SAP Collaboration Folders 4.5

Transcription

1 Assisting Companies Leverage Investments in Solutions SAP Collaboration Folders 4.5 LeverX Webinar Series: Document Conversion, Stamping, and Viewing in SAP DMS Eric Stajda PLM Practice Director David Salamanek Managing Director, CEO April LeverX, Inc. Page 1 1

2 Agenda Assisting Companies Leverage Introduction Requirements for Document Conversion and Long Term Storage using SAP DMS LeverX will discuss requirements and solutions for conversion of native files (e.g., Word & Excel) to long term storage format (e.g., PDF & TIF) in SAP DMS. Discussion will include the necessity for stamping converted files with data (e.g., release status, date, owner, & digital signatures) from the SAP system, controlling access to non-stamped native files at certain points in the documents lifecycle, and as required, making sure that certain users can never open a non-stamped file. Solutions to Support Document Conversion, Stamping, and Viewing SEAL Systems will present an integrated solution for SAP DMS including the conversion of document originals, on-demand viewing of DMS records, and document control through stamps and watermark information. Additional demonstration of the seamless integration with the SAP DMS, will show you how to save time and money when handling document originals in your enterprise. Question and Answer

3 Agenda Assisting Companies Leverage Introduction Requirements for Document Conversion and Long Term Storage using SAP DMS Solutions to Support Document Conversion, Stamping, and Viewing Question and Answer

4 SAP DMS Assisting Companies Leverage Our discussion today revolves around the premise that you are using or thinking about using SAP DMS for management your documents SAP provides you with an enterprise document management system which can be utilized with relative ease No additional license cost, part of overall cross application functionality

5 SAP DMS & Conversion: Goal Assisting Companies Leverage If you are using SAP DMS today, the basic scenario is users are storing application files such Word, Excel, PowerPoint, Visio, PDF, etc. files in SAP The system does not include method for automated conversion of original files (i.e. MS Word) to neutral format (i.e. PDF) A common goal is to get to something similar to the below: Document State: In-Work, Review Document State: Released

6 SAP DMS & Conversion: Issues Assisting Companies Leverage Without an automated mechanism, manual creation is the other method You are then counting on the user doing the action and then a set of manual checks to make sure action has taken place What if we have neither? (Automated or Manual) How will these files be accessed in the future? We know for certain that documents generated in out of date software will no longer be able to opened in the future Not realistic to keep machines with old operating systems and software running forever

7 SAP DMS: Retention Policy Assisting Companies Leverage Retention Policies: Every company must retain data for long-term storage of some kind, whether it's for their own records or for the sake of legal compliance Document discovery during litigation can be challenging Key Question: What was considered the official document?

8 SAP DMS: What s Official? Assisting Companies Leverage Clearly identifying official documents vs. others It to good to develop rules around what constitutes an official document How does a person on the manufacturing floor know they are looking at a released document? Common Solution: Utilizing stamping and watermarking functionality it is possible to clearly identify the maturity of the document Document State: In-Work, Review Document State: Released

9 Assisting Companies Leverage What SAP Provides? SAP Provides the capability to call a document conversion process based on a status change Rules around triggering are based on standard IMG settings

10 Assisting Companies Leverage What SAP Provides? Sample IMG Setting: Trigger conversion based on document type, application type, and status

11 Assisting Companies Leverage What SAP Provides? What occurs when a conversion process is triggered? Seal Systems Conversion Server Input Output Person or Systems Sets Status On Document There is a check to see if conversion is required? SAP Content Server If conversion is required, documents are exchanged between content and conversion server

12 Input/Output Assisting Companies Leverage Input of the conversion process can be various Office, Graphic Files, CAD, Text, etc. The resulting output of a conversion process can be: PDF TIFF PDF/A PDF/A is a constrained form of Adobe PDF intended to be suitable for long-term preservation of page-oriented documents for which PDF is already being used in practice Other formats are also available such as GIF, JPG, etc. Meta data included from SAP in converted file

13 SAP DMS: Access To Native Files Assisting Companies Leverage We also will discuss and demonstrate controlling access to native files (i.e. Word) Once reaching a certain maturity level, no users should be able to see or maintain the originals without creating a new version

14 Agenda Assisting Companies Leverage Introduction Requirements for Document Conversion and Long Term Storage using SAP DMS Solutions to Support Document Conversion, Stamping, and Viewing Question and Answer

15 Assisting Companies Leverage Company About Seal Systems: International software publisher Document Input Output Control 30 years experience Offices: USA, Germany, France, Australia Partners: Americas, Europe, Middle East, Asia Pac. SAP certified development partner ISO/EN certified 2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc. Page 15

16 Assisting Companies Leverage SAP DMS Convert DIR SEAL DIR Document control Convert on status change Server side processing Long term archive (PDF) Stamps and watermarks (Static, Dynamic) Digital signatures Multi-application support (Office, Graphics) SEAL Conversion Cockpit (COCO) 2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc. Page 16

17 Assisting Companies Leverage SAP DMS Convert DIR SEAL DIR Live demonstration 2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc. Page 17

18 Assisting Companies Leverage SAP DMS View on Demand DIR SEAL User Document control Server side processing Viewable in PDF or TIF Native SAP viewer or Adobe Reader Stamps and watermarks (Static, Dynamic) Digital signatures Multi-application support (Office, Graphics) 2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc. Page 18

19 Assisting Companies Leverage SAP DMS View DIR SEAL User Live demonstration 2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc. Page 19

20 Assisting Companies Leverage Summary Automate document control Stamp and watermark security Administrative overview Modular system Additional Focus BCXDC, BCXOM, DMS PM, PP, MM, SD with attachments RM and more Digitally distributed throughout enterprise 2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc. Page 20

21 Agenda Assisting Companies Leverage Introduction Requirements for Document Conversion and Long Term Storage using SAP DMS Solutions to Support Document Conversion, Stamping, and Viewing Question and Answer

22 Assisting Companies Leverage Questions: Your turn How to contact us: Website: Alan Mendel Eric Stajda David Salamanek )