EMC Documentum Archive Services for SAP

EMC Documentum Archive Services for SAP Version 6.5 User Guide P/N 300 006 289 Rev A01 EMC Corporation Corporate Headquarters: Hopkinton, MA 01748 9103 1 508 435 1000 www.emc.com

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Table of Contents Preface... 7 Chapter 1 Introducing Archive Services for SAP... 11 Overview... 11 AS SAP architecture... 12 Supported SAP document formats... 13 SAP and AS SAP terms... 13 Chapter 2 Working with Archived Documents in SAPGUI... 17 Overview... 17 Storing documents... 17 Finding and viewing linked documents... 18 Finding and displaying Print Lists... 19 EMC Documentum Archive Services for SAP Version 6.5 User Guide 3

Table of Contents List of Figures Figure 1. AS SAP and SAP... 12 Figure 2. Equipment Master screen... 18 4 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Table of Contents List of Tables Table 1. Terms and definitions... 13 EMC Documentum Archive Services for SAP Version 6.5 User Guide 5

Table of Contents 6 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Preface Purpose of this guide Documents in SAP may be archived in a Documentum repository using Archive Services for SAP (AS SAP) 6.5. This guide describes how SAP users can view these documents using SAPGUI. Intended audience In order to address the manuals to the correct audience, the roles of the users of the manuals have been defined as follows: System Administrator This role covers users who install and configure AS SAP. AS SAP integrates Documentum and the SAP R/3 system. As a result, system administrators must have experience with the software products listed in the EMC Documentum Archive Services for SAP Release Notes. Archive Services Administrator This role covers users who manage AS SAP using WebAdmin. Standard User This role covers users who view documents using SAPGUI. This guide is written for standard users. Revision history This section contains a description of this document s revision history. Revision history Revision date July 2008 Description Initial publication of document for AS SAP 6.5. Typographic conventions This guide uses the following text conventions: EMC Documentum Archive Services for SAP Version 6.5 User Guide 7

Preface Typographic conventions used in this guide Convention Description > Represents a pop up or pull down menu. <Text enclosed within angle brackets> Information in this font Represents a variable name for which you must provide a value, or a defined term. Represents code samples, user input, and computer output. [] square brackets Used in method command syntax specifications, square brackets indicate an optional argument. {} curly brackets Used in method command syntax specifications, curly brackets indicate an optional argument that can be repeated more than once. Related documentation This manual forms part of a documentation suite designed to support those who install, configure, and use AS SAP. The product and documentation suite can be found on EMC Powerlink at: http://powerlink.emc.com. Note: Your login ID, by default, is your email address. If you cannot locate your password, use the password finder at the bottom of the login page. If you are accessing Powerlink for the first time, you will need to apply for access and obtain a username and password. Archive Services for SAP Documentation suite Title Description Target role EMC Documentum Archive Services for SAP Release Notes EMC Documentum Archive Services for SAP Installation Guide Provides an overview of new and amended features, known bugs, limitations, miscellaneous technical notes, and documentation correctness and clarifications. Provides the procedures for installing Archive Services. Standard User, System Administrator, System Administrator (SAP), and Archive Services Administrator System Administrator 8 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Preface Title Description Target role EMC Documentum Archive Services for SAP Configuration Guide Describes the configuration tasks that need to be performed in SAP so that SAP can communicate with Archive Services. System Administrator (SAP) EMC Documentum Archive Services for SAP Administration Guide EMC Documentum Archive Services for SAP User Guide Describes how to configure Archive Services using the WebAdmin tool. Describes how SAP users view documents. Archive Services Administrator Standard User Note: AS SAP extensively uses SAP s ArchiveLink component. Refer to SAP ArchiveLink documentation for information on how you can perform advanced tasks. EMC Documentum Archive Services for SAP Version 6.5 User Guide 9

Preface 10 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Chapter 1 Introducing Archive Services for SAP Overview AS SAP integrates the EMC Documentum content management system with the SAP R/3 system. Based on the SAP HTTP ArchiveLink 4.5 interface, AS SAP provides a technology bridge between EMC Documentum and SAP R/3. AS SAP provides these functions: Enables users to access and display documents stored in a Documentum repository from within a variety of SAP modules. Links documents stored in Documentum to a variety of SAP objects. Archives SAP data, reports, and documents through ArchiveLink certified interfaces in Documentum. EMC Documentum Archive Services for SAP Version 6.5 User Guide 11

Introducing Archive Services for SAP AS SAP architecture Figure 1. AS SAP and SAP AS SAP consists of these components: HTTP archiving services A server component that, using an HTTP connection to SAP, enables you to archive reports, data, and incoming and outgoing documents from SAP to the Documentum repository. AS SAP is a J2EE servlet that communicates with SAP ArchiveLink. The reports and archived documents can later be retrieved and viewed through SAPGUI. 12 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Introducing Archive Services for SAP WebAdmin An administrative tool hosted within the Documentum Administrator console that allows you to: Create, configure, and manage archives. Manage certificates for the archive. Create repository connections for AS SAP. Configure document archival for AS SAP. Note: The EMC Documentum Archive Services for SAP Release Notes have detailed information about specific OS versions and supported software environments. Supported SAP document formats Documentum supports the following SAP document classes/formats: Incoming or Scanned Documents (FAX class, Tiff format) Outgoing Documents (OTF class, PDF format) Archived Data (REO class, REO format) Reports or Print Lists (ALF class, ALF format) SAP and AS SAP terms This section presents terms and their definitions as used in this guide. Table 1. Terms and definitions Term AS SAP Definition Product that inter connects Documentum and SAP. EMC Documentum Archive Services for SAP Version 6.5 User Guide 13

Introducing Archive Services for SAP Term HTTP Archiving Services WebAdmin DMCL ArchiveLink SAP DMS Definition Server component that, using an HTTP connection to SAP, enables you to archive reports, data, incoming and outgoing documents from SAP to the Documentum repository. HTTP Archiving Services is a J2EE servlet that communicates with SAP ArchiveLink. The reports and archived documents can later be retrieved and viewed. An administrative tool hosted within the Documentum Administrator console that allows you to: Create and manage archives. Manage certificates for the archive. Create repository connections for AS SAP. Documentum Client Library. Manages communication between clients and EMC Documentum Content Server. Contains a library of API calls that are used by clients for execution on the EMC Documentum Content Server. All client requests to the EMC Documentum Content Server go through the DMCL. Cross functional interface that is part of the SAP Basis System. ArchiveLink handles storing and retrieving documents and data to and from a repository external to SAP. Document Management System that is part of the SAP Basis System. Presents a logical layer to integrate with external systems like AutoCAD or Documentum. Not directly related to ArchiveLink. 14 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Introducing Archive Services for SAP Term SAP PLM SAP Master Record SAP GUI Original Document SAP Document Definition Product Life Cycle Management. SAP PLM provides an integrated environment that ensures all people involved in product development, manufacturing, and service have quick and secure access to current information. It provides a set of BAPI calls that can be used by external systems like Documentum. A set of master data, such as customer or vendor data, which is used in the creation of SAP documents. SAP Graphical User Interface. Graphical menu/screen tool that connects a client to the SAP server. Paper based version of a document. Example 1 1. An invoice may consist of two sheets of paper received from a supplier. Paper documents are scanned in and stored as electronic originals in Documentum. An electronic transactional record of header data and line items in SAP. EMC Documentum Archive Services for SAP Version 6.5 User Guide 15

Introducing Archive Services for SAP 16 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Chapter 2 Working with Archived Documents in SAPGUI Overview This chapter describes how to work with archived documents in SAPGUI. This chapter contains the following topics: Storing documents, page 17 Finding and viewing linked documents, page 18 Finding and displaying Print Lists, page 19 Storing documents To store documents using SAPGUI: 1. Start SAPGUI and connect to R/3. 2. In the transaction code field, execute any ArchiveLink enabled transaction in the transaction code field; for example: fbo3 3. Type the search criteria and press Enter. 4. Select System > Services for Object. 5. Click the Create icon. 6. From the pop up menu that appears, select Store business document. The Archive from Frontend dialog box appears. 7. In the Document Type pane, double click on the required document type. This determines the document type that you intend to archive. The Storing Files in Documents dialog box appears. 8. Select the document from your file system. 9. Click Open. 10. Click the Enter icon. The document is archived according to the configuration of the document type. EMC Documentum Archive Services for SAP Version 6.5 User Guide 17

Working with Archived Documents in SAPGUI More information on storing documents can be found in the Administration of Stored Documents section in the SAP Help website (http://help.sap.com). Finding and viewing linked documents To view the linked document in SAPGUI: 1. Start SAPGUI and connect to R/3. 2. Type the transaction code that shows newly released documents or otherwise shows the material basic data. 3. Select the tab for document data. In some SAP modules, for instance, the Customer module, you can, alternatively, select Extras > Document Data from the menu. The Linked document DIR is displayed. Figure 2. Equipment Master screen 18 EMC Documentum Archive Services for SAP Version 6.5 User Guide

Working with Archived Documents in SAPGUI 4. Select the document. 5. Click Display. The document is displayed using the appropriate viewer application. More information on understanding and using the Document Finder component of SAP is in the Document Finder and Using the Document Finder sections in the SAP Help website (http://help.sap.com). Finding and displaying Print Lists To find and display Print Lists in SAPGUI: 1. Start SAPGUI and connect to your R/3 server. 2. In the transaction code field, execute the following transaction: oadr. 3. To find a particular Print List, type search parameters in the appropriate fields. SAPGUI returns a list of items that matched your search parameters. 4. Click an item in the list to select it; then click Display from Archive. The archived Print List is retrieved from the repository and displayed in SAPGUI. When a Print List is displayed in SAPGUI, you have the following options: Adding and editing notes Free search Free search refers to a full text search. Attribute search Attribute search is applicable for indexed Print Lists. More information on finding and displaying Print Lists in SAP, as well as for adding and editing notes in a Print List, free search in a Print List, and attribute search in a Print List, is in the Finding and Displaying Print Lists section in the SAP Help website (http://help.sap.com). EMC Documentum Archive Services for SAP Version 6.5 User Guide 19

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Index A adding notes to Print List, 19 Administrative Console, 13 ALF class, 13 ALF format, 13 Archive Services administrator, 7 Archive Services for SAP, see AS SAP defined, 11 archived data, 13 archived documents, working with, SAPGUI, 17 AS SAP, 7 C class ALF, 13 FAX, 13 OTF, 13 REO, 13 D displaying Print Lists, 19 document incoming, 13 outgoing, 13 scanned, 13 supported formats in SAP, 13 document data, 18 Document Finder component, 19 document formats, supported in SAP, 13 documents storing using SAPGUI, 17 E editing notes in a Print List, 19 Equipment Master Screen, 18 F FAX class, 13 fbo3, 17 finding Print Lists, 19 finding linked documents in SAPGUI, 18 format ALF, 13 PDF, 13 REO, 13 Tiff, 13 free search in Print List, 19 H HTTP Archiving Server, 12 I intended audience, 7 L Linked document DIR, 18 linked documents finding in SAPGUI, 18 viewing in SAPGUI, 18 M material basic data, 18 O oadr, 19 OTF class, 13 P PDF format, 13 prerequisites system administrator, 7 EMC Documentum Archive Services for SAP Version 6.5 User Guide 21

Index Print List adding notes to, 19 editing notes in, 19 free search in, 19 Print Lists, 13 ALF class, 13 ALF format, 13 displaying, 19 finding, 19 purpose of the guide, 7 R REO class, 13 REO format, 13 Reports, see Print Lists S SAP Document Finder component, 19 supported document formats in, 13 transaction code, fbo3, 17 transaction code, oadr, 19 SAPGUI storing documents using, 17 working with a archived documents in, 17 standard user, 7 storing documents using SAPGUI, 17 supported document formats in SAP, 13 ALF class, 13 ALF format, 13 FAX class, 13 OTF class, 13 PDF format, 13 REO class, 13 REO format, 13 Tiff format, 13 system administrator, 7 prerequisites, 7 T Tiff format, 13 transaction code fbo3, 17 oadr, 19 U user roles, 7 V viewing linked documents in SAPGUI, 18 W WebAdmin, 13 working with archived documents in SAPGUI, 17 22 EMC Documentum Archive Services for SAP Version 6.5 User Guide