two layers: Document Management Service andContent Management ServiceDocument Management Service (DMS)DMS is the KPro service that is the closest to the application level.The goal of the DMS is to provide an application programminginterface (API) that allows the application to efficiently administratedocuments without having to concern itself with the specific detailsof the physical repository. The DMS also provides what is known as a “document model”. The DMS ensures that the rules set down in the document model are adhered to. The Document Modeling Service is part of the DMS, and allows the user to create application-specific document models.It lies on top on the KPro Content Management Service. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  33. 33. SAP Knowledge Provider – Service LayersContent Management Service (CMS)The CMS layer handles the technical details of the repository andadministration functions. These details include creating documentversions, document retrieval, and administrating the servercontaining the repositories.An Application can run directly on the CMS and leave out the DMSservices altogether © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  34. 34. SAP Knowledge Provider – General Information (KPro)More general information....The release level of the KPRO Components are not depending onthe R/3 system release level e.g. 4.6D KPro Components will work with a 4.6b R/3 System since the HTTP Interface is the same (HTTP 4.6 Protocol) Note: The R/3 KPro service is available since 4.6b! © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  35. 35. SAP Knowledge Provider – KPro verses ArchiveLink ArchiveLink KProIs supported by all R/3 versions Is supported only by 4.6C and higherWith one DIR you can handle KPro has no limitation!2 originals99 Additional filesCaching is not possible! Caching is possible!Not possible Possibility to use a searching engine, e.g. T-Rex. Fulltext search is done by CMS (Content Management Service). Supported formats in the SAP-Standard: DOC, EXL, PPT, PDF, plain html, plain textArchiveLink is using the Link tables TOA0x Is not using Link tables TOA0X.Can use RFC protocol or HTTP Protocol Only uses HTTP Protocol © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  36. 36. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  37. 37. Integration of the SAP CS and DMS – Overview SAP Knowledge Provider Services and Clients Development Management Warehouse Knowledge Workplace Document Workflow Business Business Archive Others Kit SAP Knowledge Provider clients: SAP solutions and components DMWB Document Management Service Content Management Service SAP Knowledge Provider services Index server Cache server Content server KPro web server SAP Knowledge Provider server integration © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  38. 38. Integration of the SAP CS and DMS – Overview 4.6C DMS CRM DMWB Knowledge (DVS) (BDN) Warehouse BDS KW Framework KPRO Model LayerArchive Link DMS KPRO CMS IMSR H H R SAP Content Server & Search-Third-Party Repositories engine © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  39. 39. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  40. 40. SAP Basic Customizing DMS – Document Types © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  41. 41. SAP Basic Customizing DMS – Document Types © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  42. 42. SAP Basic Customizing DMS – Document Types © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  43. 43. SAP Basic Customizing DMS – Linking DIR to R/3 Objects Document type controls which SAP objects the DIR can be linked to Maintenance of the Object link can be done from either the document or the Object © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  44. 44. SAP Basic Customizing DMS – Data Carrier Types © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  45. 45. SAP Basic Customizing DMS – Define Server paths This is where you define the temporary storage of file attachments. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  46. 46. SAP Basic Customizing Storage – Content Repository OAC0- Creation of the SAP Content Repository ArchiveLink 45 HTTP Content Server 2 repositories were created one with a Document Area of Archive Link and another with a document area of DMS. SRM will use the Content Repository with the DMS document area. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  47. 47. SAP Basic Customizing Storage – Storage Categories The storage category links the storage category with a content repository. SRM will reference the storage category and from this configuration determine the storage location as a content repository. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  48. 48. SAP Basic Customizing Define workstation applicationsThis is where you define the specifics about the applicationsassociated with the DMS document types. The applications arelinked to the Data carrier type and provide the necessaryconfiguration to allow DMS to launch the application to display thelinked object. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  49. 49. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  50. 50. Halliburton Case Study KBR division went live on R/3 Enterprise 4.7 Also implemented SRM The Imaging Requirements KBR needed to bring attachments from SRM and link these attachments to the purchase order created in R/3. The process needed to bring the SRM attachments and create the DMS Info Record and archive the attachments with the DIR into a third party content repository. KBR also wanted to store PO versions in the form of a PDF file to show the progression of changes to the PO. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  51. 51. PO linked to DMS Info Record When you display the purchase order you can see the attachment to the DMS Info Record by clicking on the attachment button. When you double click on the linked document it will display the DMS info record. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  52. 52. SRM Attachment linked to DMS Info Record This shows a linked excel spreadsheet and its association with the purchase order line Item. If you double click on the excel document it will display it from the archive. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  53. 53. PO Versioning example © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  54. 54. Overview of the SAP Content ServerOverview of the SAP DMSOverview of the Knowledge ProviderIntegration of the Content Server and DMSBasic CustomizingCustomer Case StudyWrap up & Questions
  55. 55. Summary DMS can use either ArchiveLink or KPro to store documents on the Content Server or other third party content servers. A single DMS record can be assigned to multiple SAP objects DMS projects can be complex, since DMS is a whole module Content Server is a viable solution in many cases. © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  56. 56. Further Information Public Web: www.sap.com www.sdn.sap.com Americas’ SAP Users’ Group (ASUG) www.asug.com Related Workshops/Lectures at SAP TechEd ’06 © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  57. 57. THANK YOU FOR YOUR ATTENTION !QUESTIONS – SUGGESTIONS – DISCUSSION © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211
  58. 58. Feedback Please complete your session evaluation. Be courteous — deposit your trash, and do not take the handouts for the following session. Thank You !John Walls Breck WhittenJohn.Walls@VerbellaCMG Breck.Whitten@Halliburton.com484-888-2199 © SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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