Connect to SAP ProductInfo 1

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1 Connect to SAP ProductInfo Implementing digital archiving for SAP with DocuWare Connect to SAP connects DocuWare via a certified interface to the SAP ArchiveLink module, which is integrated in SAP NetWeaver. All document types and storage strategies from SAP and SAP data archiving are supported. Product Architecture The Connect to SAP installation is integrated in the DocuWare setup and is easy and quick to run with just a few clicks. The module benefits from the flexibility of the DocuWare architecture and can be run as a standalone application. It installs immediately without the need for any third-party applications or other implementation. When adapting a DocuWare file cabinet to accept documents from SAP, all you need is a setting in the central DocuWare Administration. This is also where you define the configuration for the SAP HTTP Server and the SAP barcode transfer. All database products supported by DocuWare (MSSQL, MySQL and Oracle) can be used to store and manage documents. Benefits Retrieve documents directly from SAP Integrate business processes and business objects Protect data through SAP authorization concept Access to Documents Without SAP Every authorized DocuWare client can access documents and data from SAP. Additional attributes facilitate retrieval. With DocuWare Request, you can also create autonomous file cabinets on CD/DVD or USB with SAPrelevant documents. This allows you to retrieve documents from any PC from a file cabinet without having to install additional software. Access via a web browser on the Internet/Intranet is also easily configured. Connect to SAP ProductInfo 1

2 Typical Scenarios The collaboration between DocuWare and SAP covers both incoming documents and documents created in SAP. The Connect product supports SAP with archiving documents in the following storage strategies (archiving scenarios): Incoming documents, main scenario ( late storing with barcodes ) 1. Barcode label is applied to a document (e.g. incoming invoice). 2. Invoice is verified and document posted in SAP. 3. SAP generates a business object and stores the barcode. 4. Document is scanned, barcode is read and document archived in DocuWare. 5. DocuWare transfers table with barcode and doc ID to SAP. 6. SAP identifies the posting document and links it to the associated DocuWare document using the barcode. 7. Users can immediately access the associated DocuWare document at any time from the business object. The solution also supports storing for subsequent entry. Here you first scan in the incoming invoice and archive it in DocuWare using the barcode as the index entry. It is then verified and posted in SAP and a business object is generated. The business object is linked to the document archived in DocuWare via the barcode table. SAP Business Workflow Connect to SAP supports storing for subsequent entry using Business Workflow. In this case, a scanned document is loaded and sent to DocuWare along with its SAP DocID. One user sets up the Business Workflow, but other users in the process can access the document stored in DocuWare via its SAP DocID. Outgoing documents 1. Posting and business objects, e.g. purchase orders, are created in SAP. 2. The purchase order is physically printed and at the same time ArchiveLink stores it; via a virtual printer in the DocuWare file cabinet with a specific DocID. 3. When editing a business object in SAP, this specific DocID provides the access to the associated document stored in DocuWare. Print lists and SAP data archiving Connect to SAP supports the storage of print lists with hyperlinks and of archive files from SAP data archiving (REO data). Connect to SAP ProductInfo 2

3 Technical Implementation OLE component The OLE component enables you to scan, display, print and store documents. When you want to scan documents on your local PC, you can call the DocuWare scan dialog directly from the SAP interface. SAP controls the DocuWare viewer via OLE automation, which makes it possible to view documents in the DocuWare viewing program from the SAP application. SAP HTTP Server and SAP HTTP connections The two components, SAP HTTP Server and SAP barcode transfer, are based on ArchiveLink 4.5. ArchiveLink can be used by the KPro Content Management Service (CMS) with the HTTP Content Server interface contained there. The SAP HTTP Server communicates with ArchiveLink content repositories. Setting up a SAP HTTP connection in DocuWare Administration for connecting to a SAP content repository SAP stores documents in DocuWare and requests documents to display via the SAP HTTP Server. A clearly defined communication target is assigned to each content repository. To allow more than one SAP HTTP Server to communicate with content repositories of the same name (for example Test system and Production system ), SAP HTTP connections are set up in DocuWare Administration, whereby one SAP HTTP connection is always linked to exactly one SAP content repository. The Assigning SAP HTTP connections to a SAPcapable file cabinet SAPP HTTP connections form the link between the SAP HTTP Server and SAP content repositories. The SAP HTTP Server can communicate with the DocuWare servers using Windows security mechanisms (Kerberos, NTML, Negotiate) or via SSL. Connect to SAP ProductInfo 3

4 SAP barcode transfer and SAP remote connections DocuWare supplies SAP with tables containing the barcodes of archived documents. The tables contain both the document barcodes and the DocIDs. This creates links between SAP business objects and DocuWare documents that you can use to access documents archived in DocuWare from SAP. The barcode table is generated in a predefined workflow, which is controlled by DocuWare Workflow Server. The transfer runs via a SAP remote connection, which the DocuWare Workflow Server connects to a content repository in a SAP System. When you set up the predefined workflow, you select a SAP remote connection that links DocuWare with a content repository. You can also set filters so that the table only copies the barcodes of selected documents. Index entries of documents whose barcodes have been transferred can be automatically set to a specific value at the end of the process. Setting up a SAP remote connection for barcode transfer File cabinet level File cabinets used to store documents from SAP, must be SAP-capable. This is achieved simply by enabling a checkbox in DocuWare Administration. Specific fields are automatically created in the database for a SAP-capable file cabinet. One field stores the SAP DocID which is generated in addition to the DocuWare DocID. The link between the business object in SAP and the document in DocuWare is created using the SAP DocID. Either DocuWare generates the SAP DocID and transfers it to SAP ( incoming documents scenario) or vice versa: the Wizard for configuring a SAP barcode transfer workflow with selection of the source DocID is generated by SAP and transferred to DocuWare ( storing for subsequent entry with SAP Business Workflow scenario and for outgoing documents). Connect to SAP ProductInfo 4

5 Adding Index Words DocuWare provides special functions that make it possible to retrieve documents that were created in SAP and stored in DocuWare, using various criteria independent of SAP. Since after storage no index criteria is available for an intelligent retrieval, index criteria must be added to the file cabinet. The index criteria is extracted from SAP databases. Application-specific ABAP programs are created for this purpose, which extract the index criteria and send it to DocuWare. Take the case of vendor invoices: the ABAP program identifies the document ID, invoice date, invoice total and the vendor account, and searches the vendor master for the associated vendor name. The program then writes the data found in a transfer file. DocuWare can read this file and copy the data as additional index words to the document ID (match code) in the database of the DocuWare file cabinet with the Autoindex license. The central DocuWare Administration configures and runs Autoindex. Communication between Connect and SAP components with SAP ArchiveLink Connect to SAP ProductInfo 5

6 Prerequisites and Overview of Features Prerequisites Configuration and customizing of SAP and ArchiveLink interface SAP HTTP Server: Windows 2000 SP4, no server operating system required; server or workstation, 512 MB RAM, 1GB recommended SAP ArchiveLink interface version 4.5 or above SAP R/3 4.5B or later, with OLE components from 4.6C DocuWare 5 system license + site license or as many full network licenses as there are SAP users requiring access to DocuWare For barcode recognition: DocuWare Barcode & Forms with Scan App, additional import with DocuWare Import For search word indexing: DocuWare Autoindex and ABAP program for data extraction The system requirements for DocuWare 6.5 are listed in separate data sheets Overview of Features Store and assign documents to business objects Support for SAP barcode standard scenarios for incoming documents Integration of archived documents in SAP Business Workflow scenarios Store and display print lists Store and display archive files from SAP data archiving Transfer documents from SAP Full functionality from ArchiveLink version 4.5 Use DocuWare caching functionality Archive documents in original format This document can also be found here: For more information please visit our website at Connect to SAP ProductInfo 6