SAP Extended ECM Solution Accelerator for SAP DMS

SAP Extended ECM Solution Accelerator

October 2016

Combining Extended ECM and SAP Document Management System (DMS) A sa mp mple le c on onfi figu gura rati tion on f or Ex Exte te nd nded ed EC ECM M fo forr SA SAP P So Solu lutt io ions ns

1.2

SAP DMS SAP Extended ECM Solution Accelerator

Solution Accelerator Disclaimer The purpose of a solution accelerator is to give you you an example for an implementation. This particular solution accelerator relates to OpenText Extended ECM for SAP® Solutions in a specific business context. A solution accelerator in most cases consists of documentation and software. A solution accelerator is not part of a product and is not covered by product maintenance and support. Please be appreciative that OpenText Customer Support is unable to answer questions related to solution accelerators.

DISCLAIMER OF WARRANTIES: THE EXTENDED ECM SOLUTION ACCELERATOR (SOFTWARE AND DOCUMENTATION) IS PROVIDED “AS IS”, AND OPEN TEXT MAKES NO (AND HEREBY DISCLAIMS) ALL WARRANTIES, REPRESENTATIONS, OR CONDITIONS, WHETHER WRITTEN, ORAL, EXPRESS, IMPLIED OR STATUTORY, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, AGAINST INFRINGEMENT, OR FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE USE, MISUSE, OR INABILITY TO USE THE EXTENDED ECM SOLUTION ACCELERATOR (IN WHOLE OR IN PART). OPEN TEXT DOES NOT WARRANT THAT ANY DEFECTS OR ERRORS WILL BE REPAIRED OR THAT ALL DEFECTS OR ERRORS CAN BE CORRECTED, OR THAT OPERATION OF THE SOLUTION ACCELERATOR IMPLEMENTATION SHALL BE UNINTERRUPTED, DEFECT OR ERROR-FREE.

Copyright © 2016 Open Text. All Rights Reserved. Trademarks owned by Open Text.

E N TE R PR I SE I N FO R MA T IO N M A NA G EM E NT

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Solution Accelerator Disclaimer The purpose of a solution accelerator is to give you you an example for an implementation. This particular solution accelerator relates to OpenText Extended ECM for SAP® Solutions in a specific business context. A solution accelerator in most cases consists of documentation and software. A solution accelerator is not part of a product and is not covered by product maintenance and support. Please be appreciative that OpenText Customer Support is unable to answer questions related to solution accelerators.

DISCLAIMER OF WARRANTIES: THE EXTENDED ECM SOLUTION ACCELERATOR (SOFTWARE AND DOCUMENTATION) IS PROVIDED “AS IS”, AND OPEN TEXT MAKES NO (AND HEREBY DISCLAIMS) ALL WARRANTIES, REPRESENTATIONS, OR CONDITIONS, WHETHER WRITTEN, ORAL, EXPRESS, IMPLIED OR STATUTORY, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, AGAINST INFRINGEMENT, OR FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE USE, MISUSE, OR INABILITY TO USE THE EXTENDED ECM SOLUTION ACCELERATOR (IN WHOLE OR IN PART). OPEN TEXT DOES NOT WARRANT THAT ANY DEFECTS OR ERRORS WILL BE REPAIRED OR THAT ALL DEFECTS OR ERRORS CAN BE CORRECTED, OR THAT OPERATION OF THE SOLUTION ACCELERATOR IMPLEMENTATION SHALL BE UNINTERRUPTED, DEFECT OR ERROR-FREE.

Copyright © 2016 Open Text. All Rights Reserved. Trademarks owned by Open Text.


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Summary

The Extended ECM Solution Accelerator for SAP DMS combines document management capabilities of SAP Document Management (SAP DMS) with Business Workspaces and Records Management delivered by OpenText Extended ECM for SAP Solutions. Extended ECM makes documents, which are maintained in SAP DMS, available to non-SAP users. Documents and their metadata are available in a business workspace of the corresponding business object. For example, the business workspace of an equipment contains the construction plan, which originates from SAP DMS, along with other relevant documents and data. In addition to the information of that particular business object, users see the bigger context: related business workspaces direct to other information that might be valuable to the users for their current work. With OpenText Records Management, you have universal control over the life cycle of documents, based on attributes. This solution accelerator focusses on the Document Info Record (DIR) business object as the central object of SAP DMS. A status change of the DIR business object triggers the creation of the business workspace. DIR metadata is available in the business workspace through categories and related workspaces. In addition, the original document(s) of the DIR business object are enriched with KPro categories and RM classifications. OpenText continuously improves the Extended ECM solution accelerators. We are very much interested in your feedback. Please use the Extended ECM forum in OTDN to give us your feedback.


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Content 1

Summary ............................................................................................................................................... 3

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Overview of DMS Solution Accelerator ................................................................................................. 6 2.1 Workflow ........................................................................................................................................ 7 2.2 Key features ................................................................................................................................... 7 2.3 Scope of this solution accelerator ................ .................................. .................. ................. ................. .................. .......... 12 2.4 System prerequisites ................................................................................................................... 13 2.5 Content of this solution accelerator ............................................................................................. 13 2.6 Package structure ........................................................................................................................ 13

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Creating a content repository .............................................................................................................. 14

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Customizing the SAP system .............................................................................................................. 17 4.1 Creating business object declarations ......................................................................................... 17 4.2 Customizing SAP DMS ................................................................................................................ 18 4.2.1 Adding additional attributes for a document type ................. .................................. ................................... .................. .......... 18 4.2.2 Creating a DMS document type ........................................................................................ 21 4.2.3 Mapping object links to business object types .................................................................. 26 4.2.4 Creating a global document type ................ .................................. .................. ................. .................................. ................................... .................. . 26 4.3 Customizing ArchiveLink ............................................................................................................. 27 4.3.1 Creating a document declaration ...................................................................................... 27 4.3.2 Assigning 4.3.2 Assigning the declaration ID to object type and document type ..................... ................. ................... 30 4.3.3 Maintaining Receiver Module Events ................................................................................ 31 4.3.4 Enabling uploading of workstation application files ........................................................... 33 4.4 SAP GUI integration .................................................................................................................... 34

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Configuring business workspaces in Extended ECM.......................................................................... 35 5.1 Importing categories .................................................................................................................... 35 5.2 Creating a classification for location folder and document template ........................................... 37 5.3 Creating a location ....................................................................................................................... 37 5.4 Creating a workspace type .......................................................................................................... 38 5.5 Creating a workspace template ................................................................................................... 39 5.6 Creating a business object type .................................................................................................. 39

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About OpenText ......................... ................. ................. .................. ................. .................. ................. . 42


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Figures Figure 2-1: Document Info Record business object (DIR) ............................................................................ 6 Figure 2-2: Status system to trigger creation of business workspaces ........................................................ 8 Figure 2-3: Business workspaces for versions ............................................................................................. 8 Figure 2-4: Additional metadata .................................................................................................................... 8 Figure 2-5: Additional metadata in business workspace attributes............................................................... 9 Figure 2-6: Object links ............................................................................................................................... 10 Figure 2-7: Sidebar widgets and related business workspaces for linked objects ..................................... 11 Figure 2-8: Document as a record .............................................................................................................. 11 Figure 2-9: DIR business object attributes .................................................................................................. 12 Figure 3-1: Logical storage provider in Content Server .............................................................................. 14 Figure 3-2: Transaction OAC0: Create content repository ......................................................................... 15 Figure 3-3: Transaction OACT: Create a storage category ........................................................................ 16 Figure 4-1: Business object declaration example ....................................................................................... 17 Figure 4-2: Additional Data tab in document info record .......................................................................... 19 Figure 4-3: Create characteristics ............................................................................................................... 20 Figure 4-4: Add characteristics to a class ................................................................................................... 21 Figure 4-5: Define a global document type ................................................................................................. 23 Figure 4-6: Define the sequence of document statuses ............................................................................. 24 Figure 4-7: Object Links tables in the document info record screen........................................................... 25 Figure 4-8: Define object links for the document type ................................................................................ 25 Figure 4-9: Table /OTX/SA_DMS_BOLI: Map object links to business object types ................................. 26 Figure 4-10: Transaction OAC3: Link object type to content repository ..................................................... 27 Figure 4-11: Create document declaration – categories and location ........................................................ 28 Figure 4-12: Create document declaration – category mapping................................................................. 29 Figure 4-13: Create document declaration – RM classification .................................................................. 30 Figure 4-14: Assign declaration ID to object type and document type ....................................................... 31 Figure 4-15: Create event type linkage ....................................................................................................... 32 Figure 4-16: Define workstation applications for several MIME types ........................................................ 33 Figure 4-17: Business Content window for the document .......................................................................... 34 Figure 5-1: DMS.BWS.Category category for business workspaces ........................................................ 36 Figure 5-2: DMS.ALink.Category category for Records Management ..................................................... 36 Figure 5-3: Create workspace type ............................................................................................................. 38 Figure 5-4: Create workspace template ...................................................................................................... 39 Figure 5-5: Business object type: Mapping business properties to attributes ............................................ 40


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Overview of DMS Solution Accelerator

This solution accelerator for SAP DMS allows publishing documents that are controlled in SAP Document Management System (SAP DMS) to Business Workspaces of OpenText Extended ECM for SAP Solutions. The business object of SAP DMS is the Document Info Records (DIR). This business object contains metadata about the original document. The following metadata can be stored in a DIR business object: 



 

Metadata of business object with control function like the date of creation, the creator, an object ID or the status SAP classification provides additional information according to your business processes in customizable attributes, this can also be added automatically be the application the document file originates from, for example a CAD program. Links to other business objects that are related to this DIR business object The original document or documents as links to their actual storage location, for example in an archive

Figure 2-1: Document Info Record business object (DIR) When the DIR business object reaches a certain status, a business workspace is created in Content Server. In this solution accelerator, the status “Released” is used. Upon creation, the business workspace receives attributes from the DIR business object and SAP classifications. If configured, object links from SAP DMS are mapped to Business Relationships in Extended ECM. The originals of documents of the SAP DIR business object are published into the business workspace. The ArchiveLink category attributes are filled with metadata for the original document. Metadata of the DIR business object is stored in category attributes of that business workspace. The original documents receive KPro metadata as well as an RM classification. Links to the original documents are stored in a subfolder /Originals. As there is no event that tri ggers the update of data in Extended EC M, the following restrictions appl y: 



After the status change that triggered the creation of the business workspace, the DIR business object cannot be changed anymore. Documents of the DIR business object cannot be changed and no new documents can be added


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2.1

Workflow

2.2

Key features

Workflow triggered by status change The status of the DIR business object triggers the creation of a business workspace. In this solution accelerator, the RL Released status is used as trigger. You can define any other status to trigger the creation.


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Figure 2-2: Status system to trigger creation of business workspaces

Business workspaces for document versions Each new version of a document info record is a new business object and therefore creates a new business workspace.

Figure 2-3: Business workspaces for versions

Additional metadata enrich business workspace attributes You can add SAP classifications as additional metadata to the DIR business object in SAP DMS.

Figure 2-4: Additional metadata


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SAP classification data is then mapped to the category attributes of the business workspace. The respective category is part of this solution accelerator.

Figure 2-5: Additional metadata in business workspace attributes

Related business workspaces mirror object links You can add links to other business objects to the document info record. In this solution accelerator, object links to Material, Functional Location and Equipment are configured. You can add any other business object you need.


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Figure 2-6: Object links In Extended ECM, these object links are represented by related business workspaces. The business workspace for the DIR business object contains a Related Workspaces folder. Sidebar widgets are configured accordingly.


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Figure 2-7: Sidebar widgets and related business workspaces for linked objects

Records Management With the release of the DIR business object, a link to the original document file in the archive is created in the Originals subfolder in the newly created business workspace. In this solution accelerator, the name of the document is a combination of document type (field FileDesc) and file name. The KPro category and Records Management rules are applied to the document by Extended ECM customizing.

Figure 2-8: Document as a record


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Figure 2-9: DIR business object attributes For more information about the workspace capabilities, refer to the official Extended ECM for SAP Solutions documentation, which is available in the OpenText Knowledge Center (https://knowledge.opentext.com/knowledge/cs.dll/Open/10194282 ).

2.3

Scope of this solution accelerator

The solution accelerator uses a specific configuration scenario, which is described in this document. OpenText recommends that you use the suggested names and IDs, for example for document type or business object type, to make configuration easier for you. Step

Details

Import categories for business workspace and Records Management

XML import files are part of this solution accelerator

Configure business workspaces for the following business object types: Document info record (DRAW) Equipment (EQUI)

Property provider for the DRAW business object is part of this solution accelerator Other property providers are part of the Extended ECM Solution Accelerator for Plant Maintenance.


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Step

Details

Functional Location (BUS0010) Material (BUS1001006) Create a DMS global document type

This solution accelerator uses the XEC document type

Add additional attributes to t he document type

These SAP classification attribut es will be used as attributes of the business workspace

Enable the Released status of the document to trigger the creation of the business workspace

Only released documents can be published to a business workspace in Extended ECM

Create a document declaration for DRAW documents

This puts the document under Records Management control

2.4

System prerequisites

The following products and components are the basis for this scenario: SAP system: SAP ERP 6.00 

Extended ECM: SAP Extended ECM in the following versions with the respective prerequisites: 

  



The most recent solution accelerator transport package that is available on the OpenText Knowledge Center at https://knowledge.opentext.com/knowledge/cs.dll/Open/45785028

2.5  



10.5.0 10.5.0 SP1 16

Content of this solution accelerator

SAP transport with property provider Extended ECM categories export file Documentation

2.6

Package structure

/OTX/RMDMS

Package for this solution accelerator


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Creating a content repository

Both on SAP side and on Content Server, you must create a link to the logical archive where you want to store your documents, for example OpenText Archive Server. 1.

In Content Server, you create a logical storage provider: a. b.

On the Administration page, in the Storage Provider Settings section, click Configure Storage Providers. Create a storage provider for the SAP DMS documents of type Enterprise Archive.

Figure 3-1: Logical storage provider in Content Server c. d. e. 2.

Select the Logical Archive, in this example D1. Enter a name of your new storage provider, in this example D1. Select Delete Document from Archive and Allow Content Move Operations.

Open the SAP system. a.

In the SAP IMG, navigate to Cross-Application components > Document Management > General Data > Setting for Storage Systems and start the Maintain Storage System activity. Alternatively, use transaction OAC0.


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Figure 3-2: Transaction OAC0: Create content repository b. c. d. e. 3.

Content Repository: Select the content repository, in this example D1. Document Area: leave empty Storage Type: Select HTTP content server HTTP server, Port Number : Enter the settings of your Content Server

In transaction OACT, create a storage category. Use the content repository that you created.


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Figure 3-3: Transaction OACT: Create a storage category


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4

Customizing the SAP system

Customizing of the SAP system includes the following steps:  

Create a business object declaration In the DMS, create and configure a document type, and enable automatic creation of the business workspace.

4.1

Creating business object declarations

In your SAP system, create business object declarations for the DRAW business object and the related business object types. Customize the specific settings for the business object types of this solution accelerator as follows:

Figure 4-1: Business object declaration example 1.

In the Business Object Declaration dialog, create and configure the following business object declarations: 

For the Document business object:  

Object Type – DRAW Properties Provider – /OTX/RM_DMS_CL_PP_DRAW


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

For the Functional Location business object:   



For the Equipment business object:   



Object Type – BUS0010 Properties Provider – /OTX/RM_PM_CL_PP_FUNC_LOC Search Help Name – /OTX/RM_PM_SH_FUNC_LOC

Object Type – EQUI Properties Provider – /OTX/RM_PM_CL_PP_EQUIPMENT Search Help Name – EQUIA

For the Material business object:   

Object Type – BUS1001006 Properties Provider – /OTX/RM_PM_CL_PP_MATERIAL Search Help Name – MAT1J

For more information, see:

 

10.5.1: Creating a business object declaration in SAP in the ECMLink Customizing Guide (ERLK-CGD). 16: Creating a business object declaration in SAP in the Extended ECM for SAP Customizing Guide (ERLK-CGD).

4.2

Customizing SAP DMS

4.2.1 Adding additional attributes for a document type Additional attributes are m aintained in the document info record a nd used to fill the category attr ibutes in Extended ECM. To add additional attributes to a document type, you create characteristics, which you will later add to the document type. You can add as many attributes as you want.


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Figure 4-2: A dditional Data tab in document info record 1.

Start transaction CT04 to create characteristics according to the following table or add other characteristics. You can add as many characteristics as you need. The property provider is prepared to handle all characteristics. Note: Each characteristic must have an equivalent attribute in the DMS.BWS.Category category. Characteristics mentioned in this solution accelerator already have attribute equivalents. For more information, see 5.1 Importing categories on page 35. Name of characteristic

Description

Data Type

CONTACTPERSON

Contact Person

Character

DISTRIBUTION

Distribution

Character

KEYWORDS

Keywords

Character

RELEASEDATE

Release Date

Date


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Name of characteristic

Description

Data Type

NEXTPERIODICREVIEW

Next Periodic Review

Date

Figure 4-3: Create characteristics 2.

In transaction CL01, include these characteristics in a class, for example DMS_SA, which you will later assign to the document type of the DMS document.


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Figure 4-4: Add characteristics to a class On the Keywords tab, enter keywords, which are useful to search for this class.

4.2.2 Creating a DMS document type 1.

Use transaction SPRO to start the IMG.


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2.

Navigate to Cross-Application components > Document management > Control Data and start the Define Document Types activity.

3.

Create a new document type with the following settings: Name of setting

Value

Document Type

For example, XEC

Doc. Type Desc.

Any description

Use KPro

X

Number Assgmt

empty

Internal Number Range

02

External Number Range

04

Number Exit

MCDOKZNR

Vers. No. Incr.

2

Class Type

017 (Document management)

Class

DMS_SA

Class Data

empty

Hierarchy Indicator

* (Display field)

Document Status

+ (Required entry)

Document Desc.

+ (Required entry)

User

* (Display field)


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Figure 4-5: Define a global document type 4.

Define the sequence of statuses for this document type. a. b. c.

In the Dialog Structure, select Define document status. Create statuses WR Work request, IA In Work and RL Release in that order. For the RL Release status set the following. This causes the business workspace to be created once the document is released.   

Release Flag: enabled Program exit: /OTX/RM_UPD_RECORD_DRAW_XEC Form routine: SAVE_DATA_TO_CS


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Figure 4-6: Define the sequence of document statuses Important: If you leave the Program exit field empty, you remove all Extended ECM functionality for that document type. 5.

Define the object links for the document type. Object links are displayed as tabs in the document info record screen.


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Figure 4-7: Object Links tables in the document info record screen a. b.

In the Dialog Structure, select Define object links. Create object links for the following: For all, select When New Version = 1 1:n ratio = enabled Object

Description

Screen no.

EQUI

Equipment master

204

IFLOT

Functional location

205

MARA

Material Master

201

You can add as many object links as you like and you are not restricted to business objects specific to SAP Plant Maintenance. You can, for example, also add customers.

Figure 4-8: Define object links for the document type E N TE R PR I SE I N FO R MA T IO N M A NA G EM E NT

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4.2.3 Mapping object links to business object types Object links in a document type definition refer to the database table of the master record, whereas business object declarations use the business object type. To propagate the relation information from the object links to related workspace in Extended ECM, you must maintain a mapping table where object links are mapped to a business object type. 1.

Use transaction SM30 to maintain table /OTX/SA_DMS_BOLI.

2.

Create a new entry for each object link:   

DMS Document Type: always XEC in this solution accelerator Link Table: The name of the object link you selected in the previous procedure Business Object Type: Name of the business object type for which you created a business object declaration

Figure 4-9: Table /OTX/SA_DMS_BOLI: Map object links to business object types

4.2.4 Creating a global document type 1.

In transaction OAC2, create a global document type with the following settings: a. b. c. d.

Document type: In this example, XEC Description: DMS Document type Document class: * (General technical document class) Status: enabled


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2.

In transaction OAC3, link the document type to the business object type DRAW and the content repository (field Storage System) that you want to use.

Figure 4-10: Transaction OAC3: Link object type to content repository

4.3

Customizing ArchiveLink

For more information about ArchiveLink, see:

 

10.5.1: Configuring document declarations in the ECMLink Customizing Guide (ERLK-CGD) 16: Configuring document declarations in the Extended ECM for SAP Solutions Customizing Guide (ERLK-CGD)

4.3.1 Creating a document declaration Documents that are stored in Extended ECM will be put under Records Management control. For this you create a document declaration. 1.

Start transaction SPRO to open the IMG.

2.

Navigate to OpenText Extended ECM for SAP Solutions > ECMLink or Extended ECM > Document (ArchiveLink) and PrintList Declaration > Maintain Enterprise Library Document Declarations and start the activity.

3.

Create a new document declaration with the following settings.   

  

Declaration ID and Description: DMSBP, in this example Business property provider: /OTX/RM_CL_PP_ALINK_DMS System Category Unique Name: a system category that uses otx.sap.rm.SystemArchiveLink (is part of the standard Extended ECM package) Categories: Add a category that uses DMS.ALink.Category (is part of this solution accelerator) Document Location: Select Workspace and Object DRAW. Sub Folder : Enter Original


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

Document Name: Enter [Document.FileDesc]-[Document.FileName]

Figure 4-11: Create document declaration – categories and location 4.

5.

Map the business properties to the category attributes of DMS.ALinkCategory: Business Property

Category attribute

Data Type

Document.DocumentVersion

Document Description

String

Document.DocumentNumber

Document Number

String

Document.DocumentPart

Document Part

String

Document.DocumentStatus

Document Status

String

Document.DocumentStatus

Document Status

String

Document.DocumentType

Document Type

String

Document.User

Document User

String

Document.DocumentVersion

Document Version

String

Document.FileDesc

File Description

String

Document.FileName

File Name

String

Map the business properties to the attributes of the system category: Business Property ArchiveLink.Archive ID

Category attribute

Data Type

ArchiveLink.Archive ID

String


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Business Property

Category attribute

Data Type

ArchiveLink.Business Object Type

ArchiveLink.Business Object Type

String

ArchiveLink.Client

ArchiveLink.Client

String

ArchiveLink.Document ID

ArchiveLink.Document ID

String

ArchiveLink.Document Type

ArchiveLink.Document Type

String

ArchiveLink.Object ID

ArchiveLink.Object ID

String

ArchiveLink.Storage Date

ArchiveLink.Storage Date

DateTime

Figure 4-12: Create document declaration – category mapping


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6.

RM Classification: Select an RM classification that you created earlier.

Figure 4-13: Create document declaration – RM classification

4.3.2 Assigning the declaration ID to object type and document type Enable Records Management for a business object type and document type. 1.

In IMG, navigate to the OpenText Extended ECM for SAP Solutions > ECMLink or Extended ECM > Document (ArchiveLink) and start the Assign Declaration ID to Object Type and Document Type activity.

2.

Create the following entry:    

Object Type: DRAW Doc. Type: Global document type, here XEC Declare ID: Document declaration ID, here DMSBP Active: enable


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Figure 4-14: Assign declaration ID to object type and document type

4.3.3 Maintaining Receiver Module Events To automatically react on creation or update of SAP business objects, you must configure the respective receiver module events. To configure receiver module events for SAP business objects, generally proceed as described in 

10.5.1 OpenText ECMLink for SAP Solutions - Customizing Guide (ERLK-CGD): “Configuring eventing for business workspaces and business attachments”


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

16: OpenText ECMLink for SAP Solutions - Customizing Guide (ERLK-CGD): “Configuring eventing for business workspaces and business attachments”

Customize the special settings for the SAP business objects as follows: 

Create the following entry:           

Object Category: BOR Object Type Object Type: DRAW Event: Changed Receiver Type: DRAW Receiver Call: Function Module Receiver Function Module: /OTX/RM_WSC_UPD Check Function Module: empty Receiver Type Function Module: empty Destination of Receiver : NONE Event delivery: NONE Linkage Activated: enable

Figure 4-15: Create event type linkage E N TE R PR I SE I N FO R MA T IO N M A NA G EM E NT

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4.3.4 Enabling uploading of workstation application files If you want to enable uploading or processing an original file from a workstation application, you must maintain the respective tables. Maintaining MIME types and workstation applications is a standard SAP function. For more information, see help.sap.com. Important: You must maintain MIME types of all documents that you want to control with Records Management. Original documents that have no maintained MIME type, cannot be processed by Records Management when a user checks them in, 1.

Start transaction OAD2 to maintain the ArchiveLink document class. Maintain a description and the MIME type, for example, application/x-autocad for Auto CAD files and image/x-dwg for another Auto CAD file format.

2.

Start transaction DC30 to define the workstation application. You can combine several file formats in one workstation application.

Figure 4-16: Define workstation applications for several MIME types


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4.4

SAP GUI integration

You can customize the GOS menu to display the business workspace for the document info record. WARNING: You must make sure that users do not create a business workspace over the GOS menu entry, as this does not trigger the creation of the record in the Originals folder.

Figure 4-17: Business Content window for the document For more information about the customizing of the GOS menu, see:





10.5.1: Customizing the Generic Object Services (SAP GUI) in the ECMLink Customizing Guide (ERLK-CGD) 16: Customizing the Generic Object Services (SAP GUI) in the Extended ECM for SAP Solutions Customizing Guide (ERLK-CGD).


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5

Configuring business workspaces in Extended ECM

This chapter describes the necessary configuration steps for business workspace of the document info record business object. For details about SAP Extended ECM, its installation and configuration, see the official product documentation in OpenText Knowledge Center (https://knowledge.opentext.com/knowledge/cs.dll/Open/34046660 ). This document assumes that you are familiar with Extended ECM for SAP Solutions and SAP ERP.

5.1

Importing categories

Import Content Server categories for workspace type and business object type from the XML file, which is part of the solution accelerator. The following categories are part of this solution accelerator:  

DMS.BWS.Category: Category for the business workspace DMS.ALink.Category: Category for documents under Records Management

For more information about the import of categories, see the Content Server XML Import and Export Guide (LLESCOR-PGD). The DMS.BWS.Category category contains attributes for all business properties that are configured for the XEC document type. If you added more properties as characteristics to the DMS document type, you must add the corresponding attributes to the category. For more information, see 4.2.1 Adding additional attributes for a document type on page 18.


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Figure 5-1: DMS.BWS.Category category for business workspaces

Figure 5-2: DMS.ALink.Category category for Records Management E N TE R PR I SE I N FO R MA T IO N M A NA G EM E NT

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5.2

Creating a classification for location folder and document template

According to your business requirem ents create classifications for location f older and workspace templates. For more information, see:





10.5.1 Creating a classification for document templates in the ECMLink Customizing Guide (ERLKCGD) 16 Creating a classification for document templates in the Extended ECM for SAP Solutions Customizing Guide (ERLK-CGD).

5.3

Creating a location

In Content Server, create the root folder for your business workspaces. From the Classifications list, select the classification that you created in the previous step. For more information, see:

 

10.5.1 Creating a location for the business workspaces in the ECMLink Customizing Guide (ERLK-CGD) 16 Creating a location for the business workspaces in the ECMLink Customizing Guide (ERLK-CGD)


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5.4

Creating a workspace type

In Content Server, create a workspace type for the DRAW business object using the following settings.

Figure 5-3: Create workspace type Side Bar Widgets Create Related Items sidebar widgets for Functional Location, Equipment and Material using the respective workspace types. Add other sidebar widgets according to your requirements. Multilingual name (proposal; replace <1234567> with the ID of your imported document category) [1234567:Document Description] ([1234567:Document Number] Part [1234567:Document Part] Version [1234567:Document Version]) - [1234567:Document Type Description]


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Note: Also create workspace types for the related business object types Functional Location, Equipment and Material according to your requirements. For more information, see:

 

10.5.1 Creating a workspace type in the ECMLink Customizing Guide (ERLK-CGD) 16: Creating a workspace type in the ECMLink Customizing Guide (ERLK-CGD)

5.5

Creating a workspace template

For the DRAW business object, create a workspace template that contains at least a Related Workspaces folder.

Figure 5-4: Create workspace template Also create workspace templates for the r elated business object types Functional Location, Equipment and Material according to your requirements. For more information, see:





10.5.1: Defining a document template for business workspaces in the ECMLink Customizing Guide (ERLK-CGD). 16: Defining a document template for business workspaces in the ECMLink Customizing Guide (ERLKCGD).

5.6

Creating a business object type

1.

Create a business object type for the DIR business object.

2.

Map the following business properties to the attributes of the DMS.BWS.Category that you imported in a previous step. You can add as many properties as you want as long as you also add the corresponding attributes to the category. Document (DRAW):


39


Business Property

Category attribute

DOKNR

Document Number

DOKAR

Document Type

DOCVR

Document Version

DOCTL

Document Part

DESCRIPTION

Document Description

NAME1

Document User

DOSTX

Document Status

RELEASEDATE

Release Date

CONTACT PERSON

Contact Person

DISTRIBUTION

Distribution

NEXTPERIODICREVIEW

Next Periodic Review

KEYWORDS

Keywords

DARTXT

Document Type Description

Figure 5-5: Business object type: Mapping business properties to attributes The following business object types are not specific to this solution accelerator. They are used for related workspaces. This solution accelerator uses the following settings. Functional Location (BUS0010): Business Property

Category attribute


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Business Property

Category attribute

TPLNR

Functional Location

NAME1

Name 1

CATEGORY

Functional location category

DESCRIPT

Description

CONSTTYPE

Construction type material

CITY1

City

COUNTRY

Country Key

STREET

Street

Material (BUS1001006): Business Property

Category attribute

MATNR

Material number

MATL_GROUP

Material Group

MATL_DESC

Material Description

Equipment (EQUI): Business Property

Category attribute

DESCRIPT

Description of technical object

EQUNR

Equipment number

READ_CRDAT

Creation date

COUNTRY

Country key

CONSTTYPE

Construction type material

CITY1

City

CATPROFILE

Catalog profile

ABCINDIC

ABC indicator

For more information, see:

 

10.5.1: Configuring business object types in the ECMLink Customizing Guide (ERLK-CGD) 16: Configuring business object types in Extended ECM for SAP Solutions Customizing Guide (ERLKCGD).


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SAP Extended ECM Solution Accelerator for SAP DMS

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