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Business DocumentsArchiveLink
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SAP Business Technology Solution Map ntegr tion
Documents define business
Documents are
Composed by humans and
applications
Interpreted by humans and
applications
Related to business processes
Exchanged via paper, e-mail, fax
Routed manually or by workflow
Stored and retrieved
The start and the end point of
many business processes
Process-Driven Management
of Business DocumentsLinking & RetrievingDocuments from RelatedProcesses
Sending & ReceivingDocuments via Multiple
Channels
Desktop / Office Integration
Fax integration
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ArchiveLink
Part of the mySAP.com Workplace
Documents related to Business
Applications by- Intelligent relationship between
Business Objects and stored
Documents
- SAP Document Management
System
- Attributes
Documents NOT related to
Business Applications
-Attributes or Full text search
Integration of ArchiveLink certified
Content or Document ManagementSystems
Integration with WebFlow offers
standard document management
scenarios
Documents in Enterprise Content Management
I would like paper- free
business documentretrieval.
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Both outgoing and incoming
faxing are supported Integration with business
applications
Incoming faxes can automatically
trigger an SAP Business Workflow
Incoming faxes arrive in the Inboxand can be viewed in and printed
from the viewer
Faxes can be sent directly from an
SAP application or workflow
Supported by ArchiveLink
Faxing Business Documents
We never lose incoming
faxes and we can send faxesfrom within the SAP System with
the click of a mouse
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Wasting Hours on Document Management
1. Documents are hard to find
(1 hour)
2. Document content is hard to
manipulate and reuse
(1.5 hours)
3. Documents are hard to update
(1 hour)
4.
5. Document content is hard to
publish consistently (0.5 hours)
Documents are hard to share
(1 hour)
6. Document creation is an ad hoc
process (0.5 hours)
7. Document review is an ad hoc
process (0.5 hours)
8.
9.
Importance of Documents
is not obvious (0.5 hours)
10. Paper-based archiving is
expensive and inefficient for
retrieval (0.5 hours)
Paper-based distribution and
storage is costly (1 hour)
8 hours/week/person
SAP AG 2001, Title of Presentation, Speaker Name 6
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ArchiveLink Customers World Wide
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AGENDA
Introduction
What is ArchiveLink
ArchiveLink Scenarios
Documents in Business Applications
Document Retrieval
ArchiveLink Certification
Different types of content servers
Implementation of ArchiveLink
Miscellaneous
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What is ArchiveLink?
ArchiveLink (interface and service) facilitates the
process-driven management of business
documents. Business-related documents can belinked to and retrieved from application objects,
workflows and attributes.
Non business-related documents can be retrieved
via attributes of the external content management
system.
It enables incoming and outgoing business
documents to be managed and stored physically(e.g. in external optical archives).
(see SAPNET: http://sapnet.sap.com/archivelink)
I t ti f B i D t d B i
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Material
Quote/Invoice
Employees
Print lists
Outgoing
Documents
Business Objects Stored documents
Data-
Archiving
Inco
ming
Documents
CustomerContacts
Integration of Business Documents and BusinessObjects
Assignment
ArchiveLink
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Document Capturing
via Internet
HTTP ReadAccess from Other
Systems
Distributed
Document
Stores
Distributed Storage of Documents
Content Mangement System
Content Mangement System
Content Mangement SystemContent Mangement System
mySAP E-Business solutio
SAP R/3 Enterprise
mySAP E-Business solutions
SAP R/3 Enterprise
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Central Retrieval of Documents ...
Document Mangement Systems
mySAP E-Business solutions
SAP R/3 Enterprise
Info
Records
Full
TextSAP
Customer
IndexCatch
Word
Index
external
DMS
Business
Application
Web browser access
D t Fi d R t i l
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Document Finder Retrieval
Client of a generic retrieval Interface
Easy implementation of query interface for applications withquery functionality (also for full text query) due to open architecture.
Retrieval of documents both in SAP and external Systems
External storage systems ( via new RFC retrieval interface)
On more than one SAP systemSAP Document Management System
ArchiveLink documents and print lists
Supports combined full text and attribute search (if implemented by query
service)
Combined full text and attribute search e.g. in DMS
Extended attribute search via new ArchiveLink content model
Integration with Records Management
News 6.10
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Incoming
Documents
Outgoing
Documents
Archive files
Print lists
Hyperlink
Documents within Business Processes
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Document
Entry
Document
Verification
Server
Clients
SAP
HTTP Content Server
as of Release 4.6b
Jukebox
HSM
Document
Retrieval
Document
Display
Typical Configuration and Components
Content Mangement System
Scannning
Fax
mySAP E-Business solutions
SAP R/3 Enterprise
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What is NOT ArchiveLink!
SAP Data Archiving is a system management
action designed to handle growing databases.
Data which is no longer "important(less frequently accessed, not needed online)
is moved from the database to archive files.
(See SAPNET: http://sapnet.sap.com/data-archiving)
The SAP DMS is available to set up a document
administration system in your company.
Mainly used with PLM and technical drawings.
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What is NOT ArchiveLink
The Knowledge Warehouse is the cornerstone ofSAP's Knowledge Management solution for
continuous knowledge transfer and learning.
(See SAPNET: http://sapnet.sap.com/kw)
SAP AG 2001, Title of Presentation, Carla Gioertz 18
The Knowledge Provider (Kpro) is a service
used by SAP modules (and non SAP applications)and facilitates the management of documents and
other contents.
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AGENDA
Introduction
What is ArchiveLink
ArchiveLink Scenarios
Documents in Business Applications
Document Retrieval
ArchiveLink Certification
Different types of content servers
Implementation of ArchiveLink
Miscellaneous
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Print Lists
Incoming Documents
Outgoing
Documents
Data Archiving Files
(ADK) below 4.6c
Overview ArchiveLink Scenarios
Storing Incoming Documents
Store with WebFlow
Store via Internet ------->
Store with Bar code
Store ad-hoc
Storing Outgoing Documents
Storing Print Lists
Storing Data-archiving Files (ADK)
below 4.6c
4.6C
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Assistant for Creating Document-based Workflows
The ArchiveLink
Workflow Wizardleads you through
the necessary steps.
Which document
type, e.g. order, has
to be created, proofed
or changed?
Which additional
steps have to be
accessed?
Who is responsible
for the
execution?
Which ArchiveLink
Scenarios must
be used?
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Assistant for Creating Document-based Workflows
Documents from External Systems
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E.g. Web Capturing via KOFAX Ascent Capture
Documents from External Systems
External System Scanning Software
For example:Approve Invoice
Scanning
Quality assurance of
Created Document
Release
Content Management System
Content Server
Pilot:
IBM CommonStore
WebFlow
RFC
DocumentpointerDoc ID
Document Type
(Barcode ID)
(Index)
Create
Work Item
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External
storage system
Incoming
post
Document pointer
bar code ID
Business Object
bar code ID
ArchiveLink
Enter business object data from paper document
(with barcode)Send document manually to scanning station
Important: Ensure correct barcode entry
Document Entry
Storing Documents with Bar Codes
Check digit algorithms
automatic barcode entry
Scanner
Document
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File Name
Call
Internet Browser POPUPPOPUP
File name
SAP system
HTTP-SEND
mime-Upload
HTTP-Post
Ad-hoc: Storing Local Files (WEBGUI 4.6c)
Content Mangement System
S O f
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Storing Outgoing Information
Outgoing
document
Print lists
Archive files
(ADK)
ArchiveLink
External Storage System
mySAP E-Business solutions
SAP R/3 Enterprise
Storing Print Lists and SAPscript / SAP Smart Forms
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Storing Print Lists and SAPscript / SAP Smart FormsDocuments
Printer
ArchiveLink
e.g.
Print Workbench
SAP Smart Forms
SAPscriptRDI
S hi ithi P i t Li t
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Searching within Print Lists
Searching for attributes or
fulltext
Hyperlinks in stored print listsenable direct access to stored
business documents
T i l Ch f R l 4 5
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Archiving
Archive/external
Archive
Early archiving with Workflow
Simultaneously archiving
Late archiving
Terminology Changes as of Release 4.5
Earlier
Storing
Archive System/Storage/
external Storage System
Store for subsequent entry
Store and enter
Assign and store
Store for later assignment
As of 4.5 based on workflow
AGENDA
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AGENDA
Introduction
What is ArchiveLink
ArchiveLink Scenarios
Documents in Business Applications
Document Retrieval
ArchiveLink Certification
Different types of content servers
Implementation of ArchiveLink
Miscellaneous
Cl i H dli P d
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Claims Handling Procedure
Insurance Agency Scan Claim
Claims
Handling
Scan
Quality Check
Central Content
Management
System
WebFlow
Initiate Handling Procedure
Completed RecordClaim Handler
Claim Information
Create
Work Item
B i P K l d i CRM
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Business Process Knowledge in CRM
Create
Invoice
Argreement to
ContractCreate Quote
Delivery
AllDocuments
Inquiry QuoteOrder
ConfirmationDelivery
NoteInvoice
AccountsPayable
Complete
Process
Sales Order Processing (SD FI)
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Invoicing
Sales
Distribution
Outgoing Quotes
Incoming Sales Order/
Incoming Changes
Outgoing Sales Order Confirmation
Incoming Dispatch advice/
Changes to it
Outgoing Delivery Note
Outgoing Invoice
Outgoing Credit advice
Outgoing Dunning Notice
Sales Order Processing (SD, FI)
Inquiry
Quote
Sales Order
Delivery
InvoiceDebit
advice
Credit
advice
Incoming Inquiry/Incoming Changes
Purchasing (MM FI)
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Accounting
Purchasing
Materials Management
Outgoing Request for Quote
Outgoing Contract
Incoming Delivery Note
Incoming Invoice/Credit advice
with and without check
Incoming Quote
Incoming PO confirmation
Outgoing Payment
Outgoing Payment Advice
OutgoingCorrespondence
Purchasing (MM, FI)
Request for Quote
Quote
Contract
Purchase Order
Good Receipt
Preliminary
PostingInvoice
Credit
advice
Outgoing Purchase Order
Outgoing Reminder
AGENDA
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AGENDA
Introduction
What is ArchiveLink
ArchiveLink Scenarios
Documents in Business Applications
Document Retrieval
ArchiveLink Certification
Different types of content servers
Implementation of ArchiveLink
Miscellaneous
Documents within mySAP com Workplace
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Documents within mySAP.com Workplace
News 6.10 Client of a generic retrieval Interface
Easy implementation of query interface for Applications with
query functionality (also for full text query) due to open architecture.
Retrieval of documents both in SAP and external Systems
External storage systems ( via new RFC retrieval interface)
On more than one SAP system
SAP Document Management SystemArchiveLink Documents and Print lists
Supports combined full text and attribute search (if implemented by query
service)
Combined full text and attribute search e.g. in DMS
Extended attribute search via new ArchiveLink Content Model
Integration with SAP Records Management
Goal: Generic Retrieval Interface
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Goal: Generic Retrieval Interface
Document UniverseBusiness
Documents
HR, MM, FI, ...
Documents
Non-SAP
Documents
DMS
Documents
Many more...
Document Finder Client
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Central access to
backend system query
Business documents
External (non-SAP)
documents
Document Finder Client
What is a Document Area?
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What is a Document Area?
An ArchiveLinkDocument Areais a collection of documents
(objects) consisting of
common index structure
common query strategy
common location (RFC destination)
Document Areas in context of ArchiveLink are used for structured
retr ievalof documents and presentat ionof the hit list
A generic query interface guarantees a unique access to different
sources of index structures
The Document Area is the Basic term of document finder
framework
Example:Personnel Record (Document Area Definition)
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Example:Personnel Record (Document Area Definition)
Example Document area that can be defined
Example Index Structure of a personnel record:
Personnel number
Info type
Archiving date
Query strategy:
Get all archived documents related to the HR Masta Data
Presentation structure:
Build a hit list tree hierarchy by personnel number and info type
The attributes (metadata) are on SAP DB only!!!
Example: Personnel Record and Document Viewer
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Example: Personnel Record and Document Viewer
Find Documents by Records - Part of Business
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yApplications
Implementation as
Service Provider
Start Search via
Document Finder
Export selected document
into records management
Example: SAP DMS Query
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Example: SAP DMS Query
Document Area Definition is standard
Index Structure of DMS documents:Full text search on document content
Document type
Document Version
etc.
Query strategy:
Get all document info records and its related documents
The Attribute Metadata is on SAP DB only!!!
Presentation structure:Build a hit list tree hierarchy by document info record and document
Example: DMS Query
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Example: DMS Query
Display of
document info
record
Full text search
Document Finder Framework
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Document Finder Framework
IF_ALINK_QUERY
-get_document_attributes
-perform_search-get_hitlist
-get_attributes
-....
CL_ALINK_QUERY
Interface to external
systems
CL_ALINK_QUERY_DOCLIST
Technical view on archived
documents
CL_ALINK_QUERY_DVS
Combined full text
attribute search on DMS
...
...
Document Finder Framework Architecture
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Document Finder Framework Architecture
IF_ALINK_QUERY
IF_ALINK_HITLIST_CALLBACK
IF_ALINK_QUERY_HITLISTCL_ALINK_QUERY_TMPL
CL_ALINK_HITLIST_TREECL_ALINK_QUERY_TMPL_APP
...
Document Finder as Business Server Page
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Document Finder as Business Server Page
Prototype
Document
Finder via BSP
All connecteddocument areas are
available within the
mySAP.com Workplace
Document Retrieval from Business ApplicationsDiff t Hit Li t f Diff t R i t
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Simple: Generic Object Services (4.6b/c)
Simple hit list for typical end user
Integrated view of documents, attachments and notes
Different Hit Lists for Different Requirements
Technical: ABAP List Viewer, ALF (4.0)
Hit list for administrators
SAP AG 2001, Title of Presentation, Carla Gioertz 52 SAP AG 2001, Title of Presentation, Carla Gioertz 52
Simple Hit List
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Simple Hit List
Technical Hit List
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Document Viewer
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A choice of viewer for different user interfaces
SAP GUI for HTML (4.6c)
Integrated Internet Browser (HTML control, 4.6c)
Internet Browser
SAP GUI for Windows
Internet Browser (4.5)
ECL Viewer (ECL control, 4.6c)
Integrated Internet Browser (HTML control, 4.6c)
Outgoing SmartForms/SAPscript Documents
Online conversion from OTF into PDF Format (4.6c) - Display with PDFPlugin using HTML control
SAP AG 2001, Title of Presentation, Carla Gioertz 55
Document Viewer (Example ECL Control)
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Assignment to other
Business Object
Start Workflow with
Document
Notifications
Document Finder
Generic Object Services
Paging between
Documents
Integration of
mimetype Plug-Ins
or the ECL Control
No Restriction of
document formats
(MimeTypes)
Notes
Displaying Documents from the SAP GUI for HTML(External Internet Browser)
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(External Internet Browser)
As of Release 4.5b for
Documents stored on HTTP
based Storage Systems
Displaying Documents from SAP GUI for Windows(ECL-Viewer e g TIFF)
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(ECL-Viewer, e.g. TIFF)
The ECL Viewer is used bySAP DMS as well and
available for SAP GUI
for Windows only!
Displaying Documents from SAP GUI for WindowsIntegrated Internet Browser)
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Integrated Internet Browser)
Integration of Plug-In
for Mimetype capableViewer
Document services such
as send, notifications,
start of workflow
Functions supplied by
the embedded viewer,
e.g. the Acrobat Reader
or others.
No restriction of
document formats
AGENDA
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Introduction
What is ArchiveLink
ArchiveLink Scenarios
Documents in Business Applications
Document Retrieval
ArchiveLink Certification
Different types of content servers
Implementation of ArchiveLink
Miscellaneous
What does ArchiveLink Certification Mean ?
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The Complementary Software Program (CSP) offers certificationas a comprehensive technical verification of the ArchiveLink
interface between SAP and a third-party storage software
Content Mangement System
mySAP E-Business solutions
SAP R/3 Enterprise
History of the ArchiveLink Interface
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Release 2.1: first certification process
Client integration via ArchiveLink viewer (DDE)
Server integration via Sun RPC (Remote procedure calls)
Release 3.0: standardization
Client integration via OLE automation 2.0
Server integration via RFC (Remote function call)
Release 3.1: more functionality
New RFC functions
Integrated certification (everything has to be certified)
Release 4.5: New interface
HTTP functions
HTTP content server
ArchiveLink Certification Release 3.1
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OLE communication between the SAP GUI and clients of
external storage system suppliers
Scan clients
View clients
RFC communications between SAP and servers of external
storage system suppliers RFC - Calls from R/3
RFC - Calls from archive system (for bar code)
OLE Communication: Overview
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To communicate between the SAP GUI and scan clients
Storing from front-end Storing file on front-end
Storing file from front-end
To communicate between the SAP GUI and the
Document Viewer Displaying a document from the storage system
Retrieving a document from the storage system at the front-end
Displaying local file
Generation functions in customizing for standard clients
(Document Viewer, Adobe Acrobat, MS Office, Wang Imaging,
MS Internet Explorer)
Communication Overview - Release 3.1
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Storage System
Frontend PC
SAP GUI
Archive DLL
Storage system
client (scan, view)OLE automation 2.0
Storage serverR/3 server
Files
RFC
RFC
Write, read write, read
ArchiveLink Viewer
ArchiveLink Certification Release 4.5
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ArchiveLink
HTTP Content Server 4.5
Storage Management
System
ArchiveLink with all services
or
HTTP Content Server only
Communication Overview - Release 4.5b
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Frontend PC
SAP GUI
OLE automation 2.0
HTTP
BAPI (for Bar code)
Storage system client
(Scan, view)
Internet Browserto display documents
HTTP
mySAP E-Business solutions
SAP R/3 Enterprise
Why a New Interface ?
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HTTP based interface for storage and retrieval of documents
Delivered with SAP, Release 4.5b
Known by Certification Partners
New Certification Requirements
New security concept
Allows for distributed archiving systems
Documents are accessible all over the world
Industrial standards like HTTP and BAPIs
HTTP Interface: Security
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Communication with a content server is initiated from
within R/3 and carried out over HTTP
Documents are addressed by URLs; Security Keysand Expiration Times(in UniversalTime
Coordinates) may be used
Access Types are groups of similar document
functions
For each document head, the Security Degreecanbe specified when storing the document; When the
document is accessed, the functions that a user
might perform are determined
The Access Typeis given in the URL (Access
mode). Authorization is confirmed with a SecKey
When someone accesses a document, the content
server checks theSecKey
Access type Abbreviation
Read
Create
Update
Delete
r
c
u
d
Distributed Storage of Documents
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Document Capturing
via Internet
HTTP Read
Access from OtherSystems
Distributed
Document
Stores
Content Mangement System
Content Mangement System
Content Mangement SystemContent Mangement System
mySAP E-Business solutio
SAP R/3 Enterprise
mySAP E-Business solutions
SAP R/3 Enterprise
AGENDA
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Introduction
What is ArchiveLink
ArchiveLink Scenarios
Documents in Business Applications
Document Retrieval
ArchiveLink Certification
Different types of content servers
Implementation of ArchiveLink
Miscellaneous
History of Content Management Infrastructure
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Quote/InvoiceMaterial
EmployeesCustomer
Contacts
Content ServersAny External Certified Storage System
ArchiveLink API
for Applications
ArchiveLink
Service
ArchiveLink Interface
for Content Server
ArchiveDevelopment Kit
KW
Training and Doc
SAP Content Management Infrastructure (SAP Kpro) (since 4.5B)Kpro CMI Interface for
CS (RFC or HTTP)
Kpro DMI API for
Applications
from Rel. 46C
Customizing: Overview
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Basic Customizing
-Defining archive communication
- Assigning business objects to
archives
Storingprint lists
Application Customizing
Frontend Customizing
Store with workflow Store with bar code Manual assignment
Choose Entry program ? Choose Display program ?
Storing outgoingdocuments
mySAP E-Business solutions
SAP R/3 Enterprise
ArchiveLink Scenario Customizing
Assistant for Creating Document Storage Connectivity
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The ArchiveLink
Document Type Wizard
leads you throughthe necessary
steps.
Which document
types exist and need
to be stored?
Do they have to be
accessed via
WebFlow?
Where to store
the documents?
How do the documentsenter the system?
Assistant for Creating Document-based Workflows
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The ArchiveLink
Workflow Wizardleads you through
the necessary steps.
Which document
type, e.g. order, has
to be created, proofed
or changed?
Which additional
steps have to be
accessed?
Who is responsible
for the
execution?
Which ArchiveLink
Scenarios must
be used?
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Content Servers Supported by ArchiveLink
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Certified External System (HTTP or RFC)
External storage system
Certification: The customer is free to choose a supplier, basedon his or her special requirements
SAP content server (HTTP 4.6b)
NT based
Based on SAP database
Own system, not a part of the OLTP database
Released by SAP as of Release 4.6b
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Different Types of Content Servers
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Content Server in the R/3 OLTP database
Not supported by ArchiveLink
HTTP content server (4.6b)
Certified external system (archive system)
NT-based content server from SAP (implemented with SAP DB)
Supported by ArchiveLink
RFC content server
Certified external storage system (archive system)
Supported by ArchiveLink
Content Server Strategy
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The SAP content server is not a product to
compete with external archiving systems.
The SAP content server has functions for storing
content but does not have the functions of an archive
system (no optical archiving, no scanning, no OCR)
The SAP content server can be used to minimize the
total cost of ownership for the customer
The external content server can be used for special
requirements / functions
(to be checked with the archive suppliers)
AGENDA
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Introduction
What is ArchiveLink
ArchiveLink Scenarios
Documents in Business Applications
Document Retrieval
ArchiveLink Certification
Different types of content servers
Implementation of ArchiveLink
Miscellaneous
Customer Networking
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Data-Archiving and ArchiveLink: American SAP User Group (ASUG)
http://www.asug.com/
Business Documents/Workflow:Deutsche SAP Anwender Gruppe (DSAG)
Customer authorization is required for using DSAGNethttp://dsag.de
Workflow:Swedish SAP User Group (SAPSA)
Take a look at SAPNET - User groups
Customers committed to ArchiveLinkor data archiving
are organized in work groups.
Currently such groups exist in the United States,
Germany and Nordiccountries
Where to find information
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External documents:
Public Web www.sap.comSAPNET http://service.sap.com/archivelink
Internal documents:
SAPNET http://intranet.sap.com/archivelink
German User group - DSAG http://www.dsag.de
American User Group - ASUG http://asug.com
Support through BPT
Consulting and Integration Group Bernhard Knuth
Complementary Software Partner, CSP http://service.sap.com/csp
Contacts at SAP
http://www.sap.com/http://sapnet.sap.com/http://service.sap.com/archivelinkhttp://sapnet.sap.com/http://service.sap.com/http://www.sap.sapnet.com/http://sapnet.sap.com/http://intranet.sap.com/archivelinkhttp://www.sap.sapnet.com/http://intranet.sap.com/archivelinkhttp://www.sap.sapnet.com/http://www.dsag.de/http://www.sap.sapnet.com/http:///sap.sapnet.comhttp://www.sap.sapnet.com/http://service.sap.com/csphttp://service.sap.com/csphttp://www.sap.sapnet.com/http:///sap.sapnet.comhttp://www.sap.sapnet.com/http://www.dsag.de/http://www.sap.sapnet.com/http://intranet.sap.com/archivelinkhttp://www.sap.sapnet.com/http://intranet.sap.com/archivelinkhttp://sapnet.sap.com/http://www.sap.sapnet.com/http://service.sap.com/http://sapnet.sap.com/http://service.sap.com/archivelinkhttp://sapnet.sap.com/http://www.sap.com/8/13/2019 Archive Link Gene Rell 2001 e
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Presales
Michael Kleimeier, SAP Germany
ArchiveLink DevelopmentGerhard Scherer, SAP Germany
Consulting and IntegrationGerhard Scherer, SAP Germany
Consulting
Markus Wagner, GermanyCharles Anthony Farren, US
Pamela Stuart, US
Moteza Safai, South Africa
Product ManagementCarla Gioertz, SAP Germany
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