99
©2007 DocuWare AG, 82110 Germering http://www.docuware.com CONNECT to SAP Manual Contains: CONNECT to SAP Documentation SAP Customizing Guide DocuWare 5.1 2007

Manual Connect to Sap_new

Embed Size (px)

Citation preview

Page 1: Manual Connect to Sap_new

©2007 DocuWare AG, 82110 Germering http://www.docuware.com

CONNECT to SAP Manual Contains:

CONNECT to SAP Documentation

SAP Customizing Guide

DocuWare 5.1

2007

Page 2: Manual Connect to Sap_new

Table of Contents Foreword .......................................................................................................................................................4

Part 1: CONNECT TO SAP Documentation ............................................................................................5

1. What's What.....................................................................................................................................5

2. Introducing CONNECT to SAP ......................................................................................................6

2.1. SAP HTTP Server .......................................................................................................................7

2.1.1. HTTP Requests and URLs ............................................................................................................. 7

2.1.2. ArchiveLink Functions.................................................................................................................. 8

2.2. Barcode Transfer ......................................................................................................................8

3. Installation Scenarios.....................................................................................................................8

3.1. Simple Scenario........................................................................................................................9

3.2. Standard Scenario ...................................................................................................................9

3.2.1. Variant 1........................................................................................................................................... 9

3.2.2. Variant 2.........................................................................................................................................10

3.3. Complex Scenario ................................................................................................................. 11

4. Installation..................................................................................................................................... 12

4.1. SAP HTTP Server .................................................................................................................... 12

4.1.1. Checking the Installation..........................................................................................................15

5. OLE Component ............................................................................................................................ 16

6. Administration .............................................................................................................................. 18

6.1. SAP HTTP Server .................................................................................................................... 18

6.1.1. Settings at System Level ...........................................................................................................18

6.1.2. Settings at File Cabinet Level ..................................................................................................22

6.2. SAP Barcode Transfer........................................................................................................... 23

6.2.1. Settings at System Level ...........................................................................................................23

6.2.2. Creating the Barcode Transfer Workflow ............................................................................25

7. SAP Storage Scenarios ................................................................................................................ 28

7.1. Incoming Documents ........................................................................................................... 29

7.1.1. Storing with Barcodes ...............................................................................................................29

7.1.2. Storing for Subsequent Entry with SAP Business Workflow .........................................31

7.1.3. Storing for Subsequent Assignment with SAP Business Workflow.............................32

7.2. Outgoing Documents ........................................................................................................... 32

7.2.1. Outgoing Documents in General............................................................................................32

Page 3: Manual Connect to Sap_new

CONNECT to SAP Manual

3 Foreword

7.2.2. Storing Print Lists........................................................................................................................33

Part 2: SAP Customizing Guide............................................................................................................ 34

1. SAP ArchiveLink Customizing.................................................................................................... 34

1.1. Basic Customizing................................................................................................................. 35

1.1.1. Create Output Device.................................................................................................................35

1.1.2. Create Content Repository .......................................................................................................37

1.1.3. Document Classes Definition...................................................................................................39

1.1.4. Document Types Definition......................................................................................................40

1.1.5. Links Definition............................................................................................................................42

1.2. Scenario Customizing .......................................................................................................... 43

1.3. Application Customizing..................................................................................................... 43

1.4. Front End Customizing ........................................................................................................ 43

2. Customizing Storage Scenarios ................................................................................................ 44

2.1. Incoming Documents ........................................................................................................... 44

2.1.1. Late Storing with Barcodes ......................................................................................................44

2.1.2. Manual Storage ...........................................................................................................................49

2.1.3. Workflow Scenarios....................................................................................................................55

2.2. Outgoing Documents ........................................................................................................... 61

2.2.1. Outgoing Documents in General............................................................................................61

2.2.2. Print List Storage.........................................................................................................................71

3. SAP OLE Customizing .................................................................................................................. 82

3.1. Testing OLE Functionality ................................................................................................... 92

4. Configuring Signature Verification ......................................................................................... 93

5. Migration........................................................................................................................................ 95

6. Appendix......................................................................................................................................... 96

Table of Figures........................................................................................................................................ 98

Page 4: Manual Connect to Sap_new

Foreword This document provides a comprehensive description of how to use the DocuWare CONNECT to SAP module in conjunction with SAP ArchiveLink. It divides into two main parts: the first part covers the installation and configuration of the CONNECT to SAP module with its SAP HTTP Server and Barcode Transfer components (Part 1: CONNECT to SAP Documentation). The second part consists of a summary description of how to set up a SAP R/3 system for use with the DocuWare module (Part 2: SAP Customizing Guide).

This document refers exclusively to ArchiveLink 4.5. It requires an R/3 version that is >4.5B. The ArchiveLink interfaces version 3.1 is not dealt with. From product version 5.1, DocuWare no longer provides support for this interface.

The procedure described here refers to DocuWare versions >=5.1.

The SAP Customizing described here is carried out on an R/3 Enterprise 4.7 SR 1 system with IDES. All SAP screenshots were produced on this system. The setup on other versions of R/3 works similarly to the procedure described, although the masks may differ depending on the R/3 version. The SAP GUI used is version number 6403.3.8.2945, build 721486, patch level 8, which corresponds to the 640 Final Release.

Page 5: Manual Connect to Sap_new

CONNECT to SAP Manual

5 Part 1: CONNECT to SAP Documentation

Part 1: CONNECT TO SAP Documentation

In order to configure CONNECT to SAP, the person carrying out the configuration must have DocuWare System Consultant (DSC) certification.

1. What's What CONNECT to SAP

CONNECT to SAP is a software module that makes it possible to integrate the DocuWare product suite in SAP R/3. The module consists of two components, SAP HTTP Server and Barcode Transfer. SAP HTTP Server is based on the SAP ArchiveLink 4.5 archive interface. Barcode Transfer provides an interface between DocuWare and SAP on a SAP RFC basis.

SAP

The abbreviation SAP stands for "Systems, Applications and Products in Data Processing." SAP is the world's largest provider of business software.

The Wikipedia website page has a good summary description of SAP.

[wiki]

"SAP's products focus on ERP, which it helped to pioneer. The company's main product is MySAP ERP. The name of its predecessor, SAP R/3 gives a clue to its functionality: the "R" stands for realtime data processing and the number 3 relates to a 3-tier architecture: database, application server and client (SAPgui). SAP is the third-largest software company in the world. It ranks after Microsoft and Oracle in terms of market capitalization. SAP is the largest business application and Enterprise Resource Planning (ERP) solution software provider in terms of revenue. Reportedly, there are over 100,800 SAP installations at more than 28,000 companies. SAP products are used by over 12 million people in more than 120 countries."

ArchiveLink

ArchiveLink is an interface within the SAP base for archiving documents. ArchiveLink supports various protocols and different application scenarios. ArchiveLink makes it possible not only to transport documents via HTTP but also to send data (such as barcodes) to the SAP system via RFC.

When communicating via HTTP, the SAP system acts as the client, while the DocuWare SAP HTTP Server acts as the server that receives and processes the HTTP requests.

Document

DocuWare and SAP use different concepts for describing documents.

Page 6: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 6

A DocuWare document can consist of multiple pages (page files), each of which has its own meta information (page header). The document also has meta data, the so-called 'document header.'

The DocuWare terms are described below, along with the corresponding terms in SAP.

DocuWare Terminology

SAP Terminology

Description

DocuWare document

Document A series of documents identified by a unique DocuWare DocID. In SAP a document is identified using the SAP DocID.

Document header

Document header

The meta data that is common to all pages of a document.

Page header Component header

The meta data specific to one page of a document. Similarly, the component header contains meta data for a component in SAP.

Page file Component The user data, i.e. the actual document file or content of a component.

Table 1: Document terminology - DocuWare and SAP

2. Introducing CONNECT to SAP As mentioned above, CONNECT to SAP consists of two main components: SAP HTTP Server and SAP Barcode Transfer. Basically, the interaction between the DocuWare CONNECT to SAP modules and SAP looks like this:

DocuWare Document

Document Header

Page Header Page Header Page Header

Page File Page File Page File

Page 7: Manual Connect to Sap_new

CONNECT to SAP Manual

7 Part 1: CONNECT to SAP Documentation

Figure 1: Basic CONNECT to SAP architecture

In relation to SAP HTTP Server, SAP acts as the client; with Barcode Transfer however, it acts as the server and DocuWare as the client. SAP HTTP Server communicates with ArchiveLink via the HTTP protocol, whereas Barcode Transfer uses a proprietary RFC protocol.

The following sections start with a description of SAP HTTP Server, followed by Barcode Transfer.

2.1. SAP HTTP Server The purpose of SAP HTTP Server is to exchange documents between a DocuWare system and a SAP system via the HTTP protocol. SAP HTTP Server "listens" for incoming HTTP requests from one or more SAP systems.

2.1.1. HTTP Requests and URLs

Each request from the SAP system is defined by a URL. SAP HTTP Server ascertains what needs to be done from the parameters sent in the URL. There are different URLs for storing, updating or deleting documents. Here is an example of a URL sent from a SAP system:

/docuware/run?create&pVersion=0045&contRep=TT&docId=5F7F68CC844BB342AE785299FD1E1DAA&docProt=c&accessMode=c&authId=CN%3DID3&expiration=20060206122050&secKey=MIIBlQYJKoZIhvcNAQcCoIIBhjCCAYICAQExCzAJBgUrDgMCGgUAMAsGCSqGSIb3DQEHATGCAWEwggFdAgEBMBMwDjEMMAoGA1UEAxMDSUQzAgEAMAkGBSsOAwIaBQCgXTAYBgkqhkiG9w…

The meaning of the different elements in the URL is as follows:

Virtual URL to SAP HTTP Server. This tells the SAP HTTP Server that this request comes from a SAP system.

The function to be executed. In this case, a document is created with the "create" command. The individual functions are described in section 2.1.2 ArchiveLink Functions below.

The content repository for which the document is destined.

The SAP Document ID with which the document is being stored. This ID is stored in SAP tables and makes it possible to access the document.

Page 8: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 8

2.1.2. ArchiveLink Functions

The following table shows the functional scope of the ArchiveLink specification. As described above, functions are sent to SAP HTTP Server via the URL. The server then executes the actions on DocuWare Content Server.

Function Description

info Gets information about a document. If the compld parameter is supplied as well, only information about this component is transferred. No document data is transferred with this function.

get Gets a component of a document from DocuWare and transfers it to SAP.

docGet Gets a complete document from DocuWare and transfers it.

create Transfers a document to SAP HTTP Server and creates it (with n components) in a DocuWare file cabinet.

mCreate Similar to "create," although it enables the creation of multiple documents with just one HTTP request.

append Appends data to an existing component of a document.

update Updates one or more components of a document in a DocuWare file cabinet.

delete Deletes a component or an entire document from a DocuWare file cabinet.

search Searches for a given template in a component of a document.

attrSearch Enables the search for print lists in description files.

putCert Administrative function for sending a SAP certificate to a SAP HTTP Server. This can then be used to verify the signature of the URL.

serverInfo This function returns information about the current SAP HTTP Server.

Table2: Functions of the ArchiveLink HTTP interface

2.2. Barcode Transfer Barcode Transfer establishes a connection to a SAP system and transfers data. The barcode transfer is predefined in the "SAP Barcode Transfer" workflow for sending barcode tables to SAP. You can use this workflow to produce the standard "storing with barcode" SAP scenarios in their "assign then store" and "storing for subsequent entry" variants (see 7.1.1 Storing with Barcodes).

3. Installation Scenarios DocuWare's flexible structure supports multiple installation scenarios of CONNECT to SAP. This means the installation can be customized to a company's business environment. The installation scenarios are implemented through a combination of software component installation and configuration. This means that a particular storage environment can always be achieved by installing DocuWare components and then configuring them accordingly. As

Page 9: Manual Connect to Sap_new

CONNECT to SAP Manual

9 Part 1: CONNECT to SAP Documentation

usual in DocuWare, the configuration of CONNECT to SAP is carried out from DocuWare Administration.

3.1. Simple Scenario

Figure 2: Installation scenario with a DocuWare file cabinet for each SAP content repository

The simplest installation scenario assumes the following conditions: • There exists exactly one SAP system from which to archive. • You are storing from exactly one content repository to exactly one DocuWare file

cabinet (1:1 assignment). • There exists one instance of SAP HTTP Server. • There exists one instance of Barcode Transfer for connecting to a content repository in

SAP.

3.2. Standard Scenario

3.2.1. Variant 1

This variant describes the storage of multiple content repositories in exactly one DocuWare file cabinet (n-1 relationship between content repositories and DocuWare file cabinets).

Page 10: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 10

Figure 3: Overview of standard installation scenario as variant 1

The standard scenario shown in variant 1 assumes the following conditions: • You are storing from more than one content repository residing on one or more SAP

systems. • There exists one instance of SAP HTTP Server. • You are storing to exactly one DocuWare file cabinet. • There exists one instance of Barcode Transfer, although there are different connection

settings for each assigned content repository.

3.2.2. Variant 2

This variant describes the storage of multiple content repositories in multiple DocuWare file cabinets (1:1 relationship between content repositories and DocuWare file cabinets).

Figure 4: Overview of standard installation scenario as variant 2

Page 11: Manual Connect to Sap_new

CONNECT to SAP Manual

11 Part 1: CONNECT to SAP Documentation

The standard scenario shown in variant 2 assumes the following conditions: • You are storing from more than one content repository residing on one or more SAP

systems. • There exists one instance of SAP HTTP Server. • You are storing to multiple DocuWare file cabinets. • There exists one instance of Barcode Transfer, although there are different connection

settings for each assigned content repository.

3.3. Complex Scenario This scenario should be implemented when separate environments are needed for testing and live operation. This makes it possible to run several instances of SAP HTTP Server in parallel. One SAP HTTP Server could store to test file cabinets, and another to live file cabinets. Each instance of SAP HTTP Server can use several connection settings. This also allows for the scenario of storing to different file cabinets within the same environment (testing or live).

Figure 5: Overview of complex installation scenario

Page 12: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 12

The complex installation scenario is defined by the following conditions: • There exists more than one SAP system (for example one test and one live system) • There is more than one instance of SAP HTTP Server (e.g. one for the test environment

and one for the live environment) • There are different connection settings for Barcode Transfer, one for each content

repository. • You are storing to multiple DocuWare file cabinets from different SAP HTTP Server

instances.

4. Installation

4.1. SAP HTTP Server SAP HTTP Server is installed like all other DocuWare system components via the DocuWare setup.

Select Server installation followed by the SAP Server option and click on Install. Confirm the welcome dialog, language selection and license conditions.

Page 13: Manual Connect to Sap_new

CONNECT to SAP Manual

13 Part 1: CONNECT to SAP Documentation

The setup automatically contains the installed Authentication Server, port number and organization, if SAP Server is being installed on the same machine on which Authentication Server is running. If SAP Server is being installed on a different computer, enter the details here. Enter an administration login and password and click Next.

Accept the SAP HTTP Server Port Number and enter under HTTP Port Number the port on which SAP HTTP Server waits for requests or receives requests from the SAP system.

Page 14: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 14

Enter a Windows user name to be used with the SAP HTTP Server Service. If events are to be written in the local Windows event log, the user must have rights to it. Full Control is required to the temporary directory defined for SAP HTTP Server in DocuWare Administration. If Windows security settings are being used, this must be a domain user.

Enter the installation directory and temporary directory for SAP HTTP Server.

Page 15: Manual Connect to Sap_new

CONNECT to SAP Manual

15 Part 1: CONNECT to SAP Documentation

Click Next to start the installation.

Once the installation is complete, SAP HTTP Server starts automatically. The next section tells you how you can check your installation.

4.1.1. Checking the Installation

Open a browser such as Firefox or Internet Explorer and enter the following URL:

http://<SAP HTTP Server>:<HTTP Port>

where

<SAP HTTP Server> is the name of the server on which you installed SAP HTTP Server and

< HTTP Port> is the port you specified during the installation. This is the port on which SAP HTTP Server listens for incoming requests.

Page 16: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 16

Now you will see the following website:

Click the Reload button several times in succession. If the time display changes, SAP HTTP Server has been correctly installed.

5. OLE Component Open a file manager and navigate to the directory in which the DocuWare client is installed. By default the directory is C:\DocuWare. Open the SAPIni subdirectory. Here you will find the DWSAP.INI configuration file. You need to adapt this in order to use SAP OLE.

DWSAP.INI may look like this:

[Archives]

TD=C:\DW5\5.1\32bit\ContentServer\admin\06d9a536-599c-471f-934a-eb5a20790995\SAPTEST6.ADF

The file begins with the "[Archives]" section. Each of the following lines represents an assignment of a SAP content repository to a DocuWare file cabinet. The DocuWare file cabinets are represented by their ADF file. Each assignment starts on a new line.

After you have adapted the configuration file, run the SAPInst.exe program from the DocuWare client directory.

Page 17: Manual Connect to Sap_new

CONNECT to SAP Manual

17 Part 1: CONNECT to SAP Documentation

Enter the path to the DWSAP.INI you just edited here. Then click on "Settings."

Enter the user name and password of the DocuWare user you wish to use for accessing DocuWare via OLE. This user must have file cabinet rights to the file cabinet you specified previously in DWSAP.INI. Enter the user details and then click on OK. The program now tries to log in to the DocuWare system with these details. If the login is successful, the following dialog is displayed:

Page 18: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 18

Click on OK to return to the main dialog. In the main dialog, click on "Install." This registers the OLE component on your workstation. After registration, the following dialog appears:

6. Administration CONNECT to SAP is administered centrally from DocuWare Administration. It requires settings to be configured at system, organization, and file cabinet level. The individual instances of SAP HTTP Server and its associated connections are set up at system level. At organization level, a barcode transfer workflow is set up. At file cabinet level, a file cabinet is enabled as the SAP file cabinet and the connections are assigned to that file cabinet. The connection settings for Barcode Transfer are defined at system level.

6.1. SAP HTTP Server

6.1.1. Settings at System Level

6.1.1.1. Server Configuration

You access the server administration from DocuWare Administration via DocuWare System -> DocuWare Servers -> SAP HTTP Server. A list of all installed server instances is displayed. Select the instance that you wish to administer.

Page 19: Manual Connect to Sap_new

CONNECT to SAP Manual

19 Part 1: CONNECT to SAP Documentation

Overview of the configuration of a SAP HTTP Server instance

The specific settings for SAP HTTP Server are described in detail in the following table. Some of the settings are the same as for all DocuWare servers. You can find a description of these in the DocuWare Administration help.

General

Name The name of the server. This can be anything you like.

Description A short description of the server. This is for information only.

Connections

Internal communication

See the DocuWare Administration help.

HTTP Port The port on which SAP HTTP Server listens. This port must be unique among all installed SAP HTTP Server instances.

Temporary directory

A directory that provides access both to SAP HTTP Server and to Authentication Server. This directory is used for the temporary storage of document files being transported between the SAP system and the DocuWare system.

Enable secure communication

Switches the signature verification of URLs sent by SAP ArchiveLink on and off.

Personal security environment

The names of the activated certificates are shown here. Click on to display a list with detailed information about all SAP certificates. The certificates follow the PKCS#7 standard.

Table3: SAP HTTP Server settings at system level

Page 20: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 20

For details of how to set up PSE, see part 2 of the "SAP Customizing Guide", section 4 "Testing OLE Functionality

Switch to TX SE37 and from there call the ARCHIVELINK_FUNCTION program.

Use the values in the following tables to test the various actions of the OLE component. Note that you will need to modify a large number of values to your customizing. Only the values in the "METHOD" row must be copied exactly as shown in the table. The other values are provided as an example. However, if a field contains a value, it means this is a mandatory field.

Display stored document Retrieval for frontend Display local file Archive from frontend

Import parameters

OBJECT_ID

METHOD CDDC CGDC CDDP CARD

DOCTYPE TIF TIF TIF TIF

ARCHIVID TD TD TD

ARC_DOC_ID 0x000000d8 0x00000007

FILE c:\xyz.tif c:\xyz.tif

PROTOKOLL DW5SAPOL DW5SAPOL DW5SAPOL DW5SAPOL

VERSION 0031 0031 0031 0031

SERVERPATH

JUSTVIEW

WINDOW_ID

WINDOW_TITLE

COUNT

FILE_NAMES

DOCUMENT_PATH_ONLY

Store file from frontend Status query Delete stored document Close window

Import parameters

OBJECT_ID

METHOD CARF CSTA CDEL CCLW

DOCTYPE DOC

ARCHIVID MM FI FI FI

ARC_DOC_ID 0x000000d8 0x000000d8

FILE c:\xyz.tif

PROTOKOLL DW5SAPOL DW5SAPOL DW5SAPOL DW5SAPOL

VERSION 0031 0031 0031 0031

SERVERPATH

JUSTVIEW

WINDOW_ID 1

WINDOW_TITLE

Page 21: Manual Connect to Sap_new

CONNECT to SAP Manual

21 Part 1: CONNECT to SAP Documentation

COUNT

FILE_NAMES

DOCUMENT_PATH_ONLY

Configuring Signature Verification."

6.1.1.2. Configuring SAP HTTP Server Connections

SAPP HTTP connections form the link between an instance of a SAP HTTP Server and a SAP content repository. This creates a 1:1 relationship between the SAP HTTP Server instance and a SAP content repository. To create a new SAP HTTP connection, right-click on the SAP HTTP Connections node and select Create New SAP HTTP Connection.

Overview of the configuration of a SAP HTTP connection

The precise meaning of the different settings is explained in the following table.

SAP HTTP Connections

Name A unique name for the SAP HTTP connection

SAP HTTP Server Here an instance of SAP HTTP Server is assigned to the SAP HTTP connection.

The drop-down menu contains a list of all installed SAP HTTP Server instances

Content Repository

The name of the SAP content repository to which this connection is to be assigned.

Organizations A list of the organizations that this SAP HTTP connection may use. That means: it can only archive in file cabinets of those organizations which are assigned to the SAP HTTP connection here.

Table 4: Settings at system level

Page 22: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 22

6.1.2. Settings at File Cabinet Level

Overview of the configuration at file cabinet level

In order to use a file cabinet in connection with ArchiveLink, you must define certain special settings for that file cabinet. The settings required are described in the following table. Settings which SAP file cabinets have in common with "normal" file cabinets are not listed here. For these, please refer to the DocuWare Administration help.

SAP Mapping

SAP HTTP Connections

A list of the HTTP connections assigned to this file cabinet are displayed here. At least one connection must be assigned to the file cabinet. However, a connection may be assigned to one and only one file cabinet. Click on to display the select list of SAP HTTP connections available to the organization to which this file cabinet is assigned. The connection only appears in this select list if it has not yet been assigned to any other file cabinet. Click to delete entries from the list of SAP HTTP connections.

User Enter the user with which SAP HTTP Server can log into the file cabinet. The pulldown menu lists all the users in this organization. The user you select must have write rights to <File cabinet x>.

Password Enter the user's password here. When you click the button, a dialog opens in which to enter the password. If the user's password changes at any time, the change must be entered manually here, as it is not automatically updated.

Options

SAP access allowed

This checkbox must be enabled if you want the file cabinet to be used for ArchiveLink. When the option is selected, the fields listed underneath it are created in the file cabinet table. This function is irreversible. Once this option has been set and the fields have been created, they cannot be deleted.

Table 5: Settings at file cabinet level

Page 23: Manual Connect to Sap_new

CONNECT to SAP Manual

23 Part 1: CONNECT to SAP Documentation

The table below lists some of the database fields created for SAP file cabinets.

Field label Column name Description

SAP Status DWSAPSTATUS This field can be used as a filter criterion for the SAP barcode transfer. It can be used to mark documents as processed after processing by the SAP Barcode Transfer workflow. This will prevent the same barcodes being sent to SAP more than once.

SAP Date Time

DWSAPDATETIME This field contains the date and time at which the document was processed by the SAP Barcode Transfer workflow.

SAP Document Type

SAPDOCTYPE Field can be left blank or contain the SAP document type, e.g. "FAX, TIF."

SAP Protection Type

SAPPROTECTIONTYPE This field stores the document's protection level.

SAP DocID SAPDOCID The ID used by SAP ArchiveLink to identify documents.

Table 6: Additional database fields in SAP-enabled file cabinets

6.2. SAP Barcode Transfer SAP Barcode Transfer allows you to transfer barcode data to a SAP system. It therefore supports the SAP ArchiveLink "storing with barcode" scenario. In order to use SAP Barcode Transfer, you need to define settings in two places in DocuWare Administration: at system level and at organization level, under the predefined workflows.

A barcode transfer workflow requires a configured SAP remote connection. Start with its configuration at system level.

6.2.1. Settings at System Level

Open DocuWare Administration and navigate to DocuWare System Data Connections SAP Remote Connections. Right-click on SAP Remote Connections and select Create New SAP Remote Connection.

Page 24: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 24

Settings for a SAP Remote Connection

The individual settings are described in detail in the following table.

General

Name A unique name for the SAP remote connection

Description A description of the SAP remote connection.

Organizations A list of the organizations that this SAP remote connection may use. That means: it can only archive in file cabinets of those organizations which are assigned to the SAP remote connection here.

SAP Connection

Application server host

The name of the SAP host.

System number The number of the SAP system. This is usually the same number that you use to log into your SAP system via the SAP GUI.

Language Login language for the SAP remote connection (see SAP GUI Login)

Maximum number of parallel connections

Always leave this value at "1".

Options

Content Repository The SAP content repository defined for the connection.

Client The SAP client to be used for the connection.

SAP login The SAP login name.

Password SAP password. You will be asked to enter the password a second time.

Table 7: Settings for the SAP Remote Connection

Page 25: Manual Connect to Sap_new

CONNECT to SAP Manual

25 Part 1: CONNECT to SAP Documentation

6.2.2. Creating the Barcode Transfer Workflow

The creation of a workflow for the barcode transfer requires that a file cabinet be configured for SAP access. This means that SAP access allowed must be enabled in the file cabinet administration of the file cabinet to be used for the workflow.

In DocuWare Administration, navigate to your organization and go to Predefined Workflows SAP Barcode Transfer Workflows. Right-click on SAP Barcode Transfer Workflows and

select Create New Workflow.

A wizard opens which guides you through the creation of the workflow:

SAP Barcode Transfer: Source

Enter the name of the workflow, the Workflow Server to be used and the file cabinet on which the workflow will be based. If you wish to pre-filter the documents to be processed, enable the User filter to file cabinet option. In the Barcode field section, select the field that contains the barcode in the file cabinet specified above.

Page 26: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 26

SAP Barcode Transfer: Login

Enter the user name and password to be used by Workflow Server to access the file cabinet.

SAP Barcode Transfer: Filter

Here you can define a filter for your file cabinet if you do not want the workflow to include all the documents of a file cabinet.

Page 27: Manual Connect to Sap_new

CONNECT to SAP Manual

27 Part 1: CONNECT to SAP Documentation

SAP Barcode Transfer: Target

Specify which field contains the document type (according to the SAP definition), or enter a fixed document type for all documents.

SAP Barcode Transfer: Indexing after Workflow Run

Here you determine how the indexing will look after a document has been successfully processed. For example, the SAP Status field could contain the words "Barcode transferred" to mark the document as processed.

Note: A similar (reverse) document filter in step 3 of this wizard can be used to prevent documents that have already been processed from being processed again.

Page 28: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 28

SAP Barcode Transfer: Scheduling

Here you specify when the workflow is to run. Click on Finish to close the wizard and save your settings.

You can now start the workflow once from the context menu. Click Start workflow to activate the workflow. It uses the settings you defined in the last step of the wizard under Scheduling.

7. SAP Storage Scenarios SAP defines various scenarios for integrating documents in the business process. The following terms are often used in connection with storage scenarios and have a strictly defined meaning in the SAP environment.

Store – stands for the process of transporting a document into the storage system

Enter – stands for the process of creating a SAP document

Assign - stands for the process of linking a stored document with an existing document.For reasons of clarity, the term "post" is also used for the term "enter". These should be regarded as synonyms.

Page 29: Manual Connect to Sap_new

CONNECT to SAP Manual

29 Part 1: CONNECT to SAP Documentation

7.1. Incoming Documents

7.1.1. Storing with Barcodes

The standard Storing with barcodes scenario can be realized in two variants, assign then store (main scenario) and storing for subsequent entry (enhancement). CONNECT to SAP supports both scenarios. The barcode scenario will be illustrated using incoming invoices.

Figure 6: Assign then store with barcode

In the case of late storing a barcode is usually applied to the document when the invoice is received. The document is then forwarded to an accounting clerk, who checks the invoice and posts it in SAP. Before closing the accounting document, the clerk enters a barcode number. The accounting clerk then scans the document or forwards it to the appropriate department. After scanning, DocuWare carries out a barcode recognition and the document is stored. DocuWare then identifies the barcodes, enters them in a barcode table and sends this to the SAP system. SAP identifies the posting record from the barcode number and stores the link between the document and the posting record. The used barcode number is deleted from the table of open barcodes.

Page 30: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 30

Figure 7: Storing for subsequent entry with barcode

The storing for subsequent entry variant works in a similar way to the assign then store variant, with the exception that here the storage process is carried out before the document is posted (entered). Here the list of open barcodes is filled out by DocuWare. An accounting clerk then assigns the barcode of the original invoice to the posting in the SAP system.

Page 31: Manual Connect to Sap_new

CONNECT to SAP Manual

31 Part 1: CONNECT to SAP Documentation

7.1.2. Storing for Subsequent Entry with SAP Business Workflow

Figure 8: Storing for subsequent entry with SAP Business Workflow

In this scenario, the document is stored before the resulting SAP application document is entered. After the document has been successfully stored, a work item is generated. This is sent to the inbox of the responsible accounting clerk(s). The clerk can start entering the SAP application document directly from the inbox on the basis of the electronic document. Typically the document is stored and entered by different people.

The store and enter scenario is a variant of the storing for subsequent entry scenario, except that here both steps (storing and entering) are carried out by the same person.

Page 32: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 1: CONNECT to SAP Documentation 32

7.1.3. Storing for Subsequent Assignment with SAP Business Workflow

The only difference between this scenario and the previous one is that after the document has been stored, no document is posted (entered), and instead the document is assigned to an existing application document.

The store and assign scenario is a sub-scenario of storing for subsequent entry, except that here both steps (storing and assigning) are carried out by the same person.

7.2. Outgoing Documents

7.2.1. Outgoing Documents in General

Figure 9: Storing outgoing documents

Documents created in SAP can be stored with ArchiveLink directly in DocuWare and linked to the corresponding SAP application documents. This allows the documents to be retrieved when needed.

By default, documents in SAP are created and stored in PDF format.

Page 33: Manual Connect to Sap_new

CONNECT to SAP Manual

33 Part 1: CONNECT to SAP Documentation

7.2.2. Storing Print Lists

Figure 10: Storing print lists

The result of ABAP reports is print lists. They represent an extract of the SAP database and can be archived in DocuWare via ArchiveLink and the CONNECT to SAP module. Customizing for print list archiving is described in part 2 under 2.2.2 Print List Storage below.

Page 34: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 34

Part 2: SAP Customizing Guide

The following descriptions of SAP Customizing are designed merely to provide a brief overview of the basic customizing settings. They make no claim to completeness. In practice, customizing should be carried out by a SAP ArchiveLink Consultant or a SAP Basis Consultant with knowledge of ArchiveLink. The consultant must also know about storing original documents in external storage systems (DocuWare) and their links to SAP solutions. Knowledge of integrating the SAP ArchiveLink interface in SAP solutions and experience of customizing these is essential. A full description of all SAP modules and storage scenarios can be found in the SAP online documentation for the relevant SAP R/3 release.

1. SAP ArchiveLink Customizing Customizing is carried out in different phases: first comes basic customizing. This is where the communication interfaces are defined, content repositories are specified and business objects assigned to the content repositories. Scenario customizing concerns the storage scenarios. Application customizing extends ArchiveLink functionality to the different SAP modules - FI, SD, MM, etc. Finally comes front-end customizing. This is where the entry and display programs are defined and set up. The SAP Implementation Guide (IMG) lists all customizing

steps together in a clear overview. Use TX SPRO for this and click on and navigate to:

Figure 11: SAP Implementation Guide - ArchiveLink Customizing

All the transactions relevant to ArchiveLink Customizing are shown here.

Page 35: Manual Connect to Sap_new

CONNECT to SAP Manual

35 Part 2: SAP Customizing Guide

1.1. Basic Customizing Basic customizing must be carried out for all storage scenarios. Some points may differ depending on the scenario.

1.1.1. Create Output Device

The output device is needed for preparing print lists and archive files. The output device acts like a virtual printer, to which you can send data. However, there is no actual printer behind it, but rather the storage system. So it's as though you "print" to the archive.

The output device should be created before you define a content repository, as it is needed there for a full configuration. To define an output device, switch to TX SPAD.

Figure 12: TX SPAD - Create output device 1/3

Now click on and in the following dialog on .

Page 36: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 36

Figure 13: TX SPAD - Create output device 2/3

Customize the settings to your circumstances and then go to the Host Spool Access dialog. Customize the settings as required.

Page 37: Manual Connect to Sap_new

CONNECT to SAP Manual

37 Part 2: SAP Customizing Guide

Figure 14: TX SPAD - Create output device 3/3

Click on and confirm the following dialog.

1.1.2. Create Content Repository

Call TX OAC0 or go via TX SPRO and select the entry highlighted in the screenshot.

Page 38: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 38

Figure 15: TX OAC0

Click on to switch to edit mode and then on to create a new content repository.

Click on .

Page 39: Manual Connect to Sap_new

CONNECT to SAP Manual

39 Part 2: SAP Customizing Guide

Figure 16: OAC0 - Defining content repositories

1.1.3. Document Classes Definition

Call TX OAD2 directly or go via the SAP Reference IMG as shown in the following screenshot.

Page 40: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 40

Figure 17: TX OAD2 - Document classes definition

Normally there is nothing you need to do here, as the most common document classes are already defined.

1.1.4. Document Types Definition

Using TX OAC2 or via the Reference IMG:

Page 41: Manual Connect to Sap_new

CONNECT to SAP Manual

41 Part 2: SAP Customizing Guide

Figure 18: TX OAC2 - Document types definition 1/2

Click on and enter a document type, a long name and the document class.

Page 42: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 42

Figure 19: TX OAC2 - Document types definition 2/2

Then click on to save your changes. The new document types can now be found at the end of the list of all document types.

1.1.5. Links Definition

Select TX OAC3 or go via the Reference IMG and select the entry shown below.

Click on and set up new links to meet your requirements.

Page 43: Manual Connect to Sap_new

CONNECT to SAP Manual

43 Part 2: SAP Customizing Guide

Figure 20: TX OAC3 - Links definition

Add further links with or save them with .

1.2. Scenario Customizing Scenario customizing includes all the settings needed to map a specific ArchiveLink scenario. This customizing step is based on the settings defined in the basic customizing and integrates these in a business process. Scenario customizing is described in more detail later on in this document under the storage scenarios.

1.3. Application Customizing Application customizing describes the modifications needed to add ArchiveLink functionality to a specific business application or SAP module (FI, MM, SD, etc.)

1.4. Front End Customizing This type of customizing describes the steps needed to configure the entry and/or display tools.

Page 44: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 44

2. Customizing Storage Scenarios

2.1. Incoming Documents

2.1.1. Late Storing with Barcodes

2.1.1.1. Prerequisites

- Basic customizing

o The document type (TX OAC2) and links (TX OAC3) to be used for the barcode scenario must be defined.

2.1.1.2. Scenario Customizing

Call TX OAC5 ("Settings for Bar Code Entry") and click on .

Abbildung 21: TX OAC5 - Settings for Bar Code Entry

Select the settings that meet your requirements and click on to save the data.

In the overview (TX OAC5), make sure that no object type with the same name as the one just created has been enabled.

Page 45: Manual Connect to Sap_new

CONNECT to SAP Manual

45 Part 2: SAP Customizing Guide

Figure 22: TX OAC5 - Overview

2.1.1.3. Application Customizing

Application customizing is explained below, based on the example of the Financial Accounting and Sales and Distribution areas.

To customize company code- and document-related activation of barcode storage, switch to

TX OBD5 and click on .

Page 46: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 46

Figure 23: TX OBD5 - "Object Types for Early Entry in Financial Accounting"

2.1.1.4. Check the Customizing

Post an invoice and then assign a barcode to it. Do this by calling TX FB10.

Page 47: Manual Connect to Sap_new

CONNECT to SAP Manual

47 Part 2: SAP Customizing Guide

Abbildung 24: TX FB10 - Invoice/Credit Fast Entry: Header Data

Enter the data as described above and click on .

Page 48: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 48

Abbildung 25: TX FB10 - Invoice/Credit Fast Entry: Enter Items

Enter this data also as described and then click on to save. The following dialog for entering a barcode number is then displayed.

Enter a number of your choice and confirm it.

Now switch to TX OAM1 (ArchiveLink Monitor) and check the "Bar Codes" section.

The numbers after the Internal button should have increased by 1. To check this, click on Internal and look to see if the barcode you just entered appears in the list.

Page 49: Manual Connect to Sap_new

CONNECT to SAP Manual

49 Part 2: SAP Customizing Guide

For Sales and Distribution related activation of barcode storage, use TX VNOP.

2.1.2. Manual Storage

2.1.2.1. Prerequisites

- Definition of a document type using TX OAC2, in our case "Z_DW_FIANL"

- Definition of a link in TX OAC3, in our case with the following details:

o Object type: BKPF

o Document type: Z_DW_FIANL

o Content repository: TT

o Link: TOA01

o Status: X

2.1.2.2. Scenario Customizing

Create a workflow document

Although Manual Storage does not involve a workflow, when you customize this scenario you still need to define a workflow document.

Switch to TX SOA0 or go via the SAP Reference IMG.

Click on and enter the relevant data in the mask.

Page 50: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 50

Figure 26: TX SOA0 - Maintaining workflow document type

Click on to save.

Maintain default settings for manual storage

Call TX OAWS or navigate in the Reference IMG

Click on .

Page 51: Manual Connect to Sap_new

CONNECT to SAP Manual

51 Part 2: SAP Customizing Guide

Figure 27: TX OAWS - Default settings for "Manual Storage" scenario 1/2

Enter an ID and a long text and save with . This creates the workflow that can be called later in TX OAWD for manual storage.

Select the entry you just saved and double-click on Entries. Then click on .

Page 52: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 52

Figure 28: TX OAWS - Default settings for "Manual Storage" scenario 2/2

Using the document type created for this scenario in basic customizing, select US (user) under OT (object type). Under Agent ID, select the user who will carry out the "Manual Storage" and select "Assign and Store" in the last column. Then select to save the settings.

2.1.2.3. Check the Customizing

Post an incoming invoice using TX FB10 as in 2.1.1.4 Check the Customizing below. Then call TX OAWD and select the workflow created with TX OAWS (in our case "DocuWare attachments to incoming invoices").

Page 53: Manual Connect to Sap_new

CONNECT to SAP Manual

53 Part 2: SAP Customizing Guide

Figure 29: TX OAWD

This opens a popup with the data of the document just posted.

Confirm the dialog if this is the document you just posted. If not, modify the details and then confirm. The accounting document will be displayed again for you to check once more in the next dialog.

Page 54: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 54

After confirming this dialog, you can select an attachment to the accounting document.

Page 55: Manual Connect to Sap_new

CONNECT to SAP Manual

55 Part 2: SAP Customizing Guide

Select a Word document and confirm with Open. The selected document is transferred to SAP HTTP Server and stored in DocuWare. Check to see if the document exists in DocuWare.

2.1.3. Workflow Scenarios

Customizing the workflow controlled integration of documents and business processes will be described below using the example of paperless order entry processing in SD.

Customizing is the same for both workflow scenarios, "Storing for subsequent entry with SAP Business Workflow" and "Storing for subsequent assignment with SAP Business Workflow." You must simply make sure that both scenarios are enabled when you run the customizing wizard.

2.1.3.1. Basic and Scenario Customizing

Use the document types customizing wizard to create a new document types to be used for the SAP Business Workflow.

Call the wizard from the Reference IMG or directly via TX OAD5.

Run the wizard. We have used the following sample data for the different masks of the wizard:

Document type wizard dialog

Document type: Z_DW_IORDR

Description: Attachments to FI documents DocuWare

Sample document type wizard dialog

Sample document type: SDIORDER

Document type workflow wizard dialog

Select Workflow document type

Page 56: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 56

Document class wizard dialog

Document class: JPG

Object, method and task wizard dialog

Object type: VBAK

Entry section

Method: CREATE

Task: TS30001128

Description: ENTER DOCUMENT FOR DOCUMENT TYPE (completed automatically)

Assignment section

Task: TS30001117

Description: ASSIGN DOCUMENT FOR DOCUMENT TYPE (completed automatically)

Note

This defines which workflow customizing will be enabled. In other words, "Storing for subsequent entry with SAP Business Workflow" and "Storing for subsequent assignment with SAP Business Workflow".

Parameters workflow wizard dialog

Transaction code: VA01

Salesdocumenttype: TA

Storage system and link table wizard dialog

ContRepID: TT

Description: (completed automatically)

Link: TOA01

Select from existing default settings wizard dialog

Leave unchanged

Create new default settings wizard dialog

ID: Z_DW

Name: DocuWare attachments to incoming invoice

Page 57: Manual Connect to Sap_new

CONNECT to SAP Manual

57 Part 2: SAP Customizing Guide

Default settings details wizard dialog

Object type: US (for User)

ID: SCHOEPF

Storing for subsequent entry: active

Storing for subsequent assignment: active

Close the wizard with .

The document type customizing wizard significantly simplifies the setting up of workflow scenarios. However, as an alternative you can carry out the individual steps of the customizing using the respective transactions.

Action Transaction code

Create document type OAC2

Create document types link OAC3

Assign document type to a workflow SOA0

Edit workflow parameters OACA

Edit default settings for storage scenarios OAWS

2.1.3.2. Check the Customizing

Select TX OAWD or the "Check In" entry on the SAP Menu.

Open the Sales & Distribution section and select the workflow scenario you created under 2.1.3.1 Basic and Scenario Customizing.

Page 58: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 58

If more than one scenario was set up, each one is displayed with its own icon. Select the icon for Storing for subsequent entry.

Confirm the note with .

A file selection dialog is displayed. Select a JPG file and confirm the dialog. If the document is successfully stored, you should see an entry like this in the status bar:

.

Now use TX SBWP to switch to the SAP Business Workplace and check the Inbox folder.

Abbildung 30: TX SBWP - Business Workplace

Here you should see the workflow that we just created.

Troubleshooting

If no workflow is displayed, do the following:

Page 59: Manual Connect to Sap_new

CONNECT to SAP Manual

59 Part 2: SAP Customizing Guide

- From the menu, select Settings Workflow settings Refresh organizational environment.

- Check the workflow's default settings in TX OAWS. Select there the default setting

you created when you customized the workflow scenario and double-click on Entries.

Check that the right document type has been specified, whether the user who should receive the work item is correct and whether the actions to be carried out are selected.

Double-click on the icon to start the workflow. The document is displayed along with this dialog:

Page 60: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 60

Click on and specify the customer order.

Sales organization: 1000

Sold-to party: 1000

Purchase order number: any number

After saving the order with CTRL+S or you are returned to the SAP Business Workplace. The number of open work items should now stand at 0.

Now display the posted order and the linked document. Do this by starting up TX VA03 or navigate to this transaction via the SAP menu.

The order you just entered should already be filled out in the search dialog. From the menu, select Environment Display Originals.

Page 61: Manual Connect to Sap_new

CONNECT to SAP Manual

61 Part 2: SAP Customizing Guide

The linked document is displayed. The workflow customizing was successful.

2.2. Outgoing Documents

2.2.1. Outgoing Documents in General

2.2.1.1. Prerequisites

Valid basic customizing must be carried out.

- Check PDF document class TX OAD2

- Define document type TX OAC2

- Edit links TX OAC3

In our case this produces the following: we define a new document type.

Then we define a new link.

Page 62: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 62

The simpler variant is, in the links under the

entry, to change the content repository to the one we configured (TT).

2.2.1.2. Application Customizing for SD

In order for example to maintain the output control for sales documents in the SD module, call TX V/30 or go via the SAP Reference IMG.

Abbildung 31: TX V/30 - Output Types: Overview

Page 63: Manual Connect to Sap_new

CONNECT to SAP Manual

63 Part 2: SAP Customizing Guide

Figure 32: TX V/30 – Output Types: Details

Double-click on "BA00" to display the following dialog.

Page 64: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 64

Change the document type to be used. If earlier you simply changed the content repository in the link table for SDDORDER, you do not need to make any changes here.

2.2.1.3. Application Customizing for MM

Adapt the link in TX OAC3 to your content repository.

In the SAP Reference IMG, select the following path:

Materials Management->Purchasing->Messages->Output Control->Message Types->Define Message Types for Purchase Order

Then select Maintain Message Types for PO.

Page 65: Manual Connect to Sap_new

CONNECT to SAP Manual

65 Part 2: SAP Customizing Guide

Abbildung 33: TX SPRO - Change Message Types

Select the Storage system dialog and enter the data as described above and click on .

Page 66: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 66

2.2.1.4. Check the Customizing (SD)

Call TX VA01 and create a sales order.

Figure 34: TX VA01 - Creating a sales order 1/2

Page 67: Manual Connect to Sap_new

CONNECT to SAP Manual

67 Part 2: SAP Customizing Guide

Figure 35: TX VA01 - Creating a sales order 2/2

Now switch to TX VA03 to output the sales order you just entered.

Page 68: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 68

Figure 36: TX VA03 - Output sales order

From the menu, select Sales document -> Output.

Select the message and click on Print. This generates the sales document as a PDF file and sends it to DocuWare. Check to see if the document appears in DocuWare.

Page 69: Manual Connect to Sap_new

CONNECT to SAP Manual

69 Part 2: SAP Customizing Guide

2.2.1.5. Check the Customizing (MM)

Create a purchase order with TX ME21 and save it.

Switch to TX ME9F for message output of this purchase order.

Abbildung 37: TX ME9F - Message output

Page 70: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 70

Abbildung 38: TX ME9F - Message output

Select the message and click on Output message. The purchase order is generated as a PDF and sent to the DocuWare system. Check whether the document has arrived in DocuWare.

Now check whether you can access the document that was just stored from SAP. Do this by switching to TX ME23. Enter the purchase order number if it is not already filled out.

From the menu, call Environment Display originals.

Page 71: Manual Connect to Sap_new

CONNECT to SAP Manual

71 Part 2: SAP Customizing Guide

This sends a request to SAP HTTP Server, which gets the document from the DocuWare system. SAP HTTP Server receives the document and makes it available to the SAP GUI for display.

2.2.2. Print List Storage

2.2.2.1. Prerequisites

Valid basic customizing must be carried out.

- Check ALF document class TX OAD2

- Define document type TX OAC2

- Edit links TX OAC3

A corresponding link must exist.

2.2.2.2. Application Customizing

No further steps are necessary for application customizing.

2.2.2.3. Check the Customizing

Check the customizing using a print list with incoming invoices (BKPF object type). In TX SE38, call the RFBELJ00 program.

Page 72: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 72

Abbildung 39: TX SE38 - Report RFBELJ00

Click on or press F8 to run the program. Enter the data as shown in the screenshot or for any other company code and any other fiscal year for which accounting documents exist in your system.

Page 73: Manual Connect to Sap_new

CONNECT to SAP Manual

73 Part 2: SAP Customizing Guide

Abbildung 40: TX SE38 - Compact Document Journal

Press F8 to confirm and generate the print list.

Page 74: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 74

Abbildung 41: TX SE38 - Compact Document Journal - Create Printlist

Select Print

from the menu.

Page 75: Manual Connect to Sap_new

CONNECT to SAP Manual

75 Part 2: SAP Customizing Guide

For the object type and document type, select the settings you defined for print lists in basic customizing. These two settings must be compatible, otherwise the print list storage will not work. Under Output Device you must select a real and not a virtual output device, in other words not the device we created under 1.1.1 Create Output Device. If you receive a dialog with only a few setting fields, click on Properties.

Page 76: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 76

Select the highlighted checkbox for those parameters you wish to see in the initial dialog. Confirm to return to the main dialog.

In the main dialog, click on to send the list to the spooler. You should see the following message on the status bar of the main window:

Now select System Own Spool Requests from the menu.

Page 77: Manual Connect to Sap_new

CONNECT to SAP Manual

77 Part 2: SAP Customizing Guide

to access the output controller (TX SP02).

Abbildung 42: TX SP02 - Output Controller

Click in the checkbox next to the spool request you just created to select it and click .

Page 78: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 78

The following dialog is displayed:

Here you can still change the print parameters if necessary or just click on Archive to process the print list.

You should see the following in the status bar:

.

Now switch to TX OAM1.

Page 79: Manual Connect to Sap_new

CONNECT to SAP Manual

79 Part 2: SAP Customizing Guide

Abbildung 43: TX OAM1 - Archive Link Monitor

Click on the highlighted Storage Queue area. Here you can see the spool request you created.

Page 80: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 80

Abbildung 44: TX OAM1 - Archive Link Monitor - CARA Queue

Select the queue entry and confirm with F8 or . The print list is now sent to SAP HTTP Server.

To display the print list, follow these steps.

Call TX OA_FIND.

Page 81: Manual Connect to Sap_new

CONNECT to SAP Manual

81 Part 2: SAP Customizing Guide

Abbildung 45: TX OA_FIND - Document Finder

There select Technical Hitlist for of ArchiveLink printlists.

Page 82: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 82

Determine your search criteria and click on Start search. The print lists found (stored) are displayed in the bottom half of the window. Double-click on an entry in the list to fetch the print list from DocuWare via SAP HTTP Server and display it.

3. SAP OLE Customizing In order to use OLE application from the SAP GUI, it must be made known to the SAP system. You can do this by calling TX SOLE.

Page 83: Manual Connect to Sap_new

CONNECT to SAP Manual

83 Part 2: SAP Customizing Guide

Abbildung 46: TX SOLE - Maintenance view for OLE applications - Step 1

Click on and confirm the warning on client independence to switch to edit mode.

Now click the New Entries button (F5).

Page 84: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 84

Abbildung 47: TX SOLE - Maintenance view for OLE applications - Step 2

Select the following settings:

OLE application: DW5SAPOLE.APP

CLSID: {DA6924C3-92C4-4b31-B061-EC59344F21CC}

OLE object name: DW5SAPOLE.APP.5.0

Type Info key: NO_TYPELIB

Click Save to confirm the settings.

Now call TX OAA4 and click Create (F5).

Page 85: Manual Connect to Sap_new

CONNECT to SAP Manual

85 Part 2: SAP Customizing Guide

Abbildung 48: TX OAA4 - Application Maintenance - Step 1

Enter DWSAPOLE in the next dialog and click on Back.

Double-click on the application you just created.

Page 86: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 86

Abbildung 49: TX OAA4 - Application Maintenance - Step 2

This screen displays the functions that SAP needs from an OLE application. Each function must be configured separately. Double-click on a function to configure it.

Page 87: Manual Connect to Sap_new

CONNECT to SAP Manual

87 Part 2: SAP Customizing Guide

Use the following settings for the respective functions:

Display stored document

S WindowID=@WID S ArchiveID=@AID S DocID=@DID M DisplayArchiveObject G @ETX=ErrorText G @EID=LastError

Retrieval on front end

S ArchiveID=@AID S DocID=@DID S FileName=@DPA S DocType=@DTI M RetrieveDocument

Page 88: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 88

G @ETX=ErrorText G @EID=LastError

Display local file

S WindowID=@WID S FileName=@DPA M DisplayLocalFile G @ETX=ErrorText G @EID=LastError

Archive from front end

S ArchiveID=@AID M ArchiveFromFrontend G @DID=DocID G @ETX=ErrorText G @EID=LastError

Store file on front end

S ArchiveID=@AID M ArchiveOnFrontend G @DPA=FileName G @DTI=DocType G @ETX=ErrorText G @EID=LastError

Close window

S WindowID=@WID M CloseViewer G @ETX=ErrorText G @EID=LastError

Now switch to TX OAA3 to create a new protocol.

Page 89: Manual Connect to Sap_new

CONNECT to SAP Manual

89 Part 2: SAP Customizing Guide

Abbildung 50: TX OAA3 - Communications Interface Administration - Step 1

Click on the Create button (F5) and complete the dialog as follows:

Go back the protocols overview and double-click on "DWSAPOLE". This takes you to the next dialog.

Page 90: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 90

Abbildung 51: TX OAA3 - Communications Interface Administration - Step 2

You have the option of displaying or storing documents in one step or in two steps. If you wish to use one-step display or storage, you only need to configure the top categories Display stored document or Archive from front end. Do this by double-clicking on one of the main categories.

Page 91: Manual Connect to Sap_new

CONNECT to SAP Manual

91 Part 2: SAP Customizing Guide

Abbildung 52: TX OAA3 - Communications Interface Administration - Step 3

You can maintain the function to be executed for each document class separately.

Option 1: One-step display

Option 2: Two-step display

Two-step display means that the document is copied from DocuWare via OLE to a temporary directory and made available for display there. In the second step, the application (e.g. Microsoft Word) is asked by ArchiveLink to display the document. This requires the subcategories Retrieval on front end and Display local file to be configured as well.

Page 92: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 92

3.1. Testing OLE Functionality Switch to TX SE37 and from there call the ARCHIVELINK_FUNCTION program.

Use the values in the following tables to test the various actions of the OLE component. Note that you will need to modify a large number of values to your customizing. Only the values in the "METHOD" row must be copied exactly as shown in the table. The other values are provided as an example. However, if a field contains a value, it means this is a mandatory field.

Display stored document Retrieval for frontend Display local file Archive from frontend

Import parameters

OBJECT_ID

METHOD CDDC CGDC CDDP CARD

DOCTYPE TIF TIF TIF TIF

ARCHIVID TD TD TD

ARC_DOC_ID 0x000000d8 0x00000007

FILE c:\xyz.tif c:\xyz.tif

PROTOKOLL DW5SAPOL DW5SAPOL DW5SAPOL DW5SAPOL

VERSION 0031 0031 0031 0031

SERVERPATH

JUSTVIEW

WINDOW_ID

WINDOW_TITLE

COUNT

FILE_NAMES

Page 93: Manual Connect to Sap_new

CONNECT to SAP Manual

93 Part 2: SAP Customizing Guide

DOCUMENT_PATH_ONLY

Store file from frontend Status query Delete stored document Close window

Import parameters

OBJECT_ID

METHOD CARF CSTA CDEL CCLW

DOCTYPE DOC

ARCHIVID MM FI FI FI

ARC_DOC_ID 0x000000d8 0x000000d8

FILE c:\xyz.tif

PROTOKOLL DW5SAPOL DW5SAPOL DW5SAPOL DW5SAPOL

VERSION 0031 0031 0031 0031

SERVERPATH

JUSTVIEW

WINDOW_ID 1

WINDOW_TITLE

COUNT

FILE_NAMES

DOCUMENT_PATH_ONLY

4. Configuring Signature Verification To ensure the integrity of the URLs send by SAP ArchiveLink, parts of the URL are signed. This signature is sent with URL in the secKey parameter to SAP HTTP Server. Prerequisite:

• Valid ArchiveLink customizing on the SAP side. See 1 SAP ArchiveLink Customizing • Running SAP HTTP Server

Carry out the following steps to set up the signature verification.

Switch to TX OAC0 and select the content repository for which you wish to configure the signature verification.

Page 94: Manual Connect to Sap_new

CONNECT to SAP Manual

Part 2: SAP Customizing Guide 94

Abbildung 53: TX OAC0 - Content-Repositories: Overview

Click the icon to send the certificate to SAP HTTP Server. You can disable the sending of the signature from the SAP side using the No Signature switch.

Note: Without a signature the authenticity of the URL cannot be guaranteed.

Switch to DocuWare Administration and navigate to DocuWare System DocuWare Servers SAP HTTP Server. Select the instance of SAP HTTP Server that you wish to configure.

Select

To enable signature verification, click in the checkbox. Then click on to view a list of the certificates sent from SAP.

Page 95: Manual Connect to Sap_new

CONNECT to SAP Manual

95 Part 2: SAP Customizing Guide

Figure 54: List of certificates

In the Active column, select the certificate that you just sent from SAP. You can identify it either from the Source or the SourceIP from which is was sent. The certificate last sent is entered at the end of the list. The selected certificate is added to the internal certificate store and used to validate all URLs sent to this SAP HTTP Server.

Important: To apply the changes to the certificate list, you will need to restart SAP HTTP Server.

5. Migration DocuWare <=5.0 and ConnectToR3 4.5 to DocuWare 5.1 with Connect to SAP

Backup

Create a backup copy of your storage disks and the DocuWare database that you wish to migrate.

Converting the file cabinets

To be able to use DocuWare 5.1 with Connect to SAP, you must convert the DW4 file cabinets into DW5 file cabinets. Do this using the predefined DocuWare "Conversion" workflow in DocuWare Administration.

Configuring SAP HTTP Server

See the "SAP HTTP Server" section.

Configuring the barcode scenario

If you used the barcode scenario in your previous installation, create a workflow for this as described in the "SAP Barcode Transfer" section.

Customizing SAP

Adapt the settings in your SAP system as described in the steps in the "SAP ArchiveLink Customizing" section.

Sending the certificate

At the end, do not forget to send a new certificate to SAP HTTP Server and then restart the server. The procedure is described in section 4 “Configuring Signature Verification”.

Page 96: Manual Connect to Sap_new

CONNECT to SAP Manual

Appendix 96

6. Appendix Important transactions

Transaction Short description Description

SPRO SAP IMG reference Thematically organized list of transactions for various customizings

ArchiveLink Basic Customizing

SPAD Spool administration Creation of output devices for ArchiveLink customizing.

OAC0 Content repositories administration

Definition of content repositories. This is where the physical link data to the SAP HTTP Servers is configured. Status checking on SAP HTTP Server and sending of certificates.

OAD2 Document classes administration

Assignment of document classes, e.g. DOC, FAX, PDF to the relevant Mime types, e.g. application/msword, etc.

OAC2 Document types administration

Assignment of SAP document types to the document classes defined in OAD2.

OAC3 Links administration Assignment of SAP object types to document types.

ArchiveLink Scenario Customizing

OAC5 Barcode entry Activation and configuration of the barcode scenario.

ArchiveLink Application Customizing

OBD5 Document types for entry with barcodes.

Assignment of document types to company codes.

ArchiveLink Workflow

SOA0 Assign document type to a workflow

Needed to enable manual storage.

OAWS Maintain presettings for storage scenarios

Make workflow settings.

OAD5 Document types customizing wizard

Convenient wizard for creating document types for workflow processes.

SBWP SAP Business Workplace

Main dialog for workflow processes.

ArchiveLink Administration/Document Retrieval

Page 97: Manual Connect to Sap_new

CONNECT to SAP Manual

97 Appendix

OAM1 ArchiveLink Monitor Can be used to view incoming barcodes, spool requests, pending storage requests.

OAWD Store documents Transaction for testing the manual storage of documents. The prerequisite is an existing accounts payable document.

OA_FIND ArchiveLink Document Finder

Enables searching for ArchiveLink documents and print lists.

OAOR Business Document Navigator

Enables complex searches for business objects with ArchiveLink references.

General/System Transactions

SP02 Spool requests List of spool requests. Spool requests can be configured and released from here.

SE38 ABAP Editor Central entry point for starting ArchiveLink test programs, creating print lists for tests or running mass tests.

Page 98: Manual Connect to Sap_new

CONNECT to SAP Manual

Appendix 98

Table of Figures FIGURE 1: BASIC CONNECT TO SAP ARCHITECTURE ................................................................................... 7 FIGURE 2: INSTALLATION SCENARIO WITH A DOCUWARE FILE CABINET FOR EACH SAP

CONTENT REPOSITORY ................................................................................................................................. 9 FIGURE 3: OVERVIEW OF STANDARD INSTALLATION SCENARIO AS VARIANT 1 ..............................10 FIGURE 4: OVERVIEW OF STANDARD INSTALLATION SCENARIO AS VARIANT 2 ..............................10 FIGURE 5: OVERVIEW OF COMPLEX INSTALLATION SCENARIO .............................................................11 FIGURE 6: ASSIGN THEN STORE WITH BARCODE.......................................................................................29 FIGURE 7: STORING FOR SUBSEQUENT ENTRY WITH BARCODE............................................................30 FIGURE 8: STORING FOR SUBSEQUENT ENTRY WITH SAP BUSINESS WORKFLOW..........................31 FIGURE 9: STORING OUTGOING DOCUMENTS ............................................................................................32 FIGURE 10: STORING PRINT LISTS...................................................................................................................33 FIGURE 11: SAP IMPLEMENTATION GUIDE - ARCHIVELINK CUSTOMIZING ......................................34 FIGURE 12: TX SPAD - CREATE OUTPUT DEVICE 1/3 .................................................................................35 FIGURE 13: TX SPAD - CREATE OUTPUT DEVICE 2/3 .................................................................................36 FIGURE 14: TX SPAD - CREATE OUTPUT DEVICE 3/3 .................................................................................37 FIGURE 15: TX OAC0 ...........................................................................................................................................38 FIGURE 16: OAC0 - DEFINING CONTENT REPOSITORIES..........................................................................39 FIGURE 17: TX OAD2 - DOCUMENT CLASSES DEFINITION ......................................................................40 FIGURE 18: TX OAC2 - DOCUMENT TYPES DEFINITION 1/2 ....................................................................41 FIGURE 19: TX OAC2 - DOCUMENT TYPES DEFINITION 2/2 ....................................................................42 FIGURE 20: TX OAC3 - LINKS DEFINITION....................................................................................................43 ABBILDUNG 21: TX OAC5 - SETTINGS FOR BAR CODE ENTRY ...............................................................44 FIGURE 22: TX OAC5 - OVERVIEW..................................................................................................................45 FIGURE 23: TX OBD5 - "OBJECT TYPES FOR EARLY ENTRY IN FINANCIAL ACCOUNTING".............46 ABBILDUNG 24: TX FB10 - INVOICE/CREDIT FAST ENTRY: HEADER DATA .........................................47 ABBILDUNG 25: TX FB10 - INVOICE/CREDIT FAST ENTRY: ENTER ITEMS............................................48 FIGURE 26: TX SOA0 - MAINTAINING WORKFLOW DOCUMENT TYPE ................................................50 FIGURE 27: TX OAWS - DEFAULT SETTINGS FOR "MANUAL STORAGE" SCENARIO 1/2 .................51 FIGURE 28: TX OAWS - DEFAULT SETTINGS FOR "MANUAL STORAGE" SCENARIO 2/2 .................52 FIGURE 29: TX OAWD .........................................................................................................................................53 ABBILDUNG 30: TX SBWP - BUSINESS WORKPLACE ................................................................................58 ABBILDUNG 31: TX V/30 - OUTPUT TYPES: OVERVIEW ............................................................................62 FIGURE 32: TX V/30 – OUTPUT TYPES: DETAILS..........................................................................................63 ABBILDUNG 33: TX SPRO - CHANGE MESSAGE TYPES ............................................................................65 FIGURE 34: TX VA01 - CREATING A SALES ORDER 1/2 ............................................................................66 FIGURE 35: TX VA01 - CREATING A SALES ORDER 2/2 ............................................................................67 FIGURE 36: TX VA03 - OUTPUT SALES ORDER ............................................................................................68 ABBILDUNG 37: TX ME9F - MESSAGE OUTPUT ..........................................................................................69 ABBILDUNG 38: TX ME9F - MESSAGE OUTPUT ..........................................................................................70 ABBILDUNG 39: TX SE38 - REPORT RFBELJ00.............................................................................................72 ABBILDUNG 40: TX SE38 - COMPACT DOCUMENT JOURNAL ................................................................73 ABBILDUNG 41: TX SE38 - COMPACT DOCUMENT JOURNAL - CREATE PRINTLIST.........................74 ABBILDUNG 42: TX SP02 - OUTPUT CONTROLLER.....................................................................................77 ABBILDUNG 43: TX OAM1 - ARCHIVE LINK MONITOR.............................................................................79 ABBILDUNG 44: TX OAM1 - ARCHIVE LINK MONITOR - CARA QUEUE...............................................80

Page 99: Manual Connect to Sap_new

CONNECT to SAP Manual

99 Appendix

ABBILDUNG 45: TX OA_FIND - DOCUMENT FINDER.................................................................................81 ABBILDUNG 46: TX SOLE - MAINTENANCE VIEW FOR OLE APPLICATIONS - STEP 1 ......................83 ABBILDUNG 47: TX SOLE - MAINTENANCE VIEW FOR OLE APPLICATIONS - STEP 2 ......................84 ABBILDUNG 48: TX OAA4 - APPLICATION MAINTENANCE - STEP 1 ....................................................85 ABBILDUNG 49: TX OAA4 - APPLICATION MAINTENANCE - STEP 2 ....................................................86 ABBILDUNG 50: TX OAA3 - COMMUNICATIONS INTERFACE ADMINISTRATION - STEP 1 ............89 ABBILDUNG 51: TX OAA3 - COMMUNICATIONS INTERFACE ADMINISTRATION - STEP 2 ............90 ABBILDUNG 52: TX OAA3 - COMMUNICATIONS INTERFACE ADMINISTRATION - STEP 3 ............91 ABBILDUNG 53: TX OAC0 - CONTENT-REPOSITORIES: OVERVIEW .......................................................94 FIGURE 54: LIST OF CERTIFICATES ..................................................................................................................95