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SAP Document Management System Integration with Content Servers Session- ULM211

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Page 1: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP Document Management System Integration with Content Servers Session- ULM211

Page 2: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

Agenda

John WallsSr. Consultant, Verbella CMG, LLC

Breck WhittenLead Application Analyst, Halliburton

Page 3: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

Page 4: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

Learning Objectives

As 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

Page 5: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

Page 6: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server – Typical Configuration

Server

SAP R/3

Archive Server OnBase, IXOS

IBM, FileNet, etc

Clients

Scanner

Scan Client

CAS Storage Centera

Jukebox

Retrieval of documents done from the SAP GUI

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server – Typical Configuration

HTTP

SAP R/3

Retrieval of documents done from the SAP GUI using the ECL Viewer

SAP Content ServerFile system or data base

(No optical Media support)

No Scanner Interface for SAP Content Server

Third party document capture vendors like Kofax would have to be used.

HTTP

SAP Cache ServerHTTP

HTTP

Page 8: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server – Background & Integration

Background

“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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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 transaction CSADMIN to go to the Content Server and Cache Server Administration screen.

SAP.ContentServer.com

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server - Summary

 Advantages of the SAP Content Server 

The SAP Content Server provides a flexible and scalable architecture. You can enhance the capacity and performance of the SAP Content Server even further by using a number of servers and by decoupling the database server from the HTTP server.

The database is much better suited than a file system to the administration of large amounts of data. Internally at SAP, the SAP Content Server has been used for several release cycles to administrate all documentation and training content.

The SAP DB version is independent of the SAP release. SAP DB version 7.2 is included in the SAP release 4.6C package. This version of the SAP DB has a capacity of 64 terabytes (maximum). In the unlikely event of this space being used up, another database 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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server – Summary Continued

Knowledge Provider is a component of SAP Web Application Server and provides the general infrastructure for storing and administrating documents in the SAP Content Server.

Both the SAP database, which serves as a Content Server, and the Content Server itself are provided with every SAP system installation. This provides the required technical infrastructure for all document-oriented applications and business scenarios that do not require long-term archiving.

SAP Content Server is integrated via the HTTP interface, the actual storage medium used is transparent to the SAP applications.

The Content Server and the Cache Server are server components that interact with the Knowledge Provider.

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Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS - Document Info Record (DIR)

DIR is a term used to describe the document Master Record. The DIR stores both the actual document and contains 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 copies

DIR consists of four 4 key fields Document number Document type Document part Document version

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Document Info Record Example

DMS Record CV02N

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Document Info Record Example

DMS Info Record-

Contains Information about the record such as Document status

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – DIR Functions

DMS- DIR Document Info Record

Functions 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

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Internal Interfaces

Interfaces 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

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Internal Interfaces Example

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – External Interfaces

Interfaces to external systems

Any workstation application CAD systems via SAP-CAD interface Archiving using R/3 ArchiveLink or Knowledge Provider

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Document Number

Documents Document Type Document part VersionDOC-01-AA DRW 0 1DOC-01-AA DRW 0 2DOC-02-AA DRW 0 1DOC-01-AA L01 0 1DOC-01-AA L01 0 2

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 ",".

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Document Type

Document Type is used to categorize documents according to their distinguishing features

It’s a 3 Character field, such as DRW, L01 or DRM

Internal 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

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Document Part

The Document Part is used to further sub-divide the document

Common uses

To differentiate between different types of drawings- for example electrical and the mechanical drawing or a drawing in English vs a drawing in Spanish

It’s a three character alphanumeric field

These three special characters are not supported: "&", "*" and ",".

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS – Document Versions

Document versions are used to represent the different change or delivery statuses of a document.

The Document version is an alphanumeric field in which you can enter up to two characters.

The default value is ’00’ and is Assigned Automatically or Manually

Engineering change management can be integrated into the document management functions to give the document version a reference to time, or assign it an effective period. The version can also be linked to a particular change that may also affect other R/3 objects

Page 28: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

Page 29: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider – Overview (KPro)

SAP Knowledge Provider (KPro) is the central service in SAP Basis for administrating and storing any kind of documents and document-like objects.

As a document infrastructure, KPro rarely appears on the SAP system interface, with the exception of a small number of key administration and Customizing transactions.

Application-independence is a central characteristic of KPro. Because KPro is application-independent, it can provide a wide range of different, and in some cases optional, services that can be used by different R/3 applications.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

The Knowledge Provider consists of 3 major parts:

DMS Document Management Service

CMS Content Management Service

IMS Index Management Service

Each part has special tasks and its own view

onto documents

SAP Knowledge Provider – Service Layers

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

Knowledge WarehouseKnowledge Warehouse DMSDMS BDSBDS OthersOthers

KPro Clients

DocumentManagement

Service

DocumentManagement

Service

ContentManagement

Service

ContentManagement

Service

IndexManagement

Service

IndexManagement

Service

Document Retrieval

Document Retrieval

KPro Services

ContentServer

ContentServer

CacheServerCacheServer

IndexServerIndexServer

WebServerWeb

Server

KPro Server Integration

SAP Knowledge Provider – Components

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider – Service Layers

Provider has two layers: Document Management Service and Content Management Service

Document 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 programming interface (API) that allows the application to efficiently administrate documents without having to concern itself with the specific details of 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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider – Service Layers

Content Management Service (CMS)

The CMS layer handles the technical details of the repository and administration functions. These details include creating document versions, document retrieval, and administrating the server containing the repositories.

An Application can run directly on the CMS and leave out the DMS services altogether

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider – General Information (KPro)

More general information....

The release level of the KPRO Components are not depending on the 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!

Page 35: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider – KPro verses ArchiveLink

ArchiveLink KProIs supported by all R/3 versions Is supported only by 4.6C and higher

With one DIR you can handle

2 originals

99 Additional files

KPro has no limitation!

Caching 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 text

ArchiveLink is using the Link tables TOA0x Is not using Link tables TOA0X.

Can use RFC protocol or HTTP Protocol Only uses HTTP Protocol

Page 36: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

Integration of the SAP CS and DMS – Overview

SAP Knowledge Provider clients: SAP solutions and components

KPro web server

Document Management Service

Content Management Service

DMWB

Content serverCache serverIndex server

Arc

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SAP Knowledge Provider server integration

SAP Knowledge Provider Services and Clients

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Page 38: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

Integration of the SAP CS and DMS – Overview 4.6C

SAP Content Server & Third-Party RepositoriesSAP Content Server &

Third-Party Repositories

KPROKPRODMSDMS

CMSCMS

HH

DMS(DVS)DMS(DVS)

CRM(BDN)CRM

(BDN)

BDSBDS

KPRO Model LayerKPRO Model Layer

DMWBDMWB

IMSIMS

Search-engineSearch-engine

RR

KW FrameworkKW Framework

KnowledgeWarehouseKnowledgeWarehouse

RRHH

Archive LinkArchive Link

Page 39: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

Page 40: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS – Document Types

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS – Document Types

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS – Document Types

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS – Data Carrier Types

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS – Define Server paths

This is where you define the temporary storage of file attachments.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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.

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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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing Define workstation applications

This is where you define the specifics about the applications associated with the DMS document types. The applications are linked to the Data carrier type and provide the necessary configuration to allow DMS to launch the application to display the linked object.

Page 49: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

Page 50: Sap Teched 06 Ulm211_ AsSAP TechEd 06 ULM211_ ASUG DMS.pptug Dms

SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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.

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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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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.

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

PO Versioning example

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Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

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.

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Further Information

Public Web:www.sap.com

www.sdn.sap.com

Related Workshops/Lectures at SAP TechEd ’06

Americas’ SAP Users’ Group (ASUG)www.asug.com

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THANK YOU FOR YOUR

ATTENTION !

QUESTIONS – SUGGESTIONS – DISCUSSION

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SAP AG 2006, SAP TechEd ’06 / Session ID / ULM211

Please complete your session evaluation.

Be courteous — deposit your trash, and do not take the handouts for the following session.

Feedback

Thank You !

John Walls Breck WhittenJohn.Walls@VerbellaCMG [email protected] 484-888-2199