SAP Document Management System Integration with Content Servers

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SAP Document
Management System
Integration with
Content Servers


Session
-

ULM211


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Agenda

John Walls

Sr. Consultant, Verbella CMG, LLC




Breck Whitten

Lead Application Analyst, Halliburton

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up &
Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Learning Objectives

As a result of this workshop, you will be able to:


Understanding of the SAP Content Server and how it fits into
the SAP Architecture.




Basic DMS background, and how it can be used within the SAP
system



Understanding of the Knowledge Provider (KPro) in SAP and
DMS



How this systems can be integrated to handle your document
imaging needs


Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


Typical Configuration

Server

SAP R/3

Archive Server
OnBase, IXOS
IBM, FileNet, etc

Clients

Scanner

Scan Client

CAS Storage


Centera

Jukebox

Retrieval of documents done from the

SAP GUI


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


Typical Configuration

HTTP

SAP R/3

Retrieval of documents done from the

SAP GUI using the ECL Viewer

SAP Content Server

File system or data base

(No optical Media support)

No Scanner Interface for
SAP Content Server

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

HTTP

SAP Cache
Server

HTTP

HTTP


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


What is It?


Software for storing structured data (ADK files) and
unstructured documents in repositories.


Product of SAP Web Application Server


Administration from within SAP, CSADMIN, CCMS
-
RZ20, & OACO


Communication through the ArchiveLink HTTP
protocol.


Multi
-
OS support including


Windows


Various Unix systems (New as of 6.30)


Does not support optical Media no direct scanning
interface


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


Background & Integration

Background


“The SAP Content Server is the server at the core of
SAP’s document storage and management concept. It
provides the technical infrastructure for all document
-
centric applications and business scenarios that do
not require long
-
term document archiving”


SAP Integration points


SAP applications
-
SAP Business Workplace,
ArchiveLink, SAP Document Management system
(DMS), and SAP Knowledge Warehouse.


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


Features


Ability to create file system and database repositories.


Support for security certificates (secure key).


Ability to lock down the files on the content
repositories.


Images can be displayed using the ECL viewer or
desktop applications via Internet Explore.


Database is limited to 64 Terabytes, Then additional
Database has to be installed.



SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


Availability


Product of SAP AG.


Current version is 6.40 is now available (since May 1,
2006.)


With all the features of 6.30 the new version now
supports additional UNIX platforms. This version can
now be installed with Apache 2.0 on UNIX.*


License is included in mySAP license.


Supports open source web
-
server (Apache) and
database (MaxDB) server platforms.


Installed using graphical user interface of SAPInst
(requires Java Runtime Environment).


Integration tested with leading applications running
on SAP NetWeaver
.

*Please refer
http://service.sap.com/pam

for platform availability of the new version
.


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


Administration

The Content Server can be administrated directly from the SAP
system. Special tools have been developed for monitoring and
administrating the SAP DB underlying the SAP Content Server.



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

SAP.ContentServer.com


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server
-

Summary


Advantages of the SAP Content Server



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

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

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

Easy
-
to
-
use and stable SAP DB administration tools are shipped with the
SAP Content Server. These can be used to make automatic backups, for
example.



SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Content Server


Summary Continued

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

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

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

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


Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS
-

Document Info Record (DIR)

DIR is a term used to describe the document Master
Record. The DIR stores both the actual document and
contains all the Meta data about the document.

Structure of the DIR contains


Data that is descriptive in character


Data with a control function such as the document status


Original application file data


Data that the system automatically copies

DIR consists of four 4 key fields


Document number


Document type


Document part


Document version


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Document Info Record Example

DMS Record CV02N


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Document Info Record Example

DMS Info Record
-

Contains
Information about
the record such as
Document status


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


DIR Functions

DMS
-

DIR Document Info Record

Functions for the document info record


Number assignment


Version management


Classification


Document hierarchy


Content versions for original application files


Find document (Also via Internet / Intranet)


Document distribution




SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Internal Interfaces


Interfaces to internal systems


Link to other R/3 objects, such as:


Materials


Equipment


Customer


WBS Element


Batch


Layout area


Functional location


Engineering change management with integrated workflow


SAP Business Workflow


Document Structures


Internet application functions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Internal Interfaces Example


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Internal Interfaces Example



To archive the DIR using CV_DVS
all of the Object Links need to be
removed and the DIR needs to be
flagged for deletion.


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


External Interfaces

Interfaces to external systems

Any workstation application


CAD systems via SAP
-
CAD interface


Archiving using R/3 ArchiveLink or Knowledge Provider


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Document Number

The Document Number is the
main part of the Document Key

Alphanumeric field up to 25
characters in Length

Supports both Internal and Mix
Number Assignment

The following three special
characters are not supported:

"&", "*" and ",".


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Document Type

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

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

Internal Document Types include EBR, D01, Q01, Q02


These Can not be changed, since they are used internally with in
SAP Applications.

Document Types Control


Type of number assignment and number range


Version increment


Field selection


Additional fields


Status processing


Storage using Knowledge Provider


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Document Part

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

Common uses


To differentiate between different types of drawings
-

for
example electrical and the mechanical drawing or a drawing in
English vs a drawing in Spanish


It’s a three character alphanumeric field

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


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP DMS


Document Versions

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

The
Document version

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

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

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

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider


Overview (KPro)

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

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

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


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

The Knowledge Provider consists of 3 major
parts
:


DMS

Document Management Service




CMS

Content Management Service





IMS

Index Management Service





Each part has special tasks and its own view

o
nto

documents

SAP Knowledge Provider


Service Layers


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211


Knowledge

Warehouse



DMS


BDS

Others

KPro Clients


Document

Management

Service



Content

Management

Service



Index

Management

Service


Document

Retrieval

KPro Services


Content

Server


Cache

Server

Index

Server

Web

Server

KPro Server Integration

SAP Knowledge Provider


Components


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider


Service Layers

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

Document Management Service (DMS)

DMS is the KPro service that is the closest to the application level.
The goal of the DMS is to provide an application programming
interface (API) that allows the application to efficiently administrate
documents without having to concern itself with the specific details
of the physical repository.


The DMS also provides what is known as a “document model”. The DMS
ensures that the rules set down in the document model are adhered to.
The Document Modeling Service is part of the DMS, and allows the user
to create application
-
specific document models.

It lies on top on the KPro Content Management Service.



SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider


Service Layers

Content Management Service (CMS)

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

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


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider


General Information (KPro)

More general information....

The release level of the KPRO Components are not depending on
the R/3 system release level


e.g. 4.6D KPro Components will work with a 4.6b R/3 System since the
HTTP Interface is the same (HTTP 4.6 Protocol)


Note: The R/3 KPro service is available since 4.6b!


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Knowledge Provider


KPro verses ArchiveLink


ArchiveLink

KPro

Is supported by all R/3 versions

Is supported only by 4.6C and higher

With one DIR you can handle

2 originals

99 Additional files

KPro has no limitation!

Caching is not possible!

Caching is possible!

Not possible

Possibility to use a searching engine, e.g.
T
-
Rex.

Fulltext search is done by CMS (Content
Management Service).

Supported formats in the SAP
-
Standard:
DOC, EXL, PPT, PDF, plain html, plain text

ArchiveLink is using the Link tables TOA0x

Is not using Link tables TOA0X.

Can use RFC protocol or HTTP Protocol

Only uses HTTP Protocol

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Integration of the SAP CS and DMS


Overview


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Integration of the SAP CS and DMS


Overview

4.6C

SAP Content Server &

Third
-
Party Repositories

KPRO

DMS

CMS

H

DMS

(DVS)

CRM

(BDN)

BDS

KPRO Model Layer

DMWB


IMS

Search
-

engine

R

KW Framework

Knowledge

Warehouse

R

H

Archive Link

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS


Document Types


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS


Document Types


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS


Document Types


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS


Linking DIR to R/3 Objects

Document type
controls which SAP
objects the DIR can
be linked to


Maintenance of the
Object link can be
done from either
the document or
the Object


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS


Data Carrier Types


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing DMS


Define Server paths

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


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing Storage


Content Repository

OAC0
-

Creation of the SAP
Content Repository

ArchiveLink 45

HTTP Content Server


2 repositories were created one
with a Document Area of Archive
Link and another with a document
area of DMS.


SRM will use the Content
Repository with the DMS
document area.



SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing Storage


Storage Categories

The storage category links the
storage category with a
content repository.


SRM will reference the storage
category and from this
configuration determine the
storage location as a content
repository.



SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SAP Basic Customizing Define workstation applications

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

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Halliburton Case Study



KBR division went live on R/3 Enterprise 4.7


Also implemented SRM



The Imaging Requirements


KBR needed to bring attachments from SRM and link these attachments
to the purchase order created in R/3.


The process needed to bring the SRM attachments and create the DMS
Info Record and archive the attachments with the DIR into a third party
content repository.


KBR also wanted to store PO versions in the form of a PDF file to show
the progression of changes to the PO.




SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

PO linked to DMS Info Record

When you display the purchase
order you can see the attachment
to the DMS Info Record by clicking
on the attachment button.

When you double click on the
linked document it will display the
DMS info record.


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

SRM Attachment linked to DMS Info Record

This shows a linked excel
spreadsheet and its
association with the
purchase order line Item.

If you double click on the
excel document it will
display it from the archive.


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

PO Versioning example

Overview of the SAP Content Server

Overview of the SAP DMS

Overview of the Knowledge Provider

Integration of the Content Server and DMS

Basic Customizing

Customer Case Study

Wrap up & Questions


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Summary


DMS can use either ArchiveLink or KPro to store documents on
the Content Server or other third party content servers.


A single DMS record can be assigned to multiple SAP objects


DMS projects can be complex, since DMS is a whole module


Content Server is a viable solution in many cases.


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Further Information



Public Web:

www.sap.com


www.sdn.sap.com




Related
Workshops/Lectures

at SAP TechEd ’06




Americas’ SAP Users’ Group (ASUG)

www.asug.com



SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

THANK YOU FOR YOUR

ATTENTION !

QUESTIONS


SUGGESTIONS


DISCUSSION


SAP AG

2006, SAP TechEd ’06 / Session ID / ULM211

Please complete your session evaluation.

Be courteous


deposit your trash,

and do not take the handouts for the following session.

Feedback

Thank You !

John Walls




Breck Whitten

John.Walls@VerbellaCMG


Breck.Whitten@Halliburton.com


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