archive link gene rell 2001 e

8/13/2019 Archive Link Gene Rell 2001 e

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Business DocumentsArchiveLink


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SAP AG 2001, Title of Presentation, Carla Gioertz 3

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


7/79 SAP AG 2001, Title of Presentation, Carla Gioertz 7

ArchiveLink Customers World Wide



AGENDA

Introduction

What is ArchiveLink

ArchiveLink Scenarios

Documents in Business Applications

Document Retrieval

ArchiveLink Certification

Different types of content servers

Implementation of ArchiveLink

Miscellaneous



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
http://sapnet.sap.com/archivelinkhttp://sapnet.sap.com/data-archivinghttp://sapnet.sap.com/data-archivinghttp://sapnet.sap.com/archivelink



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



Document Capturing

via Internet

HTTP ReadAccess from Other

Systems

Distributed

Document

Stores

Distributed Storage of Documents

Content Mangement System


Content Mangement SystemContent Mangement System

mySAP E-Business solutio

SAP R/3 Enterprise

mySAP E-Business solutions

SAP R/3 Enterprise



Central Retrieval of Documents ...

Document Mangement Systems


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



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



Incoming

Documents

Outgoing

Documents

Archive files

Print lists

Hyperlink

Documents within Business Processes



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


Scannning

Fax

Mail


SAP R/3 Enterprise



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.
http://sapnet.sap.com/data-archivinghttp://sapnet.sap.com/data-archivinghttp://sapnet.sap.com/data-archivinghttp://sapnet.sap.com/data-archiving



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)


The Knowledge Provider (Kpro) is a service

used by SAP modules (and non SAP applications)and facilitates the management of documents and

other contents.
http://sapnet.sap.com/kwhttp://sapnet.sap.com/kw


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AGENDA

Introduction

What is ArchiveLink



Document Retrieval




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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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)


S O f


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Storing Outgoing Information

Outgoing

document

Print lists

Archive files

(ADK)

ArchiveLink

External Storage System


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



Document Retrieval




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



Document Retrieval




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


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



Document Retrieval




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



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


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 SystemContent Mangement System

mySAP E-Business solutio

SAP R/3 Enterprise


SAP R/3 Enterprise

AGENDA


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Introduction

What is ArchiveLink



Document Retrieval




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


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?



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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


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)


RFC content server

Certified external storage system (archive system)


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



Document Retrieval




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/


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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