SAP Document Management System Integration with Content Servers

1. SAP Document Management System Integration with Content Servers Session- ULM211

2. Agenda • John WallsSr. Consultant, Verbella CMG, LLC • Breck WhittenLead Application Analyst, Halliburton

3. 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

4. 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

5. 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

6. SAP R/3 CAS Storage Centera Jukebox Server SAP Content Server – Typical Configuration Archive Server OnBase, IXOS IBM, FileNet, etc Clients Scanner Retrieval of documents done from the SAP GUI Scan Client

7. SAP Content Server File system or data base (No optical Media support) SAP Cache Server HTTP HTTP SAP Content Server – Typical Configuration SAP R/3 HTTP HTTP No Scanner Interface for SAP Content Server Third party document capture vendors like Kofax would have to be used. Retrieval of documents done from the SAP GUI using the ECL Viewer

8. 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

9. 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.

10. 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.

11. 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.

12. SAP.ContentServer.com 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.

13. 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.

14. 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.

15. 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

16. 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

17. SAP DMS – Document Info Record Example DMS Record CV02N

18. SAP DMS – Document Info Record Example DMS Info Record- Contains Information about the record such as Document status

19. 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

20. 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

21. SAP DMS – Internal Interfaces Example

22. 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.

23. 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

24. 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 DMS – Document Number

25. 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

26. 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 ",".

27. 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

28. 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

29. 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.

30. SAP Knowledge Provider – Service Layers 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 ontodocuments

31. SAP Knowledge Provider – Components KPro Clients Knowledge Warehouse DMS BDS Others KPro Services Document Management Service Content Management Service Index Management Service Document Retrieval KPro Server Integration Content Server Cache Server Index Server Web Server

32. 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.

33. 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

34. 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!

35. SAP Knowledge Provider – KPro verses ArchiveLink ArchiveLink KPro

36. 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

37. Integration of the SAP CS and DMS – Overview

38. DMS (DVS) CRM (BDN) DMWB Knowledge Warehouse BDS KW Framework KPRO Model Layer Archive Link R IMS H R Search- engine Integration of the SAP CS and DMS – Overview 4.6C KPRO DMS CMS H SAP Content Server & Third-Party Repositories

39. 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

40. SAP Basic Customizing DMS – Document Types

41. SAP Basic Customizing DMS – Document Types

42. SAP Basic Customizing DMS – Document Types

43. 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

44. SAP Basic Customizing DMS – Data Carrier Types

45. SAP Basic Customizing DMS – Define Server paths • This is where you define the temporary storage of file attachments.

46. 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.

47. 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.

48. 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.

49. 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

50. 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.