94188471 sap barcodes

TitleLocationDateImaging 101 using SAP's Content Server

John WallsVerbella CMG, LLC

AgendaDocument Imaging ROI, and End ResultsSAP Content Server K-Pro vs ArchiveLinkArchiving ScenariosPrintlist and Outgoing DocumentsScanning VRSWrap - up

Return on InvestmentCompanies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document (does not include any legal penalties)The average document gets copied 19 times. Professionals spend 5-15% of their time reading information, but up to 50% looking for it. 7.5% of all documents are lost (1 in 20) 3% of the remainder get misfiled 90% of corporate information resides on paper There are over 4 trillion paper documents in the United States alone growing at a rate of 22% per year .

Source: Coopers and Lybrand/Lawrence Livermore

The End Results Displaying a Document from FB03

Go to the Generic Object Services Attachment List

SAP Process that could have documentation

AgendaDocument Imaging ROI, and end resultsSAP Content Server K-Pro vs ArchiveLinkArchiving ScenariosPrintlist and Outgoing documentsScanning VRSWrap - up

Common TermsArchiveLinkA service integrated in the SAP Web Application Server to link archived documents with the business object entered in the SAP systemKnowledge Provider (KPro)A cross-application and media-neutral information technology infrastructure within the SAP R/3 Basis (SAP middleware)Provides the general infrastructure for storing and administrating documents in the SAP Content Server Content ServerServer at the core of SAPs document storage and management concept Provides the technical infrastructure for all document-centric applications

ArchiveLink VS K-ProArchiveLinkK-Pro (DMS)

Is supported by all R/3 versionsYesIs supported only by 4.6C and higherFull Text SearchYes/NoYes, TREXCommunication ProtocolCan use RFC protocol or HTTP ProtocolOnly uses HTTP ProtocolLink Tables UsedLink tables TOA01, TOA02, TOA03No Link Tables usedEase of ConfigVery EasyMuch More DifficultUsed to Archive ADK FilesYesNoVersioning, Check In/OutNoYes through SAP DMS

SAP Content Server HTTPSAP R/3Retrieval of documents through the SAP GUI using the ECL ViewerNo Scanner Interface for SAP Content ServerThird party document capture vendors like Kofax would be necessary.HTTP

Typical ConfigurationSAP R/3ServerClientsThird Party Content Server- IXOS, IBM, Documentum, OnBase etc.Scanning ClientsRetrieval

SAP Content Server What is it?Software for storing structured data (ADK files) and unstructured documents in repositories.Product of SAP Web Application ServerAdministration from within SAP, Using the following T-codes CSADMIN, & OAC0Communication through the ArchiveLink HTTP protocol.Multi-OS support including WindowsVarious Unix systems (New as of Content Server 6.30)Does not support optical Media no direct scanning interface

SAP Content Server - SummaryThe SAP Content Server provides a flexible and scalable architecture. Capacity and performance can be increased by adding additional servers and by decoupling the database. The database is much better suited than a file system to the administration of large amounts of data. SAP uses the SAP Content Server internally to administrate all documentation and training content. The SAP DB has a capacity of 64 terabytes (maximum). Additional databases 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.

Create the Content Repository

Content Server Administration OverviewStatus of each Repository on the Content Server

AgendaDocument Imaging ROI, and end resultsSAP Content Server K-Pro vs ArchiveLinkArchiving ScenariosPrintlist and Outgoing documentsScanning VRSWrap - up

How Do We Get Documents Archived?Two most common ways to get information to the archive server:Paper documentsCan be scanned or faxed into the scanning applicationThe scanning application interfaces with SAP, and is used to archive the documents into SAP Electronic documentsSuch as emails and desktop documentsCan be kept in their native format and archived from the desktop without using the scaning application

Three Most Common SAP Archiving ScenariosEarly archivingUses workflow to route images to processorsOnce processed the image is linked to the newly created SAP R/3 documentLate archivingUses indexing fields to link image to existing documentLate archiving with barcodeUses barcodes to link image to previously created SAP R/3 document

Old, New, and Newest Scenario Naming Schemes

SAP R/3 4.6C and AboveSAP R/3 4.5 - 4.6BSAP R/3 4.0 and OlderStoring for subsequent entryStore for entry laterEarly archiving with workflowStoring for subsequent assignmentStore for assignment at a later timeN/AStore and enter (storing and entering)Store and enterSimultaneous archivingStore and assign (storing and assigning)Store and assignN/AAssign then store (assigning then storing)Assign and storeLate archiving

Early Archiving

Early Archiving Scenario

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Container

Kofax Ascent Capture

Automatic Release to SAP

SAP User Workflow Inbox

Process Workitem

Early Archiving SummaryAdvantagesDistribute work to others and eliminates paperAllows for ad hoc approval process (A/P and Sales Orders)Standard reporting on end-user processingDrawbacksMost complicated of the standard supplied archive scenariosProcessing faster with dual monitorsUses SAPs workflowWorkflow needs to be initialized and an organization structure may have to be used

Late Archiving

Late Archiving with 3rd-Party Solutions

Late Archiving Content Server

Late Archiving Content Server (cont.)

Barcode

External 3rd Party REQUIRED for Barcode ArchivingRequires an External Scanning ClientIf 3rd Party Content Management solutions are being used, their Scan Clients will be able to handle barcode archiving, If they are ArchiveLink Certified.Example of this include OnBase, IXOS, IBM, FileNet, Documentum, etc.*

If the SAP Content Server is being used. Since there is no Scanning interface supplied- a stand alone imaging software application that has an Archivelink Certified interface is required. Example of this includeKofax Ascent Capture with AR4ERP** Kofax Ascent Capture** * Partial List** There may be other vendors, unknown to speaker. Please do your own research

Barcode Scenario- Explained

Enter Barcode

Manual Bar Code Entry

Processing Solution Steps Barcode is readBarcode and image are released to SAP

Classification and Extraction of Index Fields

Automatic Release to SAP AR4ERP

Late Archiving with Barcode SummaryAdvantagesDoes not change the existing paper processRequires very little training, No SAP GUI requiredScanning is much more efficientNo indexingNo scanning separator sheetsIdentifies documents that have not been scannedMultiple SAP objects can be linked to a scanned documentIndividual document indexing/categorizing is eliminatedDrawbackNeed to manage and print/buy barcodes

AgendaDocument Imaging ROI, and end resultsSAP Content Server K-Pro vs ArchiveLinkArchiving ScenariosPrintlist and Outgoing DocumentsScanning VRSWrap - up

Outgoing Documents Customer InvoicesSnap shot in time.Saves on Processing time.Pull up the exact copy of the invoice that was sent to the customer.Used heavily in Data Archiving .(Retrieval Strategy)It is very difficult to re-print outgoing documents if they have been archived.Once stored, they can be accessed through a customer self-service portal.

GOS Attachment List

Select the attached PDF Invoice

Invoice is Displayed

Printlists - ReportsSnap shot in timeSaves on Processing time, the report is run once and archived. Printlist report is viewed instead of online version.Saves paper and tonerUsed as a report distribution toolUsed heavily as a Data Archiving Retrieval Strategy. Can be used with Hyperlinks- Links to other archived documents

Printlist with HyperLinks

Virtual Re-Scan (VRS) Eliminates RescanningHighlighterCoffee Cup StainShaded backgroundCarbon Copy HandprintDot Matrix TextLow Contrast Logo

Kofax VirtualReScan (VRS)

Best PracticesSingle POC for producing and monitoring barcodes Choose the correct scanner for the volume and scanning scenarioStay with the same brand of scannerUse USB 2.0 over SCSI and ISIS drivers over TWAINKnow your retention periods, Inquire about document security, before ConfigurationArchive outgoing documents whenever possibleCreate a test Content Repository, or Content Server

Create Attachment

A Word About Using AttachmentsTechnically speaking, notes, PC attachments, and URLs are treated as SAP office documentsThey result in corresponding entries in the SOOD and SOFM tables Contents of the attachments are stored in the SOC3 table Contents of the PC attachments are written to the SOFFCONT1 table See Note 530792 for more informationSee Note 389366 if you need to move documents from the database to an external content server

Thank you for Attending theImaging 101 using SAP's Content Server Webcast

?Questions?John WallsVerbella CMG, [email protected]

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