EMC Documentum Content Services for SAP Document Controllers

EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide P/N 300 006 307 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 Content Services for SAP... 11 Overview... 11 CS SAP architecture... 12 Supported SAP document formats... 14 SAP and CS SAP terms... 14 Chapter 2 Using the Manage Component... 17 Connecting to SAP... 17 Configuring display language options... 18 Linking an object to the released document... 19 Maintaining a linked SAP document... 22 Using the Content Services client to view links... 23 Viewing document links... 23 Modifying linked and unlinked items... 24 Undoing changes to linked items... 25 Removing links from documents... 25 Deleting versions... 25 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 3

Table of Contents List of Figures Figure 1. CS SAP and SAP... 12 Figure 2. Content Services Manage SAP Links dialog box... 20 Figure 3. Content Services Manage Find Objects in SAP dialog box... 21 Figure 4. Content Services Manage SAP Links dialog box... 23 4 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Table of Contents List of Tables Table 1. Terms and definitions... 14 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 5

Table of Contents 6 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Preface Purpose of this guide This guide describes how to work with the Manage component of Content Services for SAP (CS SAP) 6.5. The Manage component allows you to release and link documents from a Documentum repository into a SAP R/3 system. You can link the document to a specific material, functional location, equipment master record, or other supported objects in SAP. 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 CS SAP. The CS SAP application integrates EMC Documentum and the SAP R/3 system. Therefore, system administrators must have experience with the software products listed in the Software requirements section of the EMC Documentum Content Services for SAP Release Notes. Content Services Administrator This role covers users who manage CS SAP using WebAdmin. Document Controller This role covers those who release documents to SAP and maintain the links to those documents. Capture Operator This role covers users who scan documents and create links to the appropriate records in SAP. Standard User This role covers users who view documents using SAPGUI and the View component of CS SAP. This manual is intended for Document Controllers. Revision history This section contains a description of this document s revision history. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 7

Preface Revision history Revision date May 2008 Description Initial publication of the document for CS SAP 6.5. Typographic conventions This guide uses the following text conventions: 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 CS SAP. The product and documentation suite can be found on EMC Powerlink at: http://powerlink.emc.com. From Powerlink, you can download the latest version of CS SAP and the related documentation suite. To access the contents in Powerlink, you will need to provide the login credentials assigned to you when you first applied for access. 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. 8 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Preface CS SAP Documentation suite Title Description Target role EMC Documentum Content Services for SAP Installation Guide EMC Documentum Content Services for SAP Configuration Guide Provides the procedures for installing Content Services. Describes the configuration tasks that need to be performed in SAP so that SAP can communicate with Content Services. System Administrator System Administrator (SAP) EMC Documentum Content Services for SAP Administration Guide EMC Documentum Content Services for SAP User Guide EMC Documentum Content Services for SAP Document Controller User Guide EMC Documentum Content Services for SAP Scanner Operator User Guide Describes how to configure Content Services using the WebAdmin tool. Describes how SAP users view documents. Describes how the SAP document controller releases documents to SAP and maintains the links to those documents. Describes how SAP document scanners scan documents and create links to the appropriate records in SAP. Content Services Administrator Standard User Document Control User Scanner Operator User EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 9

Preface 10 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Chapter 1 Introducing Content Services for SAP Overview The EMC Documentum Content Services for SAP (CS SAP) application integrates the Documentum content management system with the SAP R/3 system. It is an interface to the SAP R/3 system based on SAP standard Document Management System (DMS) and ArchiveLink interfaces. CS SAP provides the following functions: Enables users to easily access and display documents stored in a Documentum repository from a variety of SAP modules. Links documents stored in Documentum to a variety of SAP documents. Archives SAP data, reports, and documents through ArchiveLink certified interfaces in Documentum. Stores and manages reports and outgoing documents in Documentum. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 11

Introducing Content Services for SAP CS SAP architecture Figure 1. CS SAP and SAP CS SAP consists of the following components: High Volume Processing System (HVPS) A server component that allows you to automate the linking between SAP objects and documents, as well as maintain those links. This automation improves productivity, information integrity, and information availability. 12 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Introducing Content Services for SAP Capture Enables you to scan documents, store the images in a Documentum repository, and create a link to the appropriate transaction documents in SAP. Once this link is created, the document is accessible from SAPGUI, the SAP client interface. The Capture component is part of Documentum integration to ArchiveLink. Manage Enables you to release Documentum documents to SAP, and to maintain those released documents. View Enables you to view released Documentum documents from inside SAP. Note: The View component must be installed on every client computer that needs to access reports, drawings, and other documents stored in a Documentum repository. The View component supports the following operating systems: Windows 2000 Windows XP Windows 2003 Rendition Services Built in filters that provide the following renditions: PDF rendition ASCII text rendition HTML rendition When one of these built in filters is used, the appropriate document rendition is generated when the Print List is archived in the repository. WebAdmin An administrative console that allows you to: Perform archiving services. Using WebAdmin, you can perform the following archiving services: Create, configure, and manage archives. Manage certificates for the archive. Configure document archival for CS SAP. Perform DMS related services. You can: Configure batch jobs for linking and replication tasks. Schedule and manage the execution of linking and replication jobs. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 13

Introducing Content Services for SAP Note: The EMC Documentum Content Services for SAP Release Notes provide 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 CS SAP terms This section presents terms and definitions used in this guide. Table 1. Terms and definitions Term CS SAP ArchiveLink WebAdmin Definition Product that connects Documentum to and from SAP. Cross functional interface that is part of the SAP Basis System. ArchiveLink handles the storing and retrieval of documents and data to and from a repository external to SAP. An administrative console that allows you to perform: Archiving services: Create, configure, and manage archives. Manage certificates for the archive. Configure document archival for CS SAP. DMS related services: Configure batch jobs for linking and replication tasks. 14 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Introducing Content Services for SAP Term Capture Capture Import SAP DMS SAP PLM SAP Master Record SAPGUI Definition Schedule and manage the execution of linking and replication jobs. Scanning module for Documentum and SAP that is part of the CS SAP suite. Module that allows you to import scanned documents (or other documents) to SAP by using the SAP ArchiveLink front end interface. This module is used with scanning applications like EMC Captiva and InputAccel. The import module is part of the same application as Content Services Capture. The Content Services Capture can operate in two modes: scan and import. 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. Product Lifecycle Management (PLM). SAP PLM provides an integrated environment that ensures all personnel 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. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 15

Introducing Content Services for SAP Term Original document SAP document Definition Paper based version of a document. Example 1 1. An invoice can consist of two sheets of paper received from a supplier. Paper documents are scanned in and stored as electronic documents in EMC Documentum. An electronic transactional record of header data and line items in SAP. 16 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Using the Manage Component Chapter 2 The Manage component allows you to release and link documents from a Documentum repository into a SAP R/3 system. You can link the document to a specific material, functional location, equipment master record, or other supported objects in SAP. When a document is released into SAP, a Document Info Record (DIR) is created that contains a pointer back to the document in the Documentum repository. The Manage component allows you to maintain these connections between documents and SAP transactions. After a DIR is created, the document can also be linked to selected SAP objects. Once a document is released into SAP, it is accessible from the SAPGUI client interface (SAP transaction CV03N). Once a document is linked, it is accessible through the SAP transaction screens associated with the linked object. For example, you can display a material master record along with its associated DIR. The documents are retrieved from Documentum and you can view the documents through SAPGUI. This section explains how to complete the following tasks: Release and link a document to SAP using the Manage component. Release and link a document to SAP using SAPGUI. Find and view a linked document from SAP. Delete a linked document. Connecting to SAP Releasing and linking a document to SAP makes that document available to other users through SAP. In order to release the document, you will need to select your document and then connect to SAP. From the Content Services client, you can use the option ʺShow Docbase Contentsʺ to select the document that you wish to link. This displays current versions of your documents. Documents without content are displayed as well, but you will receive a warning upon attempting to display these documents. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 17

Using the Manage Component You can also link a non current version by right clicking the document and selecting show all versions. This displays all versions. If only one version exists, that document s content appears. If multiple versions exist, then all versions are listed. This feature will allow you to select a specific version of a particular document to be linked. Note: You must have installed the Administrator client option to have this capability, otherwise you will receive an error. To connect to SAP: 1. Start the View component. The default location is in the Start menu under Programs > EMC Documentum Content Services for SAP > View. More information on starting, and basic use of, the View component are in the EMC Documentum Content Services for SAP User Guide. 2. Highlight a document in the viewer that you wish to release to SAP. 3. From the menu, select Content Services For SAP > Manage Documents. A message box appears, indicating that the configuration was read. After a few moments, the SAP login dialog box appears. 4. Select the name of an SAP R/3 system from the System list box. 5. Type the SAP client number in the Client field. 6. Type your SAP username in the User field. 7. Type your SAP password in the Password field. 8. Select your preferred language from the Language list box. Note: Your selection defines what language will be visible in SAP. In other words, the description fields will only be visible in the language selected during login. 9. Click Connect. Another dialog box appears, stating that you are connecting to the SAP system. Content Services SAP Links appears. Proceed to link the document to SAP as described in Linking an object to the released document, page 19. Configuring display language options You can configure what languages are displayed in the Language list box of the Content Services for SAP Manage Connect to SAP dialog box, as described in Connecting to SAP, page 17. To configure display language options: 18 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Using the Manage Component 1. In the system where Content Services for SAP is installed, open the dmslink.ini file available here: <Root_Directory>\WINNT. 2. Locate the following snippet: LANGUAGES_EXCLUDED= 3. To exclude a particular language, edit the file by conforming to the syntax indicated in the following example: LANGUAGES_EXCLUDED=PT: Portuguese,DE: German 4. Save the file. Note: Content Services for SAP supports the following languages: EN: English DE: German FR: French PT: Portuguese Linking an object to the released document Use the following procedure to link an object to the released document: 1. Start the View component as described in Connecting to SAP. 2. Highlight the document that you want to link and release. 3. Select Manage Documents from the Content Services menu. The Content Services Manage SAP Links dialog box appears. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 19

Using the Manage Component Figure 2. Content Services Manage SAP Links dialog box 4. Click Add Link. The Content Services Manage Find Objects in SAP dialog box appears. 20 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Using the Manage Component Figure 3. Content Services Manage Find Objects in SAP dialog box 5. To find material, equipment, functional location, or other object type information enter the following search criteria into the appropriate fields. a. In the SAP Query Type field, select the type. You can query SAP objects of the following types: Material by description Equipment by short text Functional Location by text Document Info Record Customer EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 21

Using the Manage Component Vendor WBS element b. Select a pre defined query from the Configured Queries list box. You can add additional predefined SAP queries using the WebAdmin tool. The EMC Documentum Content Services for SAP Administration Guide provides more information. If you experience problems running SAP queries, it is possible that the Content Services BAPI does not match the SAP BAPI due to a version change. The EMC Documentum Content Services for SAP Administration Guide provides more information on how to synchronize the BAPIs. c. You can select up to three query parameters. For each query, select a parameter in the left hand list and type a value in the right hand field. If you do not know a specific value for your query, type an asterisk in the field. d. Click Look Up. The query results appear in the Select Items to Add section of the Content Services Manage Find Objects in SAP dialog box. 6. Select an SAP object to link to the document. You can select more than one object using the Ctrl or Shift key. Select an SAP object from the list of values returned by your query. 7. Click Link to link the document to the selected SAP object. The Content Services Manage SAP Links dialog box redisplays the linked documents. You can also select the version and format of the document you wish to release. 8. Click Apply. This action releases the document to SAP by building a DIR in SAP and links the DIR to the SAP object you have chosen. 9. Click Add Link to search on additional parameters. 10. Click Revert to cancel. Maintaining a linked SAP document You can create, update, and delete links between documents stored in a Documentum repository and SAP documents stored in SAP. 22 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Using the Manage Component Using the Content Services client to view links To view the links to SAP for a particular document in the repository: 1. Start the View component as described in Connecting to SAP. 2. Select Show Docbase Contents. 3. Select one or more documents for which you wish to view a link to SAP. 4. Select Content Services for SAP > Manage Documents. The Content Services Manage SAP Links dialog box appears. Figure 4. Content Services Manage SAP Links dialog box Viewing document links The Selected Documents field displays all the documents you selected in the Content Services client. The Linked To field displays the key and description stored in SAP if the selected document has a DIR associated with it. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 23

Using the Manage Component If the selected document has not yet been released to SAP, then the configured attribute value is displayed. If the selected document has been released, you see a document symbol in front of the description text. The Content Services Manage SAP Links dialog box can display multiple items linked to one selected object. You may need to view multiple links if links exist to different DIR versions, or if several versions of a document stored in a Documentum repository are linked to several SAP document versions. Note: Only those documents linked to the current SAP server are displayed. If a document was released to a different SAP server, Content Services identifies it as not linked unless the user connects to the other SAP server. Modifying linked and unlinked items If you select a document in the Content Services client that has not been linked to SAP yet, you can change some of the default settings. Click Apply to save your changes. Note: To do this, you must have RELATE permission, or higher, for the document. If you select a document in the Content Services client that is linked to SAP, the Manage component will dim any fields in the Maintain SAP Links dialog box for properties that cannot be changed. Make changes where allowed, and click Apply to save the changes. For example, you can add new links between SAP items and a particular document. To add new links between SAP items: 1. Start the View component as described in Connecting to SAP. 2. Select one or more documents for which you want to create or delete a link to SAP. 3. Select Content Services for SAP > Manage Documents. 4. Click Look Up to find SAP items to add a new link to the selected document. The Content Services Manage Find Objects in SAP dialog box appears. 5. Click on an item in Select Items to Add to select a new link, and then click OK. Clicking OK copies the new or modified links into the Link To list in the Maintain SAP Links dialog box. 6. Click Apply in the Maintain SAP Links dialog box to save the new link definition. 24 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Using the Manage Component Undoing changes to linked items To undo changes made to the links or release parameters for a document, click Revert in the Maintain SAP Links dialog box. Note: You cannot undo a change with Revert if you have already clicked Apply to save your changes. In this case, you must change the parameters manually, then click Apply again. Removing links from documents To delete an object link if the corresponding DIR file has been deleted in SAP: 1. Start the View component as described in Connecting to SAP. 2. Select the document in the Content Services client. 3. Select Content Services for SAP > Manage Documents. 4. Select the document in the Selected Document field of the Maintain SAP Links dialog box. 5. Select an SAP document in the Linked To field. 6. Click Unlink to remove the linked object from the repository. The document is not deleted, only the link is. 7. Click Apply to execute the unlink operation. Note: To delete DIR records in SAP, set the deletion indicator on the DIR and run the MCDOCKEL utility from the ABAP/4 editor (transaction SE38). Your SAP documentation provides more information on deleting DIR files. Deleting versions Content Services 4.5 introduced an architectural change that stores the SAP link information via a dm_relation object. When linking a Documentum object to SAP, a dm_relation object is created to store the SAP link info. The issue is related to deleting a version of a document. The Documentum Content Server is deleting the dm_relation object if a version of the document is deleted even though integrity and direction kind are set properly (Documentum Content Server 4.2x). If the server deletes the dm_relation object then the Content Services client (dmview.exe) called by SAP has no dm_relation object to find the link information. EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 25

Using the Manage Component This limitation will affect all customers who are running 4.5 or 4.5.5 versions of Content Services for SAP on any 4.x version of the Documentum Content Server. Workaround Do not delete versions of linked documents until a patch is available. 26 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide

Index A Administrative Console, 13 ALF class, 14 ALF format, 14 archived data, 14 attribute value, 24 C capture operator, 7 class ALF, 14 FAX, 14 OTF, 14 REO, 14 connecting to SAP, 17 Content Services for SAP defined, 11 Content Services for SAP administrator, 7 creating links, 7, 22 D default settings, 24 deleting links, 22 deletion indicator, 25 DIR, 17 displaying linked documents, 24 document, 24 incoming, 14 info records, 17 outgoing, 14 scanned, 14 supported formats in SAP, 14 document controller, 7 document formats, supported in SAP, 14 E equipment master record, 17 F FAX class, 14 format ALF, 14 PDF, 14 REO, 14 Tiff, 14 functional location record, 17 H High Volume Processing System, 12 I intended audience, 7 L link, 22 to 24 documents, 17 M maintaining links, 7 MCDOCKEL utility, 25 multiple links, 24 O OTF class, 14 P PDF format, 14 pre defined query, 22 prerequisites system administrator, 7 Print Lists, 14 ALF class, 14 ALF format, 14 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide 27

Index Q querying SAP objects, 21 R Releasing and Linking, 17 releasing documents, 17 releasing documents to SAP, 7 REO class, 14 REO format, 14 Reports, see Print Lists S SAP, 18, 21 connecting, 17 supported document formats in, 14 scanning documents, 7 specific material record, 17 standard user, 7 supported document formats in SAP, 14 ALF class, 14 ALF format, 14 FAX class, 14 OTF class, 14 PDF format, 14 REO class, 14 REO format, 14 Tiff format, 14 system administrator, 7 prerequisites, 7 T Tiff format, 14 U undoing changes, 25 updating links, 22 user roles, 7 W WebAdmin, 13 28 EMC Documentum Content Services for SAP Document Controllers Version 6.5 User Guide