Content Services for SAP User Guide for Scanner Operators

Transcription

1 Content Services for SAP User Guide for Scanner Operators Version 5.3 SP3 September 2006

3 Table of Contents Preface... 7 Chapter 1 Introducing Content Services for SAP Overview Understanding the Content Services for SAP architecture Supported SAP document formats Understanding SAP and Content Services for SAP terms Chapter 2 Introducing the Capture Component Using the Capture component Chapter 3 Getting Started with the Capture Component Starting the Capture component Specifying a viewing application Viewing and editing scanned pages Exiting the TIFF viewer Viewing Online help Performing other basic tasks Switching repositories Changing scanning modes Accessing Online help Exiting the Capture component Annotating documents Chapter 4 Scanning and Linking Documents Scanning in a new document Linking documents from the repository to SAP Troubleshooting Fixing error-tagged documents Fixing documents linked to the wrong SAP document Chapter 5 Scanning and Archiving Methods Store for Entry Later (early archiving) Understanding Store For Entry Later Using the Capture component for Store For Entry Later Using SAP Business Workflow with Store For Entry Later Understanding the SAP Business Workflow process Assigning a scanned document to an SAP document Store And Enter Understanding Store And Enter Using the Capture component for Store And Enter Assign And Store Archiving Without barcodes Content Services for SAP User Guide for Scanner Operators 3

4 Table of Contents Archiving with barcodes Entering a document in SAP Linking a scanned document with barcodes Displaying the document in SAP Content Services for SAP User Guide for Scanner Operators

5 Table of Contents List of Figures Figure 1 1. Content Services for SAP and SAP Figure 2 1. Scanning and archiving methods Content Services for SAP User Guide for Scanner Operators 5

6 Table of Contents List of Tables Table 1 1. Terms and definitions Content Services for SAP User Guide for Scanner Operators

7 Preface Purpose of this guide This guide describes how to work with the Capture component of Content Services for SAP 5.3 SP3 (CS for SAP 5.3 SP3 or Content Services 5.3 SP3). The Capture component allows you to manually scan and link incoming documents to SAP objects. 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 Content Services for SAP. The Content Services for 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 Content Services for SAP Release Notes. Content Services Administrator - This role covers users who manage Content Services 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 Content Services. This manual is intended for Capture operators. Revision history This section contains a description of this document s revision history. Content Services for SAP User Guide for Scanner Operators 7

8 Preface Revision history Revision Date September 2006 Description Initial publication of document for Content Services for SAP 5.3 SP3 Organization of this guide This guide contains the following chapters. The table below lists what information you can expect to find in each. Organization of this guide Chapter Chapter 1, Introducing Content Services for SAP Chapter 2, Introducing the Capture Component Chapter 3, Getting Started with the Capture Component Chapter 4, Scanning and Linking Documents Chapter 5, Scanning and Archiving Methods Content Provides an overview of Content Services for SAP. Provides an overview of the Capture component. Describes how to get started and perform basic tasks with the Capture component. Describes how to scan and import documents Describes the various scanning and archiving methods using the Capture component. 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. 8 Content Services for SAP User Guide for Scanner Operators

9 Preface Convention Description [] 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 Content Services. The product and documentation suite can be found on Documentum s download center: From Subscribenet, you can download the latest version of Content Services and the related documentation suite. To access the contents in Subscribenet, 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 address. If you cannot locate your password, use the password finder at the bottom of the login page. If you re accessing Subscribenet for the first time, you will need to apply for access and obtain a user name and password. Refer to Applying for access. Content Services for SAP Documentation suite Title Description Target role Content Services for SAP Installation Guide Configuring SAP R/3 for Content Services for SAP 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) Content Services for SAP Administration Guide Content Services for SAP User Guide Describes how to configure Content Services using the WebAdmin tool. Describes how SAP users view documents. Content Services Administrator Standard User Content Services for SAP User Guide for Scanner Operators 9

10 Preface Applying for access To apply for access to Support online: 1. In your Web browser, open 2. Click the Support link. 3. Click the Request Access link. 4. Complete the form and send it. Documentum will respond to your request within two business days. Accessing documentation online Customers with a Software Support Agreement can read our product documentation at the Documentum Web site. You must have a valid user name and password, and Adobe Acrobat Exchange or Acrobat Reader installed on your system in order to view the documentation. To access documents online: 1. In your Web browser, open 2. Click the Support link. 3. Log on to the Support page. 4. Click the Documentation link. 5. Select how you want to display the documentation. 6. Click List. 7. Click the name of the document. Purchasing bound paper manuals Our product documentation is available for purchase as bound paper manuals. To place an order, call the Documentation Order Line at (925) You can pay with a purchase order, check, or credit card. 10 Content Services for SAP User Guide for Scanner Operators

11 Chapter 1 Introducing Content Services for SAP Overview The Content Services for 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 s standard DMS and ArchiveLink interfaces. Content Services for SAP provides the following functionalities: 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 TM certified interfaces in Documentum. Stores and manages reports and outgoing documents in Documentum This chapter covers the following topics: Understanding the Content Services for SAP architecture, page 12 Supported SAP document formats, page 14 Understanding SAP and Content Services for SAP terms, page 14 Content Services for SAP User Guide for Scanner Operators 11

12 Introducing Content Services for SAP Understanding the Content Services for SAP architecture Figure 1-1. Content Services for SAP and SAP Content Services for SAP consists of the following components: Agent services A server component that allows you to automate the linking between SAP objects and documents, as well as maintain those links. This substantially improves productivity, information integrity, and information availability. 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 s integration to ArchiveLink. 12 Content Services for SAP User Guide for Scanner Operators

13 Introducing Content Services for SAP 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. The View component supports the following operating systems: Windows 2000 Windows XP Windows 2003 The View component must be installed on every client computer that needs to access reports, drawings and other documents stored in a Documentum repository. Rendition Services Build-in filters that provide the following renditions:: PDF rendition ASCII text rendition HTML rendition When one of these built-in filters are used, the desired document rendition is generated when the PrintList is archived in the repository. Note: This component is only relevant when your environment includes parallel installations of Content Services for SAP and Archive Services for SAP. WebAdmin An administrative console that allows you to: Perform archiving services. Note: Your environment should have coexisting installations of Content Services for SAP and Archive Services for SAP in order to leverage these services. Using WebAdmin, you can perform the following archiving services: Create, configure, and manage archives Manage certificates for the archive Create repository connections for Content Services Create workflows and associate the same with archived documents Configure document archival for Content Services Perform Document Management System (DMS) related services. You can: Content Services for SAP User Guide for Scanner Operators 13

14 Introducing Content Services for SAP Configure batch jobs for linking and replication tasks Schedule and manage the execution of linking and replication jobs Note: Please refer to the Content Services for SAP Release Notes for 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) Understanding SAP and Content Services for SAP terms This section presents some terms and their definitions, as used in this guide. Table 1-1. Terms and de nitions Term Content Services for SAP HTTP Archiving Server Definition Product that connects Documentum to SAP and vice versa. Server component that, using an HTTP connection to SAP, enables you to archive reports, data, incoming and outgoing documents from SAP to the Documentum repository. Archiving Server is a J2EE Web application based on the SAP ArchiveLink interface. The archived reports and documents can later be retrieved and viewed through SAPGUI and Documentum clients. 14 Content Services for SAP User Guide for Scanner Operators

15 Introducing Content Services for SAP Term ArchiveLink WebAdmin Capture Definition Cross-functional interface that is part of the SAP Basis System. ArchiveLink handles storing and retrieving documents and data to and from a repository external to SAP. An administrative console that allows you to: Perform archiving services. Note: Your environment should have coexisting installations of Content Services for SAP and Archive Services for SAP in order to leverage these services. Using WebAdmin, you can perform the following archiving services: Create, configure, and manage archives Manage certificates for the archive Create repository connections for Content Services Create workflows and associate the same with archived documents Configure document archival for Content Services Perform Document Management System (DMS) related services. You can: Configure batch jobs for linking and replication tasks Schedule and manage the execution of linking and replication jobs Scanning module for Documentum and SAP that is part of the Content Services for SAP suite. Content Services for SAP User Guide for Scanner Operators 15

16 Introducing Content Services for SAP Term Capture Import SAP DMS SAP PLM SAP Master Record SAPGUI Original Document Definition Module that allows you to import scanned documents (or other documents) to SAP using the SAP ArchiveLink front-end interface. This module is used with third party scanning applications like EMC Captiva s InputAccel. The import module is part of the same application as Content Services Capture. The Content Services Capture can operate in two different 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 Life-Cycle Management (PLM). SAP PLM provides an integrated environment that ensures all people 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. Paper based version of a document. Example 1-1. An invoice may consist of two sheets of paper received from a supplier. Paper documents are scanned in and 16 Content Services for SAP User Guide for Scanner Operators

17 Introducing Content Services for SAP Term SAP Document Definition stored as electronic documents in EMC Documentum. An electronic transactional record of header data and line items in SAP. Content Services for SAP User Guide for Scanner Operators 17

18 Introducing Content Services for SAP 18 Content Services for SAP User Guide for Scanner Operators

19 Chapter 2 Introducing the Capture Component The Capture component allows you to scan documents, archive the images in a Documentum repository and create a link to the appropriate records in SAP. Once this link is created, the document is available to both SAP and non-sap users. Scanning, Archiving and Linking of documents can be done in three different process flows that are based on when scanning and linking take place: Store for entry later (previously called Early Archiving) Store and enter (previously called Simultaneous Archiving) Assign and store (previously called Late Archiving). Figure 2-1. Scanning and archiving methods Content Services for SAP User Guide for Scanner Operators 19

20 Introducing the Capture Component Using the Capture component The Capture component can be used in three ways: 1. Documents are scanned in and linked using the Capture component. This method is best for individual document linking. 2. Documents are scanned using a high-end scanning solution (such as Captiva InputAccel) and the Capture component is used to link the document to SAP. This method is best for production processing. 3. Electronic files from a Documentum repository are linked to SAP using the Capture component. The Capture component supports electronic files in all formats. During the scanning process the document is indexed for retrieval. Once scanned, the document is stored in a Documentum repository. You can view a scanned document in TIFF format with a locally installed TIFF viewer. Scanned documents can be converted to PDF to support annotation using Acrobat 4.0 with the scan plug-in. You can also use the Acrobat Capture plug-in to convert scanned images into full-text indexed electronic documents which can be retrieved using Documentum s query capabilities. Note: Refer to Chapter 4, Scanning and Linking Documents, for more information on using the Capture component to scan or import documents. 20 Content Services for SAP User Guide for Scanner Operators

21 Getting Started with the Capture Component Chapter 3 This section describes how to begin working with the Capture component. It starts with the procedures for starting the scanning application and connecting to a Documentum repository. It then provides information on specifying a viewing application for scanned documents. Starting the Capture component This section explains how to start the Capture component and connect to a Documentum repository. To start the Capture component: 1. Choose Content Services for SAP >Capture from the Windows Start menu. A login screen is displayed. You must specify the repository you wish to connect to, your username and password for that repository, and (if running on Windows) the Windows domain of the repository. 2. Select a repository name from the drop-down list in the Docbase field. 3. Click in the User Name field and enter your login ID. Enter your login ID exactly, with no extra spaces and in the correct case. 4. Click in the Password field and enter your password. 5. Click OK. The Capture component starts up with Scan and Link to SAP as the default Application Profile if you did not create custom Application Profiles. 6. To change the Application Profile, choose Profiles from the Edit menu. The Profile Preference screen appears. 7. Select a Profile Option by clicking on a profile in the Selected Profile list. Content Services for SAP User Guide for Scanner Operators 21

22 Getting Started with the Capture Component 8. Click OK to save your changes. Specifying a viewing application You can set the Capture component to launch particular viewing applications for a given document format in the repository. This will be configured when the client applications are installed or through the View component. Viewing and editing scanned pages The Capture component launches the configured TIFF viewer application after scanning a document, or clicking the View button in the Available Documents queue You can then edit the scanned documents with typical TIFF Viewers in several ways: adding new pages to existing documents by scanning, cropping documents, flipping or rotating documents, and deleting pages. Please refer to the manufacturer s documentation for a description on how to perform these editing tasks. Exiting the TIFF viewer TIFF Viewer automatically starts up from the Capture component when you click the View button in Import mode, or when you click the Scan button in Scan mode. To exit the TIFF Viewer application, choose Close from the File menu. Note: If there are scanned (unsaved pages), an advisory screen is displayed. Click OK to close the window. Viewing Online help TIFF Viewer has an online help system that is accessed from the menu. To read the Online help files, choose Contents from the Help menu. 22 Content Services for SAP User Guide for Scanner Operators

23 Getting Started with the Capture Component Performing other basic tasks You can switch from one repository and connect to another repository, change the scanning modes, access online help, and exit the application. The following sections explain how to complete these tasks. Switching repositories To disconnect from one repository and connect to another repository, you must exit the Capture component by choosing ExitExit from the File menu. Restart the Capture component and connect to a different repository by choosing a repository name from the pull-down list in the login screen. Changing scanning modes To change modes for the Capture component, choose Profile from the Edit menu, and click on a profile name to select it. You must exit and restart the Capture component in order for your change to take effect. The Capture component remembers the last mode selected. Accessing Online help Online help is available for the Capture component. To display the contents of the online help file, choose Contents from the Help menu. To find information about the Capture component s version, choose About Content Services Capture from the Help menu. Exiting the Capture component To disconnect from a repository and close the Capture component, choose Exit from the File menu. Exiting the Capture component does not affect the list of scanned documents, as they are stored in the repository. The Capture component remembers Profile settings and restores them when it is started again. Content Services for SAP User Guide for Scanner Operators 23

24 Getting Started with the Capture Component Annotating documents If a document or document rendition is stored as a PDF, and Adobe Acrobat Exchange is installed on your PC, you can annotate the document. Annotations, which are also called notes, look like yellow sticky notes attached to a paper document. Annotations allow you to comment on a document without having to edit it, and they allow others to see your comments. Your annotations do not change the document. You can edit, delete, and move your annotations. In addition to installing Acrobat, the Documentum Annotation plug-in must be installed; the Content Services installation program installs this. Your ability to annotate documents depends upon the permissions that you have on the underlying document (RELATE permission is required to annotate documents). When you are viewing a PDF, you can annotate using the following steps: To annotate a document: 1. In Acrobat Exchange, choose Tools > Note. 2. Click where you want the annotation to appear. 3. Type the annotation in the Note window. See also the topic Annotating PDF Documents in Adobe Acrobat s online help. 4. Choose File > Save. 5. Select a permission to apply to your annotation. When you create an annotation, you can assign it default or private permissions. Default. Enables other users with at least Read permission for your annotations, to view your annotations. The collection of annotations you attach to a document have assigned permission levels. Private. Blocks other users from viewing your annotations. 6. If you want the annotations to be associated with future versions of the document, check Keep Annotations With Future Versions. By default, your annotations are associated only with the current version. 7. Click Save. The annotations are now stored in the Documentum Content Server. 24 Content Services for SAP User Guide for Scanner Operators

25 Scanning and Linking Documents Chapter 4 This chapter describes scanning and linking documents to SAP objects. Scanning in a new document Scanning in a document for storage in a Documentum repository and linking it to SAP requires several steps. You must first connect to a repository, define the type of document you wish to scan, and set its attributes. Then you scan in the document, and link it to SAP. To scan in a document: 1. Start the Capture component and connect to repository. This is the repository where you want to store the documents linked to SAP. The Scan window appears. 2. Define the type of the document to be scanned by selecting an item from the Document Type drop-down list. All items displayed in this list box are custom-configured in WorkSpace. Note: Refer to Configuring SAP R/3 for Content Services for SAP for information on the default document types installed with the Capture component, and for information on how to define custom document types. 3. Edit document attribute fields. The attribute fields were automatically created and filled in when you selected the Document Type. 4. Scan in the document by putting the document in the scanner and clicking the Scan button. The pages are scanned in. Scan Content Services for SAP User Guide for Scanner Operators 25

26 Scanning and Linking Documents If you click Scan, the scanning tool starts up. To start the scanner, you must click Scan again. If the scanning tool is already open, scanning starts the first time you clickscan. Import to Queue If you click Import to Queue, you bypass the scanner dialog and import a file from the disk directly. You can view the scanned images in either Acrobat Exchange (refer to the following figure) or the TIFF Viewer depending on how you configured your Scan Import Preferences. 5. Proofread the scanned document(s). You can perform certain cleanup operations on a scanned page, such as rotation or deletion. The page viewer is a separate window that can be placed anywhere on your PC desktop. Use the page viewer to check the quality of the scanned document, and to make required modifications using Acrobat plug-in features or features supported by the TIFF Viewer. Some pages may need re-scanning. 6. Link the document to SAP by clicking the Add to Queue button. The Capture component validates the document attributes and stores the scanned document in a Documentum repository. The document name appears in the Queue Documents for Linking area. 7. If scanning multiple documents, repeat steps 2 through 6 until you have scanned in all your documents. 8. When you have finished scanning in the documents, start SAPGUI. The R/3 window is displayed. SAPGUI talks directly to the Scan component using OLE automation. If the Capture component is not running when you start SAPGUI, it is started automatically. 9. In SAPGUI, choose Office > Business Documents > Move (transaction code = /noawd). A window listing the pre-defined document types appears. 10. Select a Document Type from the displayed list that matches the scanned documents. 11. Click the Choose button. A confirmation dialog appears. 12. To archive a single document, click the Enter button to archive the first document in the Capture component s queue. The document is now linked to SAP and stored in a Documentum repository. It is removed from the queue. 13. To simultaneously archive all the documents in the Content Services Capture queue, click the Mass Archiving button. 26 Content Services for SAP User Guide for Scanner Operators

27 Scanning and Linking Documents Use the Mass Archiving button to archive all the scanned documents in the queue if they have the same document type. Each document in the queue is ported simultaneously and removed from the queue. 14. For individual archiving, repeat steps through until all the queued documents have been archived to SAP. Linking documents from the repository to SAP You may have already scanned documents in your repository that you want to link to SAP. You can use the Capture component and SAPGUI to link Documents from the repository to SAP. Note: You must change your Application Profile from Scan mode to Import mode to link documents from the repository to SAP. To link existing documents from a repository to SAP, use the following procedure: 1. Start the Capture component and connect to a repository. Connect to the repository where your scanned documents are stored. 2. To import an existing document from the repository, select the Import option from the Profile screen. The Import window appears. 3. Select a document name in the Available Documents window. The document attribute fields (Object Name, Title, Author, and so on) are automatically filled in. 4. To preview a document before importing it to SAP, click the View button. Depending on how your system is configured, either a TIFF viewer or Adobe Acrobat starts up and displays the contents of the selected document. 5. To link the selected document to SAP, click Add to Queue. The selected document disappears from the Available Documents window, and appears in the Queue: Documents Selected for Linking window. To remove a document from the queue, double-click on the document name in the Queue window. 6. To exclude a document, click Reject. A screen is displayed, with a text field for specifying reasons for the rejection. Reject sends the document back to the user who scanned the document. Note: You can disable Reject by creating a custom Application Profile configuration. Content Services for SAP User Guide for Scanner Operators 27

28 Scanning and Linking Documents Refer to Configuring SAP R/3 for Content Services for SAP for more information about disabling the Reject function in a custom Application Profile. 7. When you have finished importing the documents, start SAPGUI. The R/3 window is displayed. SAPGUI talks directly to the Scan component using OLE automation. If the Capture component is not running when you start SAPGUI, it is started automatically. 8. In SAPGUI, choose Office > Business Documents Move (transaction code = /noawd). Note: Alternatively you can: a. Configure a profile where profile mode is Automatic Import to SAP (Import Mode). Also configure a query (Inbox query) that only selects a specific type of document e.g. all invoices). Set profile name to something like Process invoices. b. When invoices are processed, start the Capture tool and select profile Process invoices. c. After the tool is started up it is automatically minimized. d. Start SAPGUI and process each document as described in the following steps. Each time an invoice is processed, the first document in the Available Documents list box is taken and processed. When this automatic mode is used, you do not see the Capture tool and there is no direct interaction with this tool. You can work in the SAPGUI environment and process all documents that have been scanned in. Once the list box is empty SAPGUI displays a message: Scan queue empty. A window listing the predefined document types is displayed. 9. Select a Document Type from the displayed list that matches the scanned documents. 10. Click the Choose button. 11. To archive a single document, click Continue to archive the first document in the Content Services Capture queue. The document is now linked to SAP and stored in a Documentum repository. It is removed from the queue. 12. To simultaneously archive all the documents in the Content Services Capture queue, click the Mass Archiving button. Use the Mass Archiving button to archive all the scanned documents in the queue if they have the same document type. Each document in the queue is imported simultaneously and removed from the queue. 13. For individual archiving, repeat steps through until all the queued documents have been archived to SAP. 28 Content Services for SAP User Guide for Scanner Operators

29 Scanning and Linking Documents Note: When a profile is selected where the profile mode is set to Automatic Import to SAP, you do not have to select single documents to be dispatched to SAP. In this case the Capture tool runs in the background and all documents in Available Documents are processed from top to the bottom until the list is empty. Troubleshooting If an error occurs during the scanning process (for example, you are trying to create a scanned image in a folder where you do not have Write permission), then an error message is displayed immediately. You can then correct the problem and try to save again. The document is only added to the queue once it has been saved successfully. Fixing error-tagged documents If you choose to fix a problem document rather than rejecting it, wait until the current linking job is finished. To re-queue error-tagged documents for linking with SAP, use the following procedure. 1. Correct the error. 2. Select the item again in the Available Documents area of the Content Services Capture window. 3. To view the corrected document, click View. The scanned document is displayed using the TIFF Viewer or Adobe Acrobat, depending on how you configured your preferences. 4. Verify that the scanned document is now correct. 5. To queue the document for linking to SAP, click Add to Queue. Fixing documents linked to the wrong SAP document We do not provide an outbox for documents linked to SAP since SAP has a mechanism to handle this case. For example, if the user has linked the document to a wrong SAP document this can be fixed with a special SAP transaction. This operation does not affect the linked document. Content Services for SAP User Guide for Scanner Operators 29

30 Scanning and Linking Documents When the user disconnects from the repository, a log file showing all documents linked is stored in the repository in a special folder. This allows you to keep track of all documents linked to SAP. 30 Content Services for SAP User Guide for Scanner Operators

31 Scanning and Archiving Methods Chapter 5 The Capture component can be used with SAP ArchiveLink to scan documents which are then associated with different kinds of SAP documents. SAP supports and recommends the following three scenarios for archiving paper documents: Store for entry later (previously called Early Archiving): The scanned document is archived before the SAP document is entered. Store and enter (previously called Simultaneous Archiving): The scanned document and the SAP document are entered simultaneously. Assign and store (previously called Late Archiving): The scanned document is entered and linked to an existing SAP transaction record. This chapter discusses how to use the Capture component in conjunction with SAP to complete the following tasks. Store for Entry Later (early archiving) In store for entry later, documents are scanned before the SAP documents are entered into the system. The scanned documents are then forwarded for processing by SAP s Business Workflow module, a special workflow management component. Store for entry later often occurs in organizations where the documents are scanned by one group, and linked to SAP documents by another group. For example, this might happen in the central mail room of a large corporation, where incoming mail is opened, presorted, prepared, and scanned by the mailroom clerks. Certain scanned documents, such as invoices, may later be linked to vendor master in SAP. Since large quantities of documents need to be processed in store for entry later, an efficient classification and distribution procedure is required. This is implemented in SAP. Content Services for SAP User Guide for Scanner Operators 31

32 Scanning and Archiving Methods Note: You can also use barcodes to do store for entry later. With store for entry later, the document is scanned in first and the barcode is typed in later when the transaction is posted. For information on using barcodes with scanned documents, refer to Archiving with barcodes, page 39. Understanding Store For Entry Later Here is a typical scenario for Store for Entry Later : 1. Paper documents are scanned with Captiva InputAccel, for example, checked for quality and completeness, then stored electronically in a repository until needed. 2. When the scanned documents are ready for linking to SAP, the Capture component is used to display the list of available scanned documents in the repository. You can now select specific scanned documents for linking to SAP documents. 3. Using SAPGUI, select an input area, such as invoices, from the SAP Business Workflow settings in the R/3 window. Note: For presorted documents, input area selection only needs to be done once per document stack or document type. 4. Using the Capture component, assign a document type to the displayed original that matches the SAP document. For example, you may have several document types, such as incoming invoice without verification, or incoming credit memo without invoice verification, defined for the Invoice input area in SAP. This allows you to choose the most appropriate document types to assign to scanned documents before they are archived. Using the Capture component for Store For Entry Later Use the following procedure to link previously scanned documents to SAP documents: 1. Start the Capture component and connect to a repository. Connect to the repository where your scanned documents are stored. 2. To import an existing scanned document from the repository, select the Import option from the Profile screen. The Import screen is displayed. Select a document name in the Available Documents window. The document attribute fields (Object Name, Title, Author, and so on) are automatically filled in. 32 Content Services for SAP User Guide for Scanner Operators

33 Scanning and Archiving Methods 3. To preview a document before importing it to SAP, click on the View button. Depending on how your system is configured, either a TIFF viewer or Adobe Acrobat starts up and displays the contents of the selected document. 4. To link the selected document to SAP, click Add to Queue. The selected document disappears from the Available Documents window, and appears in the Queue: Documents Selected for Linking window. 5. To exclude a document, click Reject. 6. Start SAPGUI. The R/3 window is displayed. 7. In SAPGUI, choose Office > Business Documents >Move (transaction code = /noawd). If more than one pre-defined setting is available, you will see the Get Settings window. Choose the appropriate setting as configured for your SAP system. A window listing the pre-defined document types is displayed. 8. Select a Document Type from the displayed list that matches the scanned documents. Note: You can assign several document types to a single document during subsequent processing. You may wish to do this if additional processing steps are required in SAP Business Workflow to handle cases in which a single document contains different kinds of information. For example, an incoming invoice may contain a correspondence and a change-of-address form, and you would need to process those components differently from the invoice itself. 9. Click the Choose button. The Storing for subsequent entry dialog appears. Depending how your SAP system is configured, you may be able to enter or change information in certain fields. 10. To archive a single document, click the Enter button to archive the first document in Content Services Capture queue. A screen displaying the document ID is displayed, confirming successful archiving. A work item is created in the integrated SAP inbox work list and the document name is removed from the Capture component s queue. 11. To simultaneously archive all the documents in Content Services Capture queue, click the Mass Archiving button. You may wish to use Mass Archiving if the documents in the queue have been presorted and they all have the same document type. Each document in the queue is processed in order and then removed from the queue. A screen displaying the document ID is displayed, confirming successful archiving. A work item is created in the integrated SAP inbox work list and the document name is removed from Content Services Capture queue. Content Services for SAP User Guide for Scanner Operators 33

34 Scanning and Archiving Methods Using SAP Business Work ow with Store For Entry Later Once you have completed the procedure in the previous section, the scanned document becomes part of SAP Business Workflow. The scanned document must now be processed and assigned to a specific SAP document. This section provides an overview of the typical tasks involved in processing and assigning scanned documents in a Documentum repository to SAP documents stored in R/3. For detailed instructions about using SAPGUI and SAP Business Workflow, refer to your SAP documentation. Understanding the SAP Business Work ow process You must complete the following tasks to process an existing scanned document and assign it to a newly-created SAP document. Note: The following section, Assigning a scanned document to an SAP document, page 35, explains how to complete these tasks using SAP Business Workflow and the Capture component. The tasks are: 1. Confirm the assignment. Note: Confirming places the scanned documents in the SAP work list of the user who is responsible for processing the selected document type. If more than one user is responsible for a particular document type (such as invoices), they will all see this object in their work lists. In this case, only one person has to process the document. Note: Responsibility for processing documents is determined by the job assignments and role definitions in SAP Business Workflow. 2. The appropriate user processes the work item. This user may have the option to process the document themselves, forward it to another user, reclassify it (if it was incorrectly assigned), or create a new work item. 3. SAP Business Workflow automatically activates the application transaction provided for this document type in SAP Workflow. 4. The user creates the SAP document. The scanned document will be assigned to the SAP document through an internal SAP link table. 34 Content Services for SAP User Guide for Scanner Operators

35 Scanning and Archiving Methods Assigning a scanned document to an SAP document Use the following procedure to process a work item: 1. Open the integrated SAP inbox. The list of work items is displayed. 2. Select the work item you wish to process. 3. Choose Execute from the Work Item menu. The original document is displayed in the Content Services Display area of Content Services, and the Process Document Type screen is displayed with the following options: If the wrong document type was assigned, click Change to select a new document type. Start a new workflow to redirect the document to the integrated SAP inboxes of the users responsible for the new document type. Assign additional document types by selecting Create. 4. Select the appropriate document type. SAP Business Workflow automatically activates the application transaction provided for this document type in SAP Workflow. If all the elements required for the workflow are not available, the Edit Container Instance screen is displayed. To add required elements: a. Enter the required information into the screen fields. b. Choose Back from the Go to menu. A new workflow is started, and it appears in the integrated SAP inboxes of the user responsible for this document type. 5. Enter the SAP document. The scanned document is now branched to the respective application transaction where the SAP document is created. When the SAP document is entered, the scanned document is linked to the SAP document. You can now search the SAP document using the standard R/3 tools. You can also display the posting data and the scanned documents linked to this SAP document. There may be several original documents linked to a single SAP document. For example, an SAP invoice may have scanned versions of the quotation, purchase order, order confirmation, delivery note, and original invoice linked to it. You can also search and retrieve the scanned document from the Documentum repository using the attributes that were defined during the scanning process. Content Services for SAP User Guide for Scanner Operators 35

36 Scanning and Archiving Methods Store And Enter In store and enter, the original document and the SAP document are entered into the system at the same time. Typically, a single person scans the document, verifies the image quality, edits the image (if necessary), archives the document in a repository, and enters the SAP document. Understanding Store And Enter Store and enter is generally not suited for mass archiving, but it is useful for archiving individual technical documents where attributes are assigned, or (in the case of quality assurance) entering corrected and re-scanned individual documents. Using the Capture component for Store And Enter Use the following procedure to scan and archive a document: 1. Start the Capture component and connect to a repository. Connect to the repository where your scanned documents are stored. 2. Define the type of the document to be scanned by selecting an item from the Document Type drop-down list. All items displayed in this list box are custom-configured in WorkSpace. Refer to Configuring SAP R/3 for use with Content Services for SAP for information on the default document types installed with the Capture component, and for information on how to define custom document types. 3. Edit document attribute fields. The attribute fields were automatically created and filled in when you selected the Document Type. 4. Scan in the document by putting the document in the scanner and clicking the Scan button. The pages are scanned in. You can view the scanned images in either Acrobat Exchange or the TIFF Viewer depending on how you configured your Scan Import Preferences. For multiple documents scanned in as a batch, choose Begin New Document from the Page menu in Page Viewer to divide the scanned file into its component documents. You can place multiple documents of the same document type in your scanner feeder. When the Scan button is clicked, all the pages in the feeder are scanned into the same document. 36 Content Services for SAP User Guide for Scanner Operators

37 Scanning and Archiving Methods View the scanned document by clicking the View button and using the Page Viewer, then choose Begin New Document at each page you wish to store as a separate document. 5. Proofread the scanned document(s). You can perform certain cleanup operations on a scanned page, such as rotation or cropping. The page viewer is a separate window that can be placed anywhere on your PC desktop. Use the page viewer to check the quality of the scanned document, and to make required modifications using Acrobat plug-in features or features supported by the TIFF Viewer. Some pages may need re-scanning. 6. Link the document to SAP by clicking the Add to Queue button. The Capture component validates the document attributes and stores the scanned document in a Documentum repository. The document name appears in the Queue Documents for Linking area. 7. To link the selected document to SAP, click Add to Queue. The selected document disappears from the Available Documents window, and appears in the Queue: Documents Selected for Linking window. 8. Start SAPGUI. The R/3 window is displayed. 9. In SAPGUI, choose Office > Business Documents> Move (transaction code = /noawd). If more than one pre-defined setting is available, you will see the Get Settings window. Choose the appropriate setting as configured for your SAP system. A window listing the pre-defined document types is displayed. 10. Select a Document Type from the displayed list that matches the scanned documents. Note: You can assign several document types to a single document during subsequent processing. You may wish to do this if additional processing steps are required in the SAP Business Workflow to handle cases in which a single document contains different kinds of information. For example, an incoming invoice may contain a correspondence and a change-of-address form, and you would need to process those components differently from the invoice itself. 11. Click the Choose button. The Storing for subsequent entry dialog appears. Depending how your SAP system is configured, you may be able to enter or change information in certain fields. 12. To archive a single document, click the Enter button to archive the first document in Content Services Capture queue. The document name is removed from Content Services Capture queue. Content Services for SAP User Guide for Scanner Operators 37

38 Scanning and Archiving Methods The original document appears in the Content Services Display area of Content Services, and the Process Document Type screen is displayed with the following options: If the wrong document type was assigned, click Change to select a new document type. Start a new workflow to redirect the document to the integrated SAP inboxes of the users responsible for the new document type. Assign additional document types by selecting Create. 13. Enter the SAP document. The scanned document is now branched to the respective application transaction where the SAP document is created. When the SAP document is entered, the scanned document is linked to the SAP document. You can now search the SAP document using the standard R/3 tools. You can also display the posting data and the scanned documents linked to this SAP document. There may be several original documents linked to a single SAP document. For example, an SAP invoice may have scanned versions of the quotation, purchase order, order confirmation, delivery note, and original invoice linked to it. You can also search and retrieve the scanned document from the Documentum repository using the attributes that were defined during the scanning process. Assign And Store In assign and store, documents are scanned after an SAP document has been processed. In other words, the SAP document is posted as usual by transferring the data from the original paper document to the system. The original paper document is forwarded to an input location, where it is scanned and then assigned to the SAP document. For example, invoices might be processed in paper form by the appropriate department. The invoices are then forwarded to a central input location (such as a mailroom) where they are scanned and archived. The scanned invoices are then assigned to their corresponding SAP document. Note: Refer to Content Services for SAP Installation Guide for instructions on configuring support for barcodes in your repositories and your SAP R/3 system. Archiving Without barcodes Use the following procedure to perform Assign and Store: 1. Record the document number when the SAP document is created. 38 Content Services for SAP User Guide for Scanner Operators