Employee File Management 4.0.1 - Administration

OpenText Employee File Management

Administration Guide

The OpenText Employee File Management administrationguide describes the administration of OpenText Employee FileManagement 4.0 SP1.

EIM040001-AGD-EN-1

OpenText Employee File ManagementAdministration GuideEIM040001-AGD-EN-1Rev.: 26. Mar. 2014

This documentation has been created for software version 4.0.1.It is also valid for subsequent software versions as long as no new document version is shipped with the product or ispublished at https://knowledge.opentext.com.

Open Text SA

40 Avenue Monterey , Luxembourg, Luxembourg L-2163

Tel: 35 2 264566 1

Open Text Corporation

275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1

Tel: +1-519-888-7111Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440Fax: +1-519-888-0677Email: [email protected]: ftp://ftp.opentext.comFor more information, visit http://www.opentext.com

Copyright © 2014 by Open Text Corporation

OpenText is a trademark or registered trademark of Open Text SA and/or Open Text ULC. The list of trademarks is notexhaustive of other trademarks, registered trademarks, product names, company names, brands and service namesmentioned herein are property of Open Text SA or other respective owners.

Disclaimer

No Warranties and Limitation of Liability

Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for theaccuracy of this publication.

https://knowledge.opentext.com

ftp://ftp.opentext.com

http://www.opentext.com

Table of Contents1 About OpenText Employee File Management ........................ 91.1 What is OpenText Employee File Management? ................................. 9

2 Getting started ......................................................................... 112.1 Using the IMG function .................................................................... 11

3 Customizing Solution Framework ......................................... 133.1 Customizing Solution Extensions ..................................................... 133.1.1 Customizing user exits .................................................................... 133.1.2 Enabling thumbnail view .................................................................. 153.1.3 Changing appearance ..................................................................... 163.1.4 Adding function codes ..................................................................... 183.2 Customizing SAP workflow .............................................................. 203.2.1 Activating activity workflows ............................................................. 203.2.2 Maintaining activity profiles .............................................................. 223.2.3 Customizing delete workflow ............................................................ 273.2.4 Maintaining E-mail texts ................................................................... 293.3 Workflow monitoring ........................................................................ 32

4 Customizing Employee File Management ............................. 334.1 Defining basic settings ..................................................................... 334.1.1 Customizing display and defaults ..................................................... 334.1.2 Enabling basic settings for Object Selections .................................... 364.1.3 Customizing logging ........................................................................ 374.1.3.1 Enabling logging ............................................................................. 384.1.3.2 Using logging classes ...................................................................... 394.1.3.3 Deleting log entries ......................................................................... 424.1.4 Configuring business document types .............................................. 434.1.5 Restricting available document types ................................................ 484.1.6 Customizing sorting of documents .................................................... 504.1.7 Customizing Archive Link settings .................................................... 504.1.7.1 Defining content repositories ............................................................ 514.1.7.2 Creating document types ................................................................. 514.1.7.3 Creating link entry ........................................................................... 524.1.7.4 Arranging the document types for HR ............................................... 524.2 Integrating DesktopLink ................................................................... 554.2.1 Creating an EFM-specific DesktopLink scenario ................................ 554.2.2 Assigning an EFM view to a DesktopLink scenario ............................ 554.2.3 Maintaining EFM DesktopLink user exits .......................................... 564.3 Maintaining EFM Cockpit ................................................................. 564.3.1 Subscreen customizing ................................................................... 57

EIM040001-AGD-EN-1 OpenText Employee File Management iii

4.3.2 Button customizing .......................................................................... 584.4 Customizing folder structure ............................................................ 604.5 Customizing reports ........................................................................ 644.6 Customizing user exits .................................................................... 664.7 Customizing workflow settings ......................................................... 72

5 Customizing guest user access ............................................. 755.1 Customizing guest users using Guest User Ticketing System (GTS). .. 765.1.1 Customizing guest user ticket .......................................................... 765.1.1.1 Customizing E-mail subject and body using placeholders .................. 805.2 Customizing guest user access based on guest user accounts .......... 835.2.1 Customizing guest user basic settings .............................................. 845.2.2 Maintaining guest user number range ............................................... 865.2.3 Maintaining guest user accounts ...................................................... 875.2.4 Defining guest user scenarios .......................................................... 875.2.5 Maintaining access type specific settings .......................................... 885.2.6 Maintaining E-mail subjects ............................................................. 905.2.7 Maintaining E-mail footers ............................................................... 915.2.8 Maintaining guest user access for EFM Web UI ................................ 92

6 Customizing for starting EFM from HR transactions ........... 95

7 Integrating EFM in HCM Processes & Forms ....................... 977.1 Activating the EFM integration ......................................................... 977.2 Customizing Processes & Forms scenarios for EFM .......................... 987.3 Available user exits ......................................................................... 997.4 Enhancement spot HRASR00_ATTACHMENT_HANDLING ............ 1017.5 Monitoring and restarting the HCM Processes & Forms integration .. 102

8 Integrating EFM in SAP ESS/MSS/HRA ............................... 1038.1 Integration scenarios ..................................................................... 1048.2 ESS integration ............................................................................. 1058.2.1 ESS WDJ portal business package – Homepage Framework

customizing .................................................................................. 1058.2.2 ESS WDA application – configuration ............................................. 1068.2.3 ESS WDA portal business package – Launchpad customizing ......... 1078.2.4 ESS WDA without Portal – ECC role menu customizing .................. 1088.3 MSS integration ............................................................................ 1088.3.1 MSS WDJ portal business package – Homepage Framework

customizing .................................................................................. 1088.3.2 MSS WDA portal business package – Launchpad customizing ........ 1098.3.3 ESS WDA without Portal – Launchpad customizing ......................... 1148.4 HRA integration ............................................................................ 1158.4.1 HRA WDJ portal business package – portal content customizing ..... 116

Table of Contents

iv OpenText Employee File Management EIM040001-AGD-EN-1

8.4.2 HRA WDA without Portal – ECC role menu customizing .................. 117

9 UWL customizing for workflows .......................................... 119

10 Integrating EFM in the Employee Interaction Center (EIC) 12110.1 Customizing integration ................................................................. 12110.2 Changing URL parameters at runtime ............................................. 12310.3 Roles ........................................................................................... 124

11 Customizing the EFM Web UI ............................................... 12511.1 Checking prerequisites .................................................................. 12511.2 Configuring Web Viewer ................................................................ 12611.2.1 Activating function ......................................................................... 12611.2.2 Defining local cache settings .......................................................... 12611.2.3 Defining thumbnail cache settings .................................................. 12811.3 Using default configurations ........................................................... 12911.4 Customizing guest user access ...................................................... 13011.5 Using URL syntax ......................................................................... 13311.6 Customizing Web Dynpro application ............................................. 13411.6.1 Managing configurations ................................................................ 13511.6.2 Defining thumbnail settings ............................................................ 13611.7 Customizing the Upload and Assign Documents application ............ 13711.7.1 Maintaining hyperlinks ................................................................... 13811.7.2 Customizing using Web Dynpro configurations ................................ 14111.8 Customizing Document Upload and Inbox application ...................... 14211.8.1 Maintaining hyperlinks ................................................................... 14211.8.2 Customizing Document Inbox using Web Dynpro configurations ...... 14311.8.3 Customizing Document Upload using Web Dynpro configurations .... 143

12 Implementing scenarios ....................................................... 14512.1 ArchiveLink – Scanning ................................................................. 14512.1.1 Prerequisites ................................................................................ 14512.1.1.1 Customizing in SAP ...................................................................... 14512.1.2 Using ArchiveLink – Scanning scenario .......................................... 14712.1.3 Redirecting scanned documents to Document Inbox ....................... 14912.2 ArchiveLink – Late archiving with bar code ...................................... 15012.2.1 Prerequisites ................................................................................ 15012.2.2 Customizing OpenText Imaging Enterprise Scan ............................. 15112.2.3 Using ArchiveLink – late archiving scenario .................................... 15312.2.3.1 Logging bar code archiving ............................................................ 155

13 Maintaining Document Upload and Inbox application ....... 15713.1 Setting authorizations .................................................................... 15813.2 Maintaining ticket number range ..................................................... 159

Table of Contents

EIM040001-AGD-EN-1 Administration Guide v

13.3 Maintaining Document Inbox channels and settings ......................... 16013.3.1 Settings for File upload and Scanning inbox channels ..................... 16313.4 Maintaining document classes for conversion exits .......................... 16513.5 Maintaining E-mails ....................................................................... 16613.6 Maintaining ticket subject ............................................................... 16713.7 Maintaining application title and subtitle .......................................... 16813.8 Maintaining document types for ESS/MSS document upload ........... 16913.8.1 Restricting document types and tickets in Document Inbox .............. 17013.9 Maintaining file format categories ................................................... 17113.10 Maintaining default variants ........................................................... 171

14 Integrating SuccessFactors ................................................. 17514.1 Setting authorizations .................................................................... 17514.2 Maintaining ticket number range ..................................................... 17514.3 Defining import profile .................................................................... 17614.4 Defining document mapping .......................................................... 179

15 EFM Records Management ................................................... 18115.1 Checking prerequisites .................................................................. 18115.2 Roles and Authorizations ............................................................... 18215.3 Creating users and assigning roles ................................................. 18415.3.1 Customizing SAP users and roles .................................................. 18415.3.2 Customizing OTDS/Content Server users ....................................... 18415.4 Customizing ECMLink infrastructure ............................................... 18515.4.1 Configuring RFC destinations ........................................................ 18515.4.2 Configuring logical ports ................................................................ 18615.4.3 Configuring Enterprise Library server settings ................................. 18715.4.4 User impersonation and user mapping ........................................... 18815.4.5 Verifying customizing using diagnostic report .................................. 19015.5 Customizing Document Declaration ................................................ 19115.6 Customizing Retention Management for HR documents .................. 19815.7 Customizing full text search ........................................................... 20415.7.1 Configuring EFM Search on Content Server side ............................ 20415.7.2 Configuring full text search on SAP side ......................................... 20515.8 Troubleshooting ............................................................................ 20815.8.1 Checking Customizing ................................................................... 20815.8.2 Troubleshooting at runtime ............................................................ 209

16 Customizing ArchiveLink PLUS attributes ......................... 211

17 Maintaining mobile application ............................................ 21517.1 Customizing screen layouts for EFM mobile application ................... 21717.1.1 Customizing Search Employee dialog ............................................. 218

Table of Contents

vi OpenText Employee File Management EIM040001-AGD-EN-1

17.1.2 Customizing Employee file hit list and Employee information panel .. 219

18 EFM license report ................................................................ 22118.1 Integrating EFM license measurement in SAP System

Measurement ................................................................................ 22118.2 Enhanced EFM license report ........................................................ 223

19 Security .................................................................................. 22519.1 Specific EFM checks ..................................................................... 22519.2 Standard HR/AL checks ................................................................ 23119.3 Enabling signature verification for Web Viewer application ............... 23319.4 Enabling time-dependent authorization checks ................................ 233

20 Appendix ................................................................................ 23520.1 Periodical maintenance tasks ......................................................... 23520.2 Copying IMG customizing .............................................................. 23520.3 Application log .............................................................................. 23620.4 Backup and recovery ..................................................................... 23820.5 Single sign-on between EIC system connections ............................. 23920.6 Supportability ................................................................................ 23920.7 Troubleshooting ............................................................................ 239

GLS Glossary 243

Table of Contents

EIM040001-AGD-EN-1 Administration Guide vii

Chapter 1

About OpenText Employee File Management

1.1 What is OpenText Employee File Management?OpenText Employee File Management (EFM) provides employees in the HumanResources (HR) department access to all HR-related documents in an electronicpersonnel file. Thus, working with paper documents can be reduced to a minimum.

EFM offers data protection that guarantees only authorized employees can accessthe documents. Combined with OpenText Archive and Storage Services, EFMprovides secure long-term storage.

EFM provides a clear folder structure of content such as original documents, masterdata, employee-related emails and Microsoft Office documents in SAP. Double-clickon a document opens it in the appropriate viewer. The search function makesretrieving information on employees easier.

EFM provides a direct link to the SAP ERP Human Capital Management (HCM)objects. So, you can access the corresponding SAP transaction to view, change, orcreate data records. Creation of documents is supported by integration of an uploadfunction in Employee-Self-Service (ESS) and Manager-Self-Service (MSS); a centralDocument Inbox manages typical document workflows.

For quick and easy access to documents in a web-based environment, EFM offers theEFM Web UI, including a feature that allows you to browse through thumbnails ofthe documents. The EFM Web UI is based on the SAP Web Dynpro technology.

For mobile access to documents, EFM provides a document viewer with extensivefiltering capabilities. Currently, Android-based devices and the iPad are supported.

EIM040001-AGD-EN-1 OpenText Employee File Management 9

Chapter 2

Getting started

Employee File Management is delivered with a set of default parameters whichshould work with most application scenarios. Only those settings and values whichare unique to your system environment must be customized.

Note: For more details on project-specific customizing, refer to your OpenTextcustomer support.

2.1 Using the IMG functionYou start all tasks described in the following from a central menu in SAP'sImplementation Guide (IMG) function.

To invoke the IMG:

1. Execute the SPRO transaction and click the SAP Reference IMG button.

2. Navigate to the OpenText Business Suite for SAP Solutions activity and openit.

3. Navigate to the entry of the required IMG activity – either in the SolutionFramework or in the Employee File Management (EFM) section – and click the

icon.


Chapter 3

Customizing Solution Framework

In addition to the specific settings for Employee File Management, you cancustomize general settings for the OpenText Business Suite for SAP Solutions whichalso influence Employee File Management.

3.1 Customizing Solution Extensions3.1.1 Customizing user exits

User exits enable you to modify and enhance standard DocuLink functions.Employee File Management is delivered with a set of user exits; they can beclassified either as project-dependent user exits or attribute object dependent userexits.

Note: User exits are intended to handle project-specific tasks by the OpenTextservice. For more details on user exits, refer to your OpenText service.

To maintain project-dependent user exits:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > Solution Extensions > User-Exits > Maintain DocuLink projectdependent user-exits activity and click the icon.

2. Do one of the following:

• To maintain an user exit, activate the required user exit by selecting therespective check box in the Active column.

• To add an user exit, click the New Entries button and specify the parametersfor the user exit.

EFM 4.0 uses the $EIM project, version 5 and supports the following events:

• AUTH_INIT

• GET_AROBJ

• MOVE_DOC_P

• MOVE_DOC_S

• NFUNCTION

• NICON

• N_CHA_TEXT

• SELE_PRE


• SELE_SUF

• TREE_BUT

To maintain attribute object dependent user exits:

1. Navigate to the Maintain DocuLink attribute object dependent user-exitsactivity and click the icon.

2. Do one of the following:

• To maintain an user exit, activate the required user exit by selecting therespective check box in the Active column.

• To add an user exit, click the New Entries button and specify the parametersfor the user exit.

EFM 4.0 uses the $EIM project, version 5 and supports the followingcombinations of attribute object and event:

Attribute object Event

DOCUMENTS ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID

EPREL CHANGE_SUF, CHECK_HITS, SELECT

HRSTAMM SELECT

INFOERFA SELECT

INFORECH SELECT

OBJPSRECH SELECT, CHECK_HITS

OBJPSERFA SELECT, CHECK_HITS

PREL CHANGE_SUF, CHECK_HITS, SELECT, OBJECT_ID

PRELALL CHANGE_SUF, CHECK_HITS, OBJECT_ID, SELECT

PRELDOC ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG

PRELDOCALL ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG

PRELDSEARCH CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG

PRELDSEARCHF CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG

PRELSEARCH SELECT

PRELSEARCHF SELECT

SUBFOLDERRET SELECT

SUBFOLDERDCI SELECT

SUBINFOERFA SELECT

SUBINFORECH SELECT

TOPFOLDERDCI SELECT

Chapter 3 Customizing Solution Framework

14 OpenText Employee File Management EIM040001-AGD-EN-1

Attribute object Event

TOPFOLDERRET SELECT

3.1.2 Enabling thumbnail viewYou can enable and disable the thumbnail view for every EFM project view. Inaddition, you can also enable single sign-on (SSO) in order to skip the logon screenof the thumbnail view web application.

To activate the thumbnail view:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > Solution Extensions > Enable thumbnail view for DocuLink inSAP GUI activity and click the icon.

2. Enter the DocuLink project and the respective view. To activate the thumbnailview, select the check box in the enabled column.

3. To skip the logon screen of the thumbnail view web application, select the checkbox in the SSO column.

Note: Make sure that the SSO profile parameters of your SAP system areset to the following values:login/accept_sso2_ticket = 1login/create_sso2_ticket = 2

In order to use the thumbnail view, you must also activate the Inplace Viewing optionin DocuLink. This option can be set for:

• The complete DocuLink project; for details see section 8.3.3.1 “General tab” inOpenText DocuLink for SAP Solutions - Customizing and Administration Guide (DC-CGD).

• A dedicated user; for details see section 13.2.2 “Defining settings for currentproject” in OpenText DocuLink for SAP Solutions - User Guide (DC-UGD).

In addition, the thumbnail view may be deactivated for a specific DocuLink view inthe project customizing by the THMB functional code. For details see section 8.3.3.3“Excluded Functions tab” in OpenText DocuLink for SAP Solutions - Customizing andAdministration Guide (DC-CGD).

3.1. Customizing Solution Extensions

EIM040001-AGD-EN-1 Administration Guide 15

3.1.3 Changing appearanceYou can customize items of the user interface related to the DocuLink system. Theseitems include the following:

• Title barDefines the text displayed in the SAP window title.

• Start pictureDefines the graphic file displayed in the SAP window.

• View descriptionDefines the text summary displayed for the respective view.

To modify the title bar:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > Solution Extensions > Change DocuLink titlebar activity andclick the icon.

2. To modify an entry, select the required view and enter your text in the Titlebarfield.

To create an entry, click the New Entries button and specify the parameters forthe new title bar.

Note: Make sure you select the correct language for your text in thecolumn labelled L.

To modify the start picture:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > Solution Extensions > Change DocuLink start picture activityand click the icon.



2. To modify an entry, select the required row and enter the object name of yourpicture in the Start picture field.

To create an entry, click the New Entries button and specify the parameters forthe new picture.

Tip: To upload a new image file to the SAP Web Repository, execute theSMW0 transaction.

To upload a new image using the SMW0 transaction:

1. Execute the SMW0 transaction.

2. Select the Binary data for WebRFC applications option and click the button.

3. Specify the package where the image should be added and click the icon.

4. Click the button to create a new object.

5. Enter a name and a description. Click the button to upload an image file tothe SAP Web Repository.

To modify the view description:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > Solution Extensions > Change DocuLink view descriptionactivity and click the icon.



2. To modify an entry, select the required row and enter your text in theDescription field.

To create an entry, click the New Entries button and specify the parameters forthe new view description.

Note: Make sure you select the correct language for your text in thecolumn labelled L.

3.1.4 Adding function codesThe CUxx function codes can be assigned to toolbars, thus providing a specific usergroup with access to the required function. In addition, CUxx function codes can alsobe assigned to specific node types. This offers a specific user group access to theCUxx functions also on records of this node type in the tree view.

Note: The function code names CU01 through CU09 can be used for the productand for providing customer extensions. The administrator is responsible forpreventing name collisions when adding new customer-specific functioncodes.Best practice to prevent collisions is to ensure that the product uses functioncode names in ascending order starting with CU01 and to ensure that customerextensions use function code names in descending order starting with CU08.Currently EFM uses the function code names CU01 – CU03.

Due to restrictions of the GUI, the function code CU09 is displayed as theleftmost entry in the toolbar, while the function codes CU01 – CU05 aredisplayed to the right of the toolbar.The function codes CU06 – CU08 are only displayed in the context menu of therespective tree items.



To add function codes to DocuLink toolbar:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > Solution Extensions > Add function codes in DocuLink toolbaractivity and click the icon.

2. To modify an entry, select the required row and change the followingparameters:

CUxx Function CodeDefines the function code to be executed.

User groupDefines the user group which will be able to access the function code.

Disp FCodeSpecifies whether entry is displayed in the toolbar.

Function ModuleDefines the NFUNCTION user exit.

ActiveSpecifies whether NFUNCTION is active or inactive.

+Specifies the icon to be displayed.

TextDefines text for context menu. Also used for icon tooltip, if nothing isdefined in the Info. text field.

IcontextDefines text displayed next to the icon.

Info. textDefines text for icon tooltip.

WebenabledSpecifies whether icon is displayed in the web interface.

3. To create an entry, click the New Entries button and specify the parameters forthe new element.

To add function codes at DocuLink node type:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > Solution Extensions > Add function codes at DocuLinknodetype activity and click the icon.

2. To modify an entry, select the required row and change the followingparameters:

Node typeDefines the node where the function code will be displayed.



Function codeDefines the function code to be executed.

User groupDefines the user group which will be able to access the function code.

Disp FCodeSpecifies whether entry is displayed at the specified node.

Function ModuleDefines the NFUNCTION user exit.

ActiveSpecifies whether NFUNCTION is active or inactive.

+Specifies the icon to be displayed.

QuickinfoDefines text of context menu for the icon in the tree view.

Function ModuleDefines the NICON user exit.

ActiveSpecifies whether NICON is active or inactive.

3. To create an entry, click the New Entries button and specify the parameters forthe new element.

3.2 Customizing SAP workflow

3.2.1 Activating activity workflowsTo activate automatic workflow customizing:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > SAP Workflow > Check automatic workflow customizingactivity and click the icon.

2. Check that at least the Maintain Runtime Environment section is maintained.

In order to use an activity workflow, the agent assignment attributes of thecorresponding workflow template and standard task must be set to General Task.

To use an activity workflow:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > SAP Workflow > Set agent assignment attributes to GeneralTask activity and click the icon.

2. You must maintain the following workflow templates and standard tasks:



Follow-UpWorkflow Template 275221/Standard Task 275234

Delete with ApprovalWorkflow Template 275222/Standard Task 275235

Select the required task type, enter the respective number, and click the button.

3. Select the menu entry Additional data > Agent assignment > Maintain.

4. Click the Attributes button in the toolbar. Ensure that the General Task isselected.

5. Repeat these steps for the remaining workflow templates and standard tasks.

In order to use activity workflows, you must maintain a number range.

To maintain number range for activity workflows:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > SAP Workflow > Maintain number range for activity workflowsactivity and click the icon.

2. Enter /OTEB/SWF in the Object field.

3. Click the Number Ranges button.

3.2. Customizing SAP workflow


4. Click the button and add an interval with the number 01.Specify a number range that uses internal numbering.

3.2.2 Maintaining activity profilesIn this customizing step, you can maintain activity profiles that allow the user tostart SAP workflows from folder solutions like Employee File Management. Anactivity workflow is started by marking a node or multiple nodes in the DocuLinkview belonging to the folder solution and then clicking on the corresponding toolbarbutton that starts the activity workflow.

For each activity profile you can specify selectable nodetypes of the correspondingDocuLink view. Only nodes that belong to these nodetypes can be selected whenstarting the activity workflow.

For each activity profile you can specify pending activities that prevent the start ofthe workflow belonging to the profile. For example, you might not want to start aFollow-Up activity workflow for a document, if a Delete with Approval workflow ispending for this document.

You can assign an activity profile to the toolbar button of a DocuLink project thatwill start the activity workflow belonging to this profile.

Note: Toolbar buttons must be maintained in the IMG activity SolutionExtensions > Add function codes in DocuLink toolbar before they can beassigned to activity profiles.

To be able to start the Follow-Up and Delete with Approval workflows, you musthave the corresponding authorizations. The authorizations are contained in thefollowing example roles; for details, see “Security“ on page 225:

• /OTEI/SWF_FOLLOW_UP_CREATE

• /OTEI/SWF_DELETE_CREATE

To be able to process the Follow-Up and Delete with Approval workflows, you mustalso have the corresponding authorizations. The authorizations are contained in thefollowing example roles:

• /OTEI/SWF_FOLLOW_UP_PROCESS

• /OTEI/SWF_DELETE_PROCESS

These roles can be specified in the corresponding activity profile definitions usingthe IMG activity Solution Extensions > Maintain activity workflow customizing.Customer-specific roles are supported, but they must be specified in the activityprofile definition.

The processor determination depends on the settings in the Processor role, Recip.determination, Automatic Recip. determination, Rec. type in fail., Fail. recipientID and Four-eye principle customizing fields.



The logic of the processor determination is shown in the following diagram:

To maintain an activity workflow customizing:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > SAP Workflow > Maintain activity workflow customizingactivity and click the icon.



2. Select the required activity profile in the Activity profile definition table andclick the button.

3. Specify the following parameters:

Activity profile txtShort text for this profile which is displayed in the title of the work item inthe SAP Business Workplace Inbox and the title of the activity dialog.

Activity typeActivity type for this profile. Enables to have multiple variants ofworkflows, for example multiple Follow-Up workflows with differentauthorization roles.

Workflow templateWorkflow to be started by this profile.

Four-eye principleFlag if creators of the activity can process the activity themselves or not. Forexample, in approval workflows, the creators usually should not be able toprocess/approve the workflow themselves).

DC visibilityVisibility of pending workflow activities in the DocuLink view.



Processor roleAuthorization role used to build the list of possible processors.

Auth. check classImplementation class for performing authority checks.

Activity log classImplementation class for performing activity logging.

Appl. log object, Appl. log subobjectApplication log object and application log sub-object used for error logging.

Recip. determinationDefines the user exit that is used for the triggering.

Note: EFM provides the sample implementation /OTEI/SWF_AGENT_DETERMINATION for this user exit; for details see“Customizing workflow settings” on page 72.

If you want to use your own class, you have to use the interface /OTEB/SWF_IF_AGENT_DETERMIN. Possible object types for workflowrecipients are:

O Organizational Unit

S Position

C Job

A Work center

US User name

P Person (PD master data)

ImportantDuring the automatic recipient determination for workflows, thefunction module SUSR_GET_USERS_WITH_SPEC_VALS determines theusers that are authorized to process the workflow. To execute thisfunction module, you need to maintain the following authorizationobjects:

• Object S_USER_AUTACTVT 03AUTH

• J_6NX_SWFOBJECT

• Object S_USER_PROACTVT 03PROFILE

These authorizations are required during the automatic recipientdetermination for the batch user WF-BATCH.



If no processor role is specified in the workflow profile, the userwho starts the workflow manually also needs these authorizationsto use the F4 help of the Recipient field.

Automatic recip. detSpecifies whether the automatic recipient detection specified in Recip.determination is used. Otherwise, the user must determine the recipientmanually when creating the workflow. In this case, possible users aredefined either by an user exit implementation or by the roles customized.

Rec. type in failure, Fail recipient IDDefines the recipient for the workflow in case the automatic recipientdetermination fails; this may be either a single user or a user group (workcenter, organizational unit, job, or position) from the pre-defined list.All users specified with these fields receive the workflows for which theautomatic recipient determination failed without any further checks (suchas authorization checks or four-eye principle).

Customer spec actionSpecifies the user exit which enables a customer-specific workflow action.The additional button will be displayed at the processing of the workflow inthe toolbar. The class for this user exit has to implement the interface /OTEB/SWF_IF_CUSTOMER_ACTION with the following methods:

IS_ACTION_ACTIVECalled to decide if the button should be displayed or not (exportingparameter PE_ACTIVE).

GET_LABELReturns the icon and label text of the button.

EXECUTE_ACTIONYou have to implement the action which should be executed when theuser pressed the button. This action will be called in an additionalwindow without closing the workflow.

As a default, EFM comes with the /OTEI/SWF_CL_PERSONAL_ACTION class.This implementation invokes the PA40 transaction in a second window. Inthe standard customizing (BC set /OTEXEIM/SF_MNT_ACT_WF_CUST_040)this is activated for the Follow-Up workflow.

Note: This function is not available for the EFM Web UI.

Send mail WF createdDefines if an email is sent for workflow creation.

Send process linkDefines if a link to the workflow item is displayed as last line of the emailbody text sent.

Send mail WF processDefines if an email is sent when the workflow process is complete.



Email languageDefines which language is used as a default for the generated emailnotifications.

LOGONThe default logon language of the recipient is used for email texts.

COMMThe communication language (defined in the user profile) of therecipient is used for email texts.

In case the parameter is not maintained, the default logon language of therecipient is used.

3.2.3 Customizing delete workflowThe customizing for the delete workflow options activates your own checkmechanism before the deletion of a document. Such a customer-specific checkmechanism can be used for the following:

• Performing additional checks before deletion of documents.• Making it possible to delete records.• Implementing of customer-specific delete logic by substituting the default delete

logic.

To maintain a deletion workflow options:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > SAP Workflow > Maintain deletion workflow options activityand click the icon.

2. To maintain an option, select the required entry, click and modify theparameters.To create a new option, click the New Entries button and specify the parametersfor the deletion workflow.

3. Specify the mandatory parameters for the required project and version in theProject and Version field, respectively. This identifies the DocuLink project andversion for which you want to activate your own deletion logic.

4. Optional you can specify a view in the View field.If you leave it empty, the defined delete option will be used for all views of thespecified project and version.

5. Select the Active check box to make the defined delete option active.

6. Define the required behavior:

a. For additional checks:

• Enter your class with the interface /OTEB/SWF_IF_DELETE_CHECK.



• Implement CHECK_DELETION method in this class.b. For enabling the deletion of records:

Select the Del record check box.c. For replacing the standard document deletion with your own logic:

• Enter your class with the interface /OTEB/SWF_IF_DELETE_CHECK.

• Implement DELETE_DOCUMENTS method in this class.

• Select the Del. impl. check box.

7. Click the button.

You must implement your check mechanism in a class using the interface /OTEB/SWF_IF_DELETE_CHECK. For the check, the CHECK_DELETION method is called;for the actual deletion, you must use the DELETE_DOCUMENTS method in theDELETION step to implement your own deletion logic.

The CHECK_DELETION method has the following parameters:

• Importing parameters:

PI_STEPSpecifies the currently executed step; the check can be executed before thecreation of a delete workflow (CREATION step), before the processor processesthe workflow (PROCESS step) and before the deletion of a document isexecuted (DELETION step).

PIS_DC_INFOSpecifies the project info.

PIS_HEADERSpecifies the workflow header data.

PIT_DOCUMENTSSpecifies the selected documents.

• Exporting parameters:

PES_MESSAGEWith parameter PES_MESSAGE you can return a message which should bedisplayed. In the DELETION step it will be written to the SAP application log.

• Changing parameters:

PC_DELETION_ALLOWEDIndicates if the deletion of the selected documents is allowed or not; defaultvalue of this parameter is ABAP_TRUE.Set the parameter to ABAP_FALSE if you do not want to delete the documents;the effects this value depend on the respective step:

CREATIONIt is not possible to create a deletion workflow for the selecteddocuments; the message in PES_MESSAGE is displayed.

Implementing acustomer-

specific checkmechanism



PROCESSThe workflow processor can display the workflow but the Delete buttonis disabled; the message in PES_MESSAGE is displayed.

DELETIONThe message in PES_MESSAGE is logged to the SAP application log. Thedelete function is aborted and an internal error is raised; the workflow isaborted and in an error status.

The DELETE_DOCUMENTS method has the following parameters:

• Importing parameter:

PIS_DC_INFOSpecifies the project info.

PIS_HEADERSpecifies the workflow header data.

PIT_DOCUMENTSSpecifies the selected documents.

• Exporting parameter:

PES_MESSAGEWith parameter PES_MESSAGE you can return a message which should bedisplayed.

PE_RETURNReturn value, a value greater than 0 causes an abort of the workflow and theSAP workflow will be in an error status.

3.2.4 Maintaining E-mail textsFor the automatic E-mail generation triggered by a workflow, you can maintain thetexts for the respective E-mail subjects and the body text. If you do not maintain anytexts, the following default texts will be used:

• For emails after creation of the workflow:

• Subject:“Please process [workflow profile name]- workflow: [workflow number]”

• Body text:“User [UserID creator] created [workflow profile name]- workflow (Subject:[Subject of workflow] ) and selected you as processor.”

• For emails after processing of the workflow:

• Subject:“[workflow profile name]- workflow (Subject: [Subject of workflow] ) isfinished.”

• Body text:



“User [UserID recipient] finished [workflow profile name]- workflow(Subject: [Subject of workflow] ).”

Note: For the email recipients, the email address of the SAP user profile is used(as defined in the SU01 transaction).

To maintain text for the email subject:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > SAP Workflow > Maintain email subject texts activity and clickthe icon.

2. To maintain a subject, select the required workflow activity, click , andmodify the text in the Mail subject field.To create a new subject, click the New Entries button and specify the requiredparameters.

To maintain text for the email body:

1. Navigate to the OpenText Business Suite for SAP Solutions > SolutionFramework > SAP Workflow > Maintain email body texts activity and click the

icon.

2. Specify the type of body text by selecting the parameters for the profile, mailtype and language from the drop-down lists and click the button.

3. Specify the required body text. You can use standard HTML tags for formatting.

Note: Start and end tags for <html> and <body> are added automatically.



Line breaks will be converted automatically to the <br> tag.


Note: When you save the text, an entry for the transport will be createdautomatically.

In addition, the BAdI /OTEB/SWF_MAIL can be used to change dynamically the emailrecipients and the email texts. This BAdI uses the interface /OTEB/SWF_IF_EX_MAILwith the method CHANGE_RECIPIENTS to change email recipients and the methodCHANGE_TEXTS to modify the email texts.

CHANGE_RECIPIENTS features the following parameters:

PI_MAIL_TYPEType of email; possible values are 01 - Mail after workflow creation and 02 -Mail after workflow processing.

PIS_HEADERWorkflow header data.

PIS_PROFILEWorkflow profile.

PIT_DOCUMENTSSelected workflow documents.

PCT_RECIPIENTSEmail recipients; default is the email address of the recipients as defined in theuser profile (SU01 transaction). Recipients can be deleted or others added andemail addresses can be modified.

CHANGE_TEXTS features the following parameters:

PI_MAIL_TYPEType of email; possible values are 01 - Mail after workflow creation and 02 -Mail after workflow processing.

PIS_HEADERWorkflow header data.

PIS_PROFILEWorkflow profile.

PIT_DOCUMENTSSelected workflow documents.

PIT_COMMENTSWorkflow comments.

PC_SUBJECTContains the email subject defined the IMG activity; can be modified asrequired.



PC_BODYContains the email body text defined the IMG activity; can be modified asrequired.

3.3 Workflow monitoringEFM offers administrators the possibility to monitor workflows. All workflows canbe listed and, if required, specific work items may be finished or forwarded. Thisfunctionality, however, requires the proper authorizations.Standard viewing of workflows requires the authorization for object J_6NX_SWF(Authorization for xIM workflow activities) with the authorization level 02 (Process)and 04 (Administration - Display). The ability to forward or finish a workflowrequires the additional authorization level 03 (Administration - Edit).

Note: If a workflow related to EFM can for some reasons not be finished in theregular way by the processor, OpenText recommends using the /OTEI/SWF_ADMIN transaction to finish the workflow and not the SAP standardtransactions.

To monitor workflows:

1. Execute the /OTEI/SWF_ADMIN transaction.

2. Enter the required selection criteria and click the button.

A table with all workflow items that match the criteria is displayed.

3. To display the details of a certain entry, select the respective row in the tableand click the icon.

The Details dialog displays the details such as the status, the workflow ID, theworkflow creator, and the processor.Depending on your authorization level, the Details dialog also offers thepossibility to finish or forward a workflow.



Chapter 4

Customizing Employee File Management

From the central menu in the SAP's IMG function (see “Using the IMG function”on page 11), you can specify the parameters for Employee File Management.

4.1 Defining basic settings4.1.1 Customizing display and defaults

You can customize the display and default values of the HR-related data andEmployee File Management functions.

Basic settings can be project-specific and view-specific. All settings without specificdeclarations for a project and/or view apply to all EFM projects and viewsrespectively. These default settings can be overwritten by project-specific and view-specific entries.

In the EFM: General settings window, you can find the following EFM settingtypes :

• Switches that can be enabled or disabled by specifying the Value = X or leavingthe Value column empty.

• Authorization levels that match the Authorization level field in the SAP HRauthorization objects. Common supported levels are W for write access, R for readaccess or M for read access with entry helps.

• Settings for which you need to enter specific text strings in the Value column.

To customize the display and defaults:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Assign Values for Basic Settingsactivity and click the icon.

2. To enable a setting, enter an X in the Value column.To specify a level, enter R for read access, M for read access including entryhelps, and W for write access.To specify a fixed value, enter the respective text string.

The following settings are available:

ARCH_HR_AUTH_LVLSpecifies the HR authorization level to be checked for:

• Filtering the list of document types displayed when archivingdocuments.


• Checking the HR authorizations before leaving the Attach <documenttype> dialog and filtering the list of available subtypes in this dialog.

If no value is specified or if the entry does not exist at all, no HR-specificauthorization check is performed.

AUTH_CHECK_TYPESpecifies the type of authority check executed:

STANDARD or no valueEFM standard HR authorization checks are executed (defaultcustomizing)

TIMETime-dependent HR authorization checks are executed.

OFFNo EFM standard HR authorization checks are executed, but user exitimplementations for authorization checks are still called.

CautionIf you define no authority check, anyone will have access. Forsecurity reasons, OpenText strongly recommends to specify anappropriate authority check.

CHECK_AUTH_0000Specifies if the authorization for infotype 0000 is required to view anemployee.

CHECK_AUTH_0001Specifies if the authorization for infotype 0001 is required to view anemployee.

CHECK_AUTH_0002Specifies if the authorization for infotype 0002 is required to view anemployee. In older versions, only the authorization for this infotype waschecked.

CHECK_OBJPSChecks if an HR object needs to be maintained in order to attach documentsto HR objects; switching this check off would allow you to attach forexample a certificate for a child that is not maintained yet in HR.

CHDT_HR_AUTH_LVLSpecifies the HR authorization level to be checked for showing the buttonthat allows changing the date of origin.If no value is specified or if the entry does not exist at all, level W is checked.

DATE_ARCHDisplays date of archiving within the document label.

Chapter 4 Customizing Employee File Management


DATE_OF_ORIGINDisplays date of origin within the document label.

DEL_HR_AUTH_LVLSpecifies the HR authorization level required to approve deleting ofdocuments.If no value is specified or if the entry does not exist at all, no HR-specificauthorization check is executed.

EXPIRY_INTERVALSpecifies an expiration interval for users with the authorization objectJ_6NE_US (see “Specific EFM checks” on page 225) and the activity XSS.These users can call the applications /IXOS/DC and /IXOS/DCVIEW directlyonly with parameters which are generated by the SAP ESS/MSS portalapplication. These parameters have an expiration interval which is set to thedefault value 10 hours.

FULL_TXT_ENABLEDEnables the full-text search functionality. In addition, you must specify thefull-text search templates to be used in the OpenText Business Suite forSAP Solutions > Employee File Management (EFM) > RecordsManagement > Maintain Search Templates for Attribute Search activity.

Search templates are project- and view-dependent and specify the ContentServer executing full-text searches. They are maintained using theOpenText ECMLink for SAP Solutions > ECMLink > Maintain SearchTemplates activity. For details, see “Customizing full text search”on page 204.

FUTURE_DATEAllows to set the date of origin in the future.

FUTURE_EMPLOYEESDisplays future employees whose entry date is in the future.

INITIALIZE_DATEPresets the date of origin within mask for capturing HR specific values withthe current date.

PREFILL_SELSCRFills some fields in the search selection screen of EFM with pre-definedvalues according to the respective user authorizations.

INBOX_SCANNINGSet value X to enable the creation of Document Inbox tickets for scanneddocuments. For details, see“Redirecting scanned documents to DocumentInbox” on page 149.

TEAMVIEW_ALLSets the object selection for the all employees search in the reporting andMSS document upload applications, for example, MSS_TMV_EE_ALL.

4.1. Defining basic settings


TEAMVIEW_DIRSets the object selection for the directly subordinate employee search in thereporting and MSS document upload applications, for example,MSS_TMV_EE_DIR.

XSS_UPL_MAX_FILESpecifies the maximum file upload size (in MB) for the ESS/MSS DocumentUpload applications.

Note: All *_HR_AUTH_LVL settings map to the Authorization Level fieldof the HR: Master Data authorization object (P_ORGIN).

4.1.2 Enabling basic settings for Object SelectionsEFM supports Object Selections. With Object Selections, you can restrict whichpersonnel files can be accessed by the user. Object Selections could be used in MSSscenarios to prevent maintaining structural HR authorizations specifying thesubordinate employees of a manager. After enabling Object Selections, the list ofaccessible personnel files results from intersection of HR authorizations and objectselection.

To enable Object Selections, proceed as follows:

1. Navigate to OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic Settings and run the Assign Values for BasicSettings activity.

2. Include and enable the following basic settings for your Project and View:

• P_FILE_OBJS - enables and sets object selection for the EFM application inSAPGUI and Web UI, for example, MSS_TMV_EE_DIR. Set the value to thename of an object selection to enable the setting.

• P_FILE_OBJS_OWN - if object selection is enabled for the EFM application,set the value to X to add the current logged in user automatically to theemployee list calculated by the specified object selection.

3. In authorization object J_6NE_US, include the setting OBS. Assign J_6NE_US tothe user role to enable HR masterdata/personnel file selection based on ObjectSelections.



4.1.3 Customizing logging

Employee File Management provides a logging of all guest user, document-, andworkflow-related activities. This logging can be used by HR managers on a regularbasis to get an overview of the processed personnel files. An administrator can alsouse this logging to get a chronological list of activities that may have caused an errorcase.

The logging comprises the following activities:

01 Document created

02 Date of origin changed

03 Ticket created

04 Guest user account reactivated

05 Guest user logged in

06 Guest user login failed

07 Workflow initiated

08 Workflow processed

09 Document copied

10 Document moved - Source

11 Document displayed

12 Document moved - Destination

13 Document deleted

14 Barcode created

Note the following features and limitations of logging:

• Logging can be customized to comply with the local or company-specific legalconstraints. For example, it might be required to disable the logging of HRdocument-related activities. In the EFM default settings, all logging activities aredisabled.

• Logged activities can be project-specific and view-specific. Settings withoutdeclarations for project and view apply to all EFM projects and viewsrespectively. These default settings can be overwritten by project- and view-specific entries.

Note: For Guest User Ticketing System (GTS) activities, you must maintainthe logging without declarations for project and view.

• For the EFM document display, for every user session only one display action islogged per document. This is irrespective of the component used for the display.



4.1.3.1 Enabling logging

You may customize which EFM activities are logged and assign appropriate loggingclasses. The actual management of logging classes and the creation of individuallogging classes is described in “Using logging classes” on page 39.

To enable logging for bar code archiving, see“Logging bar code archiving”on page 155.

To enable logging of activities:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Configure Activity Logging activity andclick the icon.

2. Select the check box in the Enabled column for every activity that you want tolog.

3. If necessary, set the appropriate activity-specific logging class in the LoggingClass column.



For logging display events, you must configure the /OTEI/OA_X_OA_OBJECTDISPLAY_01 function module.

To enable logging of display events:

1. Execute the SE16 transaction and open the TOAEX table.

2. Click the button to create a new entry with the following values:

EXIT IDOA_OBJECTDISPLAY_01

ACTIVEX

EXIT FUB/OTEI/OA_X_OA_OBJECTDISPLAY_01

3. Click the icon.

4.1.3.2 Using logging classes

The amount of logged information is determined by a so-called logging class.Employee File Management is shipped with a default logging class which comprisesthe following information:

Access typeThe access type considers Standard, Guest User Employee, Guest User ManagerOn-Site, and Guest User Manager Remote.

ActivityAction performed.

Personnel numberNumber of the personnel file on which the action was accomplished.

SAP user nameName of the technical SAP user who accomplished the action.

Date of activityDate when the action was completed.

Time of activityTime when the action was processed.

Document typeDocument type of the managed HR document.

Document descriptionDescription of the document type.

Document classDocument class of the managed HR document.



Date of originOrigin date of the managed HR document.

Workflow descriptionDescription of the workflow activity profile.

Workflow statusStatus of the workflow.

Process (Processes & Forms)HCM process (from Processes & Forms integration) which archived thedocument.

Reference numberReference number of the HCM process.

Guest user accountThe guest user account which was used during a guest user access.

Personnel no. of requesterThe personnel number of the person who requested access to Employee FileManagement.

Guest user - Request commentComment of the request for the guest user.

Workflow keyID of the workflow.

Additional InformationAdditional information which describes the logged activity in more detail.

The following additional information is also available but not displayed in thedefault layout. You can display them by changing the layout of the ALV grid.

Project IDID of Employee File Management project.

ViewView of the Employee File Management project.

InfotypeInfotype of the accessed personnel file.

SubtypeSubtype of the accessed personnel file.

Object identificationID for subtype.

Content Repository IdentificationID of the content repository in which the document-related activity wasperformed.



Document IDArchiveLink ID of the managed HR document.

Storage dateStorage date of the managed HR document.

ID of activity log entryUnique ID for the activity log entry.

You can also tailor the logging procedure according to your specific requirements,and then replace the default logging with your own implementation.

Customer-specific logging implementations must deviate from the defaultimplementation/OTEI/CL_ACTIVITY_LOG and redesign the method /OTEI/IF_ACTIVITY_LOG~ADD as shown in the following example:

METHOD /OTEI/IF_ACTIVITY_LOG~ADD .

IF pi_hr_object_info-infty <> 25.

CALL METHOD SUPER->/OTEI/IF_ACTIVITY_LOG~ADD

EXPORTING

PIS_HR_OBJECT_INFO = pis_hr_object_info

PI_ACTIVITY = pi_activity

PIS_PROJECT_INFO = pis_project_info

PI_GU_ACCOUNT = pi_gu_account

PIS_DOC_INFO = pis_doc_info

PI_ADD_INFO = pi_add_info

PIS_WORKFLOW_INFO = pis_workflow_info

PIS_PF_INFO = pis_pf_info

.

ENDIF.

ENDMETHOD.

In this example for customer-specific logging, actions for the infotype appraisals arenot logged.



4.1.3.3 Deleting log entries

EFM offers a configurable deletion for log entries. The settings must be customizedfor the respective objects in the SAP IMG. The actual deletion process is thentriggered by one of the following:

• Deletion of the respective document via the deletion workflow.• Move of a document.• Deletion of the document entries via the Disposition Run of Extended ECM.

Note: Deletion of entries after a document has been moved only works whenthe logging for activity 10 Document moved - Source is activated.

To define deletion of log entries:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Configure Activity Log Delete Optionsactivity and click the icon.

2. Define the document types for which the activity log entries are to be deleted.You can define a specific setting for every view of a project.

Tip: You can also specify general entries without view (value 0 in Viewcolumn). These general entries are used if no specific entry for the viewexists.

3. Click the icon.

In addition, a “clean up” report is available with the /OTEI/ACT_LOG_CLEANtransaction to delete the log entries for documents which do not exist anymore. Thedeletion will be done accordingly to the customized delete options for the activitylog as described above.

CautionEntries that are deleted with the /OTEI/ACT_LOG_CLEAN transaction cannotbe retrieved again.

To perform “clean up” report:

1. Execute the /OTEI/ACT_LOG_CLEAN transaction.The Employee File Management Activity log: Clean Up dialog opens.

2. Specify the parameters for the required project and view in the Project andView fields, respectively.

3. Optionally, you can specify a range of document types in the Document typefield.If you do not restrict the document types, all document types which have beenconfigured for deletion in the IMG customizing will be considered.



4. Click the icon.

Before final deletion of the log entries, a dialog displays the selected log entries.

5. Check the details and click the button to delete.

4.1.4 Configuring business document typesBusiness document types consist of one or several document types. In the attributesearch and in the reporting transactions these document types will not be offeredanymore in the F4 helps of the selection screens but the business document typeswill be displayed instead. The result lists will still display the document types.

To create business document type with a description:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Configure Business Document Typesactivity and click the icon.

2. In the Business document types folder, create your new business documenttype with a description.

Tip: You can translate your business document type description using themenu item Goto > Translation.

3. Select the required business document type and double-click the AssignDocument types to business document types folder.



4. Assign one or several document types to your business document type. Eachassignment can be restricted by project, version and view; however, theseattributes are optional.

The standard implementation checks in ascending sequence:

1. For document types which fit exactly to the current project, version and view.2. For a customizing with current project and version and an empty view.3. For a customizing with current project and empty version and view.4. For a customizing with empty project, version and view.

To activate the business document types:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > User-Exits > Maintain Project dependent User-Exitsactivity and click the icon.

2. You must maintain and activate the /OTEI/EXIM_FILTER_DOCTYPES functionmodule for the used DocuLink project and the FILTER_DOC event.

Note: Alternatively, you can activate this user exit with a ownimplementation to use a different logic for business document types. Inthis case, the customizing defined in OpenText Business Suite for SAPSolutions > Employee File Management (EFM) > Basic settings >Configure Business Document Types would not be used.

The interface for the FILTER_DOC event features the following parameters:

• Import parameters:

PI_PROJECTProject ID.

Interfacedescription



PI_VERSIONVersion of a project.

PI_VIEWIDView.

PI_SCENARIOScenarios for filtering of document types. Possible values:

REPORTINGUser exit is called in context of reporting.

SEARCHUser exit is called in context of attribute search.

PI_CONTEXTSituation for filtering of document types. Possible values:

F4User exit is called before display of F4 help values.

SELECTIONUser exit is called before document selection.

• Changing parameters:

PCT_DOCTYPESDocument types which will be displayed in F4 help or for data selection.Values can be changed by customer implementation without restriction.

Example 4-1: Business document types configuration

Result in attribute search:





Results in reporting:



4.1.5 Restricting available document typesYou can determine which document types are available for employees, dependingon their personnel area. In all scenarios where documents can be added, EFM thenchecks this customizing and limits the available document types accordingly. Youcan maintain restrictions for a specific project, view, version and personnel area.

To restrict available document types:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Restrict Available Document Typesactivity and click the icon.




Project, Version, ViewSpecify the parameters for the required project, version, and view. If you donot specify these parameters, the specified customizing will be used for allEFM projects and views as long as no project- or view-specific settings arecustomized.

PADefines personnel area; specify the personnel area of the employee to whomthe document should be assigned.

Doc. typeAs document types you can either specify complete document types ordocument type patterns (for example HRI*).

3. Click the icon.

To activate the user exit:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > User-Exits > Maintain Project dependent User-Exitsactivity and click the icon.

2. You must maintain and activate your implementation for the user exit for theused DocuLink project and the LIMIT_DOC event.An example implementation is /OTEI/EXTT_U_LIMIT_DOCTYPE.

Notes

• Alternatively, you can activate this user exit with a own implementationto use a different logic for business document types. In this case, thecustomizing defined in OpenText Business Suite for SAP Solutions >Employee File Management (EFM) > Basic settings > ConfigureBusiness Document Types would not be used.

• This user exit is not applicable to the Document Inbox application.Instead, there you can use the BAdI /OTEI/INAPI to restrict access todocument types and ticket information. For more information, see“Restricting document types and tickets in Document Inbox”on page 170.



4.1.6 Customizing sorting of documentsYou can maintain the sorting order and the sorting criteria for the documentsdisplayed in personnel files.

Note: This customizing does not set the sorting for the Search and AllDocuments folder.

To customize sorting of documents:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Configure Sorting for Documentsactivity and click the icon.

2. To create an entry, click the New Entries button.


Project, ViewSpecify the DocuLink project and the view ID of the DocuLink project used.

Sort CriteriaFor the sort criteria, you can use document type description, date of originand storage date.

Sort Dir, Sort OrderSet the sort direction and the sort order. The Sort Order field defines thesorting level (values 1, 2, 3) of the defined sort criteria. A sort order of 1makes the defined criteria the primary sorting level.

4. Click the icon.

4.1.7 Customizing Archive Link settingsThe OpenText Business Suite for SAP Solutions > Employee File Management(EFM) > Basic settings > General Archive Link settings activity in the IMG providesaccess to the corresponding SAP standard customizing procedures. You mustcustomize not only the HR standard but also ArchiveLink in order to make newdocument types available to SAP HR (and therefore to Employee File Management).The customizing comprises the following steps:

• Defining content repositories.• Creating document types.• Creating the link entry.• Arranging the document types for HR.

Note: If document processing in SAP HR is used already, the correspondingcustomizing may also be available.



4.1.7.1 Defining content repositories

If it is not already available, define a content repository to be used for storing HRdocuments. You must specify the connection parameters for the archive server to beused.

To define a content repository:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > General Archive Link settings > DefineContent Repositories activity and click the icon.

2. Perform the SAP standard customizing. For details, refer to the SAP online help.

4.1.7.2 Creating document types

Document types classify documents that can be archived with SAP ArchiveLink.Typical HR document types, for example, may be color photos (HRICOLFOTO) oremployment contracts (HRICONTRAC).

A document type defines the semantic aspect of a document and refers to onedocument class.The document class defines the technical aspect of the content that is the actual MIMEtype of the content (for example, document class TXT uses MIME type plain/text).Many standard document classes are already defined in SAP (for example DOC,JPG, PDF, TXT). For example, HRICOLFOTO is a SAP standard document type to beused with HR and refers to the document class JPG; short text for this type is 'colorphotos'.

When archiving documents using ArchiveLink, you must select a document type.This document type should have a document class assigned to it whose MIME typematches the content you want to archive.

To simplify selection, add the document class to the short text defined for thedocument type in order to indicate which technical type (MIME type) is assigned tothe document type. However, many standard types like HRICOLFOTO do not indicatethe MIME type. If you are creating your own document types you might want toadd this information (for example something like “color photos JPG”).

Within the SAP HR application, and also within Employee File Management, thedocument type short text together with the date of origin and/or the storage date isused to distinguish documents. Therefore, defining reasonable short texts fordocument types simplifies your work.

To create document types:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > General Archive Link settings > EditDocument Types activity and click the icon.




4.1.7.3 Creating link entry

In order to assign documents to a certain object you have to maintain thecorresponding link entries. In the HR range, it is common to use the link table TAOHRfor this purpose. The link entry consists of object type, document type, status,content repository, link table, and the period spent in months.

When creating a link entry, note the following:

• The object type of the HR master records is always PREL.• The document types are drawn from the SAP standard customizing.• The status must be X for active.• At the content repository, register the used logical archive.• In the HR range, register TOAHR as link table.• Set the period spent in months to 0 for unlimited.

To create link entries:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > General Archive Link settings > EditLinks activity and click the icon.


4.1.7.4 Arranging the document types for HR

This customizing allows to define the expected behavior (when archiving HRdocuments) regarding subtypes, object IDs, date (of origin), and authority checks fora given document type/infotype combination.

To arrange the document types:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > General Archive Link settings > Set UpOptical Archiving in HR activity and click the icon.



2. Modify the following parameters:

Obj. typeFor EFM, the SAP object type is always PREL.

Document typeDocument type to be archived in the range of HR. Each document type can beused with one single infotype only.

InfotypeThe data fields of the HR master records, time management and applicant dataare combined by logical criteria into infotypes (information types). Examples forinfotypes are “family/reference person”, “organizational allocation” or “basicpay”.The following name conventions apply for the infotypes:

• Infotypes 0000 to 0999 for HR master records and possibly applicant data.• Infotypes 1000 to 1999 for RP planning data.• Infotypes 2000 to 2999 for time data.• Infotypes 4000 to 4999 for applicant data.• Infotypes 9000 to 9999 as customer reserve.

SubtypeThe following entries are possible:



+The subtype must be stated at the allocation of the original.

—The subtype may not be specified.

Direct valueThe subtype is already preset at the allocation of the original and cannot beoverwritten.

Object IDThe following entries are possible:

+The object ID must be stated at the allocation of the original.

—The object ID may not be specified.

Direct valueThe object ID is already preset at the allocation of the original and cannot beoverwritten. Usually this will not be the case, since the object ID represents afree subdivision of subtypes.

DateFor the time-dependent authorization check with the display or allocation of anoriginal, the date of origin of an original is brought up.

The following entries are possible:

+At the allocation of the original, the date of origin must also be stated.

—At the allocation of the original, the indication of the date of origin is notvalid.

AuthorizationThis field specifies the authorization check during the collection of the documentat the scanning work center and the following allocation to this document type.This parameter is not evaluated when entering with DocuLink.



4.2 Integrating DesktopLinkYou can customize EFM-specific DesktopLink parameters that define the integrationof DesktopLink scenarios and user exits that jump directly to a specific EFM view forattaching documents to HR. The customizing comprises the following steps:

• Creating an EFM-specific DesktopLink scenario.• Assigning an EFM view to a DesktopLink scenario.• Maintaining EFM DesktopLink user exits.

Note: For more details on DesktopLink, see OpenText Archiving and DocumentAccess for SAP Solutions - Scenario Guide (ER-CCS).

4.2.1 Creating an EFM-specific DesktopLink scenarioYou can create an EFM-specific DesktopLink scenario that jumps directly to aspecific EFM view for attaching documents to HR.

To create an EFM-specific DesktopLink scenario:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > DesktopLink Integration > Assign EFM view to EFMDesktopLink scenario activity and click the icon.

2. Click the New Entries button.

3. Enter a new scenario type (ID of the scenario).

4. Enter an X in the active field. Enter some scenario text; this text will be shown ina popup for selecting a scenario.

5. Enter /OTEI/DESKL_K_DL_GET_95 in the Funct.mod. GET field. Enter /IXOS/DC_K_DESKTOPLINK_INS in the Funct.mod. INS field.You may leave the remaining fields blank.

4.2.2 Assigning an EFM view to a DesktopLink scenarioYou can assign an EFM-specific DocuLink view to an EFM-specific DesktopLinkscenario.

Note: It is required that you have added an EFM-specific scenario containing /OTEI/DESKL_K_DL_GET_95 as GET function module.

To assign an EFM view to a DesktopLink scenario:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > DesktopLink Integration > Assign EFM view to EFMDesktopLink scenario activity and click the icon.


4.2. Integrating DesktopLink


3. Choose an EFM scenario type.

4. Choose the EFM view to be used for this scenario type by specifying theDocuLink project, version, and view (for example $EIM, 05, 110).

4.2.3 Maintaining EFM DesktopLink user exits

You must enable DesktopLink-specific user exits for DesktopLink scenarios. This isrequired

• to log the creation of documents by DesktopLink in the activity log.

• to make sure that an uploaded document is declared as record and available inContent Server.

To activate the user exits for DesktopLink scenario:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > DesktopLink Integration > Maintain EFM DesktopLinkUser Exits activity and click the icon.



Customer ExitSelect the ENDE entry.

Scenario TypeEnter the DesktopLink scenario type (ID of the scenario).

sap objectLeave field blank, no entry.

Function moduleEnter /OTEI/DESKL_ENDE as the name of the function module.

4.3 Maintaining EFM CockpitEFM features the EFM Cockpit as a tool for central access to your standard HRfunctions. The EFM Cockpit provides a set of subscreens and buttons for commonly-used functions. The customizing allows you to define:

• Display position of subscreens.

• Type and content of subscreens.

• Position, type and label of buttons.



4.3.1 Subscreen customizingTo maintain subscreens:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Cockpit > Maintain Subscreens activity and click the icon.


PositionDefines the position in the screen grid. The numbers are assigned asfollows:

Position 1 Position 2

Position 3 Position 4

Position 5

EFM ViewSpecifies the view to be displayed; if you use the default views, no moreoptions are required.

Scr./Report NameOnly required for customer-specific views; specifies screen and the reportname.

Note: The Employee Data subscreen is fixed in its position and size andcannot be customized.

To maintain the Employee Data subscreen:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Cockpit > Maintain Employee Data activity and click the

icon.

2. Select which project and view is used for the data selection in the EFM Cockpit.These settings are defined for example in the “Customizing display anddefaults” on page 33.

Displaying employee photo

The employee photo shown in the Employee Data sub screen is by defaultdetermined by SAP standard customizing for photos. You have the option tochange the standard SAP document type for the employee photo:

1. Run transaction SM30 > table T77S0.

2. In Group = ADMIN and Sem.abbr. = PHOTO, edit the document type.

3. In the Employee Data subscreen, the changed document type is used forthe employee photo.

4.3. Maintaining EFM Cockpit


To maintain the Activities subscreen:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Cockpit > Maintain Activity Data activity and click the

icon.

2. Select which of the activities logged are displayed in the Activities subscreen.For details, see “Customizing logging” on page 37.

3. Specify the time interval in the No Of Days field and the number of entries inthe No Of Entries field.

Note: As an alternative, these settings can also be set with animplementation of the BAdI /OTEI/CP_COCKPIT, methodSEL_ACTIVITIES. The values of the BAdI implementation will overrideany settings of the IMG customizing.

4.3.2 Button customizingThe toolbar buttons may be customized in function and appearance. In addition, youcan assign specific views and/or projects to specific buttons.

To define buttons for toolbar:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Cockpit > Maintain Toolbar Buttons activity and clickthe icon.


Btn NoSelect the respective button in the sequence.

Button IDSelect the button ID which specifies the button type. The following valuesare available:

CUSTOMERCustomer-specific button implementation.

FULLTEXTEFM Fulltext Search.

INBOXEFM Document Inbox.

PA20Invokes SAP transaction Display HR Master Data.

PA30Invokes SAP transaction Maintain HR Master Data.



PA40Invokes SAP transaction Personnel Action.

REPORTINGEFM Reporting

VIEWEFM Personnel File.

ActivateSpecify whether defined button is displayed in the toolbar.

Icon IDDouble-click to specify the icon for the button.

Function ModuleThis field is only required if you define a customer-specific button and youhave set CUSTOMER in the Button ID column.Specify the function to be performed for this button. The EFM Cockpit thentriggers this function in a new mode.

Button TextDefine the button label to be displayed.

QuickinfoDefine the tooltip to be displayed.

For the buttons with the button IDs INBOX and VIEW, you must also maintain therespective project and view.

To maintain project information for buttons:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Cockpit > Maintain Project Information for Buttonsactivity and click the icon.


Btn NoSpecify the button using the Button Text description string defined in theMaintain Toolbar Button activity.

Prj DetailDefine whether a project or a view is used.

ValueSpecify the value for the project or view defined in Prj Detail column.

4.3. Maintaining EFM Cockpit


4.4 Customizing folder structureIn addition to the infotype structure, you may customize a flexible folder structure. Aflexible folder structure provides an alternate view on HR documents, independentof the infotype structure. This view only seems to be independent from the infotypestructure. As document types are assigned to infotypes in the HR customizing (see“Arranging the document types for HR” on page 52), these document types are inturn assigned to the folders defined in the flexible folder structure. Therefore, onlydocuments with document types assigned to some specific folder will be visiblewithin this folder.

The flexible folder customizing uses the SAP view cluster technology and makes itpossible to group documents belonging to different infotypes into one folder.However, you still must specify a document type when you archive a document.Based on the HR customizing for this document type, the document is attached to acorresponding infotype, subtype, and object; however, you will not notice this in theflexible folder structure view.

Note: The folder structure comprises a maximum of two levels; documents canbe attached to both levels. By project-specific customizing, several folderstructure configurations can be created in one system, for example a folderstructure for a personnel file and another one for a pensioner's file.

For a top-level folder, you can define an arbitrary number of sub-folders. For a top-level or sub-level folder, you can assign an arbitrary number of document types. Foreach document type, you must create an entry in the table.

To define a flexible folder structure:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Folder structure > Define flexible folder structureactivity and click the icon.



2. To create a new folder structure configuration, double-click the Folder structureconfigurations tree item and click the New Entries button. Specify the nameand the ID for the new folder structure.

Tip: All the folder names are language-dependent. They can bemaintained in all target languages using the menu item Goto >Translation.

3. To define the top level of the flexible folder structure, select the flexible folderconfiguration that you want to add top folders to and double-click the Topfolders tree item. You must specify an unique folder ID and a name for thefolder.

4.4. Customizing folder structure


4. To assign document types to a top folder, select the top folder and double-clickthe respective Document types tree item. Assign the required document typesavailable in the folder.

5. To define the sub-level (second level) of the flexible folder structure, select thetop-level folder that you want to add sub-folders to and double-click the Subfolders tree item. The procedure is similar to the Top folders.



6. To assign document types to a sub-folder, select the sub-folder and double-clickthe respective Document types tree item. Assign the required document typesavailable in the folder.

7. To assign a folder structure configuration to an EFM view, double-click theFolder structure views tree item and select the required view. Specify the folderconfiguration ID to be used with that view.

Note: Only the views 110, 120, and 130 of the standard project $EIM areintended for flexible folder structures. As a default, only the view 110 isavailable; the other views must be activated in DocuLink.

4.4. Customizing folder structure


4.5 Customizing reportsEFM enables you to generate reports based on the document type. These reportsallow the HR Administrator to check the following:

• Existence of documents.• Validity of documents.• Missing documents.

The lines of the result table are colored according to the document status. Inaddition, it is possible to download the report results for further evaluation.

The customizing also determines which of the following additional functions areavailable for the user:

• Direct view of the existing documents from the report using a hyperlink and abutton.

• Jump to the HR data of the selected employees using a hyperlink and a button.• View the personnel file of an selected employee in EFM using a button.

You can also define the DocuLink project and view which should be used to callEFM.



To customize reports:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Reporting > Report options activity and click the icon.

2. Maintain one or more of the following options:

Action User Exit for WebUIDefines user exit in the EFM Web UI; default user exit is /OTEI/RP_WD_U_ACTION. Handles the Display Document, DisplayPersonnel File, and Display HR Masterdata user actions.The default user exit can be overwritten by a customer-specificimplementation.

Button for calling result diagramDefines switch button for displaying of result diagram on/off.

Button for displaying documentDefines switch button for displaying of document on/off.

Button for calling EFMDefines switch button for calling EFM on/off.

Button for calling PA20Defines switch button for PA20 transaction on/off.

ProjectSpecifies DocuLink project used.

4.5. Customizing reports


Hotspot for displaying documentDefines switch hotspot for displaying of document on/off.

Hotspot for calling PA20Defines switch hotspot for PA20 transaction on/off.

ViewSpecifies view ID of the DocuLink project used.

4.6 Customizing user exitsUser exits offer a powerful means to modify and enhance standard Employee FileManagement functions. The following user exits classes are available:

• Authorization user exitsFor additional authorization checks to restrict the access to documents andemployees; the implemented user exits are only called when the standardauthorization checks have been successful.

• User exits related to document changes• Project-dependent user exits• Attribute object dependent user exits

Note: User exits are intended to handle project-specific tasks by the OpenTextservice. For more details on user exits, refer to your OpenText service.

To maintain authorization user exits:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > User-Exits > Define Authorization User-Exits activityand click the icon.



2. To maintain an user exit, activate the required user exit by selecting therespective check box in the Active column.To add an user exit, click the New Entries button and specify the parameters forthe user exit.


Project, VersionCustomizing depends on the DocuLink project and version.

User-ExitDefines if the user exit is called to restrict the access to an employee (valueEMPLOYEE) or to a document (value DOCUMENT).

ActiveAllows you to activate/deactivate an user exit without deleting an entry.

Function ModuleDefines the name of the function module which contains the user exitimplementation you want to use.

Note: This function module requires the following interface:

Importing parameters:PI_ACTIVITY TYPE /OTEI/E_AUTH_ACTIVITY

PIS_DOCUMENT_INFO TYPE /OTEI/S_HR_DOCUMENT_INFO

PIS_OBJECT_INFO TYPE /OTEI/S_HR_OBJECT_INFO

PIS_DOCULINK_INFO TYPE /OTEB/SWF_S_DOCULINK_INFO

Exceptions:NO_AUTHORIZATION Raise the exception NO_AUTHORIZATIONwhen your authorization check fails.

An example implementation is delivered with the /OTEI/EXTT_U_AUTH_DOCU function module.

To maintain document change user exits:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > User-Exits > Define Document change User-Exitsactivity and click the icon.

4.6. Customizing user exits


2. In the Scenario field, you can define the document change scenarios for whichyou want to activate user exits and thus different behaviors.The following scenarios are available:

COPYCopy of a document.

DISPLAYDisplay of document attributes.

EDITEdit of document attributes.

MOVEMove of a document.

SCANArchive a document using a scan scenario.

STOREArchive a document using a file upload scenario.

Note: All scenario customizing depends on the DocuLink project, viewand version; the parameter version and view are optional. If these are notset then the entry is a general entry for all views and versions of a projectand will be used when no more specific entry for this project, version, andview exists.

3. For each scenario entry, you can specify in the User Exit Class field the classthat implements the user exits. This class must use the /



OTEI/IF_DOCUMENT_CHANGE interface; methods of this class are currently onlyused in SAP GUI.

4. For each scenario entry you can activate or deactivate the following settings:

Rec changeIf activated, allows the scenario also to be executed for records (disables thestandard checks for records). This is required for the EDIT, MOVE and COPYscenarios.The standard check for records considers all documents with a recordmanagement classification as records.

Use AR OBJActivates usage of the GET_AR_OBJECTS2CLASSES method of the user exitclass. This method allows to change the documents which were determinedby the EFM standard implementation.

Use TITLEActivates usage of the GET_UI_TITLE method of the user exit class. Thismethod allows to replace the standard UI titles of the document changedialogs.

Use BF ST1Activates usage of the BEFORE_STAGE1 method of the user exit class. Thismethod is called at the beginning of the scenario and can be used toimplement own checks, for example.

Use AF ST1Activates usage of the AFTER_STAGE1 method of the user exit class. Thismethod is called after the execution of the STAGE1 standard method. TheSTAGE1 method normally contains some checks before execution of anaction.

Use BF ST3Activates usage of the BEFORE_STAGE3 method of the user exit class. Thismethod is executed directly before the STAGE3 method. In STAGE3 methodnormally the actions for the current scenario are executed.

Use AF ST3Activates usage of the AFTER_STAGE3 method of the user exit class. Thismethod is called after the execution of the STAGE3 method.

Use SUB SCActivates usage of the GET_SUBSCREEN2 method of the user exit class. Thisallows you to replace the subscreen which normally contains the HR-specific data.

The activation of the user exits for the methods BEFORE_STAGE1, AFTER_STAGE1,BEFORE_STAGE3 and AFTER_STAGE3 will replace the EFM implementation ofthese methods.The methods GET_AR_OBJECTS2CLASSES, GET_UI_TITLE and GET_SUBSCREEN2allow you to overwrite the results of the EFM implementation of these methods.



To maintain project-dependent user exits:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > User-Exits > Define Project dependent User-Exitsactivity and click the icon.

2. The following project-dependent user exits are available:

GET_DATAGets additional key data for HR archiving. You can change HR-specific datalike subtype, object ID or date of origin before archiving the document.Example: /OTEI/EXTT_U_GET_DATA

FILTER_DOCChanges document types displayed in F4 helps and before documentselection for attribute search and reporting.Example: /OTEI/EXIM_FILTER_DOCTYPES

LIMIT_DOCRestricts available document types at document assignment. An activationof this user exit disables the corresponding customizing settings in theOpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Restrict Available Document Typesactivity.Example: /OTEI/EXTT_U_LIMIT_DOCTYPE

To maintain attribute-object-dependent user exits:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > User-Exits > Define Attribute object dependent User-Exits activity and click the icon.

2. The following attribute-dependent user exits are available:

SELECTAdditional master data selection; you can replace the standard selection.

Attribute: HRSTAMM

Parameters:

• PT_SELVALUE gives you the selection criteria entered on the selectionscreen in a structured format.

• PT_SELCONDS contains the selection criteria PT_SELVALUE as an SQLWHERE clause.

• PE_COUNT should return the number of hits which should be displayedin the tree.

• PET_VALUES returns the hits which should be displayed.

Example: /OTEI/EXTT_U_SELECT



SELE_PREPopulates the selection screen; you can replace the standard pre-selection. Itwill not be called in case of a guest user access.Attribute: HRSTAMMParameters:

• PC_TITLE sets the title of the selection screen dialog.

• In PT_RANGETAB, you can pre fill the selection criteria.

• PT_NOINPUTFIELDS defines which fields cannot be changed at theselection screen.

• PT_ICON_EXCLUDE allows you to exclude some restriction types forspecific parameters.

• PE_SKIP_SCREEN set to X, this parameter skips the selection screen anddirectly executes the selection with the selection criteria you set.

Example: /OTEI/EXTT_U_SELE_PRE

CHECK_AUTHAdditional authorization check; raises the exception NO_AUTHORIZATION ifyour authorization check fails.Attributes: HRSTAMM, INFORECH, INFOERFA , PRELDOCALL, SUBINFORECH,SUBINFOERFA, PRELDOC, DOCUMENTSExample: /OTEI/EXTT_U_CHECK_AUTH

AUTH_EMPAdditional authorization check before displaying of an employee. You canimplement this user exit to execute additional authorization beforedisplaying an employee. This user exit will not replace the standardauthorization checks.Parameters:

• PI_PERNR: Gives you the personal ID of the employee which should bedisplayed.

• PI_STRUCNAME: Contains the name of the structure that is displayed.

• PC_RC: If you set this parameter to a value greater than 0 then thisemployee will not be displayed. By deleting/changing values instructure PCF_HIT you may prevent certain field values from beingdisplayed.

Attribute: HRSTAMMExample: /OTEI/EXTT_U_AUTH_EMP

AUTH_DOCUAdditional authorization check before displaying of a document. In thisuser exit you can execute additional authorization checks before displayinga document.



To prevent the display of the document, you must raise the exceptionNO_AUTHORIZATION.

Parameters:

• PI_ACTIVITY may contain the following values:

• 01 Display HR master data.

• 02 Maintain HR master data.

• 03 Display HR document.

• 04 Attach HR document.

• 05 Change date of origin on HR document.

• 06 Delete HR document.

• PIS_DOCUMENT_INFO contains all relevant information about thedocument.

• PIS_OBJECT_INFO contains the information on the SAP object.

• PIS_DOCULINK_INFO contains the data of the employee.

Attributes: PRELDOCALL, PRELDOC, DOCUMENTS

Example: /OTEI/EXTT_U_AUTH_DOCU

4.7 Customizing workflow settingsThe workflow recipients settings are used by the class /OTEI/SWF_CL_AGENT_DETERMINATION which in turn can be used as a user exit classin the OpenText Business Suite for SAP Solutions > Solution Framework > SAPWorkflow > Maintain activity workflow customizing activity; for details see“Maintaining activity profiles” on page 22. With these settings you define if functionclass /OTEI/SWF_CL_AGENT_DETERMINATION should return the assigned payrolladministrator or HR Administrator of the selected employees as a workflowrecipient (HR organizational assignment).Note that the default user WF-BATCH requires read authorizations for the infotypes0001 and 0002 to execute /OTEI/SWF_CL_AGENT_DETERMINATION properly.

Note: If you use your own implementation of the function class (user exit), thisuser exit is also executed in context of WF-BATCH user. Depending on theimplementation, the WF-BATCH user requires the correspondingauthorizations.

To maintain workflow settings:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Workflow settings > Maintain workflow recipientsactivity and click the icon.



2. Select an activity profile and assign a required rule in the Grp (group) andRecipient fields. You can maintain different rules for each profile andadministrator group. An entry in the Activity profile field is mandatory.If you leave the Grp field empty, the respective customizing will be used forevery administrator group that does not have a specific customizing.

3. Click the icon.

4.7. Customizing workflow settings


Chapter 5

Customizing guest user access

HR applications sometimes require functions that exceed the everyday business ofhandling HR records. These exceptions include the following:

• Employees wishing to view their own HR file (local one-time access in the HRdepartment).

• Managers who need to check an employee's file, which includes the following:

• Local access with validity period in the HR department.• Remote access with validity period.

To fulfill these requirements, Employee File Management provides the concept of aguest user.

You have the following options to create guest user access:

• Using Guest User Ticketing System (GTS)

The HR manager creates the ticket and defines which documents and employeesare accessible for the guest user. The guest user can access all documents andemployees that the ticket creator has listed in the ticket. The HR manager canwrite a comment for the guest user when creating a ticket. If the guest user writesa comment in the ticket, an E-mail notification is sent to the HR manager.

• Using Guest User Access based on Guest User Accounts

This option uses a guest user account that is linked to specific access type andoptional to an SAP user. In general guest user access is based on a SAP user thathas permissions to access all employees but is restricted to access onlydocuments with certain infotypes/subtypes or document types. By specifyingguest user account ticket/PIN, the access for the guest user is further restricted toa certain employee. The guest user can access only one employee and thedocuments defined by the permissions of the SAP user.


5.1 Customizing guest users using Guest UserTicketing System (GTS).

5.1.1 Customizing guest user ticketThe customizing comprises the following steps:

• maintaining number range for guest user tickets.• maintaining the content types you want to provide access to in the guest user

ticket, for example, folders or files.• maintaining titles for guest user ticket logon screen in Web UI.• customizing settings and content for E-mail notifications.

You find the customizing dialogs in IMG > OpenText Business Suite for SAPSolutions > Employee File Management > Guest User Ticketing System (GTS).

To maintain number range for guest user ticket:

1. Run the Maintain number range for guest user ticket activity.

2. In the Object box, enter /OTEI/GTS and click Range.

3. Click the Change Intervals button to add/edit the number range for your ticketnumbers.

Add interval 01 and specify a number range.

4. Click Save and Back.

5. Click the NR Status button. The NR Status field contains the last assignednumber for a ticket and is computed automatically if you use an internalnumber range. The Ext check box indicates if the number range interval isexternal or internal.

To maintain content types for guest user access:

1. Run the Maintain screen field labels activity.

2. In the Screen Field Name box, select your content type from the drop-down list.

In the Field Label box, enter a name for the content type.

Chapter 5 Customizing guest user access


The maintained entries are provided as selection list in the guest user ticketcreation.

You can provide the following options during ticket creation:

• Content: Documents – you can select the documents you want to give accessto. For example, you can grant access to a specific appraisal document.

• Content: Files – you provide access to the complete employee file withoutrestriction to certain folders or documents.

• Content: Folders – you can select the documents you want to give access to.The difference to the Content:Documents option is that the documentsshown in the list are selected automatically. Use this if you want to giveaccess to all documents of some folders. You can deselect specific documentsto deny access to those documents. Use Content:Documents if you want togive access to specific documents within some folders only. For example,you can grant access to all appraisals, but exclude a specific one.

• Content: Template – you can select the folders to give access to alldocuments contained in those folders. The difference to Content:Documentsand Content:Folders is that you do not select specific documents but entirefolders. For example, you can grant access to all appraisals.

To customize titles for guest user ticket Web UI logon screen:

1. Run the Maintain titles for web UI logon screen activity. In this dialog, you cancustomize title and subtitle for your guest user ticket system Web UI logonscreen. You can customize your titles for different languages.

2. Click New Entries.

3. In the Language box, select your language from the drop-down list.

In the Title box, enter the text you want to display in the logon screen. In theSubtitle box, enter your text for the sub title.

5.1. Customizing guest users using Guest User Ticketing System (GTS).


4. Click Save.

Customizing E-mail notifications

The guest user ticket system (GTS) supports sending E-mail notifications. Two typesof E-mails can be sent:

• Information on how to access the ticket is sent to the ticket requester in twoseparate mails. The first E-mail contains the ticket number and PIN. The secondE-mail contains the access link to access the guest user ticket.

• The second type of E-mail is sent if the requester enters comments for the HRadministrator during processing the ticket. In that case, an E-mail containingthese comments is sent to the HR administrator.

In general, the system tries to read the E-mail addresses either from subtype 0010=“E-mail”’ of infotype 105 =“‘Communication’” maintained for the correspondingrequester/HR manager or from the user address data maintained in transactionSU01.

To maintain settings for E-mail notification:

1. Run the Maintain settings for email notification activity.

2. The dialog opens in the Basic Settings for Email Notification sub dialog.

In the Email Setting box, select your entry from the drop-down list. You havethe following options:

• No email notification – no E-mail notification is sent after ticket creation orwhen entering comments for the HR administrator.

• No change of email address – you cannot edit the E-mail address duringticket creation. If the system cannot determine an E-mail address, no E-mailwill be sent.

• Change if address not maintained – You can edit the E-mail address duringticket creation if the system cannot determine an E-mail address, forexample because no E-mail is maintained in infotype 105 =“Communication”. The domain part of the address cannot be specifiedfreely, but only selected from the list of supported domains. This is used to



restrict sending E-mails to certain domains, for example to restrict sendingE-mails to the company domain.

• Allow overwrite, if address maintained – you can still change the E-mailaddress during ticket creation, even if the system can determine an address.

3. Select the From Infotype 105 check box if you want to obtain the E-mail addressfrom the Subtype 0010 “E-mail” of Infotype 105 for the ticket requester/HRadministrator. If the check box is deselected, the address is read from user data(transaction SU01).

4. Double-click the Define Domains for Email Notification sub dialog. In theEmail domains list, enter the domains you want to support in the E-mailnotification procedure. You can select only from a list of these domains whenentering E-mail addresses manually during ticket creation.

5. Click Save.

To maintain subject and body for E-mail notification:

1. Run the Maintain subject and body for email notification activity.

2. Enter the following settings:

• Interface – select the WebLink interface.

• Language – select the language for which you want to maintain an E-mailsubject and body. E-mail notifications are sent in the language of the userthat created, changed, or accessed the ticket.

Note: Note that you need to customize each E-mail type for eachlanguage.

• E-mail type – select the E-mail type you want to customize. You mustcustomize all three E-mail types:

• First notification mail containing ticket and PIN details – E-mail notification for ticket requester containing ticket number and PIN.

• Second notification mail containing GTS access details – E-mailnotification for ticket requester containing URL for accessing guest userticket.



• Notification mail for Administrator – E-mail notification for ticketcreator if the guest user has written a comment in the guest user ticket.

• Email Subject – specify E-mail subject. For details, see “Customizing E-mailsubject and body using placeholders” on page 80.

• Email Body – enter a text for the E-mail body. For details, see “CustomizingE-mail subject and body using placeholders” on page 80.

Note: If you want to view an existing configuration, do the entries forInterface, Language and Email Type. Click Load. If a configuration forthis language and E-mail type already exists, the corresponding EmailSubject and Email Bodydisplays.

5.1.1.1 Customizing E-mail subject and body using placeholders

You can use the following placeholders to display parameters, for exampleemployee name, ticket or PIN number in the E-mail subject and body:

• {TICKETNO} – is replaced by the ticket number.

• {PIN} – is replaced by the PIN number the guest user needs to access the guestuser ticket.

• {EMPLOYEES} – is replaced by the employee name or employee name list that hasbeen requested during ticket creation.

• {WEBLINK_URL} – is replaced by the URL starting the guest user ticketapplication.

Rules for using parameters - Which parameters can be used depend on the E-mailtype and if the parameter is used in E-mail subject or body. Note the followingbehavior:

• First notification E-mail – you can use only {TICKETNO} and {PIN} in the E-mailbody. In the E-mail subject, you can use only {TICKETNO}.

• Second notification E-mail – you can use {TICKETNO}, {EMPLOYEES} and{WEBLINK_URL} in the E-mail body. In the E-mail subject you can use only{TICKETNO}.

• E-mail notification for HR manager – You can only use the {TICKETNO} placeholder.The comments the guest user has written in the guest user ticket are simplyappended to the E-mail body.

Example 5-1:

First notification E-mail:

Configuration with placeholders:



Corresponding E-mail:

Second E-mail notification:





E-mail for ticket creator:





5.2 Customizing guest user access based on guestuser accountsCustomizing guest users by using an SAP user is based on the followingmechanisms:

• SAP users with corresponding authorizations are used for technical access. Theauthorizations assigned to the SAP user define what the user can see and dowithin the EFM view in general (for example corresponding authorizationsensure that the entire check-in sub-tree is not visible for all guest users). From theauthorizations' point of view, one SAP user can access multiple employees. Youmust create different SAP users for employee access and manager access. Theydiffer in the set of roles assigned to them (for example managers must not seecertain infotypes due to legal restrictions).

• The combination of a guest user account and PIN (guest user ticket) is used todetermine the single personnel file the respective guest user account may access.At a specific time, one guest user account provides access to one personnel file.Only after the guest user account is refreshed (either manually, because the

5.2. Customizing guest user access based on guest user accounts


validity has expired or because the one-time ticket was accessed), this guest useraccount can be used for accessing another personnel file.

Note: Do not confuse the guest user account and the SAP user – an SAP useraccount is required to use the guest user account, but the guest user account isnot an SAP user.

EFM is delivered with the following default guest user roles:

• Role for creating a guest user ticket.

• /OTEI/GU_TICKET_CREATOR_MENU

• /OTEI/HR_GUEST_CREA

• Roles for accessing EFM through DocuLink as guest (employee or manager)

• /OTEI/GU_ACCESS_MENU

• /OTEI/DC_BROWSE_GUEST

• /OTEI/WV_DISPLAY_GUEST

Even though you will not use these roles directly, you may use these roles as atemplate for your own definitions. These roles and the corresponding authorizationobjects are also described in “Security“ on page 225.In addition, corresponding HR and ArchiveLink authorizations are required.Because the requirements for those authorizations are customer-specific, OpenTextdoes not provide example roles containing those kinds of authorizations.

5.2.1 Customizing guest user basic settingsTo customize basic settings:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Basic settings > Assign values for basicsettings activity and click the icon.



2. To activate a setting, enter an X in the Value column.

The following settings are available:

EMAIL_EMPNAMEEmployee name.

EMAIL_EMPORGUNITEmployee org. unit.

EMAIL_EMP_DOBEmployee date of birth.

EMAIL_PA015_CHGSpecifies whether the generated email may be sent to an address other thanthe one defined in the infotype 0105 “Communication”. If this setting isenabled, the defined address is used as default but may be modified.

EMAIL_SUBJECTDefines the email subject. This setting is used as fallback only. Instead, usesetting in activity OpenText Business Suite for SAP Solutions > EmployeeFile Management (EFM) > Guest User > Maintain subject for emailnotification, see “Maintaining E-mail subjects” on page 90. In this activity,you can specify language specific email subject texts.

EXIT_AUTH_CREATESpecifies a function module that checks the authorization for generating aguest user ticket. The default is /OTEI/EXIM_U_GU_CHECK_AUTH.

LOGIN_ATTEMPTSSpecifies the number of logon trials before the guest account is deactivated.



VALID_TO_DAYSpecifies the default expiry period for the ticket (in days). This value is usedto compute the default entry in the Valid to field in the ticket creationdialog. This default may be overwritten during ticket creation.

5.2.2 Maintaining guest user number rangeTo maintain number ranges:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Maintain guest user number range activityand click the icon.

2. Enter the /OTEI/GULG (GuestUser: Key for log entry) object.

3. Click the Number ranges button.


5. Select the interval 01 and use internal numbering to maintain the number range.



5.2.3 Maintaining guest user accountsTo maintain guest user accounts:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Maintain guest user accounts activity andclick the icon.

2. To create an entry, click the New Entries button. Specify the name for the newguest user and the access type this guest user is intended for.Optionally, you can specify an SAP user. If an SAP user is specified, this SAPuser must be used to logon to SAP in order to access guest user tickets createdfor this guest user.

5.2.4 Defining guest user scenariosThe guest user scenario defines the DocuLink view available to the guest user.

To define guest user scenarios:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Define scenario activity and click the icon.

The scenarios available for ticket creation are displayed.



2. To modify an existing entry, specify the parameters in the Project and/or Viewfield. The View field defines the view to be used when the guest user accessesthe defined scenario.To create an entry, click the New Entries button and specify the parameters forthe new entry.

5.2.5 Maintaining access type specific settingsYou have the following options:

• For the guest user access, you can define language-dependent labels.• In scenarios that send email notifications to guest user ticket users, the email

address must be specified manually during ticket creation, if there is no emailaddress maintained for the ticket user. You can customize a range of domains toenable the selection of the domain part of the email address from a domain list.

To maintain access type specific settings:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Maintain access type specific settingsactivity and click the icon.



2. Double-click the Access type tree item.

Edit the following:

• Access type - You can maintain additional access types.

• Req. field - Select

• Requester fields are not available – if this field should not beavailable.

• Entries in Requester fields are optional – if this field can bemaintained.

• Entries in Requester fields are required – if this field must bemaintained.

• Send email - select the check box if an email should be sent.

• One time - select the check box if the access should be used only once. If thecheck box is deselected, unlimited access is possible during the validity time.

• Description - The description is maintained in the current logon language.To maintain other languages:

a. Select your entry.b. In the main menu, click Goto > Translation.c. In the Maintain Texts in Other Languages dialog, maintain other

languages for your access type.



d. Click OK.

3. In the tree menu, double-click Domains for eMail notification. The emaildomain settings define which email domains are allowed in the email adresses.To create an entry, click the New Entries button and specify the parameters forthe new entry.

5.2.6 Maintaining E-mail subjectsYou can maintain language specific subject texts for E-mail notifications.

To maintain E-mail subjects:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Maintain subject for email notificationactivity and click the icon.

2. Create or edit your entry by specifiying Access type, Guest user account. In theSubject field, enter your subject text.

3. To create a localized variant of your entry, click Goto > Translation in the menubar. Select one or more languages from the list and click OK.



4. In the Maintain Texts in Other Languages dialog, enter the localized text foryour E-mail subject for the selected languages.

5. Click OK.

5.2.7 Maintaining E-mail footers

To maintain an email footer:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Maintain footer for email notificationactivity and click the icon.

2. Select the language to be used.

3. Select the access type for the email notification from the Access type drop-downlist.



4. Optionally, you can select the guest user account this footer will belong to. If noguest user account is specified, the footer is valid for all guest user accounts ofthe specified access type.

5. Click the Load button. Either enter or modify the required text for the emailfooter in the corresponding field.

6. Click the Save button.

5.2.8 Maintaining guest user access for EFM Web UIFor every log-in language you can define a title, subtitle, and an explanatory text forthe log-in page of the web-based guest user access. Title and subtitle areunformatted text strings. The description may be formatted with standard HTMLtags; for details see the respective SAP documentation.

To maintain the EFM Web UI:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Guest User > Maintain guest user access for web UIactivity and click the icon.

2. Select the language to be used.

3. Enter or modify title and subtitle.

4. Enter or modify the required text for the log-in page in the Description field.The description may be formatted with standard HTML tags.



5. Click the Save button.



Chapter 6

Customizing for starting EFM from HR transactions

In order to start the EFM (infotype structure) view from the HR transaction (PA20/PA30), you must configure the DocuLink object service that allows you to start aDocuLink view from GOS.

The EFM view may be opened either in the existing window, in a new window, or asa popup window. To specify the required mode, you must maintain the productive$EIM DocuLink project using the J6NP transaction and the GOS button.The same customizing can be used to add or remove EFM views from the GOSmenu.

Note: For more details see section 15.3 “Providing DocuLink as a GOS” inOpenText DocuLink for SAP Solutions - Customizing and Administration Guide(DC-CGD).


Chapter 7

Integrating EFM in HCM Processes & Forms

EFM offers an integration into SAP’s HCM Processes & Forms. By activating thisintegration it is possible to archive documents of a Processes & Forms scenario, withattachments and the interactive form, as documents in EFM.

7.1 Activating the EFM integrationYou must activate the EFM integration to make sure that the EFM function modulewill be called when the HCM Processes & Forms process is completed.

Activating the EFM integration:

1. Execute the SWETYPV transaction.

2. Maintain the entry with the following parameters:

Object Type fieldCL_HRASR00_WF_PROCESS_OBJECT

Event fieldCOMPLETED

Receiver Type fieldHR ADMINISTRATIVE SERVICES

3. In the Receiver Function Module field, replace the function moduleHR_ASR_START_PERSFILE_CREATION with the EFM function module /OTEI/PF_START_PERSFILE.


Note: The function module /OTEI/PF_START_PERSFILE handles only thescenarios customized for EFM.

7.2 Customizing Processes & Forms scenarios forEFMThe customizing of Processes & Forms (PF) scenarios for EFM must be maintainedin the SAP IMG.

To customize Processes & Forms scenarios for EFM:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > HCM Processes & Forms Integration > Connectionbetween HR and Processes & Forms documents activity and click the icon.

2. Create an entry for each document type of a process you want to archive anddisplay in EFM. You must enter the HCM PF process, if you want to archive theinteractive form or an attachment, and the document type. The Subtype andObject ID fields are optional and define where the documents should beassigned to.

Chapter 7 Integrating EFM in HCM Processes & Forms


Example 7-1:

The above example is the customizing for the interactive form and anattachment of the BIRTH_OF_CHILD_01 process.The attachment SBIRTHCRTF of the process BIRTH_OF_CHILD_01 isarchived as document type ZBIRTH_ATT for subtype 2. The object IDremains empty, because every new child will get a higher object ID andtherefore it is not possible to enter a fixed value.The interactive form (Int. form field) of the process is archived as documenttype HRIBESCHKI, also for subtype 2 (Child).

Notes

• The subtype and object ID defined in this view will only be used if thecorresponding document types (in this example ZBIRTH_ATT andHRIBESCHKI) have the value + for subtype and if the object ID ismaintained in table T585O (HR Optical Archiving: Configuration Table forPREL and PAPL) for object type PREL. The info type is also read from tableT585O.

• For the FPM forms (PF as Web Dynpro ABAP (WDA) application), EFMsupports the storage of attachments in the EFM personnel file. The formitself cannot be stored as a document.

7.3 Available user exitsThe HCM Processes & Forms integration offers the following user exits:

SET_OADTMSets date of origin.

CON_FORMATConverts document format.

With SET_OADTM you can overwrite the date of origin. This user exit will only becalled if the customizing in table T585O for the document type has the value + in theDate field. If the user exit is not implemented, the date of origin is set to the systemdate.This user exit implements the following interface.

SET_OADTM

7.3. Available user exits


Parameter Parametertype

Data type Description

PIS_EIM_PROCESS Importing /OTEI/PF_TASREIM EFM customizing forthe current documenttype

PI_DOC_TYPE Importing TOADD-DOC_TYPE Document type

PC_OADTM Changing OADTM Date of origin

With PC_OADTM you can change the date of origin. PIS_EIM_PROCESS andPI_DOC_TYPE deliver all information necessary about the actual process and thedocument type used.

With CON_FORMAT you can convert an attachment or an interactive form to a differentformat before it is archived.For example, it should be possible for an user to attach MS Word documents to theprocess, but you only want to archive PDF documents. In this case you could use theuser exit to convert the document format, for example with OpenText RenditionServer, to the PDF format.This user exit implements the following interface.



PI_ATTACHMENT_TYPE

Importing /OTEI/PF_TASREIM-ATTACHMENT_TYPE

HCM PF attachmenttype.

PIS_ATTRIBUTES Importing HRASR00PROCESS_ATTR

HR AdministrativeServices: ProcessAttributes.

PIT_BAPICONTEN Importing /OTEI/PF_TT_BAPICONTEN

File content as RAWtable.

PET_DOCS_BIN Exporting /IXOS/BF_TT_DOCS_BIN

Converted file contentin RAW table.

PC_OBJECT_ID Changing SAPB-SAPOBJID SAP ArchiveLinkobject ID (objectidentifier).

PC_DOC_TYPE Changing TOADD-DOC_TYPE HR document type.

PC_DOC_STRING Changing XSTRING File content asXSTRING.

PC_DOC_CLASS Changing BAPIDCLASS PF document type.

PCT_COMPONENTSoptional

Changing BAPIDOCCOMPT File information forattachments.

PCS_FORM optional Changing /OTEI/PF_S_FORM File information forinteractive forms.

CON_FORMAT





ERROR Exception An error occurred atconversion; it must beraised to allow restartof process.

The PI_ATTACHMENT_TYPE and PIS_ATTRIBUTES parameters give you all theinformation necessary about the actual document, and the process to determinewhether a conversion should be performed and which kind of conversion isrequired.The PC_OBJECT_ID, PC_DOC_TYPE, and PC_DOC_CLASS parameters are filled with thevalues before the conversion. To avoid problems when the documents are arched,the values must be changed according to the conversion performed.The PCT_COMPONENTS and PCS_FORM parameters include information for theattachment (PCT_COMPONENTS) and the interactive form (PCS_FORM) respectively.These parameters must be updated after a conversion.

The content of the file is imported with the parameters PIT_BAPICONTEN andPC_DOC_STRING. You can either return the converted file with the PC_DOC_STRINGparameter as XSTRING or with the PET_DOCS_BIN parameter as a RAW table. IfPC_DOC_STRING is filled, then the content of this parameter will be archived.Therefore, you must clear this parameter if you want to return the converted filecontent by PET_DOCS_BIN parameter.

Tip: An example for the conversion of a Word document to PDF using LARS isimplemented in function module /OTEI/PF_EXTT_CON_FORMAT.

7.4 Enhancement spotHRASR00_ATTACHMENT_HANDLINGWith SAP ECC 6.0 EhP4, SAP offers the HRASR00_ATTACHMENT_HANDLINGenhancement spot to check the attachments when the user wants to attachdocuments to the process. In addition, the enhancement spot offers the possibility toprevent users from attaching documents.Regarding the EFM integration, it is helpful to check with this enhancement spotwhether the attachment has the correct MIME type. This is defined in the HCMProcesses & Forms Integration customizing for the actual process and attachmenttype.

To implement this check, you must implement the HRASR00_ATTACHMENT_HANDLINGenhancement spot and call /OTEI/PF_HRASR00_ATTACHMENTS function module inthe IF_HRASR00ATTACHMENT_HANDLING~CHECK_ATTACHMENT_MIMETYPE method.

The OTEI/PF_HRASR00_ATTACHMENTS function module checks if at least one of theattachment types that is customized for the HCM Processes & Forms integration isconnected to the used MIME type.

7.4. Enhancement spot HRASR00_ATTACHMENT_HANDLING


However, this enhancement spot does not provide any information about theprocess used or the attachment type. It can only be checked in general if anattachment type for this MIME type is configured.

7.5 Monitoring and restarting the HCM Processes &Forms integrationThe document archiving starts when the process was completed by the lastprocessor and is performed in the background. Therefore, it is not possible to givethe user a direct feedback if an error occurs during archiving.

In the /OTEI/PF_RESTART transaction, the administrator can get an overview of allprocesses completed which are related to EFM. The reference number is usuallydisplayed when an user starts a process in order to identify it again. End date andend time show the exact time when the EFM part of the process finished. The Formfinished, Attachment finished, and Finished flags report the status of theprocessing. First the interactive form is archived and then all attachments arearchived. After all documents are archived according to the customizing, the wholeprocess is set to finished.

An administrator who has the /OTEI/ADMINISTRATION role can restart processesthat are not finished. At a restart, the program checks the current status of theprocess and continues with the step where the process encountered an error. Theprocessor and the date of the re-processing are logged in the Processor and Restartdate fields. It is possible to restart a process several times.

In addition, EFM offers the /OTEI/PF_VIEW_RESTART role which allows to view thelogs in the /OTEI/PF_RESTART transaction, but not to restart a process. This may beuseful for business users who can monitor their processes and, in case of an error,contact an administrator to check the problem and restart the process.

All error and warning messages are logged in the SAP application log (object /OTEI/EIM, sub-object /OTEI/PF). Also, the restart of processes is logged in the SAPapplication log.



Chapter 8

Integrating EFM in SAP ESS/MSS/HRA

EFM can be integrated in Employee-Self-Service (ESS), Manager-Self-Service (MSS),and HR Administrator (HRA):

• ESS gives employees access to their own personnel file.• MSS gives managers access to the personnel files of their respective employees.• HRA gives administrators access to the personnel files of all employees they are

authorized to access.

ESS/MSS/HRA can be run either using a corresponding business package on an SAPNetWeaver Portal that is connected to a SAP ECC system or can be run directly onan SAP ECC system without using the portal.

When using the SAP NetWeaver Portal, ESS/MSS/HRA can either be accessed via abrowser or via the SAP NetWeaver Business Client (NWBC) using a portalconnection.If no portal is used, ESS/MSS/HRA can be accessed via a NWBC fat client using anABAP connection or via the HTML version of NWBC provided by the NWBCsystem.

Note: SAP does not support each variant on every platform:

• The ABAP variant of ESS/MSS is available on SAP ECC 6.0 EhP5 or higher.• The ABAP variant of HRA is available on SAP ECC 6.0 EhP6 and HR

Renewal 1.0 or higher.

Refer to the corresponding SAP documentation for the most currentinformation on how to run and access ESS/MSS/HRA.

The customer has to decide how to run and access ESS/MSS/HRA; EFM can beintegrated in all scenarios. However, the customizing provided by SAP to integrateinto ESS/MSS/HRA is different for each scenario.

Note: Depending on the way ESS/MSS/HRA is run on your system, the userinterface will look different.


8.1 Integration scenariosWhen using the SAP NetWeaver Portal, the integration of EFM into the ESS/MSS/HRA navigation menus depends on the type of portal business package used.

• Integration of EFM into ESS/MSS portal business packages using Web DynproJava (WDJ) is customized in the SAP Homepage Framework.

• Integration of EFM into ESS/MSS portal business packages using Web DynproABAP (WDA) is customized in the SAP Launchpad customizing (LPD_CUSTtransaction)

• Integration of EFM into HRA portal business package using Web Dynpro Java(WDJ) is customized by adding the EFM workset provided with the EFMEnterprise Portal Archive (EPA) to the HRA portal role.

The following scenarios are supported when using portal business packages:

Scenario Portal Business Package Portal Role (unique name of portal role)

ESS BP_ERP05_ESStype = WDJversion >= 1.0 SP14

pcd:portal_content/com.sap.pct/every_user/com.sap.pct.erp.ess.bp_folder/com.sap.pct.erp.ess.roles/com.sap.pct.erp.ess.employee_self_service

BPERPESSWDAtype = WDAversion >= 1.50 SP3

pcd:portal_content/com.sap.pct/every_user/com.sap.pct.erp.ess.wda.bp_folder/com.sap.pct.erp.ess.wda.roles/com.sap.pct.erp.ess.wda.Employee_Self_Service_WDA

MSS BP_ERP05_MSStype = WDJversion >= 1.0 SP14

pcd:portal_content/com.sap.pct/line_manager/com.sap.pct.erp.mss.bp_folder/com.sap.pct.erp.mss.15.bp_folder/com.sap.pct.erp.mss.roles/com.sap.pct.erp.mss.manager_self_service

BPMSSADDONtype = WDAversion >= 1.0 SP1

pcd:portal_content/com.sap.pct/line_manager/com.sap.pct.erp.mss.bp_folder/com.sap.pct.erp.mss.15.bp_folder/com.sap.pct.erp.mss.roles/com.sap.pct.erp.mss.manager_self_service

HRA BP_ERP05_HR_ADMINISTRATORtype = WDJversion >= 1.42 SP2

pcd:portal_content/com.sap.pct/specialist/com.sap.pct.erp.hradmin.bp_folder/com.sap.pct.erp.hradmin.15.bp_folder/com.sap.pct.erp.hradmin.15.roles/com.sap.pct.erp.hradmin.11.HRAdministrator

Note: The numbers in the unique name of the portal role reflect the version ofthe corresponding business package. Depending on the version used on yoursystem, the numbers may be different.

If ESS/MSS/HRA is accessed without the SAP NetWeaver Portal using a NWBC fatclient with ABAP connection or if it is accessed via the HTML version of NWBC,EFM needs to be integrated into the navigation menu defined in the correspondingSAP ECC role (PFCG transaction).

The following scenarios are supported when accessing SAP ECC directly:

Chapter 8 Integrating EFM in SAP ESS/MSS/HRA


Scenario SAP ECC Example Roles from SAP

ESS SAP_EMPLOYEE_ESS_WDA_3

MSS SAP_MANAGER_MSS_NWBC_3

HRA SAP_ASR_HRADMIN_HCM_CI_3

Note: Numbers in the example roles provided by SAP reflect the version of theWDA component installed on your system. The roles listed above are availableon an SAP ECC 6.0 EhP6 system with HR Renewal 1.0 installed.

In any case, the menu available to the user depends on the SAP NetWeaver Portalrole or the SAP ECC role assigned to the user.

8.2 ESS integrationIn this scenario, the employee using ESS can access his own personnel file.This integration is done by adding corresponding services to the ESS navigationmenu or overview page.

8.2.1 ESS WDJ portal business package – HomepageFramework customizingThe Homepage Framework customizing for accessing the personnel file is added byactivating the corresponding BC set /OTEXEIM/EFM_ESS_MSS_040 (see section 4.2“Activating BC sets” in OpenText Employee File Management - Installation Guide (EIM-IGD)).

The following elements are added to the Homepage Framework customizing by theBC set:

• Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV• Service group /OTEI/EIM_ESS_SERVICE_GROUP• Resource /OTEI/EIM_ESS_DISPLAY_FILE_RES

You can modify the default settings provided by the BC set. For example, the viewto be used (view 100/infotype structure or view 110/folder structure) can be changedin the resource definition. The service text and description that appears in the menucan be changed in the service definition.

The Homepage Framework customizing can be found in the SAP IMG in differentplaces. One central place to access it is the IMG activity Cross ApplicationComponents > Homepage Framework.

Note: This scenario works with the following authorization roles:

/OTEI/XSS_NO_RESTRICTIONFull HR authorizations must be maintained for each employee user.

8.2. ESS integration


/OTEI/XSS_RESTRICTIONEmployee selection is set by the portal; no HR check is executed for theemployee user.

8.2.2 ESS WDA application – configurationCurrently, no default configuration for the Web Dynpro ABAP application /OTEI/ESS_DC_INT is shipped with EFM yet.Therefore, the following configuration hides the hyperlinks for Home and Close andallows display of thumbnails and tree.

To configure ESS WDA application

1. Launch the application configurator with the following URL:

<protocol>://<server>:<port>/sap/bc/webdynpro/sap/configure_application

2. Specify /OTEI/ESS_DC_INT as application name, enter a new name and create anew configuration.

3. Optionally, you can assign the configuration to some development package ordefine it as a local object.

4. Assign the component configuration /OTEI/HRADMIN_DC_INT_DEFAULT to theentry with the component usage PROJECT from the table of Web Dynprocomponents. Depending on the EhP level of your system, the configurationdiffers:

EhP5Just specify the component configuration in the Configuration column.

EhP6Select the corresponding entry and click on the Assign ConfigurationName button right above the column header of the table.

5. Assign the component configuration /OTEI/HRADMIN_DC_INT_DEFAULT to theentry with the component usage MAIN_HEADER in the same way as in theprevious step.

6. Save the configuration.

The corresponding component configurations contain reasonable configurations forthe ESS scenario.This application configuration can now be used in Launchpad or PFCG Rolecustomizing.



8.2.3 ESS WDA portal business package – LaunchpadcustomizingEFM can be integrated into the ESS MENU launchpad in the LPD_CUST transaction(Role =ESS, Instance=MENU). Navigate to the folder where you want the EFMpersonnel file service to appear and add a new application.

The following parameters must be specified (use default values for all otherparameters):

Link TextText appearing in the menu e.g. “Personnel file”.

DescriptionDescription appearing in overview page e.g. “You can display the OpenTextpersonnel file here”.

Application TypeWDA Web Dynpro ABAP

NamespaceOTEI

ApplicationESS_DC_INT

System AliasSAP_ECC_HumanResources

Target App. ParametersPROJECT=$EIM&VIEWID=110&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PERNR&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE1=N_1_1_A

ConfigurationCustomer-specific Web Dynpro ABAP application configuration for /OTEI/ESS_DC_INT (as described in “ESS WDA application – configuration”on page 106).

Use the context menu on the new application to enable the Quicklink functionality.

Note: This scenario only works with the authorization role /OTEI/XSS_NO_RESTRICTION.

8.2. ESS integration


8.2.4 ESS WDA without Portal – ECC role menu customizingEFM provides the /OTEI/ESS_NWBC role through the BC set /OTEXEIM/EFM_NWBC_ROLES_040. This role contains the menu entries for the EFM-specific web application.

This single role can be added to the composite role used for the SAP ESS scenario;for example a customer-specific copy of the SAP example roleSAP_EMPLOYEE_DE_ESS_WDA_3 provided on SAP ECC 6.0 EhP6.

The next step is to import the menu from the single role into the menu of thecomposite role. When executing the import, the system asks whether you want toReimport or Merge; at that point, select Merge. The new menu options arevisualized in a separate folder in the role menu. Now you can drag&drop theOpenText Personnel File service to the location in the Employee Self-Service menustructure where you want EFM to appear.

Edit the details for the OpenText Personnel File menu entry using the context menuand specify your customer-specific Web Dynpro ABAP application configuration (asdescribed in “ESS WDA application – configuration” on page 106) in theApplication Config field.


8.3 MSS integrationIn this scenario, a manager can access the personnel file of employees he isresponsible for.In all integration variants, the manager can select an employee in the MSS contextand display the personnel file for this employee.

8.3.1 MSS WDJ portal business package – HomepageFramework customizingIn the WDJ variant of the portal business package, the manager can additionally usethe EFM personnel file search that allows to browse quickly through personnel filesof different employees. This is a special dialog that shows a list of employees themanager is responsible for at the top of the dialog and the personnel file of theemployee selected in this list at the bottom of the dialog.

The Homepage Framework customizing for accessing the personnel file is added byactivating the corresponding BC set /OTEXEIM/EFM_ESS_MSS_040 (see section 4.2“Activating BC sets” in OpenText Employee File Management - Installation Guide (EIM-IGD)).

The following elements are added to the Homepage Framework customizing by theBC set:

• Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV for personnel file



• Service /OTEI/EIM_ESS_DISPLAY_FILES_SRV for personnel file search

• Service group /OTEI/EIM_ESS_SERVICE_GROUP

• Resource /OTEI/EIM_MSS_DISPLAY_FILE_RES for personnel file

• Resource /OTEI/EIM_MSS_DISPLAY_FILES_RES for personnel file search

You can modify the default settings provided by the BC set. For example, the viewto be used (view 100/infotype structure or view 110/folder structure) can be changedin the resource definition. The service text and description that appears in the menucan be changed in the service definition.

The Homepage Framework customizing can be found in the SAP IMG in differentplaces. One central place to access it is the IMG activity Cross ApplicationComponents > Homepage Framework.

Note: This scenario works with the following authorization roles:

/OTEI/XSS_NO_RESTRICTIONFull HR authorizations must be maintained for each manager user.

/OTEI/XSS_RESTRICTIONEmployee selection is set by the portal; no HR check is executed for themanager user.

8.3.2 MSS WDA portal business package – Launchpadcustomizing

EFM can be integrated into the employee context menu of the Team Hierarchycomponent on the MSS home page.

In order to configure this integration, you must implement a correspondingenhancement spot and add EFM into the MSS EMPLOYEE_MENU launchpad in theLPD_CUST transaction (Role =MSS, Instance=EMPLOYEE_MENU).

Note: Because the enhancement spot HRMSS_MODIF_BUSINESS_PARAMS is partof the optional software component EA-HR_MSS, EFM cannot “know” whetherthis component is installed in the customer system. Therefore, EFM cannot shipan implementation for this enhancement spot.

To integrate EFM in the EA-HR_MSS component:

1. Execute the SE18 transaction and select the HRMSS_MODIF_BUSINESS_PARAMSenhancement spot.

2. Create a new implementation for this enhancement and create a BAdIimplementation for this enhancement.

8.3. MSS integration


3. Insert the following code in theIF_HRMSS_MODIF_BUSINESS_PARAMS~GET_APPLICATION_PARAMS method ofyour BAdI implementation class:

DATA: l_pernr TYPE pernr_d, l_mem_id TYPE text10, l_emp_name TYPE emnam, ls_p0001 TYPE p0001, ls_bus_params TYPE apb_lpd_s_params, lt_p0001 TYPE STANDARD TABLE OF p0001.

READ TABLE it_bus_params INTO ls_bus_params WITH KEY key = 'PERNR_MEM_ID'.

IF sy-subrc = 0. "PERNR already available in parameters

CALL METHOD cl_hress_employee_services=>set_pernr_to_memory "Set Pernr to memory id(ESS) EXPORTING iv_pernr = iv_object_key RECEIVING rv_mem_id = l_mem_id.

l_pernr = iv_object_key.

ls_bus_params-key = 'PERNR_MEM_ID'. ls_bus_params-value = l_mem_id. MODIFY it_bus_params FROM ls_bus_params TRANSPORTING value WHERE key = 'PERNR_MEM_ID'.

CALL FUNCTION 'HR_READ_INFOTYPE' EXPORTING pernr = l_pernr infty = '0001' begda = sy-datum endda = sy-datum TABLES infty_tab = lt_p0001 EXCEPTIONS OTHERS = 0.



READ TABLE lt_p0001 INTO ls_p0001 INDEX 1. l_emp_name = ls_p0001-ename.

CALL FUNCTION 'HR_ASR_WDA_CLEAR_EMPLOYEE'.

CALL FUNCTION 'HR_ASR_WDA_SET_EMPLOYEE' EXPORTING pernr = l_pernr ename = l_emp_name.

ELSE. "Parameter for PERNR has to be set

CALL METHOD cl_hress_employee_services=>set_pernr_to_memory "Set Pernr to memory id(ESS) EXPORTING iv_pernr = iv_object_key RECEIVING rv_mem_id = l_mem_id.

l_pernr = iv_object_key.

ls_bus_params-key = 'PERNR_MEM_ID'. ls_bus_params-value = l_mem_id. APPEND ls_bus_params TO it_bus_params.

CALL FUNCTION 'HR_READ_INFOTYPE' EXPORTING pernr = l_pernr infty = '0001' begda = sy-datum endda = sy-datum TABLES infty_tab = lt_p0001 EXCEPTIONS OTHERS = 0.

READ TABLE lt_p0001 INTO ls_p0001 INDEX 1. l_emp_name = ls_p0001-ename.

CALL FUNCTION 'HR_ASR_WDA_CLEAR_EMPLOYEE'.

CALL FUNCTION 'HR_ASR_WDA_SET_EMPLOYEE' EXPORTING pernr = l_pernr ename = l_emp_name.

ENDIF.

4. Enter the filter criteria for your BAdI implementation as shown below.



5. Activate your BAdI implementation.Check also that your BAdI implementation is activated in the IMG customizingPersonnel Management > Manager Self-Service (Web Dynpro ABAP) > TeamView > BAdI: Modify Parameters for Launchpad Applications.

To configure the employee menu:

1. Execute the SPRO transaction and click the SAP Reference IMG button.

2. Navigate to the Personnel Management > Manager Self-Service (Web DynproABAP) > Team View > Configure Menus for Team View activity and click the

icon.

3. In the Overview of Launchpads window, select the entry for the MSS role andthe EMPLOYEE_MENU instance and click the icon.

4. Select the last entry of the Employee Navigation Menu and click the NewApplication button. Enter a description for the link and enter the followingvalues:

Application CategorySelect Webdynpro ABAP entry.

NamespaceEnter OTEI.

ApplicationEnter HRADMIN_DC_INT.

System AliasEnter an active system alias in your environment, for example the standardsystem alias SAP_ECC_HumanResources.

5. Click the Show Advanced Parameters button and enter the following values:

Application AliasEnter /OTEI/MSS.

Application ParameterEnter the following value:

PROJECT=$EIM&VIEWID=100&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PERNR&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE1=N_1_1_A



ConfigurationSpecify the configuration you want to use, for example /OTEI/HRADMIN_DC_INT_DEFAULT.


When you start the SAP NetWeaver Business Client now as a manager, the linkyou defined is available in the navigation menu for each employee and will callthe EFM application for the selected employee.




8.3.3 ESS WDA without Portal – Launchpad customizingEFM integration without the SAP NetWeaver Portal uses the same Launchpadcustomizing as the MSS WDA portal business package (see “MSS WDA portalbusiness package – Launchpad customizing” on page 109).



8.4 HRA integrationIn this scenario, the HR administrator can access the personnel file for all employeeshe has to administrate. The following services can be added to the navigation menu:

Process Personnel FileOpens the personnel file for the employee that is currently selected in the HRAcontext.

Search Personnel FilesOpens the general EFM view that shows first the employee search mask whichallows restricting the number of personnel files to be opened.

Full Text SearchOpens the EFM full text search that can be used to search for specific documentsacross multiple personnel files. The search area can be restricted by specifyingHR master data attributes or document attributes.

8.4. HRA integration


8.4.1 HRA WDJ portal business package – portal contentcustomizingEFM is integrated in HRA Portal business packages using Web Dynpro Java (WDJ)using an EPA file containing portal content. In the corresponding EFM workset forHR Administrator (Content for Specialists), there are three services for processingeither one employee file (for selected employee) or multiple employee files(according to specified selection criteria) or for performing a full-text search (thisrequires Extended ECM for SAP Solutions and Records Management on ContentServer). This EPA file uses view 100 (infotype structure) as default.

You can modify this setting (for example to view 110/folder structure) in the iViewproperties in the Application Parameters field. The service name can be specified inthe corresponding portal page.

After importing the com.opentext.efm_4_0_xss_hradmin.epa file (see section 5“Importing EPA archive for ESS/MSS and HR administrator” in OpenText EmployeeFile Management - Installation Guide (EIM-IGD)), you must add the OpenTextEmployee Information workset to the HR Administrator role.

To add the workset to the HR Administrator role:

1. Open the HR Administrator role in the SAP portal editor. The HRAdministrator role for the business package 1.41 is located under the portalcontent structure Portal Content > Content Provided by SAP > specialist > HRAdministrator > ERP 6.0 EHP4 > Roles.

2. Select the Overview folder in the hierarchy of the HR Administrator role towhich the workset should be added.

3. Navigate in the portal content structure to Portal Content > Content Providedby Other Vendors > Content For Specialists > OpenText > HR Administrator >Worksets. Right-click the OpenText Employee Information workset and selectthe Add Workset to Role > Delta Link command.

After adding the OpenText Employee Information workset to the HR Administratorrole, a new section labelled OpenText Employee Information is added to theDetailed Navigation pane of the SAP HR Administrator portal component.

Adding worksetto the HR Ad-

ministrator role



8.4.2 HRA WDA without Portal – ECC role menu customizingEFM provides the /OTEI/HRADMIN_NWBC role through the BC set /OTEXEIM/EFM_NWBC_ROLES_040. This role contains the menu entries for the EFM-specific web application.

This single role can be added to the composite role used for the SAP HRA scenario;for example a customer-specific copy of the SAP example roleSAP_ASR_HRADMIN_HCM_CI_3 provided on SAP ECC 6.0 EhP6.

The next step is to import the menu from the single role into the menu of thecomposite role. When executing the import, the system asks whether you want toReimport or Merge; at that point, select Merge. The new menu options arevisualized in a separate folder in the role menu. Now you can drag&drop the HRAservice to the location in the HR Administrator menu structure where you wantEFM to appear.

8.4. HRA integration


Chapter 9

UWL customizing for workflows

To process EFM-related workflows from SAP’s Universal Worklist (UWL), it isnecessary to upload a specific customizing for the workflow tasks TS00275234 andTS00275235. An example customizing with all necessary configurations is providedin the XML fileUWL_Configuration_OpenText_Employee_File_Management_0400.xml.

Tip: You can copy the configuration file and modify it according to your needs.Check the SAP documentation for more information about UWL configuration.

To upload the file:

1. Log in to the SAP NetWeaver Portal and navigate to System Administration > System Configuration > Universal Worklist & Workflow.

2. Select the active System Alias with the WebFlow Connector connector type.

3. Click the Click to Manage Item Types and View Definitions hyperlink.


4. Click the Upload New Configuration tab.

5. Enter a name for the configuration in the Configuration Name field and clickthe Browse button to specify the XML fileUWL_Configuration_OpenText_Employee_File_Management_0400.xml.

6. In the Adapt to System field, choose the selected system alias.

7. Click the Upload button.

You now find the uploaded customizing in the Current Configurations tabwith the name you entered.

8. Navigate again to System Administration > System Configuration > UniversalWorklist & Workflow.

9. Re-register the system alias of the WebFlow Connector and clear the cache ofthe respective system alias using the function available through the CacheAdministration Page hyperlink.

Now the EFM workflow tasks can be processed directly from the UWL.

Chapter 9 UWL customizing for workflows


Chapter 10

Integrating EFM in the Employee Interaction Center(EIC)

With the Employee Interaction Center (EIC) integration it is possible for an EICagent to open EFM directly from the EIC either as a dialog or as integrated view ofEIC. In order to invoke EFM, a implementation of the transaction launcher is used.

10.1 Customizing integrationThe integration comprises the following steps:

• Definition of the logical system for the SAP system where EFM is running.• Configuration of the URL ID.• Definition of the navigation bar profile.• Configuration of the URL parameter.

To define the logical system:

1. Maintain an entry for the logical system in the SALE transaction with the IMGactivity IDoc Interface / Application Link Enabling (ALE) > Basic Settings >Logical Systems > Define Logical System.

2. Create an RFC connection (connection type Connection to ABAP system) to thelogical system in the SM59 transaction. This RFC connection requires a serviceuser.

3. Define the connection between the logical system and the RFC connection in theCRMC_ABOXLSYSRFC view (SM30 transaction).

4. Add the logical system in the CRMV_IC_BORADM view (SM30 transaction).

To configure the URL ID:

1. Activate the BC set /OTEXEIC/EFM_TA_LAUNCH_040 in the SCPR20 transaction.

Note: When using SAP CRM 7.01 and higher versions, the BC set /OTEXEIC/EFM_TA_LAUNCH_040 must be activated in Expert mode.

2. Execute the SPRO transaction and navigate to the IMG activity CustomerRelationship Management > Interaction Center WebClient > Basic Functions >Transaction Launcher > Define URLs and Parameters.

3. Open the URL ID /OTEI/EIC in detail view and enter the logical system in the /OTEI/EIC field.


4. Save the URL ID.

Note: The BC set /OTEXEIC/EFM_TA_LAUNCH_040 also creates the transactionlaunch IDs /OTEI/EIC_INPLACE and /OTEI/EIC_POPUP in the IMG structureCustomer Relationship Management > Interaction Center WebClient > BasicFunctions > Transaction Launcher > Copy/Delete Launch Transactions.

To define the navigation bar profile:

• Activate the BC set /OTEXEIC/EFM_NAV_BAR_040 in the SCPR20 transaction.

With the activation of this BC set, the logical link IDs /OTEI/EIMI and /OTEI/EIMP and work center IDs /OTEI/EIMI and /OTEI/EIMP are created in theIMG activity Customer Relationship Management > Interaction CenterWebClient > Basic Functions > Define Navigation Bar Profile. These workcenters can now be assigned to navigation bar profiles.

To configure the URL parameters:

1. Activate the BC set /OTEXEIC/EFM_URL_PARAMETER_040 in the SCPR20transaction.

The BC set /OTEXEIC/EFM_URL_PARAMETER_040 creates the default entries inthe IMG structure Customer Relationship Management > OpenText EmployeeFile Management Integration > URL Parameters.

2. The following parameters can be customized.

URL parameter Default value Description

Web Dynproconfiguration ID

/IXOS/DC_WD_DCVIEW_FULL(/OTEI/EIC_POPUP)/IXOS/DC_WD_DCVIEW_EMBEDDED(/OTEI/EIC_INPLACE)

Configuration of the /IXOS/DC_WD WebDynpro application

DocuLink project $EIM DocuLink project

Toggle nodetype T_HRSTAMM 1st node which has to be expanded

Toggle nodetype N_1_1_A 2nd node which has to be expanded

URL ID /OTEI/EIC Transaction Launcher URL ID

Project version DocuLink project version (optional); if notmaintained, the active version of theproject will be used.

View ID 100 DocuLink project view ID

This customizing is related to the Launch transaction IDs /OTEI/EIC_INPLACE and /OTEI/EIC_POPUP created with the BC set /OTEXEIC/EFM_TA_LAUNCH_040.

Chapter 10 Integrating EFM in the Employee Interaction Center (EIC)


Note: The BC set /OTEXEIC/EFM_THEMES_040 sets a default usage of thestandard SAP Web Dynpro themes. This configuration can be modified in theIMG structure Customer Relationship Management > OpenText EmployeeFile Management Integration > Webdynpro themes.

10.2 Changing URL parameters at runtimeThe URL parameters can also be changed at runtime with an implementation of theBAdI /OTEI/EIC_URL_PARAMETER.For this BAdI, the /OTEI/EIC_IF_URL_PARAMETER interface has to be used. Theparameter can be changed in the CHANGE_PARAMETER method which has thefollowing parameters.

Parameter Data type Parametertype

Description

PI_TA_ID CRMT_IC_LTX_ID Importing Transaction Launch ID.

PIT_ENTITIES CRMTT_UI_DATA_CONTEXT

Importing Related entities (forexample currentemployee).

PC_PROJECT /OTEI/EIC_E_PARAM_VALUE

Changing DocuLink project.

PC_VERSION /OTEI/EIC_E_PARAM_VALUE

Changing Project version.

PC_VIEW /OTEI/EIC_E_PARAM_VALUE

Changing View.

PC_CONFIGID /OTEI/EIC_E_PARAM_VALUE

Changing Configuration ID.

PC_TOGGLE_N /OTEI/EIC_E_PARAM_VALUE

Changing Node 1 to beexpanded.

PC_TOGGLE_N1 /OTEI/EIC_E_PARAM_VALUE

Changing Node 2 to beexpanded.

PC_DATA_FLOW_COMPLETED

ABAP_BOOL Changing If not equalABAP_TRUE, theresult will not bedisplayed.

Configuration ofWeb Dynpro

themes

10.2. Changing URL parameters at runtime


10.3 RolesThe /OTEI/EFM_EIC_INTEG_BASIC role can be activated with the BC set /OTEXEIC/EFM_ROLES_040. This example role provides the authorizations which areadditionally required to use the EFM integration in the EIC.

Role Description

/OTEI/EFM_EIC_INTEG_BASIC Authorization for work center IDs /OTEI/EIMI and /OTEI/EIMP.

Chapter 10 Integrating EFM in the Employee Interaction Center (EIC)


Chapter 11

Customizing the EFM Web UI

Employee File Management features the EFM Web UI which allows to displaydocuments in a web-based environment, including a dedicated tree view andbrowsing of document thumbnails. The EFM Web UI is based on the SAP Web Dynprotechnology.

11.1 Checking prerequisitesThe EFM Web UI thumbnail view uses the Web Viewer component for imagerendering. In order to ensure adequate response times for rendering, check thefollowing prerequisites:

• Load estimation

The load estimation for the Web Viewer must consider the following parameters:

• Number of concurrent users.• Number of documents per DocuLink folder.• Typical size of documents (dpi and number of pages).• Typical document type (PDF, TIFF, JPG).

These parameters influence the overall performance of the Web Viewer.Therefore, it may be essential to upgrade the hardware depending on thenumber of concurrent users or the documents typically used.

• Archive performance

Total performance of the thumbnail view relies essentially on the performance ofthe archive used. Therefore, consider optimizing the archive performance first.

• Web Viewer – hardware configuration

Due to the performance requirements, client hardware upgrades such as morememory or faster processors may become necessary.

• Web Viewer – software configuration

In order to use the Web Viewer for the thumbnail view, the Web Viewerconfiguration file viewer.cfg must be modified with a number of optionsrelated to cache settings. For more details, see “Defining local cache settings”on page 126 and “Defining thumbnail cache settings” on page 128.

Tip: You can also customize settings for the thumbnail view which limit thenumber of displayed documents per thumbnail view page; for details see“Defining thumbnail settings” on page 136.


11.2 Configuring Web ViewerThe Web Viewer uses different caching mechanisms to increase performance. Thesettings for these mechanisms are defined in the viewer.cfg file.

CautionAs both the local and the thumbnail cache store archived content in thelocal file system, take care that administration of the Web Viewer is onlyperformed by authorized personnel. It is recommended to disable publicaccess to the local cache folder.

11.2.1 Activating functionYou must configure the /OTEI/OA_X_OA_OBJECTDISPLAY_01 function module whichactivates the Web Viewer. This setting is required to trigger the parameters set in /IXOS/OA_CUST_A customizing table.

Note: This entry is also used for logging. For details, see “Enabling logging”on page 38.

To activate Web Viewer:

1. Execute the SE16 transaction and open the TOAEX table.

2. Click the button to create a new entry with the following values:

EXIT IDOA_OBJECTDISPLAY_01

ACTIVEX

EXIT FUB/OTEI/OA_X_OA_OBJECTDISPLAY_01

3. Click the icon.

11.2.2 Defining local cache settingsThe Web Viewer local cache stores archived content in the file system. Therespective settings are defined in the LOCAL CACHE section of the viewer.cfg file.Using the local cache improves the overall performance of the thumbnail view.

When activated by the LeaDocProvider.cache.dir parameter, the local cacheprovides access to previously retrieved archived documents directly from the localfile system. The LeaDocProvider.cache.size parameter defines the size of thelocal cache.

Chapter 11 Customizing the EFM Web UI


Tip: For easier maintenance, OpenText recommends defining a commonparent folder for both local and thumbnail caches.

Example 11-1: Local cache settings

# Description:

# Location of the cache. Use an absolute path to specify where to

# store the temporary files. For windows systems you have to mask

# the backslash; i.e. C:\\WebViewer\\cache

LeaDocProvider.cache.dir=C:\\WebViewer\\cache

# Description:

# Parameter if the cache directory should be initially cleaned

# during startup.

# Default is true

LeaDocProvider.cache.clean=false

# Description:

# Size in bytes for the cache.

# Default is 100*1024*1024 bytes

LeaDocProvider.cache.size=100485760

# Description:

# Cache's min file hold time (in ms).

# Default is 10 seconds

LeaDocProvider.cache.file.min_hold_ms=10000

# Description:

# The cache's small file limit (in bytes). Files smaller than

# this limit threshold will be preferably removed from cache.

# Default: 10 * 1024 bytes

11.2. Configuring Web Viewer


LeaDocProvider.cache.file.small_limit=10240

11.2.3 Defining thumbnail cache settingsThe Web Viewer thumbnail cache stores the displayed thumbnails in the file system;the respective settings are defined in the THUMBNAIL CACHE section of theviewer.cfg file. Using the thumbnail cache improves the overall performance of thethumbnail view.

When activated by the ThumbnailView.cache.dir parameter, you can specify thesize of the local cache and the number of thumbnails. These values may be checkedregularly using the ThumbnailView.cache.period parameter.

Tip: For easier maintenance, OpenText recommends defining a commonparent folder for both local and thumbnail caches.

Example 11-2: Thumbnail cache settings

# Description:

# Location of the thumbnail cache. Use an absolute path

# to specify where to store the image files.

# For windows systems you have to mask the backslash;

# i.e. C:\\WebViewer\\thumbnailcache

ThumbnailView.cache.dir=C:\\WebViewer\\thumbnailcache

# Description:

# Size in mbytes used for caching

# Default is 2048

ThumbnailView.cache.size=2048

# Description:

# Number of files used for caching

# Default is 8192

ThumbnailView.cache.files=8192

# Description:



# interval for cache cleaning in seconds

# Default is 1800 seconds (30 minutes)

ThumbnailView.cache.period=1800

# Description:

# Enforces use of thumbnail cache

# Default false

ThumbnailView.cache.force=false

11.3 Using default configurationsYou can use default configurations for the Web Dynpro applications /ixos/dc and /ixos/dcview. These configurations define default settings for all DocuLink projectsand DocuLink views.

The following default configurations are available:

• For Web Dynpro application /ixos/dc:

• /IXOS/DC_WD_DC_DEFAULTDeactivates the tree and thumbnail view.

• /IXOS/DC_WD_DC_FULLActivates the tree and thumbnail view.

• For Web Dynpro application /ixos/dcview:

• IXOS/DC_WD_DCVIEW_DEFAULTDeactivates the tree and thumbnail view.

• /IXOS/DC_WD_DCVIEW_FULLActivates the tree and thumbnail view.

• /IXOS/DC_WD_DCVIEW_EMBEDDEDActivates and shows the tree and thumbnail view; hides the header andfooter.

The configurations can be controlled using the Web Dynpro configurationparameter SAP-WD-CONFIGID. If this parameter is not set, the Web Dynproapplications /ixos/dc and /ixos/dcview will use the default configurations /IXOS/DC_WD_DC_DEFAULT and IXOS/DC_WD_DCVIEW_DEFAULT, respectively.

11.3. Using default configurations


11.4 Customizing guest user accessThe EFM Web UI also provides a guest user access. The guest user access grantsaccess to EFM by indicating that a guest user account and a corresponding PINshould be used. For using the web-based guest user access, OpenText recommendsconfiguring the so-called SAP Service Aliases.

An SAP Service Alias for EFM points to the /IXOS/DCVIEW Web Dynpro service andallows using the guest user access directly using an URL without a login to the SAPsystem. For an anonymous login, a technical SAP user has to be assigned to theService Alias.

Tip: OpenText recommends using the already created technical SAP users,which have been mapped to appropriate guest user accounts.

Example: For a service dcview_manager which uses the technical SAP user manager,the guest user login can then be accessed using the URL<protocol>://<server>:<port>/sap/bc/dcview_manager?sap-client=800&project=$EIM&VIEWID=100&sap-language=EN

To create an SAP Service Alias:

1. Execute the SICF transaction. Select the SERVICE entry in the Hierarchy Typefield and click the button.

2. Select your virtual host and select the menu entry Service/Host > Create Serviceto create a service.



3. Create a Service Alias with a name consisting of the guest user account used orthe technical SAP user respectively; for example the name dcview_manager.Select the Reference to Existing Service option and click the icon.

4. Select the Alias Trgt tab to define the assignment with the /IXOS/DCVIEWservice.

11.4. Customizing guest user access


5. Select the Logon Data tab to assign the service to the specific SAP user who isused for the EFM guest user account.



6. Click the button and activate the service.

11.5 Using URL syntaxYou can use the following URL syntax for EFM Web UI to place a link in an intranetor a portal:

• Display a list of all EFM Web UI-enabled DocuLink project views:<protocol>://<server>:<port>/sap/bc/webdynpro/ixos/dc?sap-language=EN

Example for URL:http://vmmucr3qm8.opentext.net:8000/sap/bc/webdynpro/ixos/dc?sap-language=EN

• Access a specific Web UI enabled view:<protocol>://<server>:<port>/sap/bc/webdynpro/ixos/dcview?sap-language=EN&project=<DocuLink project>&version=<DocuLink projectversion>&viewid=<DocuLink project view>

Example for URL of the standard EFM infotype structure view:http://vmmucr3qm8.opentext.net:8000/sap/bc/webdynpro/ixos/dcview?sap-language=EN&project=$EIM&version=03&viewid=100

11.5. Using URL syntax


In a guest user scenario it is not recommended to use these URLs directly. Instead,use an SAP Service Alias that points to the /IXOS/DCVIEW service. For details see“Customizing guest user access” on page 130.

Note: Starting from SAP CRM 7.01 SP4 or SAP CRM 7.11 SP2, the oldrendering engine UR Classic is not supported anymore. Use the SAP renderingengine Light Speed which is the default.

11.6 Customizing Web Dynpro applicationYou can tailor any of the Web Dynpro default configurations mentioned in “Usingdefault configurations” on page 129 in more detail either for a specific DocuLinkproject or a specific DocuLink view.

This customizing requires the SAP authorization object S_WDR_P13N. When you login as an administrator using the Web Dynpro administration mode (add theparameter sap-config-mode=X to the Web Dynpro URL), the EFM Web Dynprointerface has a special Settings link entry.

The configuration customizing comprises the following:

• Creating a new configuration.Provides an additional configuration which is only valid for the current view.

• Loading an existing configuration.• Deleting or resetting a configuration.

Only additional configurations may be deleted; the default configuration canonly be reset to the original values.

• Applying current configuration to all users.Manages the customizing settings available to the users.



You must use the tabs of the Settings dialog to access the different customizingsettings.

All customizings may be bundled for a transport by clicking the Save button. Youmust specify a corresponding customizing transport.

11.6.1 Managing configurationsTo define the default view:

1. Click the General Settings tab.

2. Select either the thumbnail view or the standard list view as the initial default inthe Default view drop-down list.

3. Select one or more of the following parameters:

Enable Thumbnail ViewEnables users to switch between list and thumbnail view under the Viewmenu.

Enable TreeEnables users to activate the tree view under the View link.

Show TreeDisplays tree view as a default; requires that Enable Tree has been selected.

To create a new configuration:

1. Click the Create button.

11.6. Customizing Web Dynpro application


2. Specify a name for your configuration and enter the required parameters.

Configurations are only valid for the currently displayed DocuLink view; onlythe default configurations are valid for all views of a DocuLink project.

To load a configuration:

1. Click the Load button.

2. Select one of the configurations and click the Load button again.

Each user who is already logged in has a personalized configuration. If you modifyconfigurations as an administrator, you must apply the modified configuration to allusers who already have personalized layout settings.

To apply a configuration:

1. Modify a default configuration as required.

2. Click the Apply to all button.

11.6.2 Defining thumbnail settingsThe thumbnail view may be adapted to the performance available from the WebViewer server. You may define a set of maximum values for the number ofthumbnails displayed as a block on a page. These values apply to the number ofdocuments, the number of pages, and the number of folders.If one of these maximum values is exceeded, the user must click a Next button todisplay the next block of thumbnails.The default maximum values are 10 documents or 30 document pages.

To define the thumbnail settings:

1. Click the Thumbnail View Settings tab.




Number of documentsSpecifies the maximum number of documents visible as a block in thethumbnail view.

Number of pagesSpecifies the maximum number of pages visible as a block in the thumbnailview.

Number of pages per documentSpecifies the maximum number of displayed pages per document.

Number of foldersSpecifies the maximum number of DocuLink folders visible as a block in thethumbnail view.

Default layoutSpecifies whether thumbnails are arranged vertically or horizontally.

Thumbnail size categorySpecifies the initial size of the thumbnails; switches between Small, Medium,and Large thumbnail size.

Page size categorySpecifies the initial size of the page thumbnails; switches between Small,Medium, and Large thumbnail size.

11.7 Customizing the Upload and Assign DocumentsapplicationThe EFM Web UI offers a Drag&Drop-style file upload component called the Uploadand Assign Documents application. By dragging documents from the file system it ispossible to upload documents automatically. The documents are transferred to auser-specific upload buffer and can then be assigned to one or multiple employeefiles.

The following prerequisites must be fulfilled:

• The respective users require the corresponding authorization J_6NE_FU.

• The authorization field ACTVT has to be set to UL(Upload).

Note: The Upload and Assign Documents application uses a component basedon Microsoft Silverlight 4. The Silverlight Web browser plug-in will beinstalled automatically if it is not already installed on the local computer of auser.

Errors during the upload are displayed within the file upload application andare also logged into the SAP SLG1 logging with the sub-object /OTEI/FU_WD.

11.7. Customizing the Upload and Assign Documents application


11.7.1 Maintaining hyperlinksThe Upload and Assign Documents application can be started as follows:

• Directly by entering the specific file upload URL into the browser.• From within Employee File Management.

The following URL syntax can be used to launch the application directly:

<protocol>//<server>:<port>/sap/bc/webdynpro/otei/fu_wd_multi_fileupload?content_repository=<content_repository>&project=<project>&viewid=<viewid>&sap-wd-lightspeed=

Tip: Usually an appropriate URL is offered in the Favorites menu of thebrowser or on an intranet page.

The following URL parameters are available:

content_repositorySets a content repository for storing documents temporarily; all uploadeddocuments are stored in this content repository at first. When a document isassigned to an employee file, the respective document is deleted from thetemporary repository and created in the content repository of the specifieddocument type.

project (optional)Specifies an EFM DocuLink project. This parameter is written into the EFMactivity log and is also used for determining EFM basic settings, which can beproject- and view-specific.

viewid (optional)Sets the view of an EFM DocuLink project. This parameter is written into theEFM activity log and is also used for determining EFM basic settings, which canbe project- and view-specific.

sap-wd-lightspeedSpecifies that the SAP rendering technique Light Speed is not supported. Disablethis setting by not entering a value. EFM supports Light Speed only on SAP ECC6.0 EhP6 or higher.

If you are starting from Employee File Management, you must perform a hyperlinkcustomizing for the hyperlink mapping ID LINK_EFM.

To maintain a Related Link within EFM:

1. Navigate to the OpenText Archiving and Document Access for SAP Solutions> DocuLink for SAP Solutions > DocuLink: Administration > Visualization >Hyperlink maintenance for DocuLink in Web activity and click the icon.

2. Create a new hyperlink for the mapping ID LINK_EFM and specify the followingparameters:



DescriptionName of the link that starts the Upload and Assign Documents application;for example Upload and Assign Documents.

ProtocolProtocol of an ICM service that is used for Web Dynpro applications. Thevalue can be either HTTP or HTTPS.

HostnameHost name of the SAP system.

PortPort of an ICM HTTP(S) service that is used.

PathPath to the ICF service; must be set to /sap/bc/webdynpro/otei/fu_wd_multi_fileupload.

3. Modify the hyperlink in the URL Parameter field using the following URLsyntax:

content_repository=<content_repository>&project=<project>&viewid=<viewid>&sap-wd-lightspeed=



The following URL parameters are available:

content_repositorySets a content repository for storing documents temporarily. All uploadeddocuments are stored in this content repository at first. With an assignmentof a document to an employee file, the respective document is deleted fromthe temporary repository and created in the content repository of thespecified document type.

project (optional)Specifies an EFM DocuLink project. This parameter is written into the EFMactivity log and is also used for determining EFM basic settings, which canbe project- and view-specific.

viewid (optional)Sets the view of an EFM DocuLink project. This parameter is written intothe EFM activity log and is also used for determining EFM basic settings,which can be project- and view-specific.

sap-wd-lightspeedSpecifies that the SAP rendering technique Light Speed is not supported.Disable this setting by not entering a value. EFM supports Light Speed onlyon SAP ECC 6.0 EhP6 or higher.

After a successful hyperlink configuration, the Upload and Assign Documentsapplication can be started from the EFM web application.

However, within an ESS/MSS portal it might be necessary to disable the hyperlink.This can be achieved by setting an implementation for the /IXOS/DC_U_CHANGE_HYPERLINK user exit as follows:

FUNCTION z_otei_u_change_hyperlink.

DATA: l_port_integration TYPE REF TO cl_wdr_portal_integration, l_version TYPE string. l_port_integration = cl_wdr_portal_integration=>get_instance( ). IF l_port_integration IS NOT INITIAL. l_version = l_port_integration->if_wd_portal_integration~m_portal_version.

IF l_version IS NOT INITIAL. CLEAR pc_nthl. ENDIF. ENDIF.ENDFUNCTION.

The name of the /IXOS/DC_U_CHANGE_HYPERLINK user exit can be set in the in theUser exit field of the maintenance view for hyperlinks.



11.7.2 Customizing using Web Dynpro configurationsYou can further customize the Upload and Assign Documents application in moredetail by creating new Web Dynpro configurations. The respective application andcomponent configuration data is created and maintained using the SAP configurator(configuration editor). The IMG activity OpenText Business Suite for SAPSolutions > Employee File Management (EFM) > Basic settings > Configure FileUpload Application opens this configuration editor.You must then overwrite the default configuration by setting the SAP-WD-CONFIGIDURL parameter with the name of a new configuration:

<protocol>://<server>:<port>/sap/bc/webdynpro/otei/fu_wd_multi_fileupload?content_repository=<content_repository>&sap-wd-configId=<configuration>

Note: Single sign-on (SSO) is not supported. An administrator has to log intothe configuration editor again by entering a user name and password.

The default configuration is set to /OTEI/FU_WD_DEFAULT, which comprises thefollowing parameters:

MAX_FILE_SIZEMaximum file size for an uploaded document in kB. Default size is set to 10000(10 MB).

NO_FILESMaximum number of uploaded files per Drag&Drop action. Default is set to 30files.

NO_DOCUMENTSNumber of documents displayed per thumbnail pane. Default is set to 30documents.

NO_PAGES_PER_DOCUMENTMaximum number of pages displayed per document. Default is set to 5 pages.

NO_PAGESNumber of document pages displayed per thumbnail pane. Default is set to 100pages.

TN_SIZE_CATEGORYInitial thumbnail size (1-3). Default is set to large (3).

PAGE_SIZE_CATEGORYInitial page size in preview (1-3). Default is set to medium (2).



11.8 Customizing Document Upload and InboxapplicationYou can customize the Document Upload and Inbox applications in more detail bycreating new Web Dynpro configurations. In addition, you can maintain thehyperlinks provided by the Document Upload and Inbox applications.

Note: The ESS and MSS File Upload applications offer a Drag&Drop-style fileupload. When using it in the SAP NetWeaver Portal, the propertyume.logon.httponlycookie must be set to false with the SAP NetWeaverPortal configuration tool.

11.8.1 Maintaining hyperlinksFrom the Document Upload and Inbox application, users can start via hyperlinks theEFM application and the PA30 transaction.

These hyperlinks are created with the installation of the /OTEXEIM/EFM_UPLOAD_INBOX_HL_040 BC set. If you want to support these useractions you have to configure the hyperlinks after the initial BC set installation asfollows.The hyperlinks for the PA30 transaction differ, depending whether the DocumentUpload and Inbox application is used inside or outside the SAP NetWeaver Portal.

To maintain hyperlinks:

1. Navigate to the OpenText Archiving and Document Access for SAP Solutions> DocuLink for SAP Solutions > DocuLink: Administration > Visualization >Hyperlink maintenance for DocuLink in Web activity and click the icon.

2. Open the hyperlink mapping ID OTEI_EFM_INBOX_DISP_HR_MAST.Specify the URL parameter

transaction=PA30&RP50G-PERNR=@PERNR@&sap-system-login-basic_auth=X&~okcode=ONLI

3. Open the hyperlink mapping ID OTEI_EFM_INBOX_DISP_HR_MAST_PRT andspecify the host name, protocol, and port of the SAP NetWeaver Portal serverused.Specify the URL parameter

NavigationTarget=ROLES://portal_content/other_vendors/specialist/com.opentext.cfs/com.opentext.cfs.hradmin/com.opentext.cfs.hradmin.pages/com.opentext.cfs.hradmin.show_employee_data_search&DynamicParameter=PERSNR%3D@PERNR@&NavMode=3&sap-system-login-basic_auth=X

4. Open the hyperlink mapping ID OTEI_EFM_INBOX_OPEN_PER_FILE and specifythe host name, protocol and port of the used HTTP(S) service of the SAP ECCsystem.



Specify the URL parameter

sap-wd-configId=%2fIXOS%2fDC_WD_DCVIEW_FULL&PROJECT=$EIM&VIEWID=110&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PERNR&VALUE_LOW1=@PERNR@&sap-system-login-basic_auth=X

11.8.2 Customizing Document Inbox using Web DynproconfigurationsYou can overwrite the default configuration by setting the SAP-WD-CONFIGID URLparameter with the name of a new configuration:

<protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_inbox?project=<DocuLink EFM project>&viewid=<DocuLink EFM project view>&sap-wd-configId=<configuration>

The default configuration is set to /OTEI/DU_WD_INBOX_DEFAULT, which comprisesthe following parameters:

NO_DOCUMENTSNumber of documents displayed per thumbnail pane. Default is set to 30documents.

NO_PAGESMaximum number of pages displayed per document. Default is set to 5 pages.

TN_SIZE_CATEGORYInitial thumbnail size (1-3). Default is set to small (1).

PAGE_SIZE_CATEGORYInitial page size in preview (1-3). Default is set to large (3).

11.8.3 Customizing Document Upload using Web DynproconfigurationsThe following URLs can be used to overwrite the default configurations for the ESSand MSS Document Upload application:

• ESS Document Upload:

<protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_upload_ess?project=<DocuLink EFM project>&viewid=<DocuLink EFM project view>&sap-wd-configId=<configuration>&content_repository=<content_repository>

• MSS Document Upload:

<protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_upload_mss?project=<DocuLink EFM project>&viewid=<DocuLink EFM project view>&sap-wd-configId=<configuration>&content_repository=<content_repository>

11.8. Customizing Document Upload and Inbox application


The default configurations /OTEI/DU_WD_UPLOAD_ESS_DEFAULT and /OTEI/DU_WD_UPLOAD_MSS_DEFAULT feature the following parameters:

MAX_FILE_SIZEMaximum file upload size (in KB) for the Drag&Drop upload area. Default is setto 10240 KB.

DRAG_AND_DROPEnables the Drag&Drop upload area for the upload application.



Chapter 12

Implementing scenarios

12.1 ArchiveLink – ScanningBefore you can store a document with archiving type ArchiveLink – Scanning, it mustbe scanned with OpenText Imaging Enterprise Scan. After scanning, you can add thedocument to be stored by direct communication between Enterprise Scan andDocuLink using OLE 2.0 automation.

You also have the option to redirect the scanned documents to the Document Inboxbefore archiving. For details, see “Redirecting scanned documents to DocumentInbox” on page 149.

For more and general information about archiving via ArchiveLink using EnterpriseScan, see OpenText Archiving and Document Access for SAP Solutions - Scenario Guide(ER-CCS).

12.1.1 PrerequisitesEnterprise Scan

• Server settings• Profile

For more information, see “Customizing OpenText Imaging Enterprise Scan”on page 151.

12.1.1.1 Customizing in SAP

In your SAP system, you must have customized the following:

• Creating Content Repository in transaction OAC0.• Creating global document types in transaction OAC2.• Maintaining links for Content Repositories in transaction OAC3.• Setting up optical archiving in HR in transaction SM30 > view V_T585O.• Maintaining protocols in transaction OAA3.


• Maintaining applications in transaction OAA4.• Maintaining OLE applications in transaction SOLE.

To maintain protocol:

Protocols determine the method of communication between the general SAPArchiveLink interface and Content Server. You define the communication type andthe application for a document type depending on functions.

1. To assign a storage connection protocol to your Content Server repository, runtransaction OAC0. Open the detailed view of your repository in change modeand click Full Administration to display the Protocol box.Enter the name of the protocol. Depending on the version number, specificmessage types are defined for this protocol.

2. Run the OAA3 transaction.In the ArchiveLink: Communications Interface Administration, double-clickthe required protocol, for example, IX_HTTP2.

3. Double-click Archive from frontend.

4. In ArchiveLink Protocols: Overview of Protocol, select the required documenttype, for example FAX and open its detailed view. Note the following:

• You must maintain the Communication Type OPEN (OLE) for all requireddocument types.

• Specify IXSCAN as Application.

Click Continue.

5. Click Change.

To maintain applications:

You can use application maintenance to define the order of the calls from the SAPSystem to a partner application for processing a particular function.

1. Run the transaction OAA4 or click Application maintenance in ArchiveLinkProtocols: Overview of Protocol.

2. Double-click IXSCAN. In the next screen, double-click Archive from frontend.

Chapter 12 Implementing scenarios


3. In this dialog, you define the communication between SAP and the application.

Example 12-1:

The application name is IXOS.IXSCAN.SC2SAP. The application calls theSendDocDP function that archives a document from Enterprise Scan intoContent Server and fills DocID and ErrorID properties.

To maintain OLE application:

1. Run transaction SOLE.

2. Double-click IXOS.IXSCAN.SC2SAP to open the detailed view.

3. In the CLSID box, enter the respective value from the registry key CLSID underHKEY_CLASSES_ROOT.

12.1.2 Using ArchiveLink – Scanning scenario

1. Open OpenText Imaging Enterprise Scan and scan your document.

2. Open your Employee File Management view in DocuLink and open therequired employee file.

3. Expand Add and navigate to the node to which you want to add a document.

Double-click the icon.

4. In the Select archiving type dialog, select and double-click ArchiveLink –Scanning.

12.1. ArchiveLink – Scanning


5. In the following dialog window, enter document type and document attributes.

6. Click OK. The document is removed from Enterprise Scan and appears inthe node selected in your employee file.



12.1.3 Redirecting scanned documents to Document Inbox

You have the option to redirect the scanned documents to the Document Inboxinstead of assigning them to the employee file right away.

In the Document Inbox, a document obtains the following attributes:

• Ticket number

• Subject – name that can be defined in the customizing

• Created by – SAP user starting the scanning in EFM view

• Creation date

• Creation time

• Channel Description – for example, SCAN_GER

• Status

• Personnel number — of selected employee

• Document type

• Date of origin – optional

Depending on the Inbox settings, the HR administrator must assign the document orthe automatic assignment feature is used. The document will be visible in theemployee file only after the ticket has been processed.In this way, you can use the document conversion in the Inbox, for example, toconvert the document to a searchable PDF format. If a document runs into an error,the HR administrator can see its error status in the Document Inbox.

To enable the Inbox ticket creation for the scanned documents, proceed as follows:

1. Execute the SCPR20 transaction.

The Business Configuration Set screen appears.

2. Activate the BC set /OTEXEIM/EFM_BS_ASSIGN_VALUE_040.

3. In IMG, navigate to OpenText Business Suite for SAP Solution > EmployeeFile Management > Basic Settings.

Execute the Assign Values for Basic Settings activity.

4. In the EFM: General settings screen, select the SCANNING_INBOX entry and setValue = X.

For more information, see

12.1. ArchiveLink – Scanning


12.2 ArchiveLink – Late archiving with bar codeFor more and general information about the archiving scenario using bar code, seesection 4.2.4 “Archiving with bar code technology” in OpenText Archiving andDocument Access for SAP Solutions - Scenario Guide (ER-CCS).

12.2.1 Prerequisites

You must have installed the following:

• OpenText Administration Client

• OpenText Imaging Enterprise Scan

• OpenText Document Pipeline Base

• OpenText Document Pipeline for SAP Solutions

• OpenText Document Pipeline Info (optional)

Tip: After installing all components, restart the Archive Spawner in thewindows services and check if all services are running.

You must have customized the following:

Administration Client

• Archive modes

• Scan host

Enterprise Scan

• Server and Document Pipeline settings

• Profile

SAP

• Creating Content Repository in transaction OAC0.

• Creating global document types in transaction OAC2.

• Maintaining links for Content Repositories in transaction OAC3.

• Setting up optical archiving in HR in transaction SM30 > view V_T585O.

• Setting up bar code entry in transaction OAC5.



12.2.2 Customizing OpenText Imaging Enterprise ScanIn OpenText Imaging Enterprise Scan, you can create profiles to automate therequired scanning and archiving tasks for your EFM scenario.For more information, see section 9 “Working with Profiles” in OpenText ImagingEnterprise Scan - User and Administration Guide (CLES-UGD).

Example 12-2: Creating profile for ArchiveLink – Late archiving with barcode scenario

An Enterprise Scan profile containing three subprofiles has been created toautomate the input and archiving of documents using bar code recognition.

1. The Input subprofile FileInput provides a file directory from which thescan client can collect the documents.

2. The Processing subprofile EFM Barcode recognition contains the bar coderecognition and the separation of the documents by bar code.

3. The Archiving subprofile EFM Archiving uses the archive mode that hasbeen customized in the Administration client.

12.2. ArchiveLink – Late archiving with bar code


4. The connection is tested by clicking the Details button. The scan stationcustomizing in the Administration Client provides the data.



12.2.3 Using ArchiveLink – late archiving scenario

1. Open your Employee File Management view in DocuLink and open therequired employee file.

2. Expand Add and navigate to the node to which you want to add a document.

Double-click the icon.

3. In the Select archiving type dialog, select and double-click ArchiveLink – LateArchiving with Barcode.

4. In the Select document type screen, select the document type. Note that onlydocument types that have been customized in transaction OAC5 are available forselection. Click to confirm your selection.

5. In the next screen, you can edit the document attributes. Set Date of origin.To proceed, you have two options:

• click to archive more than one document

• click to archive only one document.

6. In the Enter Bar Code window, enter a unique bar code for your document.This bar code is also be used as bar code cover sheet when scanning thedocument.



After confirming your entry, an internal entry is written in table BDS_BAR_IN.You can view this internal entry in the Archive Link Monitor in transactionOAM1.

7. Open OpenText Imaging Enterprise Scan, put the bar code cover sheet at the topof your document and scan the document.

8. Click Archive. The document starts running through the document pipeline.

9. To view the progress of your document in the pipeline, open the OpenTextDocument Pipeline Info Tool and enter the respective host name. The pipelineconsists of five steps. You can start and stop the respective steps by double-clicking them.

10. In step Send message to R/3, the document is archived and published in SAP. Anexternal entry is written in table BDS_BAR_EX.

To view this external entry in Archive Link Monitor, run transaction OAM1.

11. ArchiveLink connects the scanned document to the employee and the infotype

by using the same bar code. To trigger the matching, click the Adjust barcodes button in the Bar Codes area.



12.2.3.1 Logging bar code archiving

1. When you assign a bar code to an object in the employee file, the assignmentinfo is stored in the internal bar code table. The Barcode created activity islogged.

ImportantAfter installing SP1, you must enable the logging for this activity beforestarting the bar coding scenario. For details, see “Enabling logging”on page 38.

2. When you scan a document containing this bar code, the assignment info isstored in the external bar code table and the document is stored in the archive.Once the bar code is matched, the Document created activity is logged.



To enable the logging of the Document created activity:

1. Run the OAG1 transaction. In the ArchiveLink: Basic Settings window,select the Generate Event BARCODE.ASSIGNED check box and save yoursettings.

2. Run the SWETYPV transaction. In the Event Type Linkages view, maintainthe following linkage:

• Object Category - BOR Object Type

• Object Type - BARCODE

• Event - ASSIGNED

• Receiver Call - Function Module

• Receiver Function Module - /OTEI/COMM_LOG_BARCODE_ASSIGN

• Linkage Activated - select the check box

3. Save your entries.

Note: If the bar code is deleted from the Open internal barcode entries tablewithout performing bar code matching afterwards, only the Barcode createdactivity is logged.



Chapter 13

Maintaining Document Upload and Inboxapplication

With the Document Upload and Inbox application, both employees and managers canupload HR-related documents to the Document Inbox. In the Document Inbox, HRadministrators can process the uploaded documents by assigning them to specificpersonnel files or rejecting them. Uploaded documents can be convertedautomatically by the OpenText Rendition Server to a new target format.

Note: The Document Inbox requires that OpenText Imaging Web Viewer isconfigured and running.

The Document Inbox is available as a SAP Web Dynpro application and a SAP GUIapplication. The Document Inbox in the SAP GUI offers advanced functions such asticket filtering and manual document conversion. In addition, it displays all ticketswith the respective status error, open, rejected, closed and assigned.In contrast, the Document Inbox in SAP Web Dynpro only displays the tickets withthe respective status error, open and rejected.

You can customize the following input channels for processing tickets in theDocument Inbox:

• ESS/MSS

• Batch file upload

• ArchiveLink file upload

• ArchiveLink scanning


For each input channel, you can determine which document types should beprocessed. You can convert the uploaded document to another format byimplementing a conversion user exit. Additionally, you can specify the file uploadand scanning input channels by DocuLink project/view, company, organizationalunit and personnel area of the employee the document is assigned to.

The customizing for the Document Upload and Inbox application comprises thefollowing steps:

• Setting authorizations, see “Setting authorizations” on page 158.• Maintaining ticket number range, see “Maintaining ticket number range”

on page 159• Maintaining Document Inbox channels and settings. See “Maintaining Document

Inbox channels and settings” on page 160.• Maintaining document classes for conversion exits. See “Maintaining document

classes for conversion exits” on page 165.• Maintaining E-mails for E-mail notification. See “Maintaining E-mails”

on page 166.• Maintaining ticket subject. See “Maintaining ticket subject” on page 167.• Maintaining application title and subtitle. See “Maintaining application title and

subtitle” on page 168.• Maintaining document types for ESS/MSS document upload. See “Maintaining

document types for ESS/MSS document upload” on page 169.• Maintaining default variants. See “Maintaining default variants” on page 171.

13.1 Setting authorizationsEFM provides the roles /OTEI/UPLOAD_ESS, /OTEI/UPLOAD_MSS, and /OTEI/INBOXwhich allow you to use the ESS/MSS Upload and Inbox applications and theDocument Inbox in the SAP GUI, respectively. These roles use the followingauthorization objects:

• J_6NE_DU - Determines access to the Document Upload and Inbox application.Add the applications that you want to be able to access.

• S_RFC - Required for running the Document Upload and Inbox application.Customize the following settings:

ACTVTSet to Execute.

RFC_NAMESet to /OTEI/DU_WD_REND.

RFC_TYPESet to FUGR.

Chapter 13 Maintaining Document Upload and Inbox application


• S_TCODE - The Document Inbox in the SAP GUI can be started with the /OTEI/INBOX_100 and /OTEI/INBOX_110 transactions. For both transactions, theauthorization object must be set accordingly.

• S_USER_GRP - Required for using the Document Inbox application. Customizethe following settings:

ACTVTSet to Display.

CLASSSet to full authorization.

EFM provides the following authorization object without pre-configured role toallow customer specific values:

• J_6NE_INAP - Required to display tickets in the document inbox.The authorization object contains the following fields:

/OTEI/INCHChannel. Technical name, as specified in SPRO customizing.

/OTEI/INSTTicket Status. Allowed values are OPEN, REJECTED, ASSIGNED, CLOSED, ERROR.

/OTEI/INCBCreated By User. System user name SY-UNAME.

/OTEI/INMBTicket Changed By User. System user name SY-UNAME.

13.2 Maintaining ticket number rangeTo maintain number ranges:

1. Execute the SNRO transaction.

2. Enter the /OTEI/TINO object.


4. Click the Intervals button.


13.2. Maintaining ticket number range


13.3 Maintaining Document Inbox channels andsettingsIn the Maintain Inbox Channels activity, you maintain the input channel name anda channel description. In the Inbox Channel Settings activity, you assign documenttypes to inbox channels and specify further settings, for example, implementing andenabling a conversion user exit. You can also determine if a date of origin should beset for the document.

For routing documents to the document inbox through the ArchiveLink file uploadand scanning scenario, additional customizing steps are available. You can maintaininput channels according to project and view, company code, personnel area andorganizational unit. As a prerequisite, these input channels must be enabled in thebasic settings.

To create and maintain Inbox channels:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Document Inbox > Maintain Inbox Channels activityand click the icon.


3. Create a new input channel such as ESS, MSS, Scan, Upload or BATCH and enter adescription.

4. Click the icon.

To maintain the Inbox Channel Settings:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Document Inbox > Maintain Inbox Channel Settingsactivity and click the icon.



2. For every channel created before, you can specify the following parameters:

Doc. typeSpecify the SAP HR document type that you want to use.

CoCD, PA, Org.unitSpecify HR metadata such as company code (CoCD), personnel area (PA),and organizational unit (Org.unit).Documents are assigned automatically to a personnel file, if theorganizational unit level of the employee is under the specifiedorganizational unit. In addition, the employee must belong to the specifiedcompany and personnel area.

AutomaticClick this box to specify automatic processing and assigning of thedocuments in the input channel.

HR authClick this box to specify additional HR checks during automaticassignments.

Conversion User ExitEnter a conversion user-exit or press F4 to select one. See also “Maintainingdocument classes for conversion exits” on page 165.

Notes

• A default implementation /OTEI/DU_WD_REND_U_CONV is availableto convert documents to PDF using the OpenText Rendition Server.

13.3. Maintaining Document Inbox channels and settings


In order to use this default implementation to convert documents,the following prior steps must be performed for the OpenTextRendition Server:1. Execute the J6NA transaction and navigate to the Rendition

Server maintenance> Rendition Server Overview entry. Defineyour basic parameters and note Rendition Server ID value.

2. Execute the J8A7 transaction and click rendition server IDbutton. Maintain the corresponding Rend. Server ID and RSprofile fields.

• You can also tailor the document conversion according to yourspecific requirements. In this case, replace the defaultimplementation /OTEI/DU_WD_REND_U_CONV with your ownimplementation.

ActiveSelect the check box to enable the conversion user exit.

Set DateSelect the check box if you want the system to set the date of origin for thedocument automatically. If selected, the current date will be inserted as dateof origin for the document. If the check box is deselected, the date of originmust be set manually in the document inbox.

Note: In addition to the value of the check box, the furthercustomizing will be evaluated and no date of origin will be set if thedocument type does not support entering date of origin.

ImportantIn table V_T585O, it can be determined if the date of origin must bespecified at all for a document type:

• With setting Date = -, the declaration of the date of origin is notallowed and the Set Date of origin check box must not beselected.

• With setting Date = +, the document type is enabled forautomatic assignment. You must select the check box.

3. Click the icon.



13.3.1 Settings for File upload and Scanning inbox channels

Additional settings are available for the file upload and scanning scenarios. Youmust maintain your file upload and scanning inbox channels in the respectiveactivities. You have the option to further specify the inbox channel depending onDocuLink project/view, company code, personnel area, and organizational unit.Allowed document types and conversion exits for the respective inbox channel mustbe specified in the Maintain Inbox Channel Settings activity. You must also enablethe inbox channels in the basic settings.

To maintain File upload inbox channel:

1. Navigate to OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > File Upload and run the Define Inbox Channels for FileUpload activity.

2. Click New Entries to include a new inbox channel for file upload or edit anexisting one.

3. You can specify the following settings:

• Project – enter your EFM project.

• View – enter your DocuLink view.

• CoCd – Company Code.

• PA – Personnel area.

• Org.unit – organizational unit.

• Channel – specify the inbox channel name.

Click Save.

4. In IMG, navigate to OpenText Business Suite for SAP Solutions > EmployeeFile Management (EFM) > Basic Settings. Run the Assign Values for BasicSettings activity.

5. Create a new INBOX_FILEUPLOAD entry for your EFM project and/or view, oredit an existing one. To enable the setting, enter Value = X.

13.3. Maintaining Document Inbox channels and settings


To maintain Scanning inbox channel:

1. Navigate to OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Scanning and run the Maintain Inbox Channels forScanning activity.

2. Click New Entries to include a new inbox channel for scanning or edit anexisting one.

3. You can specify the following settings:

• Project – enter your EFM project.

• View – enter your DocuLink view.

• CoCd – Company Code.

• PA – Personnel area.

• Org.unit – organizational unit.

• Channel – specify the inbox channel name.

Click Save.

4. In IMG, navigate to OpenText Business Suite for SAP Solutions > EmployeeFile Management (EFM) > Basic Settings. Run the Assign Values for BasicSettings activity.

5. Create a new INBOX_SCANNING entry for your EFM project and/or view, or editan existing one. To enable the setting, enter Value = X.

ImportantThe SCANNING_INBOX setting is available after activating BC set /OTEXEIM/EFM_BS_ASSIGN_VALUE_040 in transaction SCPR20.



13.4 Maintaining document classes for conversionexitsYou can define if documents should be rendered by OpenText Rendition Server inthe background. For this purpose, you maintain and enable conversion user exits inthe Inbox Channel Settings. You also must specify which document classes can beconverted to which target document classes by a certain conversion exit. Thesesettings are used for determining allowed document types for file upload andscanning via the document inbox using conversion user exits that have been definedin the Inbox Channel Settings.

To maintain document classes for conversion exits:

1. In IMG, navigate to OpenText Business Suite for SAP Solutions > EmployeeFile Management (EFM) > Document Inbox. Run the Maintain DocumentClasses for Conversion Exits activity.

2. Create a new entry for a user exit or edit an existing one. Specify the followingsettings:

• Conversion User Exit – enter the name of your conversion exit.

• Original document class – enter the document class of the originaldocument to be uploaded, for example, doc or docx.

• Target document class – enter the target document class of the document tobe converted after assigning to the personnel file.

Example 13-1:

Settings in the customizing:

• Conversion User Exit – /OTEI/DU_WD_REND_U_CONV• Original document class – DOCX.• Target document class – PDF.

Conversion user exit /OTEI/DU_WD_REND_U_CONV converts documents fromdocument class DOCX to PDF. The file upload via Document Inbox option isenabled and the ticket creator uploads a document with document typeDOCX. First, it is checked if document types with document type DOCX

13.4. Maintaining document classes for conversion exits


(without conversion) have been customized for the used inbox channel.Additionally, it is checked if the inbox channel has customizing fordocument types with document class PDF and the conversion user exitenabled. If this is the case, these document types are also provided forselection.

13.5 Maintaining E-mailsYou can customize the notification emails that are sent after a ticket status haschanged. The respective email addresses are maintained with the SU01 transaction.

Note: The functionality of notification emails is activated by maintaining thisactivity. Mails are sent if the texts are maintained either in the default languageof the recipient or in English. Sending of notification emails can be disabled bydeleting an email text for a ticket status.

To maintain notification E-mails:

1. In the IMG, navigate to the OpenText Business Suite for SAP Solutions >Employee File Management (EFM) > Document Inbox > Maintain Emailsactivity and click the icon.

2. Select the DocuLink project and view for the application. Specify an inputchannel.

3. Specify the ticket status, language, and the E-mail subject and body.

• In the Subject field, you can use the {TICKETNO} tag as a placeholder to setthe ticket number.

• In the Body field, you can use tags as placeholders. When the E-mail isgenerated, they are replaced with the specific ticket-related information. Thefollowing tags are available:

• {TICKETNO} sets the ticket number.

• {TICKETSUBJECT} sets the ticket subject.

• {TICKETCOMMENT} sets the ticket comment.

• {DOCUMENT_UPLOAD_APP_URL} specifies the URL to the uploadapplication that was used to create the ticket. This tag also contains thecontent repository ID used for storing.



Example 13-2:

13.6 Maintaining ticket subjectUsers who open tickets must set an initial ticket subject such as “New HealthInsurance Certificate”. With the following configuration, you determine the internalformat for ticket subjects used by the ticket system.

To maintain a ticket subject:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Document Inbox > Maintain Ticket Subject activity andclick the icon.

2. Select your DocuLink project and view for the EFM application. Specify theinput channel.

3. To specify the ticket subject format, you can combine text elements with the{TICKETNO} and {TICKETSUBJECT} tags. For ticket subjects created by FileImport, you can additionally use the tags {PROCESSNO} for the number of theimport process and {FILENO} for the number of the imported file.

Example 13-3:

Subject - Ticket {TICKETNO}: {TICKETSUBJECT}

13.6. Maintaining ticket subject


Result - Ticket 0000000353: New Health Insurance Certificate

Example 13-4:

Subject - Ticket {TICKETNO}: File import process {PROCESSNO} - file{FILENO}

Result - Ticket 0000000354: File import process 0000005276 - file002309

Note: The ticket attributes can also be changed with BAdI /OTEI/INB_IMPORT.This BAdI offers the CHANGE_ATTRIBUTES method to change the attributes ofthe tickets before ticket creation; this method is called before the creation of theinbox ticket.The input for the method are the calculated parameters of the import specified(calculated from the file name accordingly to the customizing of the importprofile); this input can be modified by the BAdI implementation. With theimplementation of the methods SET_TICKET_SUBJECT andSET_TICKET_INFOTEXT, the infotext and subjects of the tickets can be changed.

13.7 Maintaining application title and subtitleYou can customize the titles and subtitles displayed in the ESS/MSS DocumentUpload and web based Inbox application.

To maintain application title and subtitles:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Document Upload > Maintain Application Title andSubtitle activity and click the icon.

2. Select the application, the DocuLink project and view and define or modify thetitle and subtitle in the respective fields.



13.8 Maintaining document types for ESS/MSSdocument uploadYou must maintain document types to be used in the Employee Self-Service andManager-Self-Service Document Upload and Inbox application. In this way, youdetermine a specific set of document types to be available for the employee to whichthe uploaded document will be assigned.

You can define per DocuLink project, view and input channel which documenttypes will be available. Project, view and channel are determined by the usedapplication, either ESS or MSS upload. Additionally, the list of available documenttypes can be filtered per company code, personnel area and organizational unit theemployee belongs to. Thus, the MSS or ESS user can only see document types thatmatch the customized filter criteria. If organizational unit, personnel area andcompany code are not set, the respective document type is available for all users.

To maintain document types:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Document Upload > Maintain Document Types activityand click the icon.

2. Select the DocuLink project and view for the application.

3. You can specify the following parameters:

ChannelWith the channel settings ESS or MSS, you can set specific document typesfor the ESS or MSS upload application, respectively. If the channel is not set,the documents are available in both applications.

13.8. Maintaining document types for ESS/MSS document upload


Doc. typeSpecify the SAP HR document type that you want to use. The documenttype is available for all users whose organizational unit level is under thespecified organizational unit. In addition, the user must belong to thespecified company and personnel area.

CoCD, PA, Org.unitSpecify company code CoCD, personnel area PA, and organizational unitOrg.unit to filter the document types that should be available for the MSS/ESS user. You can use the F4 help to select your entry.If company code, personnel area and, organizational unit are not set, adocument type is available for all users. You can also specify only one ortwo of the criteria.

4. You can set the following options:

Form. Chk.Enable or disable a format check.A format check verifies for the selected document type the MIME type of anuploaded document. The MIME type check is based on the file extensionand the document class of the selected document type.To check multiple MIME types, a Format Category ID has to be maintainedin the Fm Cat. ID column.

Fm Cat. IDSpecify a file format category.A file format category comprises multiple MIME types. A Category ID canbe set when maintaining document types. For details, see “Maintaining fileformat categories” on page 171.

5. Click the icon.

13.8.1 Restricting document types and tickets in DocumentInboxTo restrict access to document types and ticket information, you can use the BAdI /OTEI/INAPI. This BAdI uses the /OTEI/INAPI_IF_BADI interface with the followingfilter methods:

• FILTER_TICKETS - is called at the ticket selection.• FILTER_DOCUMENT_TYPES - is called when you open the document selection

window and at the F4 help for selecting document types in the documentassignment window. The method is also called when you assign the document tothe personnel file.



13.9 Maintaining file format categoriesYou can maintain file formats that are allowed for the ESS or MSS uploadapplication, respectively. During document upload, a check regarding the file formatis performed. The file formats allowed are grouped into file format categories. Eachcategory must be enabled for a specific document type.

Note: If you do not maintain file format categories, users are allowed to uploada random file type in the Document Upload and Inbox application.

To maintain a file format category:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Document Upload > Maintain File Format Categoriesactivity and click the icon.

2. In the Fm Cat. ID column, maintain a file format category comprising multipleMIME types such as MSWORD with the formats DOC and DOCX.

3. Click the icon.

13.10 Maintaining default variantsIn the Document Inbox, you can create and maintain variants for ticket search usingthe standard SAP functions. You also have the option to customize default variantsthat are automatically applied when the Document Inbox is started. You cancustomize the following default variants:

• Default variant for all users starting the Document Inbox.• Default variant personalized for a certain user.

To create default variant for all users

1. Start the Document Inbox. In the Ticket Search, select and edit the selectionfields you want to apply to your default variant.

13.9. Maintaining file format categories


2. In the menu bar, click Goto > Variants > Save as Variant.

3. In the Variant Attributes dialog, enter OTEI_INBOX_100 or OTEI_INBOX_110 asVariant Name, depending on the transaction you performed to start the inbox.

4. Enter a description in the Description field.

5. Select the Protect Variant check box. The check box must be selected to preventchanging by other users.

6. Click Save.

The default variant will be automatically applied when a user starts theDocument Inbox.

To create default variant for a certain user:

1. Start the Document Inbox. In the Ticket Search, select and edit the selectionfields you want to apply to your default variant.

2. In the menu bar, click Goto > Variants > Save as Variant.

3. In the Variant Attributes dialog, enter as Variant Name depending on thetransaction you performed to start the inbox:

• 1_<SAP user login name> – if you started the inbox in transaction /OTEI/INBOX_100.

• 2_<SAP user login name> – if you started the inbox in transaction /OTEI/INBOX_110.

4. Enter a description in the Description field.



5. Select the Protect Variant check box. The check box must be selected to preventchanging by other users.

6. Click Save.

The default variant will be automatically applied when the user that created thevariant starts the Document Inbox.

13.10. Maintaining default variants


Chapter 14

Integrating SuccessFactors

After creating HR-related data in SuccessFactors, you have the option to downloadthem as one or more PDF files. EFM provides import profiles which allow theupload of these files. You can define which files are imported and how the filenameis parsed and metadata is retrieved and used for storage.

14.1 Setting authorizationsRunning a batch import process for the Inbox application requires the J_6NE_INBauthorization object with the following settings:

/OTEI/INBPDefines the profile ID to which the authorization refers to.

ACTVTSet to 03 for Display, set to 16 for Execute.

For these authorizations, EFM provides the sample roles /OTEI/ADMINISTRATIONand /OTEI/ADMINISTRATION_READ.

14.2 Maintaining ticket number rangeTo maintain number ranges:

1. Execute the SNRO transaction.

2. Enter the /OTEI/INB object.


4. Click the Intervals button.



14.3 Defining import profileThe EFM import uses import profiles to define the file import process. These profilesare then used by HR administrators in the /OTEI/INB transaction to processdocuments from SuccessFactors.

To define an import profile:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > File Import > Maintain Profile activity and click the icon.


3. Maintain the following values:

Chapter 14 Integrating SuccessFactors


Profile ID, Profile descriptionSpecify an unique profile ID and a description.

DirectoryDefine the directory from which the files should be loaded; this directorymust be accessible from the SAP application server used.

ImportantAs the imported files contain sensitive HR data, make sure thedirectory used is sufficiently protected from unauthorized access.

Field SeparatorDefine the field separator used in the filename. This character provides theanchor for all the following position definitions.

ImportantDo not use blanks or underscores as field separator.

Date of origin pos., Date of orig. offset, Date of orig. lengthDefine how the date of origin is determined. The position value denotes thestring before the nth field separator. Alternatively you can specify the date oforigin by defining an absolute offset and length.

Default date of originClick this option when you want to use the current date as date of origin.

User ID position, User ID offset, User ID lengthDefine how the user ID is determined. The position value denotes the stringbefore the nth field separator. Alternatively you can specify the user ID bydefining an absolute offset and length.

Doc.type position, Document type offset, Document type length, Define how the document type is determined. The position value denotesthe string before the nth field separator. Alternatively you can specify thedocument type by defining an absolute offset and length.

OBJPS position, OBJPS offset, OBJPS lengthDefine how the OBJPS (part of the object identification) is determined. Theposition value denotes the string before the nth field separator. Alternativelyyou can specify the OBJPS by defining an absolute offset and length.

Delete fileClick this option when the files should be deleted from the directory after asuccessful ticket creation.

Note: Make sure the respective user has sufficient access rights.

Maximum age in hoursDefine the maximum age in hours of the files to be uploaded. Files whichare older will not be uploaded.

14.3. Defining import profile


Maximum file sizeDefine a maximum file size (in bytes) of the files to be uploaded. Onlysmaller files will be uploaded.

UserID of creatorDefine which user is entered as creator of the inbox tickets. Any rejectedtickets are sent to this user.

Project, Version, ViewSpecify the parameters for the required DocuLink project, version, andview.

Temporary Archive IDSpecify an archive ID for the uploaded documents. During ticketprocessing, the documents are saved in this archive. They are removed fromthis archive if the finally assigned document type is related to a differentarchive.

ChannelDefine the channel to be used for file import. The channel definesprocessing type and authorizations for the file import. For details, see“Maintaining Document Inbox channels and settings” on page 160.

Example: A typical file name of an exported HR file isARICKES-FY2012 Performance and Development Plan–12345–01.01.2013.pdf

In this case, the field separator is a dash character -. The relevant HR metadata can bedetermined in the profile as follows:

• Field Separator is -.• Date of origin pos. is 4 as the extension is the final field separator.• User ID offset is 0 as the user ID is in the beginning of the file name.• User ID length is 7 as the convention is a 7-character user name in this sample company.• Doc.type position is 2 as the document title relates to the document type.

Note: For details on file import batch handling, see section 12 “SAPSuccessFactors integration” in OpenText Employee File Management - User Guide(EIM-UGD).

Chapter 14 Integrating SuccessFactors


14.4 Defining document mappingYou can define the mapping between the document type defined in the file name ofthe imported file and the SAP HR document type. The import process then checks ifthe document type specified in the customizing can be found in the filename or in apart of the filename which is defined in the import profile as document type.

Mapping rules

The checking process adheres to the following mapping rules:the import process checks first if the document type specified in the file namematches a file name specified in the document type mapping table onehundred percent. If such a match is not found, all file names from thedocument mapping table that can also be found in the document type specifiedin the file name are collected. The longest of these document types isdetermined as the best match and its corresponding SAP document type willbe used.

To define document mapping:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > File Import > Maintain document mapping activity andclick the icon.


Profile IDSpecify the import profile.

Document type of imported fileSpecify either the dedicated document type or a string identifying adocument type. This string will then be used for the assignment.

Doc. typeSpecify the SAP HR document type that you want to use for mapping.

Example: A typical file name of an exported HR file isARICKES_FY2012 Performance and Development Plan_12345_01.01.2013.pdf.

In this case, enter the string FY2012 Performance and Development Plan in theDocument type of imported file field and specify HRIEVALUAT value in the Doc. typefield.

14.4. Defining document mapping


Chapter 15

EFM Records Management

EFM supports two basic scenarios that require OpenText Records Management:

• Retention Management for HR Documents• Full Text Search for HR Documents

Technically both scenarios are based on ECMLink document declaration. You canuse any combination of these scenarios.

Note the following:

• If only full text search is required, the document declaration just needs to create acorresponding Content Server document and add the categories required forEFM (Employee, EmployeeDocument, System ArchiveLink) to this documentobject in Content Server. Additionally, the EFM attributes must be enabled in thesearch regions definition on Content Server side and the search template on SAPside must be configured.

• For retention management, category attributes are required too. Additionally,retention rules must be defined and applied to the document objects. Usually aclassification that refers to a corresponding rule is added to the Content Serverdocument record using the ECMLink document declaration. Record details forthe document object will be created automatically based on the classification.

• The SAP users, for example HR administrators, managers, and employees, mustbe mapped to a technical Content Server user using impersonation. For EFMscenarios, you must use only the ECMLink BAdI impersonation. For moreinformation, see “User impersonation and user mapping” on page 188.

Most part of the configuration is identical for both scenarios.

15.1 Checking prerequisitesCheck the following prerequisites:

• SAP software components OTEXRL and OTEXERM are installed in SAP.• OpenText Content Server instance is installed and running.• Enterprise Library, Directory Services and OpenText Archive and Storage

Services are installed and running.• The Content Server module ECMLink is installed in Content Server.

For details how to install the corresponding components and perform the basicconfiguration, see the corresponding installation and customizing guides.


Relevant documentation

EFM supports Extended ECM for SAP Solutions 10.0 SP 2. In the Knowledge Center,see the following corresponding documentation: (https://knowledge.opentext.com/knowledge/cs.dll?func=ll&objId=34046660&objAction=browse&viewType=1)

• OpenText Extended ECM for SAP Solutions - User Management and Access ControlScenarios (ERX-CUM)

describes user mapping and impersonation.

• OpenText ECMLink for SAP Solutions - Installation Guide (ERLK-IGD)

describes installation and post-installation steps for connecting SAP and Elib/Content Server.

• OpenText ECMLink for SAP Solutions - Customizing Guide (ERLK-CGD)

• Section 6 “Configuring document declarations” in OpenText ECMLink for SAPSolutions - Customizing Guide (ERLK-CGD)

• Section 10 “Preparing the Content Server search functionality for users” inOpenText ECMLink for SAP Solutions - Customizing Guide (ERLK-CGD)

• Section 14 “Analyzing and troubleshooting” in OpenText ECMLink for SAPSolutions - Customizing Guide (ERLK-CGD)

See also the documentation of Content Server Records Management module:

• OpenText Records Management - User Online Help (LLESRCM-H-UGD)

• OpenText Records Management - Installation and Administration Guide (LLESRCM-IGD)

• OpenText Records Management - Administering Records Management (LLESRCM-H-AGD)

15.2 Roles and AuthorizationsEFM uses the Extended ECM BAdI impersonation concept to map all relevant SAPusers to one technical user on the Content Server, see OpenText Extended ECM forSAP Solutions - User Management and Access Control Scenarios (ERX-CUM). All HRdocuments in Content Server are created and accessed in the context of this technicaluser.

CautionRegular Content Server users must not have access to those HR documents.HR authorizations are checked within SAP only.

Ensure that the following roles are created and assign the respective authorizations.You can change the role names according to your choice.

Chapter 15 EFM Records Management


https://knowledge.opentext.com/knowledge/cs.dll?func=ll&objId=34046660&objAction=browse&viewType=1




/OTX/RM_IMPERSONATED_USER_ROLErequired to execute impersonation for retrieving a user ticket for the ContentServer user returned by the impersonation BAdI. This role is delivered withOpenText ECMLink for SAP Solutions and does not need to be created manually.

• assign authorization object S_RFC – FUGR /OTX/RM_AUTH.

Z_EFM_RM_IMPERSONATIONrequired for SAP users to use impersonation.

• assign authorization object S_ICF:

• ICF_FIELD – DEST• ICF_VALUE – value entered in field Authorization for Destination within

RFC destination used for user impersonation. For more information, see“Configuring RFC destinations” on page 185.

Z_EFM_RMrequired for accessing Records Management functionality, for example,declaring record. You can restrict the Authorization to a specific contentrepository or document type.

• assign authorization object /OTX/RM:

• GOS activity = 00• Content Rep = <xx>• Doc.Type = *• Obj.Type = PREL

• assign authorization object S_RFC:

• execute function group /OTEI/RM_UTILS

Z_EFM_RM_SEARCHrole for full text search user (technical user).

• assign authorization object S_RFC:

• execute function group /OTX/RM_SEAX_AUTH

15.2. Roles and Authorizations


15.3 Creating users and assigning roles15.3.1 Customizing SAP users and roles

Note: You can change the user names according to your choice.

1. Create the following SAP users and assign the respective roles:

• EIM_RM_IMP - communication user for executing impersonation.Assign the following roles:

• /OTX/RM_IMPERSONATED_USER_ROLE

• Z_EFM_RM

• EIM_RM_TECH - communication user used for full text search and legalhold check. On SAP side, this user is used only for this purpose.

Assign the following roles:

• Z_EFM_RM

• Z_EFM_RM_IMPERSONATION

• Z_EFM_RM_SEARCH

• EIM_RM_ADMIN - dialog user.Assign the following roles:

• /OTX/RM_ADMIN


2. Assign the following roles to any SAP HR user that needs to access HRdocuments:

• Z_EFM_RM


15.3.2 Customizing OTDS/Content Server usersCreate the following users on Elib/ArchiveServer/Content Server side:

Note: You can change the user names according to your choice.

• EIM_RM_IMP - create corresponding technical user on Elib/ArchiveServer/Content Server side. The user is required for performing the user impersonation.

• EIM_RM_TECH - create corresponding technical user on Elib/ArchiveServer/Content Server side. The user is required for performing full text search,checking for disposition control and legal hold, and disposing document records.This user is the impersonated user in Content Server all SAP users are mappedto.



• How Content Server users are created depends on the scenario used by OTDS:

• create Domain user if OTDS gets users from the Domain.• create user in Directory Services via OpenText Administration Client.

15.4 Customizing ECMLink infrastructure

15.4.1 Configuring RFC destinations

Note: You can change the RFC destination names according to your choice.

To create RFC destinations:

1. In IMG, navigate to OpenText ECMLink for SAP Solutions > Infrastructureand execute the Create HTTP Connections activity.

2. In the Configuration of RFC Connections, click create to create a newconnection.

3. Create the following RFC destinations:

OTX_SEARCHConnection to Content Server for accessing full text search API. Note thatno user is specified in the logon data.a. Specify the following settings:

• RFC Destination - OTX_SEARCH

• Connection Type - HTTP Connection to External Server

• Description 1 - Connection to Content Server for full text search

Target System Settings

• Target Host - enter the target host for Content Server

• Path Prefix - /OTCS/cs.exe

• Service No. - enter port for Content Serverb. Click the Logon & Security tab and specify the following settings:

Logon Procedure

• Logon with User - select the Do Not Use a User option

• Logon with Ticket - select the Do Not Send Logon Ticket option

EFM_RM_TECH_USERDestination for log on with EFM RM technical user in full text search andRM checks.a. Specify the following settings:

15.4. Customizing ECMLink infrastructure


• RFC Destination - EFM_RM_TECH_USER

• Connection Type - Logical Destination

• Description 1 - Logical destination used for full text search and RMchecks

b. Click the Logon & Security tab and specify the following settings:

Logon Procedure

• User - EFM_RM_TECH_USER

• Password - enter password

EFM_RM_TECH_IMPERSONATIONRequired for standard ECMLink user impersonation.a. Specify the following settings:

• RFC Destination - EFM_RM_TECH_IMPERSONATION

• Connection Type - ABAP Connection

• Description 1 - RFC destination for switching context toimpersonation user

b. Click the Logon & Security tab and specify the following settings:

Logon Procedure

• User - EFM_RM_IMP

• Password - enter password

Status of Secure Protocol

• Authorization for Destination - EFM_IMP

15.4.2 Configuring logical portsYou must configure Consumer Proxy logical ports, which are required to connect toECMLink Web Services.

For details how to proceed, see Section 12.2 “Creating logical ports in the SAPsystem” in OpenText ECMLink for SAP Solutions - Installation Guide (ERLK100002-IGD).



15.4.3 Configuring Enterprise Library server settingsYou must configure the Enterprise Library server settings for the general connectionwith Enterprise Library server and Content Server. For details how to maintain thesesettings, see Section 16.4 “Maintaining Enterprise Library server settings” inOpenText ECMLink for SAP Solutions - Installation Guide (ERLK-IGD).

Specify

• Impersonation RFC• CS Resource ID• Suppress Sending SAP Logon Ticket – deselect this option.

1. To identify CS Resource ID:

1. Open OpenText Administration Client.

2. In Shared Services, select your server.

3. Navigate to Directory Services > Resources > CS. In the context menu, clickEdit.... Copy the resource ID from the Resource identifier box to theclipboard.

4. Use this resource ID to specify the CS Resource ID in the Enterprise Libraryserver settings.



15.4.4 User impersonation and user mapping

The SAP users, for example HR administrators, managers, and employees, must bemapped to a technical Content Server user using impersonation. You map specificSAP users to specific Content Server users using the ECMLink BAdI andimpersonation.

CautionIf you do not use the ECMLink BAdI impersonation, the system assumesthat a corresponding Content Server user with identical user name existsfor a specific SAP user and tries to logon with this user.



An SAP user that has a corresponding user in Content Server must nothave access to HR documents stored in Content Server through this user,because not all SAP HR authorizations can be applied to Content Serverusers.

For EFM scenarios, use only the ECMLink BAdI impersonation.

For detailed information about customizing the impersonation, see

• Section 4.2.3.2 “User-specific mapping with impersonation (SAP BAdI)” inOpenText Extended ECM for SAP Solutions - User Management and Access ControlScenarios (ERX-CUM).

• Section 6.7.1 “Enabling user-specific impersonation (SAP BAdI)” in OpenTextExtended ECM for SAP Solutions - User Management and Access Control Scenarios(ERX-CUM).

To enable ECMLink BAdI implementation for user impersonation:

1. Maintain RFC destination for user impersonation, see “Configuring RFCdestinations” on page 185.

2. Maintain logical port for Content Server Member service, see “Configuringlogical ports ” on page 186.

3. To assign the impersonation user created in “Customizing OTDS/Content Serverusers” on page 184 to administrator group:



3. Navigate to Directory Services > All Users and Groups. In the Groups tab,select otadmins to assign the user.

4. In the Actions panel, click Edit Members.

5. Enter the user name eim_rm_imp in the Search box. Select the user in theresult list and click Add to Group.

4. Implementing Impersonation BAdI

Implement method GET_IMPER_USER in BAdI Interface /OTX/RM_IF_IMPERSONATE in BAdI/OTX/RM_IMPERSONATE:

1. In transaction SE18, select BAdI Name and specify the BAdI /OTX/RM_IMPERSONATE.

2. Display the BAdI. Now you can create, edit and display the BAdIimplementation.

Alternatively, you can perform transaction SE19 to directly create, change, ordisplay the BAdI implementation.



ImportantIn the BAdI implementation of method GET_IMPER_USER, you mustreturn the technical user on the Content Server to the setting that allrelevant SAP users are mapped. For example, [email protected] if the OTDS configuration uses the username pattern <user>@<partition>.

Implementing method GET_IMPER_USERS_POLICIES is not required forEFM scenarios.

15.4.5 Verifying customizing using diagnostic report

Verify the ECMLink infrastructure customizing using diagnostic report.

To run the diagnostic program:

• In IMG, navigate to OpenText ECMLink for SAP Solutions > Infrastructureand execute the Diagnostic Program activity.



Note: Test 21 - Can the OTDS service be executed does not supportimpersonation and will fail if the report is executed with a SAP user that doesnot exist in Content Server. For the current scenario, this behavior is expected.

15.5 Customizing Document Declaration1. Importing EFM Enterprise Library Types using Administration Client

Import the Enterprise Library Types provided with EFM:



3. Navigate to Enterprise Library Services > Document Model.

4. In the Actions panel, click Import Types....

Import the Enterprise Library Types provided with EFM.

2. Copying Enterprise Library Types to Content Server categories

In the Enterprise Library Types Volume in Content Server, copy the EFMEnterprise Library Types to Content Server Categories:

1. In the Content Server Administration, navigate to Enterprise LibraryAdministration. Click Open the Enterprise Library Types Volume to viewthe list of Enterprise Library Types.

2. Click a Name link to get the Enterprise Library Type item.

3. In the context menu of the type item, click Copy. In the Type Name box,remove the .v part of the name.

4. In the Copy to box, select Content Server:Content Server Categories.

Click Copy.

15.5. Customizing Document Declaration


5. Repeat steps 1–3 for the other Enterprise Library Types.

3. Creating Folder for EFM documents in Content Server

1. In your Content Server workspace, add a folder for EFM documents.

2. Edit Permissions for Public Access, Groups and Users to ensure, that onlythe technical EFM user can access the documents in this folder.

4. Configuring Document Declaration

This step requires a user in Content Server or impersonation implemented.

To maintain Enterprise Library Document Declarations:

1. In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLink >Document (ArchiveLink) and PrintList Declarations and execute theMaintain Enterprise Library Document Declarations activity.

2. Create a new declaration or edit an existing one.

Specify the following settings:

• Business Property Provider - /OTEI/RM_CL_PP_EMPLOYEE

• Categories - specify the unique name of the category in your ContentServer. For details, see Section 6.8 “SAP: Creating Enterprise Librarydocument declarations” in OpenText ECMLink for SAP Solutions -Customizing Guide (ERLK-CGD). If you have sufficient permissions, youcan select the categories using the F4 help.

• system category = otx.sap.rm.SystemArchiveLink

• standard categories = otx.sap.rm.Employee andotx.sap.rm.EmployeeDocument

• Root Folder - specify unique name of the folder in your Content Serverfor storing records. For details, see Section 6.8 “SAP: Creating EnterpriseLibrary document declarations” in OpenText ECMLink for SAP Solutions -Customizing Guide (ERLK-CGD). If you have sufficient permissions, youcan select the folder using the F4 help.



• Sub Folder and Document Name - you can use placeholders forspecifying the names.

Example: Sub Folder = [Employee.PersNo]/[ArchiveLink.DocumentType]

Document Name = [ArchiveLink.Document ID] [ArchiveLink.StorageDate+0(10)] [EmployeeDocument.DateOfOrigin+0(10)]

ImportantDocument names on the Content Server have to be unique. Thiscan be ensured by adding the unique document ID to thedocument name.

If you use texts in defining the folder or document names, thesetext parts could be fix texts specified in the definition and textvalues returned for parameters specified in the definition.

These texts will not be localized out of the box. For the documentname, ECMLink offers the concept of Multilingual document names.For details, see Section 4.6 “SAP: Providing multilingualdocument names” in OpenText ECMLink for SAP Solutions -Customizing Guide (ERLK100002-CGD). You can use thisprocedure to localize the fix text parts. Make sure to onlymaintain multilingual declarations for languages that are enabledon the Content Server.Returning multilingual text parameter values must beimplemented in the corresponding property provider. Even withthose concepts in place, the document names will only belocalized on Content Server side.

To localize the document names in the full text search result listfor the current SAP user, you must implement an output user-exit for the region OTName in the corresponding search template.

The implementation needs to consider the definition of DocumentName in order to provide a reasonable localization.

• Map Business Property to Category AttributeIn the Categories Mapping dialog, map the following BusinessProperties to the corresponding Category Attributes.

Business Properties for Employee Mapping:

• Employee.PersNo

• Employee.OrganizationalUnit

• Employee.Position

• Employee.JobKey

• Employee.PersonnelArea

• Employee.PersonnelSubArea

• Employee.EmployeeGroup



• Employee.EmployeeSubGroup

• Employee.CostCenter

• Employee.PayrollArea

• Employee.EmploymentStatus

• Employee.PersonID

• Employee.CompanyCode

Employee Document Mapping:

• EmployeeDocument.Infotype

• EmployeeDocument.Subtype

• EmployeeDocument.DateOfOrigin

• EmployeeDocument.ObjectID

Note: Order of properties is different in create and edit/displaymode.

• Records Management Settings - to specify the Records Managementsettings, note the following:

• declarations for full text search do not need to refer to a classification.

• declarations for document retention scenarios usually refer to aclassification configured in Content Server referring to an RSI thatputs documents under disposition control. Declarations can also referto a classification not using an RSI or using an RSI that does not putsdocuments under disposition control.

• optionally, further Records Management criteria can be specified, forexample Record Date, Status, Status Date, Mark Official andSupplemental Markings. This is not mandatory for EFM full textsearch or document retention management scenarios.

5. Folder Structure and Documents for Records Management

Depending on the sub folder and document name specified in SAP, documentsare stored in a corresponding folder structure in Content Server.

In Content Server, you can store documents, for example, by employee anddocument type, by declaration ID, or other criteria.



Figure 15-1: Example declaration and resulting folder structure in ContentServer

6. Assigning Document Declarations

1. In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLink >Document (ArchiveLink) and PrintList Declarations and execute theAssign Declaration ID to Object Type and Document Type activity.

2. Assign declaration IDs to Object Type and Document types.

ImportantMake sure that the Active check box is selected to activate theassignment.

EFM works with and without Automatic check box selected.Automatic mode is only used if there is no entry for thePREL/ASSIGNED event in the event type linkage.

Do not select the Auth.Check check boxes, because EFM performsall authorization checks on SAP side.

For EFM, you can use Records Management functionality only fordocuments belonging to document types assigned to a documentdeclaration.



7. Configuring Receiver Module Event Handlers

Receiver module event handlers are only required for automatic declarationbased on events, not for batch or manual declaration.

ImportantManual declaration within EFM views must not be activated for EFMscenarios.

1. In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLinkand execute the Maintain Receiver Module Events activity.

2. Maintain the following Receiver Module Events for Object Category/Type/Event:

• Object Category - BOR

• Object Type - PREL

• Event - ASSIGNED

• Receiver Type - EFM_EVENT

• Receiver Function Module - /OTEI/RM_UPD_RECORD_HR_PREL

• Destination of Receiver - NONE

• Object Category - BOR



• Object Type - BUS1065

• Event - POSITIONCHANGED

• Receiver Type - EFM_EVENT

• Receiver Function Module - /OTEI/RM_UPD_RECORD_HR_PREL

• Destination of Receiver - NONE

Note: The same Receiver Function Module is used for both businessobject types.

POSITIONCHANGED is only one example for an event that can be raisedby standard SAP business object type BUS1065. Other events likeHIRED or RETIRED are available too. See the corresponding SAPdocumentation for details on events and when they are used. Usingthese events ensures that all document declarations on Content Serverfor the corresponding employee are updated if HR data for theemployee in SAP was changed.

3. To check if <Object Type> ASSIGNED event is generated, execute theActivate Receiver Module Events activity. In the Storage Settings area,ensure that the Generate Event <Object Type>.ASSIGNED check box isselected. This is required for triggering the ASSIGNED event for object typePREL.

ImportantIn DesktopLink scenarios the ASSIGNED event is only triggedcorrectly if the DesktopLink ENDE user exit for EFM is maintained inthe corresponding IMG activity. Leave the sap object field emptywhen maintaining the IMG activity.

8. Executing Batch declaration and Error Queue

• To declare existing documents, execute the /OTX/RMMIG Batch declarationtransaction.

• To delete or reprocess declarations that ran on error, execute the /OTX/RMPEQerror queue transaction.

9. Verifying document declaration

Verify the document declaration customizing using diagnostic report.

To run the diagnostic program:

• In IMG, navigate to OpenText ECMLink for SAP Solutions >Infrastructure and execute the Diagnostic Program activity.

There should be no errors, except for folder otx.sap.rm.Folder, which is notrelevant for EFM.



15.6 Customizing Retention Management for HRdocumentsUsing Retention Management, you can apply certain rules or legal holds to HRdocuments.

Example: You can put disciplinary warning documents under disposition control for 2 yearsbased on the date of origin, which means

• Deletion must not be possible within this 2 years• All documents must be deleted after 2 years

Additionally, deletion must not be possible if there is a Legal Hold on the document, forexample, if a legal investigation is pending. Legal holds can extend rules, for example, the twoyears disposition control. Legal holds can also be applied to documents not applying to anyrule.

Based on the customizing, documents can be declared as records automatically. Thedeclaration can be performed either based on events or by using a batch job.

Some actions like editing or deleting a document are not possible if the document isput under disposition control or if a legal hold is active. In that case, the user will geta corresponding error message.

The following sections exemplify the necessary configuration steps to put certaindocument types under retention management:

• creating RSIs and administering RSI schedules• creating classifications referring to RSIs• using these classifications in document declaration• assigning document declaration to one or more document types

Note: RSI stands for Record Series Identifier and is a concept of the RecordsManagement module on the Content Server.

For information how to perform disposition search and other actions at runtime, seeOpenText Records Management - User Online Help (LLESRCM-H-UGD).

1. Content Server Records Management basic settings

For detailed information about installing, administering and using the ContentServer Records Management module, see the Content Server documentation:

• OpenText Records Management - User Online Help (LLESRCM-H-UGD)• OpenText Records Management - Installation and Administration Guide

(LLESRCM-IGD)• OpenText Records Management - Administering Records Management

(LLESRCM-H-AGD)



2. Creating Records Series Identifier (RSI) in Records Management workspace

In the Records Management workspace, navigate to the RSI folder and create anRSI item. Enter your settings, for example, title, description and status. Specify ifthis RSI puts documents under disposition control by selecting or deselecting theUnder Disposition Control check box.

3. Creating RSI Schedule in Records Management workspace

In the Records Management workspace, select an RSI item. Right-click the itemto open the context menu and create an RSI Schedule for your RSI.

1. Define the basic settings:

• Scheduled Objects

• Stage Code

• Rule Type

• Rule Code

• Rule Comment

15.6. Customizing Retention Management for HR documents


2. Define Rule

For example, calculated date based on category attribute Date Of Origin.

3. Add additional Conditions

optional.

4. Define Action to Perform

for the RSI:

• Disposition – select a code

• Description

• Default Process

• Reason for Update

4. Creating Dispositions

In order to execute the defined RSI schedules, you need to create and runDisposition Searches specifying Stage, RSIs, Default Process, Container and



Object Type. You must specify the date range to be considered in the search, forexample, the last 10 years. The disposition searches can be run manually orscheduled. From the search result, you can perform the actions defined in theRSI. You can also auto process the actions for the search result.

5. Creating Classification in Records Management workspace

This classification will be used during defining document declarations in SAP.

• Create a new RM Classification and specify

• Name and Description

• Status – select a status code.

• Essential – select a code.

• Storage Medium – select a storage medium code.



• Disposition Authority

• Update Cycle Period

• RSI – select a schedule. A schedule applying a specific rule should bemaintained for each RSI.

• Categories6. Activating EFM Record Management checks

In order to check if documents are under disposition control or a legal hold isapplied, you need to maintain a RFC destination that changes the context to theRM technical user. You can use the same RFC destination as used for the full textsearch scenario.Technically, EFM cannot figure out if a certain RSI puts documents underdisposition control at the moment but assumes that all RSIs use dispositioncontrol. A corresponding IMG activity allows defining exceptions from this rule:To maintain RFC destination:

1. In IMG, navigate to OpenText Business Suite for SAP Solutions >Employee File Management (EFM) > Records Management and executethe Basic Settings activity.

2. In the Settings for Records Management dialog window, maintain the RFCconnection for impersonation setting.

To maintain RSIs without disposition control:

1. In IMG, navigate to OpenText Business Suite for SAP Solutions >Employee File Management (EFM) > Records Management and executethe Maintain RSIs without Under Disposition Control flag set activity.

2. In the Maintain RSIs without flag Under Disposition Control dialogwindow, maintain the list of RSIs that you do not want to be put underdisposition control.

7. Activating EFM checks for deletionIn order to make sure that deletion of documents is prevented for documentsthat are under disposition control, you have to maintain the EFM standard checkclass /OTEI/RM_SWF_CL_DEL_CHECK in the delete workflow options.To maintain EFM standard check class:

1. In IMG, navigate to OpenText Business Suite for SAP Solutions >Solution Framework > SAP Workflow and execute the Maintain deletionworkflow options activity.

2. In the Maintain deletion workflow options dialog window, maintain the /OTEI/RM_SWF_CL_DEL_CHECK deletion class. Select the Del record and delimpl check boxes.

8. Removing ArchiveLink links for disposed documentsDuring document disposal on Content Server side, the document links betweenthe business object and the document in SAP will not be deleted automatically.



You can use the /OTX/RM_REMOVE_LINKS report to remove all document linksfrom the ArchiveLink tables for documents that were disposed on ContentServer side during a disposition run.

You can run this report manually or schedule it via a job. The job scheduleshould correspond to the schedule of the disposition runs in Content Server. Usethe Enterprise Library ID EL ID as selection criterion.

The disposition run calls the /OTX/RM_DISPOSITION BAdI for which EFMprovides the /OTEI/RM_DISPOSITION BAdI implementation. Depending oncustomizing, this BAdI implementation performs the following actions:

• An entry in the activity log, for example activity 13 document deleted, is createdfor each document deleted.

• If the deleted document was part of a workflow, it is not displayed anymorein the workflow. A comment is added that this document has been removedby the disposition run.

• If the document was the only document in the workflow, the workflow willbe set to finished and a comment is added to the workflow. According to theworkflow settings, an E-mail is sent to the workflow creator. If the deletion ofactivity log entries is activated for the document type of the deleteddocument, all activity log entries for this document will be deleted.

• Run the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Records Management > Basic settings activity todefine

• in the DISP_PROJ setting which project

• in the DISP_VIEW setting which view

you want to use for the disposition run. All actions of the BAdIimplementation are performed according to the customizing for this projectand view.



15.7 Customizing full text search15.7.1 Configuring EFM Search on Content Server side

Standard configuration of Content Server Search must have been performed.

To specify the searchable and/or displayable regions:

1. In the Content Server administration, click Search Administration > Open theSystem Object Volume > Enterprise Data Source Folder. In the EnterpriseSearch Manager item, click Properties > Regions.

2. For your region,

• select the Displayable check box if you want the region to be displayable.

• select the Search By Default check box if you want the region to besearchable.

Notes

• The region Name for a category attribute consists of a technical name:Attr_<category number>_<attribute number>

• The Display Name contains the category attribute name.

Prerequisites



Example: otx.sap.rm.Employee:Cost_Center.

ImportantNote that a category attribute value must be set for at least one object, beforethe attribute appears in Regions.

You first must declare a document that contains some value for a specificattribute before the attribute appears in Regions.

15.7.2 Configuring full text search on SAP side1. Configuring search template

For more and general information how to configure a search template, seeSection 24.1.2 “Customizing search templates” in OpenText Archiving andDocument Access for SAP Solutions - Scenario Guide (ER-CCS).

To create the search template:

• Create the search template. In the Template definition dialog window,specify the following:

• EL ID

• Logical Destination for Impersonation - EFM_RM_TECH_USER

• Auth. User-Exit - /OTEI/RM_SEA_AUTH_EXIT_HR_AUTHEFM authorization check user exit for full text search.

• User-Exit enabled - select the check box.

To create the search fields for EFM search:

1. In the Region definition dialog window, create the search fields for yoursearch.

2. Use the following mapping table to map the listed attribute IDs to theregion name.

15.7. Customizing full text search


You must look up the corresponding technical name for the mapping in thenext step.

3. Use the Display Name in the mapping table to look up the correspondingtechnical name in the Enterprise Search Manager > Regions tab.

4. Map the listed attribute IDs to the region name.



Customize EFM User Actions to make them available in the context menu ofdocuments in the search result hit list.

To maintain EFM User Actions:

• In the User Actions dialog window, specify

• Search action title - Display Employee Data

Search action User-Exit - /OTEI/RM_SEA_ACTEXIT_DISP_MAST

• Search action title - Open Employee File

Search action User-Exit - /OTEI/RM_SEA_ACTEXIT_OPEN_FILE

Note: Access to search templates can be controlled by authorization objectJ_6NRL_SEA.

2. Checking Activation of Web UI ICF Services

To check the activation of services required for Full Text Search Web UI:

• Execute transaction SICF. Navigate to your service or enter the servicename, for example rm_seawd_bp_hdr, in the search box. For details, see alsoSection 24.1.1.1 “Technical prerequisites” in OpenText Archiving andDocument Access for SAP Solutions - Scenario Guide (ER-CCS).

3. Activating Full Text Search in EFM Views

15.7. Customizing full text search


To activate the full text search field in the attribute search within EFM views,you must maintain the corresponding basic setting and specify the searchtemplate to be used.

1. Run the IMG > OpenText Business Suite for SAP Solutions > EmployeeFile Management (EFM) > Basic settings activity. For the specific projectand view that you want to enable for full text search, set the value for thesetting FULL_TXT_ENABLED to X .

2. Run the IMG > OpenText Business Suite for SAP Solutions > EmployeeFile Management (EFM) > Records Management > Maintain SearchTemplates for Attribute Search activity. For the specific project and viewthat you enabled for full text search, specify a corresponding searchtemplate.

15.8 TroubleshootingSee

• all prerequisites• OpenText Employee File Management - Installation Guide (EIM-IGD)• latest release notes• compatibility matrix

to check if you have installed and prepared all necessary components correctly.

15.8.1 Checking CustomizingYou have the following options to check the Records Management customizing:

In SAP:

• Diagnostic Report

Note: This report requires a corresponding user in Content Server.

You have the following options:

• IMG > OpenText ECMLink for SAP Solutions > Infrastructure > DiagnosticProgram

• IMG > OpenText ECMLink for SAP Solutions > ECMLink > DiagnosticProgram

• Configuration ReportIMG > OpenText ECMLink for SAP Solutions > ECMLink > ConfigurationReport.This report provides information about SAP customizing, for example OAC0.

In Content Server:



• System Report – for example, note the sections Enterprise Library Applications,SAP Systems, OpenText Imaging Viewers.

In OpenText Administration Client:

• Directory Services Report – go to Directory Services > Configuration Manager.In the Actions pane, click View system configuration report.

• Archive Server Report

15.8.2 Troubleshooting at runtimeYou have the following options:

In SAP:

• ECMLink Error Queue Processing: /OTX/RMPEG.• SOAMANAGER tools: logs and traces, Monitoring, Tools.• SAP Application Log: transaction SLG1.• SAP ABAP Runtime Errors: transaction ST22.• SAP System Log: transaction SM21.• SAP ICM Monitor: transaction SMICM.

In RCS/OTDS/Elib/Content Server:

• RCS/OTDS/Elib logs: <Tomcat>\logs

Set log level in OpenText Admin Client > Runtime and Core Services >Configuration > Logging:

• ELIB.Loglevel

• OTDS.Loglevel

• R&CS Loglevel

• Security Loglevel

• Content Server logs: <OPENTEXT CS>\logs

15.8. Troubleshooting


Chapter 16

Customizing ArchiveLink PLUS attributes

Employee File Management supports the use ArchiveLink PLUS attributes for thearchiving of documents.

Notes

• ArchiveLink PLUS attributes can only be used in the SAP GUI.• To change ArchiveLink PLUS attributes, you must have authorization for

activity 02 Change on authorization object S_WFAR_OBJ.

Before you start, perform the following steps:

1. Before you start the attribute customizing in your SAP system, define theattribute set that you want to apply to your documents, and prepare a conceptfor the allocation of store tables and contexts.

2. Create one or more store tables containing the new attributes.3. Assign one or more store table to your context.

To customize ArchiveLink attributes in the SAP GUI:

1. To create a new store table, run the SE11 transaction. In Database table, enter aname for the new store table and click Create.

2. Click New Entries to create a new field.

Note the following:

• Besides your new ArchiveLink attributes, the store table must contain fivestandard fields. You must create five Key fields with the following Fieldnames and Data elements:

• MANDT with the Data element MANDT

• SAP_OBJECT with the Data element SAEANWDID

• OBJECT_ID with the Data element SAEOBJID

• ARCHIV_ID with the Data element SAEARCHIVI

• ARC_DOC_ID with the Data element SAEARDOID

• You must define a Data element for each field. Additionally, you can addother technical parameters.

• Every attribute that is not a Key field is handled as an additionalArchiveLink attribute.

• You can create one or more store tables to include different attributes,respectively.


• You can use an attribute in more than one context. However, an attributemust be unique for a context. If two tables hold the same attribute, theycannot be customized for the same context.

3. To customize ArchiveLink attributes, run the spro transaction and click SAPReference IMG. Expand OpenText Archiving and Document Access for SAPSolutions > ArchiveLink PLUS. Run the ArchiveLink Attributes activity.

4. Create a new context key consisting of business object type + document type + storetable.Click New Entries and add the following entries:

ObjectTypeEnter a business object type. You have the following options:

• You can use the Search help to enter an exact name for your object type.

• Enter * to assign any available object type to a certain document typeand store table.

Doc. typeEnter a document type. You have the following options:

• You can use the Search help to enter an exact name for your documenttype.

• Enter * to assign any available document type to a certain object typeand store table.

Table NameEnter the name of the store table that you want to assign to the context.

Note the following:

• You can enter the same store table for more than one context.

• For one context, you can enter * either for the object type or the documenttype but not for both at the same time.

Chapter 16 Customizing ArchiveLink PLUS attributes


• A partial masking of entries is not possible. For example, you cannot enter avalue like BK*.

• You can delete a context key only after you have also deleted all entries forthis context in the corresponding store table.


Chapter 17

Maintaining mobile application

For mobile access to documents, EFM provides a document viewer with extensivefiltering capabilities. In order to use EFM on a mobile, you must define thecorresponding parameters for the EFM mobile app.

The following URL syntax can be used to launch the mobile app:

<application server:<port>/sap/bc/bsp/otei/moa_ui_app/default.htm

Note: If you use the EFM mobile app in the Safari browser on an Apple iPad,make sure to deactivate the Private Browsing setting for the Safari browser.

To maintain a mobile application:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Mobile Application > Basic Settings activity and clickthe icon.

2. Specify the maximum number of hits for employee selection.

To avoid scrolling, set the number of hits to a value relating to the screen size ofthe mobile device(s) used.

To adapt to the different screens size of mobiles, a maximum value of 20 isrecommended.

3. Select the DocuLink project and view used by the API. All EFM authorizationchecks and user-exits are executed on the mobile as defined for this DocuLinkproject.

Note: The employee photo shown in the mobile application is by defaultdetermined by SAP standard customizing for photos. You have the option tochange the standard SAP document type for the employee photo:

1. Run transaction SM30 > table T77S0.

2. In Group = ADMIN and Sem.abbr. = PHOTO, edit the document type.

3. In the mobile application, the changed document type is used for theemployee photo.

In addition, you must enter a service user in the SICF services to access the SAPsystem. This service user is a technical user required to connect to the SAP systemand show the Sign in screen of the mobile app. The actual logon process uses theuser/password combination entered in the Sign in screen and all authorizationchecks are executed against that user.


Note: The service user is of user type Service and does not need anyauthorization role or authorization profile.

To enter an SAP service user:

1. Execute the SICF transaction. Enter the *OTEI* pattern in the Service Namefield and click the button.

2. Navigate to the <Path of Web Dynpro services>/bc/otei_api_auth entry anddouble-click.

3. Navigate to the Logon Data tab and click the button.

4. Enter in the User field the SAP service user. The user’s password must beknown to the SAP system.

5. Click the icon.

Chapter 17 Maintaining mobile application


6. Repeat this procedure for the entries <Path of Web Dynpro services>/bc/otei_api_meta and <Path of Web Dynpro services>/bsp/otei/moa_ui_app and saveyour entries.

17.1 Customizing screen layouts for EFM mobileapplicationYou can customize the following screen layouts:

• Search Employee dialog• Employee file hit list• Employee information panel

To perform the customizing, navigate to IMG > OpenText Business Suite for SAPSolutions > Employee File Management (EFM) > Mobile Application.Execute the Maintain Screen Layout activity.

Figure 17-1: Customizing dialog for EFM mobile application screens

17.1. Customizing screen layouts for EFM mobile application


17.1.1 Customizing Search Employee dialogPer default, the search fields Personnel number, Last name and First name arealways available. You have the option to add three more search fields to the screen.The following fields are, for example, selectable for adding:

• Position• Employment status• Date of birth• Company code• Personnel area• Personnel subarea• Employee group• Employee subgroup

For a complete list of available search fields, see the F4 help.

To add additional search fields:

1. In the Customize screens for EFM Mobile Application dialog, click NewEntries.


• Screen - Select EMP_SEARCH Employee Search.

• Position - Enter positions 1–3.

Note the following:

• to add new fields, only the positions 1–3 are available.

• you can enter each position only once. Duplicates will cause an error.

• the position number defines the order in which the search fields aredisplayed in the Search screen.

• if you skip one or two positions, for example by using only position 3,the empty positions will show as gaps above position 3 in the SearchEmployee screen. If you require only one or two additional fields, youmust set the positions accordingly.

• for date fields, you can use the formats mm/dd/yy or dd.mm.yy. Usinganother format causes an error message.

• Field - Select the search field that you want to add to the search screen.

• Disp lab Select/deselect the check box to enable/disable the display of labeltext for the added field.

3. Click Save.



After the customizing, the mobile application user will get an enlarged SearchEmployee screen containing the standard fields plus the added fields in the definedorder.

17.1.2 Customizing Employee file hit list and Employeeinformation panelYou can customize the metadata that you want to display in the Employee file hitlist and in the Employee information panel. Without customizing, the defaultcustomizing is displayed, see Figure 17-2. The corresponding settings in thecustomizing dialog are shown in Figure 17-1.

Figure 17-2: Default customizing for the Employee file hit list and Employeeinformation panel displaying fixed field positions

To customize Employee file hit list and Employee information panel:

1. In the Customize screens for EFM Mobile Application dialog, click NewEntries.


• Screen - Select EMP_DATA Employee Data.

17.1. Customizing screen layouts for EFM mobile application


• Position - With this setting, you can define the order in which the fields aredisplayed. Within the screen layout, the positions are fixed, see Figure 17-2.For

• Employee file hit list - enter positions 1-6. You can place each field in therequired position. For details, see Figure 17-2.

• Employee information panel - enter positions 7-24. You can place eachfield in the required position. For details, see Figure 17-2.

• Field - Select the field that you want to add to the screen.

• Disp lab

Select/deselect the check box to enable/disable the display of label text forthe added field.

3. Click Save.



Chapter 18

EFM license report

18.1 Integrating EFM license measurement in SAPSystem MeasurementThe license measurement for Employee File Management can be integrated in theSAP license measurement Global License Audit System (GLAS).

The license measurement is performed in the SAP System Measurement started bytransaction USMM. To include EFM into the license measurement, you must customizethe application ID for system measurement in table TUAPP and the metric IDs intable TUUNT.

In the measurement result report, the EFM application returns two metric IDs:

• 1156 – Active Employees

• 1157 – Inactive Employees

To enable the EFM application for system measurement:

• Execute transaction sm30 to add the following entry to table TUAPP.

• App. - 1156

• Version - 0

• Name of Application - OpenText Employee File Management

• Function module name - /OTEI/RP_GUI_EFM_LICENSE

• PeriodType - No Period assignedoptionally you can specify a period type.

• Call? - trueyou can activate/deactivate the measurement for EFM by setting the value totrue/false.

To enable the EFM measurement IDs:

• Execute transaction sm30 to add the following entries to table TUUNT:

• 1156 - Active employees

• 1157 - Inactive employees


To perform the SAP System Measurement for EFM license counts:

1. Execute transaction USMM to open the System Measurementdialog.

2. If necessary, edit your settings in the System data, Clients, Price lists, andAdresses tabs. In the User types tab, check if an entry for SPECIAL MODULE TYPE1 exists. If not, replace SPECIAL MODULE TYPE 1 with another entry, for example,EFM user.

Chapter 18 EFM license report


3. Click to run the System measurement activity.

4. After the measurement process has finished, click Log to display the SAPmeasurement result report.

5. You find the counts for active and inactive EFM users in the EFM area of thereport.

18.2 Enhanced EFM license reportThe SAP system measurement does not provide validation of users according totheir countries. You can perform an additional license report if you use EFM only incertain countries within your company. The enhanced EFM license report displaysactive and inactive employees arranged according to their countries. To identify therespective country, the Company Code property is used. To be permitted to run thereport, you must have assigned an EFM administrator role.

Note: Employees having

• Employee group = 2 Retiree/pensioner• Employee group = 5 Terminated

are counted as inactive.

Employees having any other Employee group value are counted as active.

To perform the additional license report:

1. Execute the /OTEI/LICENSE_REPORT transaction.

2. Enter the range of company codes you want to be covered by the report.

18.2. Enhanced EFM license report


3. Click to run the EFM License Report activity.

4. The EFM License Report is displayed in the next screen, listing company codesand the corresponding active and inactive employees.

Chapter 18 EFM license report


Chapter 19

Security

Employee File Management is based on SAP Human Capital Management (HCM)and uses the authentication and user management mechanisms of SAP ERP. Formore details, see the SAP ERP 6.0 Security Guide.In order to access HCM data, the corresponding HCM roles need to be assigned tothe user. These roles are described in the SAP ERP 6.0 Security Guide in the chapterHuman Capital Management. Also review the updates in this guide for the relevantenhancement package (EhP), because some of the user types/roles were introducedwith a specific enhancement package. For the self-service scenarios running in theSAP NetWeaver Portal, you must consider the relevant section in the SAP ERP 6.0Security Guide.

Note: You can access the respective security guides in the SAP ServiceMarketplace at https://service.sap.com/securityguide.

Employee File Management uses a combination of EFM-specific and standard HR/AL authorization checks. Because the standard HR authorization checks areperformed, a user who has access to HR-specific data and documents within theSAP standard transaction, also has access to these data and documents withEmployee File Management. If the access is prohibited within the SAP standardtransaction, it is also prohibited within EFM.

19.1 Specific EFM checksEFM is shipped with sample roles containing EFM-specific authorizations that maybe used in various EFM scenarios.

1. DocuLink-/DesktopLink-specific roles/authorization objects.

Role Description

/OTEI/DC_BROWSE Authorization for Browse sub-tree of anEFM personnel file.

/OTEI/DC_BROWSE_GUEST Authorization for Browse sub-tree of anEFM personnel file with additionalrestrictions for guest users (no LARSdownload/email/print).

/OTEI/DC_ADD Authorization for Add sub-tree of an EFMpersonnel file.

/OTEI/DC_USER_MENU Authorization for accessing DocuLink.


https://service.sap.com/securityguide

Authorization Object Description

J_6NG_DATA Authorization for accessing DocuLink datasources.

J_6NG_PROJ Authorization for accessing DocuLinknode types.

J_6NX_VIEW Authorization for accessing folder solutionviews.

S_GUI Authorization for GUI import (required forattaching documents to EFM using fileupload).

S_RFC Authorization for executing functiongroups J8A3, RFC1, RFCH, SUSO, SYST(required for attaching documents to EFMusing DesktopLink).

S_TCODE Authorization for J6NY transaction(DocuLink).

Note: The DocuLink web application checks in the authorization objectJ_6NX_VIEW, field J6NX_AT for which access type the user is authorized.If the authorization value in the J6NX_AT field is 02 (guest user access), thescreen for the guest user login is displayed. If the authorization value is 01(standard access), the standard selection screen (without login) isdisplayed.If the user has authorizations for both access types, the standard selectionscreen is always displayed (standard access).

2. Web Viewer-specific roles/authorization objects.

Role Description

/OTEI/WV_DISPLAY Authorization for displaying documents inWeb Viewer (including Save & Print usingthe viewer).

/OTEI/WV_DISPLAY_GUEST Authorization for displaying documents inWeb Viewer with additional guest userspecific restrictions (no Save & Print usingthe viewer).

/OTEI/WV_MAINT Authorization for displaying documentsand maintaining notes and annotations inWeb Viewer.


J_6NV_WEBV Authorization for Web Viewer.

Note: When viewing a specific document, Web Viewer authorizations areonly evaluated if the following steps have been performed:

Chapter 19 Security


• Specify that the OpenText display function module /IXOS/OA_X_OA_OBJECTDISPLAY_01 or /OTEI/OA_X_OA_OBJECTDISPLAY_01 is used for the exit IDOA_OBJECTDISPLAY_01 in the SAP ArchiveLink Function Module Exits(TOAEX table).

• In the maintenance view /IXOS/OA_CUST_A, specify that the OpenTextImaging Web Viewer is used for the logical archive that contains thedocuments and select the Authority Check flag.

• Assign a corresponding role (for example /OTEI/WV_DISPLAY_GUEST) tothe SAP user that you want to prevent from saving and/or printing.

3. Guest-user-specific roles/authorization objects.

Role Description

/OTEI/GU_TICKET_CREATOR_MENU Authorization for creating guest usertickets.

/OTEI/GU_ACCESS_MENU Authorization for accessing guest usertickets.


S_TCODE Authorization for /OTEI/GU01transaction (create guest user ticket) andfor /OTEI/GU02 transaction (access guestuser ticket).

4. Workflow-specific roles/authorization objects.

Role Description

/OTEI/SWF_DELETE_CREATE Authorization for creating deletionworkflows.

/OTEI/SWF_DELETE_PROCESS Authorization for processing deletionworkflows.

/OTEI/SWF_FOLLOW_UP_CREATE Authorization for creating Follow-Upworkflows.

/OTEI/SWF_FOLLOW_UP_PROCESS Authorization for processing Follow-Upworkflows.


J_6NX_SWF Authorization for workflow activities.

5. Activity logging roles/authorization objects.

Role Description

/OTEI/ACTIVITY_LOG Authorization for accessing the EFMactivity log.

19.1. Specific EFM checks



S_TCODE Authorization for /OTEI/ACT_LOGtransaction (EFM activity log).

6. HDDC roles/authorization objects.

Role Description

/OTEI/OCR Authorization required for integrationwith HDCC (HR Document CaptureCenter).


S_TCODE Authorization for /OTEI/OCR_DATAtransaction (HDCC download).

S_RFC Authorization for executing functiongroups SYST, /OTEI/OCRD (HDCCdownload via RFC) and /OTEI/OCRE(HDCC export via RFC).

Note: HDCC (HR Document Capture Center) is a separate product thatdepends on EFM. The authorization objects described above are onlyrequired for operating HDCC.

7. EFM administration.

Role Description

/OTEI/ADMINISTRATION Authorization for maintaining EFM-specific customizing tables and restartingprocesses using /OTEI/PF_RESTARTtransaction.Authorization for monitoring EFMworkflows in the workflow administration.

/OTEI/ADMINISTRATION_READ Authorization for viewing EFM-specificcustomizing tables.The transactions /OTEI/SWF_ADMIN, /OTEI/PF_RESTART, and /OTEI/INB canbe called in display mode.


J_6NE_INB Batch import process for Inbox.

J_6NE_PF Processes & Forms integration restart.

J_6NX_SWF Contains authorization object fields /OTEB/ACTL with value 03, 04(Administration - Edit & Display) andfield /OTEB/ACTP with values 4-EYE-DELETE, FOLLOW_UP.

Chapter 19 Security



S_CTS_ADMI Administration functions in change andtransport system.

S_NUMBER Number Range Maintenance

S_TABU_DIS Table maintenance (via standard tools suchas SM30 transaction).

S_TCODE Contains authorization object field TCDwith value /OTEI/SWF_ADMIN.

S_USER_AUT User Master Maintenance: Authorizations

S_USER_GRP User Master Maintenance: User Groups

S_USER_PRO User Master Maintenance: AuthorizationProfile

8. ESS/MSS authorization objects.The effort to configure structural authorizations for SAP ESS/MSS is very high.In order to avoid these structural authorizations, customers may run ESS/MSSscenarios, in which logged-in users have extended authorizations. For example,logged-in ESS users have access to all employee files of their organizational unit.In this scenario, the restriction to the single employee files an employee may seein ESS or the set of employee files a manager may see in MSS is done by the ESS/MSS component in the portal and not by a HR authorization check on the SAPECC side.

Note: The access restriction effected by the ESS/MSS portal components isonly possible with the Web Dynpro Java (WDJ) version of the portalbusiness packages; for details see “Integration scenarios” on page 104.

In all other scenarios, the role /OTEI/XSS_NO_RESTRICTION is used.

Role Description

/OTEI/XSS_NO_RESTRICTION HR authorization check controls access topersonnel files.

/OTEI/XSS_RESTRICTION ESS/MSS component in the portal controlsaccess to personnel files.


J_6NE_US Usage scenarios XSS (EFM is used onlywithin the SAP ESS/MSS portal) and FUL(full access).

9. ESS/MSS document upload/inbox.

Role Description

/OTEI/UPLOAD_ESS Authorization for document upload inESS.

19.1. Specific EFM checks


Role Description

/OTEI/UPLOAD_MSS Authorization for document upload inMSS.

/OTEI/INBOX Authorization for document inbox.


J_6NE_DU Authorization for /OTEI/DU transactionwith the following values:• ESS for ESS upload.• MSS for MSS upload.• INB for document inbox.

S_RFC Authorization for executing functiongroups /OTEI/DU_WD_REND.

S_TCODE Authorization for /OTEI/INBOX_100and /OTEI/INBOX_110 transaction.


J_6NE_INAP Authorization for filtering tickets in theDocument Inbox. The object is notincluded in the /OTEI/INBOX role. Youneed to add it to a role and specify therequired filter criteria manually.Contains the following fields:• /OTEI/INCH – Channel.• /OTEI/INST – Ticket Status.• /OTEI/INCB – Created By User.• /OTEI/INMB – Ticket Changed By User.

10. Reporting.

Role Description

/OTEI/REPORTING Authorization for EFM reporting function.


S_TCODE Contains authorization object field TCDwith value /OTEI/RP_DTB_REPORT(transaction for EFM reporting).

J_6NE_REP Contains authorization object field ACTVTwith value 16 (Execute).

11. File upload authorization objects.

Chapter 19 Security



J_6NE_FU Authorization for Upload and AssignDocuments application.

12. Processes & Forms integration roles/authorization objects.

Role Description

/OTEI/PF_VIEW_RESTART View authorization for /OTEI/PF_RESTART transaction.


S_TCODE Authorization for /OTEI/PF_RESTARTtransaction.

J_6NE_PF Authorization to view the process log in /OTEI/PF_RESTART transaction.

13. Search authorization object.

Role Description

J_6NRL_SEA Authorization for access to searchtemplates; required for full-text search.

19.2 Standard HR/AL checksEFM supports the HR authorization checks that are activated in the HRauthorization main switches (OOAC transaction). That means authorization checks aresupported with and without the context of authorization profiles as well asstructural authorization checks.The following authorization objects will be checked if the corresponding check isactivated in the HR authorization main switches:

P_PERNRPersonnel Number Check

P_ORGINHR Master Data

P_ORGXXHR Master Data – Extended Check

P_ORGINCONHR Master Data with Context

P_ORGXXCONHR Master Data – Extended Check with Context

Authorization checks with context as well as structural authorization checks requirethat you create authorization profiles (OOSP transaction) and assign them to SAPusers (OOSB transaction).

19.2. Standard HR/AL checks


HR checks are performed at various locations in EFM. The general check that isperformed to view an employee in an EFM view is based on infotype 0002 (PersonalData). With the parameters CHECK_AUTH_0000, CHECK_AUTH_0001, andCHECK_AUTH_0002 in the EFM basic settings, the 0000, 0001, and 0002 infotypes canbe set if required (see “Customizing display and defaults” on page 33).

If you further drill down into the personnel file, checks are performed for everyinfotype/subtype that you want to access. In addition to the objects mentionedbefore, the S_TCODE authorization object is checked for accessing the SAP standardtransactions PA20 and PA30.

EFM also supports the ArchiveLink-specific authorization checks when accessingdocuments. This checks against authorization object S_WFAR_OBJ. In addition to thestandard AL checks, you can configure a corresponding HR check for the followingactions:

• Attach document.• Change date of origin on document.• Delete document.

Before the corresponding action is performed, a check on the HR object linked to thedocument is performed. The HR authorization level required to perform the actioncan be customized in the EFM basic settings (SPRO transaction). That means that youcan specify, for example, that a user requires maintenance authorization (W) on aspecific employee in order to be able to assign documents to this employee.

Generally, you can enter all levels that are possible in HR authorization objects likeP_ORGIN. The following list shows the corresponding EFM settings:

ARCH_HR_AUTH_LVLSpecifies the HR authorization level to be checked for:

• Filtering the list of document types displayed when archiving documents.• Checking the HR authorizations before leaving the Attach <document type>

dialog and filtering the list of available subtypes in this dialog.

If no value is specified or the entry does not exist at all, no HR-specificauthorization check is performed.

CHDT_HR_AUTH_LVLSpecifies the HR authorization level to be checked for showing the button thatallows to change the date of origin.If no value is specified or if the entry does not exist at all, level W is checked.

DEL_HR_AUTH_LVLSpecifies the HR authorization level to be checked for approving deletion ofdocuments.If no value is specified or if the entry does not exist at all, no HR-specificauthorization check is performed.

Chapter 19 Security


19.3 Enabling signature verification for Web ViewerapplicationOpenText recommends to enable signature verification for the OpenText ImagingWeb Viewer imaging application (Release 10.2.0 or higher).

To enable signature verification:

1. Edit the Web Viewer configuration file viewer.cfg and set the followingproperty:

vu_UseSignedURLsOnly=true

2. In the maintenance view /IXOS/OA_CUST_A, activate the Use Signature flag fora specific content repository.

19.4 Enabling time-dependent authorization checksTime-dependent authorization checks implement in the SAP system a time-dependentpattern to check for current authorizations.

To use these time-dependent authorization checks also for EFM, only the parameterAUTH_CHECK_TYPE has to be maintained in the OpenText Business Suite for SAPSolutions > Employee File Management (EFM) > Basic settings > Assign Valuesfor Basic Settings activity.

To customize the time-dependent authorization checks:

1. Navigate to the OpenText Business Suite for SAP Solutions > Employee FileManagement (EFM) > Basic settings > Assign Values for Basic Settingsactivity and click the icon.

2. To activate the time-dependent authorization check, enter the parameter TIME inthe Value column of the AUTH_CHECK_TYPE setting.When you enter STANDARD or no value, the EFM standard HR authorizationchecks are executed (default customizing). With OFF, no EFM standard HRauthorization checks are executed, but user exit implementations forauthorization checks are still called.

CautionIf you define no authority check, anyone will have access. For securityreasons, OpenText strongly recommends to specify an appropriateauthority check.

19.3. Enabling signature verification for Web Viewer application


Chapter 20

Appendix

20.1 Periodical maintenance tasksEmployee File Management maintenance comprises the following:

• Check for EFM error messages in the SAP Application Log: Execute the SLG1transaction and specify /OTEI/EIM as a log object.

• Regularly check the EFM HCM Processes & Forms log using the /OTEI/PF_RESTART transaction.

• Regularly monitor the EFM-specific workflows using the /OTEI/SWF_ADMINtransaction.

20.2 Copying IMG customizingYou may copy EFM standard customizing to a new project which you havemodified beforehand, for example by implementing user exits or doing layoutchanges.To execute this transaction, you require the authorization for customizing changes inSPRO; this is object S_TABU_DIS for authorization group J6NE (EFM) and activity 02(change/edit).

To copy EFM-specific customizing:

1. Execute the /OTEI/COPY_IMG_CUST transaction.

2. If required, you can restrict the source and target entries with the followingparameters:

From ProjectDefines the DocuLink project for the source customizing (mandatory).

From Version/From ViewDefines the version/view for the project of the source customizing.

LanguageDefines the language for the source customizing.

To ProjectDefines the target project; copied customizing entries will be created for thisproject (mandatory).

To Version/To ViewDefines the version/view of the target project.

Note: When you do not specify a From view parameter and copyview-dependent customizing, then the customizing for all views is


copied. Therefore it is not possible to specify a To View parameterwithout selecting a From View parameter.

Request/TaskDefines a customizing transport request to which all copied customizingentries will be written.

3. Specify every customizing option that you want to copy by clicking therespective option; each option corresponds to an EFM or DocuLink IMGactivity.


20.3 Application logYou may monitor the error messages in the standard SAP application log. The errormessages are related to the /OTEI/EIM log object and the following sub-objects:

/OTEI/AUTHAuthorization check

/OTEI/CPEFM Cockpit

/OTEI/CUSTCustomizing

/OTEI/DU_WDDocument upload

/OTEI/FU_WDFile upload

/OTEI/GUESTGuest user access

/OTEI/INAPITicket processing API used by ESS/MSS Upload and Document Inboxapplications

/OTEI/INBFile import

/OTEI/LOGActivity log

/OTEI/PFProcesses & Forms

/OTEI/RMRecords Management

/OTEI/STANDARDStandard access

Chapter 20 Appendix


/OTEI/WFWorkflows

For the EIC integration, the /OTEI/EIC log object with the /OTEI/UI sub-object isused.

You can use the SAP application log for tracking down specific problems (errors) orfor periodically monitoring a system to check if specific problems/issues reappear.

Tip: Monitoring a system this way allows you to improve the overallperformance by adjusting the EFM customizing.Example: If you receive repeated messages that no guest user account isavailable for a specific access type, you can add more guest users of this accesstype in the customizing.

To monitor protocol entries:

1. Execute the SLG1 transaction.

2. Enter the required selection criteria.


20.3. Application log


A table with all log entries that match the criteria is displayed.

4. To display the message of a certain entry from the application log, double-clickon the respective row in the table.

The lower pane displays information about the related project, version, attributeobject, user action, and a (Detail) icon.

5. Click the icon.

The Details of record dialog displays the details such as the employeepersonnel number, infotype, subtype, and object ID related to the message.

20.4 Backup and recoveryAll application and customizing data is stored in database tables in the SAP ERP.Therefore you must use the standard SAP backup and recovery mechanism (DB-Backup and Recovery).

Chapter 20 Appendix


20.5 Single sign-on between EIC system connectionsIn order to use the single sign-on (SSO) service, the certificates of the SAP CRM andthe SAP ECC system must be exchanged using the STRUSTSSO2 transaction. Theresults of this procedure can be checked in the SSO2 transaction.

Note: For more details, see the corresponding SAP documentation.

20.6 SupportabilityEmployee File Management is an add-on that runs on SAP ERP and SAP NetWeaverPortal. You can use the SAP standard tools to get remote access to SAP ERP (throughSAP GUI) and SAP NetWeaver Portal on the customer system. For details see http://service.sap.com/access-support.Employee File Management does not provides any dedicated read-only roles thatcan be used for remote access to customer systems. However, you can use the rolesand authorization objects described in chapter “Security“ on page 225 to buildcorresponding read-only roles for remote access by customer support.

20.7 TroubleshootingTroubleshooting describes some commonly encountered problems, and providessolutions or tips on how to avoid them. For further information on known problemsfor your Employee File Management version see the corresponding Release Notes inthe OpenText Knowledge Center.

Users cannot access EFMCheck if the required EFM/HR/AL authorizations are assigned to the SAP usersthat work with EFM.

Access problems with guest users

• Check if number ranges were maintained for guest users.• Check if guest user accounts were maintained for the required access types.• Check if title, subtitle, and description for guest user logon in EFM Web UI

were maintained for all required languages (only required EFM Web UI).

Problems with email notification for guest users

• Check if domains for email notification were maintained (only required foremail notification in guest user scenarios).

• Check if an email footer was maintained for all required languages/accesstypes/guest user accounts (only required for email notification in guest userscenarios).

Problems with activity workflow scenario

• Check if number ranges were maintained for activity workflow scenarios.

20.5. Single sign-on between EIC system connections


http://service.sap.com/access-support

http://service.sap.com/access-support

• Check if automatic workflow customizing was performed.• Check if agent assignment attributes are set to General Task for workflow

templates and standard tasks.

Unexpected behavior when working with documentsCheck EFM basic settings in the SAP IMG customizing.

Certain document types are not displayed in Web ViewerCheck if the required Web Viewer customizing for the respective document typeis available.

Delete workflow does not delete classified records from the Content ServerCheck that the flag Under Disposition Control in the RSI is used by therespective records. Make sure that this flag is not set.

Problems with localizationTranslations in some tables are only imported to client 000. Make sure that therespective tables are also copied to the productive client.Proceed as follows:

1. Execute the SLMT transaction

2. From the Language menu, select the Special Actions > Client Maintenanceentry to copy the tables.

As an alternative, you can also use transports to copy the respective tables fromclient 000. For more details, check the SAP documentation and SAP OSS note43853.

Notes

• Resetting buffers - After importing language packages to the SAPsystem, it can become necessary to reset certain buffers. For example,you can use the following transactions:

• /$SYNC - reset all buffers• /$OTR - reset OTR text buffers (HTTP texts)• /$CUA - reset SAP GUI object buffers• /$DYN - reset SAP GUI dynpro buffers

• Updating generated reports - After importing language packages to theSAP system, it can become necessary to update generated reportsincluding selection screens. Proceed as follows:

1. Execute DocuLink customizing transaction J6NP and select yourproject.

2. Select tool bar entry Extras > Delete generated Reports > Includingselection screens.

Screens will be created with the latest values when used the next time.

Chapter 20 Appendix


Scheduled import jobs do not appear in the File Import Administration dialog (/OTEI/INB transaction)

• Check job log of scheduled import jobs for more details using SM37transaction.

• Check SAP SLG1 logging for more details using object /OTEI/EIM, sub-object /OTEI/INB.

File import job runs into error with error description “Document attributes couldnot be read (FILENAME ...”

If the Web Viewer is not available during the file import for any reason, the fileimport job runs into an error. In the /OTEI/INB transaction, in the Erroneousand unfinished files of selected import section, the above error description isdisplayed truncated.

Check that the Web Viewer is available.

20.7. Troubleshooting


GlossaryActivity log

Provides a customizable logging of all guest user, document- and workflow-related EFM activities. This log can be used by HR managers on a regular basis toget an overview of the processed personnel files. An administrator can use thislog to get a chronological list of activities that may have caused an error case.

Creator

Workflow role for a Follow-Up or Delete with Approval workflow process; initiatesthe process.

Delete with Approval

Workflow process to delete documents from a personnel file; ensures that asecond user, the so-called recipient, must approve all deletion processes.

EFM Web UI

Web-based environment, including a feature that allows you to browse throughthumbnails of the documents; based on the SAP Web Dynpro technology.

Flexible folder view

View type that uses the SAP view cluster technology and makes it possible togroup documents belonging to different infotypes into one folder. A flexiblefolder structure provides an alternate view on HR documents, independent of theinfotype structure.

Follow-up workflow

Workflow process to trigger a check or any other processing of certain documentsin personnel files or a complete personnel file. Assign this task to the required HRemployee, the so-called recipient.

Guest user

Workflow role which allows a temporary access to EFM for users who are notemployees of the HR department.

Infotype view

View type that uses SAP HR infotypes for structuring. Infotypes combine the datafields of the HR master records, time management, and applicant data by logicalcriteria. Typical examples for infotypes are “family/reference person”,“organizational allocation”, or “basic pay”. Infotypes can be identified by theirfour-digit keys.


OBJPS

The object identification (object ID) is used to distinguish between data recordswith the same infotype, subtype, lock indicator, start date, and end date. Forexample, to identify more than one adress, child, etc.

Recipient

Workflow role for a Follow-Up or Delete with Approval workflow process; processesthe respective workflow item.

Upload and Assign Documents application

Drag&Drop-style file upload component in the EFM Web UI. Draggingdocuments from the file system it is possible to upload documents automatically.The documents are transferred to a user-specific upload buffer and can then beassigned to one or multiple employee files.

Glossary
