ContentServices —Archiving ServerUserGuide · PDF fileSAP-ArchivingServer5.3 ... Content Services for SAP Archiving Server User Guide Keywords: Content Services for SAP — Archiving

Content Services for SAP — ArchivingServer User Guide

Version 5.3June 2005

Copyright © 1994-2005 EMC Corporation. All rights reserved

Table of Contents

Preface ........................................................................................................................... 7

Chapter 1 Introducing Content Services for SAP - Archiving Server ..................... 13Overview ................................................................................................... 13Understanding the Content Services for SAP — Archiving ServerArchitecture ............................................................................................... 14Supported SAP Document Formats ............................................................. 15Understanding SAP and Content Services for SAP — ArchivingServer Terms .............................................................................................. 15

Chapter 2 Working with Archived Documents in SAPGUI ..................................... 19Overview ................................................................................................... 19Storing Documents ..................................................................................... 19Finding and Viewing Linked Documents ..................................................... 20Finding and Displaying Print Lists .............................................................. 21

Content Services for SAP — Archiving Server User Guide 3

Table of Contents

List of Figures

Figure 1–1. Archiving Server and SAP............................................................................... 14Figure 2–1. Equipment Master Screen ............................................................................... 20

4 Content Services for SAP — Archiving Server User Guide

Table of Contents

List of Tables

Table 1–1. Terms and Definitions..................................................................................... 15


Table of Contents


Preface

Purpose of this GuideDocuments in SAP may be archived in a Documentum repository using Content Servicesfor SAP - Archiving Server 5.3 (CS for SAP—Archiving Server 5.3 or Archiving Server 5.3.)This guide describes how SAP users can view these documents using SAPGUI.

Note: For the sake of brevity, throughout this document, Content Server for SAP —Archiving Server will be referred to as Archiving Server.

Intended AudienceIn order to address the manuals to the correct audience, the roles of the users of themanuals have been defined as follows:

• System Administrator - This role covers users who install and configure ArchivingServer. Archiving Server is an application that integrates Documentum and the SAPR/3 system. As a result, system administrators may require experience with:

— Windows XP, 2000, 2003, or HP-UX 11i

— UNIX (if Documentum Content Server or SAP R/3 are installed on a UNIX-basedplatform).

— Tomcat Web server

— Apache HTTP server (if your installation scenario includes load balancing)

— Documentum Technologies like Content Server and DFC

— SAP R/3 versions 4.6c or 4.7

— The following databases, depending on your system platform:

— DB2

— Informix

— Oracle

— SQL Server

— Sybase• Archiving Server Administrator - This role covers users who manage Archiving Server

using WebAdmin.• Standard User - This role covers users who view documents using SAPGUI.This manual is written for standard users.


Preface

Revision HistoryThis section contains a description of this document’s revision history.

Revision History

Revision Date Description

June 2005 Initial publication of document for CS forSAP - Archiving Server 5.3

Organization of this GuideThis guide contains the following chapters. The table below indicates the informationthat you can expect to find in each:

Organization of this Guide

Chapter Content

Chapter 1, Introducing Content Servicesfor SAP - Archiving Server

Provides an overview of Archiving Server.

Chapter 2, Working with ArchivedDocuments in SAPGUI

Provides instructions about viewingarchived documents using SAPGUI.

Typographic ConventionsThis guide uses the following text conventions:

Typographic Conventions Used in this Guide

Convention Description

> Represents a pop-up or pull-down menu.

<Text enclosed within angle brackets> Represents a variable name for which youmust provide a value, or a defined term.

Information in this fontRepresents code samples, user input, andcomputer output.


Preface

Convention Description

[] square brackets Used in method command syntaxspecifications, square brackets indicate anoptional argument.

{} curly brackets Used in method command syntaxspecifications, curly brackets indicate anoptional argument that can be repeatedmore than once.

Related DocumentationThis manual forms part of a documentation suite designed to support thosewho install, configure, and use CS for SAP - Archiving Server. The productand documentation suite can be found on Documentum’s download center:https://documentum.subscribenet.com.

From Subscribenet, you can download the latest version of CS for SAP - Archiving Serverand the related documentation suite. To access the contents in Subscribenet, you willneed to provide the login credentials assigned to you when you first applied for access.

Note: Your login ID, by default, is your email address. If you cannot locate yourpassword, use the password finder at the bottom of the login page.

If you’re accessing Subscribenet for the first time, you will need to apply for access andobtain a user name and password. Refer to Applying for Access.

Content Services for SAP — Archiving Server Documentation Suite

Title Description Target Role

Content Services for SAP -Archiving Server ReleaseNotes

Provides an overviewof new and amendedfeatures, known bugs,limitations, miscellaneoustechnical notes, anddocumentation correctnessand clarifications.

Standard User, SystemAdministrator, SystemAdministrator (SAP),and Archiving ServerAdministrator

Content Services forSAP - Archiving ServerInstallation Guide

Provides the proceduresfor installing ArchivingServer.

System Administrator


https://documentum.subscribenet.com

Preface

Title Description Target Role

Configuring SAP R/3 forContent Services for SAP -Archiving Server

Describes the configurationtasks that need to beperformed in SAP so thatSAP can communicate withArchiving Server.

System Administrator(SAP)

Content Services forSAP - Archiving ServerAdministration Guide

Describes how to configureArchiving Server using theWebAdmin tool.

Archiving ServerAdministrator

Content Services for SAP- Archiving Server UserGuide

Describes how SAP usersview documents.

Standard User

Note: Archiving Server extensively uses SAP’s ArchiveLink component. Please refer toSAP ArchiveLink’s documentation for information on how you can perform advancedtasks.

Applying for Access

To apply for access to Support Online:

1. In your Web browser, open http://www.documentum.com

2. Click the Support link.

3. Click the Request Access link.

4. Complete the form and send it.Documentum will respond to your request within two business days.

Accessing Documentation Online

Customers with a Software Support Agreement can read our product documentationat the Documentum Web site. You must have a valid user name and password, andAdobe Acrobat Exchange or Acrobat Reader installed on your system in order to viewthe documentation.

To access documents online:

1. In your Web browser, open http://www.documentum.com

2. Click the Support link.

3. Log on to the Support page.

4. Click the Documentation link.


http://help.sap.com/saphelp_47x200/helpdata/en/5e/566039b85f9443e10000000a114084/frameset.htm

http://www.documentum.com

http://www.documentum.com

Preface

5. Select how you want to display the documentation.

6. Click List.

7. Click the name of the document.

Purchasing Bound Paper Manuals

Our product documentation is available for purchase as bound paper manuals. Toplace an order, call the Documentation Order Line at (925) 600-6666. You can pay witha purchase order, check, or credit card.


Preface


Chapter 1Introducing Content Services for SAP -Archiving Server

OverviewCS for SAP - Archiving Server is an application that integrates the Documentum contentmanagement system with the SAP R/3 system. It is an interface to the SAP R/3 systembased on SAP’s ArchiveLink interface.

Archiving Server provides the following functionalities:

• Enables users to easily access and display documents stored in a Documentumrepository from a variety of SAP modules.

• Links documents stored in Documentum to a variety of SAP documents.• Archives SAP data, reports, and documents through ArchiveLinkTM certified

interfaces in Documentum.This chapter covers the following topics:• Understanding the Content Services for SAP — Archiving Server Architecture,

page 14• Supported SAP Document Formats, page 15• Understanding SAP and Content Services for SAP — Archiving Server Terms,

page 15


Introducing Content Services for SAP - Archiving Server

Understanding the Content Services for SAP —Archiving Server ArchitectureFigure 1-1. Archiving Server and SAP

CS for SAP - Archiving Server consists of two components:

• Archiving Server

A server component that, using an HTTP connection to SAP, enables you to archivereports, data, incoming and outgoing documents from SAP to the Documentumrepository. Archiving Server is a J2EE servlet that communicates with SAPArchiveLink. The reports and archived documents can later be retrieved and viewedthrough SAPGUI.

• WebAdmin

An administrative console that allows you to:

— Create, configure, and manage archives

— Manage certificates for the archive



— Create repository connections for Archiving Server

— Configure document archival for Archiving Server

Note: Please refer to the Content Services for SAP — Archiving Server Release Notes fordetailed information about specific OS versions and supported software environments.

Supported SAP Document FormatsDocumentum supports the following SAP document classes/formats:

• Incoming or Scanned Documents (FAX class, Tiff format)• Outgoing Documents (OTF class, PDF format)• Archived Data (REO class, REO format)• Reports or Print Lists (ALF class, ALF format)

Understanding SAP and Content Services for SAP— Archiving Server Terms

This section presents some terms and their definitions, as used in this guide.

Table 1-1. Terms and Denitions

Term Definition

Content Services for SAP — ArchivingServer

Product that connects Documentum toSAP and vice versa.

Archiving Server Server component that, using an HTTPconnection to SAP, enables you to archivereports, data, incoming and outgoingdocuments from SAP to the Documentumrepository. Archiving Server is a J2EEservlet that communicates with SAPArchiveLink. The reports and archiveddocuments can later be retrieved andviewed through .



Term Definition

WebAdmin An administrative console that allows youto:• Create and manage archives• Manage certificates for the archive• Create repository connections for theArchiving Server

ArchiveLink Cross-functional interface that is partof the SAP Basis System. ArchiveLinkhandles storing and retrieving documentsand data to and from a repository externalto SAP.

SAP DMS Document Management System that ispart of the SAP Basis System. Presentsa logical layer to integrate with externalsystems like AutoCAD or Documentum.Not directly related to ArchiveLink.

SAP PLM Product Life-Cycle Management (PLM).SAP PLM provides an integratedenvironment that ensures all peopleinvolved in product development,manufacturing, and service have quickand secure access to current information.It provides a set of BAPI calls thatcan be used by external systems likeDocumentum.

SAP Master Record A set of master data, such as customer orvendor data, which is used in the creationof SAP documents.

SAPGUI SAP Graphical User Interface. Graphicalmenu/screen tool that connects a client tothe SAP server.



Term Definition

Original Document Paper based version of a document.

Example 1-1.An invoice may consist of two sheets ofpaper received from a supplier. Paperdocuments are scanned in and stored aselectronic originals in Documentum.

SAP Document An electronic transactional record ofheader data and line items in SAP.




Chapter 2Working with Archived Documents inSAPGUI

OverviewThis chapter describes how to use SAPGUI to display documents and reports using apreferred viewer or with a web browser.

Storing DocumentsTo store documents using SAPGUI:

1. Start SAPGUI and connect to R/3.

2. In the transaction code field, execute any ArchiveLink enabled transaction in thetransaction code field; for example: fbo3

3. Type the search criteria, as required.Press the [Enter] key.

4. Choose System>Services for Object.

5. Click the Create icon.

6. From the pop-up menu that appears, select Store business document.The Archive from Frontend dialog box appears.

7. In the Document Type pane, double-click on the required document type.This determines the document type that you intend to archive.The Storing Files in Documents dialog box appears.

8. Select the document from your file system.

9. Click Open.

10. Click the Enter icon.The document is archived according to the configuration of the document type.

For more information on storing documents, please refer to the Administration of StoredDocuments section in the SAP Help Web site (http://help.sap.com)


http://help.sap.com

Working with Archived Documents in SAPGUI

Finding and Viewing Linked DocumentsTo view the linked document in SAPGUI:

1. Start SAPGUI and connect to R/3.

2. Enter the transaction code that shows newly released documents or otherwise showsthe material basic data.

3. Choose the tab for document data.In some SAP modules, for instance, the Customer module, you can, alternatively,choose Extras > Document Data from the menu. The Linked document DIR isdisplayed.

Figure 2-1. Equipment Master Screen

4. Select the document.

5. Click Display.The document is displayed using the appropriate viewer application.



For more information on understanding and using the Document Finder component ofSAP, please refer to the Document Finder and Using the Document Finder sections in theSAP Help Web site (http://help.sap.com).

Finding and Displaying Print ListsTo nd and display Print Lists in SAPGUI:

1. Start SAPGUI and connect to your R/3 server.

2. In the transaction code field, execute the following transaction: oadr.

3. To find a particular Print List, type search parameters in the appropriate fields.SAPGUI returns a list of items that matched your search parameters.

4. Click an item in the list to select it; then click Display from Archive.The archived Print List is retrieved from the repository and displayed in SAPGUI.

When a Print List is displayed in SAPGUI, you have the following options:

• Adding and editing notes• Free search

Free search refers to a full-text search.• Attribute search

Attribute search is applicable for indexed Print Lists.For more information on finding and displaying Print Lists in SAP as well as addingand editing notes in a Print List, free search in a Print List, and attribute search in a PrintList, please refer to the Finding and Displaying Print Lists section in the SAP Help Website (http://help.sap.com)


http://help.sap.com

http://help.sap.com



Index

Aadding notes to Print List, 21Administrative Console, 14ALF class, 15ALF format, 15archived data, 15archived documents, working with,

SAPGUI, 19Archiving Server, 7, 14Archiving Server administrator, 7

Cclass

ALF, 15FAX, 15OTF, 15REO, 15

Content Services for SAP — ArchivingServer, see Archiving Server

Content Services for SAP - ArchivingServerdefined, 13

CS for SAP — Archiving Server, seeArchiving Server

DDB2, 7displaying

Print Lists, 21document

incoming, 15outgoing, 15scanned, 15supported formats in SAP, 15

document data, 20Document Finder component, 21document formats, supported in SAP, 15documents

storing using SAPGUI, 19

Eediting notes in a Print List, 21Equipment Master Screen, 20

FFAX class, 15fbo3, 19finding

Print Lists, 21finding linked documents in SAPGUI, 20format

ALF, 15PDF, 15REO, 15Tiff, 15

free search in Print List, 21

IInformix, 7intended audience, 7

LLinked document DIR, 20linked documents

finding in SAPGUI, 20viewing in SAPGUI, 20

Mmaterial basic data, 20

Ooadr, 21Oracle, 7organization of this guide, 8OTF class, 15


Index

PPDF format, 15prerequisites

system administrator, 7Print List

adding notes to, 21editing notes in, 21free search in, 21

Print Lists, 15ALF class, 15ALF format, 15displaying, 21finding, 21

purpose of the guide, 7

RREO class, 15REO format, 15Reports, see Print Lists

SSAP

Document Finder component, 21supported document formats in, 15transaction code, fbo3, 19transaction code, oadr, 21

SAPGUIstoring documents using, 19working with a archived documents

in, 19SQL Server, 7standard user, 7storing documents using SAPGUI, 19supported databases, 7

DB2, 7

Informix, 7Oracle, 7SQL Server, 7Sybase, 7

supported document formats in SAP, 15ALF class, 15ALF format, 15FAX class, 15OTF class, 15PDF format, 15REO class, 15REO format, 15Tiff format, 15

Sybase, 7system administrator, 7

prerequisites, 7

TTiff format, 15transaction code

fbo3, 19oadr, 21

Uuser roles, 7

Vviewing linked documents in SAPGUI, 20

WWebAdmin, 14working with archived documents in

SAPGUI, 19
