PBS ContentLink. Easy and Flexible Connection between Storage, SharePoint and SAP Solutions

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1 Easy and Flexible Connection between, SharePoint and SAP Solutions

2 Table of Contents Enterprise Content Management with Efficient Usage of Modern Systems as an Archive...3 and External Systems...3 Direct Compliant Usage of SAP ECM functionality...4 Direct Compliant Usage of SAP ECM functionality...4 Cost Savings and Increase in Performance...6 Cost Savings and Increase in Performance...6 Flexible Retrieval...7 Flexible Retrieval...7 Information Lifecycle Management Information Lifecycle Management...8 the Interaction makes the Difference...8 Integration with MS SharePoint...9 Special Features...9 Enhanced Features...10 Implementation Scenarios Embedding in the SAP Infrastructure...10 Implementation Scenarios...11 System Requirements...11 Enterprise Content Management with and External Systems Too little importance is often given to data archiving in many SAP environments. This is without good reason, because a consistent archiving strategy can strengthen and enhance the efficiency of a productive system. Such a strategy helps to shape business processes in an integrated way on the basis of unstructured and structured data. Using modern technologies ensures fast and companywide access to all archive data with low infrastructure and operating costs. SAP provides a whole range of Enterprise Content Management functions in the standard with its SAP NetWeaver technology platform and its numerous applications. The storage of archive data alone requires the use of external archive or storage systems that can be acquired via third party suppliers. As communication solution between SAP and storage systems, enables a direct, cost-efficient usage of modern fixed content storage systems of leading manufacturers on the basis of SAP ECM standard functionality, which prevent automatically the overwriting or deletion of archive information. The lean architecture ensures the implementation of a future-proof ECM strategy on the basis of the SAP protocols ArchiveLink and ILM WebDAV for the transfer of archive data. Compared to classical ECM solutions, enables the implementation of ECM processes with considerably lower maintenance and operational costs, as it does not require an own database. Furthermore, Content- Link enables an integration with Microsoft SharePoint. Company Profile...12 SAP System Retrieval Administration SAP ArchiveLink SAP ILM WebDAV (Server) API System Microsoft SharePoint Scan Systems 2 Figure 1 (PCL) is a lean software solution for compliant archiving of structured and unstructured SAP data on external storage systems and for integration with MS SharePoint (please see the product specification for more details about the supported storage systems). It supports all SAP archiving scenarios and was certified by SAP for both storage protocols ArchiveLink and ILM WebDAV. 3

3 Direct Compliant Usage of SAP ECM functionality As an interface between SAP applications and compliant storage systems provides simultaneously reliable data storage with fast data access. This enables you to store documents and files via a direct access from an SAP system in a storage system and import them again. The archive data is stored in an unchangeable format to fulfill legal and regulative requirements. Data and documents can be evaluated at any time in their original format. This is ensured by the respective fixed content storage system. The combination of the SAP ECM standard with provides the following functions without the need to run an external ECM system: SAP Data Archiving When is used for storing data, the files are archived on the storage system taking into consideration legal and internal storage guidelines. You can, however, access them quickly and easily at any time. SAP Data Extraction (DART) Are you one of the SAP customers who use DART for a data extraction during tax audits? Using PCL you can archive all DART files in a compliant and at the same time compressed way. This results in a memory space saving of about 90 percent. SAP Print Lists You can store print lists in compressed form using, which results in a 90 percent memory space saving. You can access print lists that were archived in PCL directly via the SAP frontend or a web application. SAP Document Management enables statusdependent document storage using SAP document management and a modern storage system. You can define, for example, write protection and a minimum retention period for released objects. SAP Data Archiving SAP Print Lists SAP Data Extraction (DART) SAP Business Documents In addition to manually linking original documents to the SAP documents from different application modules you can save completely automatically, for example, outgoing invoices using. SAP Records & Case Management You can define in the Customizing for SAP Records & Case Management that via SAP KPro linked documents are stored in a manner acceptable for auditing purposes using Content- Link. SAP Business Documents Incoming Document Processing SAP Workflow Integration SAP Document Finder & TREX Full text search SAP Document Management Incoming Document Processing If you use an SAP ArchiveLink-compatible scan system, you can implement incoming scenarios in an inexpensive way using. SAP Document Finder & TREX Full Text Search You can search for stored and also archived documents with the Document Finder, and use keywords or a full text search via TREX. The search criteria can be adapted to meet your needs. SAP Workflow Integration By using early archiving scenarios, is integrated seamlessly with SAP workflows. You can, for example, implement easily an invoice verification. connects SAP processes with your corresponding documents. Company documents are connected with the respective business objects and the related business processes. SAP Records & Case Management Figure 2 4 5

4 Cost Savings and Increase in Performance contributes to massive cost savings mainly with the functions below: Pure interface for directly connecting modern fixed content storage systems to SAP systems without using a separate database Modern software architecture for scalability and high availability Cost Savings and Increase in Performance Monitoring of the PCL server and of the connected storage system via the SAP system Data compression for an optimal usage of storage platforms Extensive functionality for the retrieval of data, documents, and print lists via the SAP system. Monitoring and administration are tion are kept to a minimum, which executed directly in the SAP system. results in a considerable reduction in does not need its costs for your SAP archive data own user interface. Thus contributes costs for to the massive management. cost savings during the implementation of archiving scenarios with the integral installation, configuration and operafunctions below: Costs per month Legacy Archive Solution Savings Hosting costs for server hardware 13,101 EUR 2,033 EUR 85 % Outsourced archive server administration cost EUR 0 EUR 100 % Unscheduled maintenance and upgrades 160 hours 4 hours 98 % SD sales orders and goods receipts from the SAP database and displays the linked original document. Flexible Retrieval The ContentReader, which is part of, enables you to define in an extremely flexible manner, special retrieval indices, selection screens, and output lists including variant control and a detailed authorization concept. Thanks to the definition of hierarchical dependencies in an index you can also easily display complex document structures and thus create user-specific document and print list retrievals. In addition to compliant data storage, the retrieval of documents and print lists also belongs to the central requirements of the user departments. For example, the retrieval of goods receipts for sales orders in a specific period. This retrieval is executed via SD sales orders and goods receipts from the SAP database and displays the linked original document. The ContentReader, which is part of, enables you to define in an extremely flexible manner, special retrieval indices, selection screens, and output lists including variant control and a detailed authorization concept. Thanks to the definition of hierarchical dependencies in an index you can also easily display complex document structures and thus create user-specific document and print list retrievals. different views of an index. Frequently used search criteria is saved as userspecific variants. In addition to compliant data storage, A particular the retrieval advantage of documents is the ability and to print perform lists a retrieval also belongs via already to the archived central requirements data of that the was user indexed departments. SAP database using the For example, archive the add retrieval ons. This of goods enables receipts a seamless, for sales configurable orders in a specific retrieval period. via current This retrieval and archived is executed via database SD data, sales documents orders and goods and print receipts lists. from archive the SAP add database ons are software and displays packages the that linked are original developed document. in an identical way to the SAP modules, and that provide The ContentReader, seamless data which access is part of even after archiving, has enables taken place. you to define in an extremely flexible manner, special retrieval indices, selection screens, and output lists including variant control and a detailed authorization concept. Thanks to the definition of hierarchical dependencies in an index you can also easily display complex document structures and thus create user-specific document and Flexible Retrieval Having defined the indices and generated the index data you can either easily search for the required data via the SAP GUI or the supplied web interface. The control via index variants enables different views of an index. Frequently used search criteria is saved as userspecific variants. A particular advantage is the ability to perform a retrieval via already archived SAP database data that was indexed using the archive add ons. This enables a seamless, configurable retrieval via current and archived database data, documents and print lists. can be used in combination with NAI in order to speed up the retrieval of documents and print lists. Please see the NAI White Paper for more information about the print list retrievals. Nearline Analytic Infrastructure (NAI). Having define generated the either easily s data via the S web interface The control via different views used search c specific varian A particular ad perform a retr SAP database using the enables a sea retrieval via c database data lists. arch packages tha identical way that provide s even after arc Figure 3 The overall costs for are significantly lower compared to other archiving solutions, which is clearly shown by the table above displaying data from a customer installation. Figures 5 A search performed via the supplied web interface provides you the same convenient retrieval options as via the SAP GUI including variant control, archive data access and authorization concept. Figures 5 A search performed via the supplied web interface provides you the same convenient retrieval options as via the SAP GUI including variant control, archive data access and authorization concept. 6 Figure 4 demonstrates excellent performance values and high scalability thanks to its multithreading architecture. The graphic displays the results of comparable measurement values of PCL with two classical ECM systems. NAI SAP System Retrieval Administration archive add ons Figure 6 can be used in combination with the archive add ons to expand a search also to archived data. In combination with NAI, a considerably faster access can be achieved. 7 F A t v

5 8 Information Lifecycle Management Information Lifecycle Management the Interaction makes the Difference systems also have to meet This process has to be triggered various requirements systems also from have a compliance various and audit requirements perspective. from This a also compli- explicitly by the application system. to meet explicitly This process by the application has to be triggered system. includes ance the and final audit deletion perspective. of structured This also also supports current and includes unstructured the final archive deletion data of after structured SAP developments related also supports to their Information SAP developments Lifecycle Management related to solu- their In- current the legal and unstructured retention periods archive have data ex-aftepired. the A legal particular retention challenge periods here have is extionformation Among these Lifecycle are the Management SAP Reten-solu- the synchronized pired. A particular deletion challenge of SAP here da- is tion tion. Manager Among and these SAP are Retention the SAP Retentabase the documents synchronized with deletion related of origi- SAP database documents provides with related you an origi- an SAP Warehouse. WebDAV Both interface components to connect require Warehouse. tion Manager Both components and the SAP require Retention nal documents. SAP-compliant nal documents. solution based provides on the you an to a an fixed SAP content WebDAV storage interface system. to connect SAP SAP-compliant customizing of solution object links based during on the to a fixed content supports storage not only system. the maintenance SAP customizing of retention of object periods. links during the widely-used ArchiveLink supports but not also only When the doing maintenance this, follows of retention the idea periods. the ILM the WebDAV widely-used procedure ArchiveLink for storing but also of connecting When doing SAP this, business follows objects the idea archive the data. new ILM Thus WebDAV all ILM scenarios procedure are for with of runtime connecting information SAP business and passing objects supported storing directly archive by data. the Thus simultaneous all ILM this on with to runtime the storage information system via and passing support scenarios of both are protocols. supported directly by. this to the storage system via the simultaneous support of both The fixed. content storage system being An example protocols. is the storage of FI documents with defined retention period used The then fixed adopts content the storage retention system period being for each used stored then adopts object the and retention protects it period via SAP An example WebDAV is and the the storage simultaneous of FI documents with with defined original retention documents period against for each overwriting stored within object this and period. protects it connection The object against can overwriting only be removed within this from period. that via are SAP stored WebDAV via ArchiveLink. and the simultaneous After the storage The object system can only by a be final removed deletion from the legal connection retention with period original has documents expired, after the the storage retention system period by has a final expired. deletion that are stored enables via ArchiveLink. you to carry After after the retention period has expired. out a the synchronized legal retention final period deletion has of expired, archived SAP FI documents enables and you the to carry related out original a synchronized documents. final deletion of archived SAP FI documents and the related original documents. Figure 7 Figure 6 enables the definition of retention periods that are transferred enables directly the definition to the storage of retention system. periods Values that for are financial transferred accounting directly and to sales the storage documents system. are Values defined for in financial the table. accounting and sales documents are defined in the table. Integration with Microsoft SharePoint provides a connection not only between SAP and all well-known storage systems. In addition to pure storage systems, SAP System Retrieval Administration (Server) Structured Data Figure 8: Connection of an SAP system to Microsoft SharePoint using. From the SAP system, unstructured data is stored in SharePoint and structured data is stored in an external storage system. For this purpose, you set up a instance and connect it to both the SAP system and the Share- Point server. In order to transfer data to the SharePoint server, a connector script needs to be installed on the SharePoint server. Once these provisions have been made, all unstructured data created within an SAP system can be stored directly in the SharePoint server and processed further. Thus in SharePoint, you can retrieve documents which have been stored there as well as documents coming from SAP systems. In this way, Unstructured Data SAP systems can also be connected to a Microsoft SharePoint server using. MS SharePoint System MS Office MS Outlook etc. enables a clearly improved integration of SAP and Microsoft applications. For example, detailed searches for SAP documents and SAP print lists can be performed in SharePoint. The transfer of unstructured data between SAP and SharePoint can be monitored via the PCL cockpit. While structured data is stored in an external storage system, which does not affect SharePoint, unstructured data is stored in Share- Point, involving an efficient integration between the SAP system and Share- Point. 9 8

6 Special Features 10 Enhanced ZERO Administration Monitoring in the SAP System Since does not need a separate The SAP application support is not only able to database, virtually no administration is necessary monitor the status and the usage of the while operating the system. Features Even the effort required server but also the connected storage for planned maintenance (for example, upgrade or system via the PCL Cockpit. Log files can be downloaded Availability via this Cockpit for an error analysis. HW Programming migration) Interface is manageable. High PCL contains an ABAP API with which customerspecific Availability programs can be used to read and set, for Programming also Interface supports classical scenarios In addition to the modern hardware virtualization, High In example, addition the to status the modern of stored hardware objects or virtualization, the minimum retention period also in supports the storage classical system. scenarios availability specific environment. programs can be used to read and set, for such PCL as hot/cold contains standby ABAP for API implementing with which a high customer- such Fixed content as hot/cold storage standby systems for generally implementing control internal replication environment. mechanisms that form a basis for Caching mum retention period in the storage system. a high example, the status of stored objects or the mini- availability safeguarding system stability. Redundant storage sys- To improve the reading speed, the data can be Caching tems can be populated with data directly or synchronously improve with the. reading speed, You do the not data need can the in- be server. Fixed The content cache optimizer storage systems ensures generally that always control in- written Software to the local Replication cache of the To written ternal mechanism to the local of the cache connected of the storage system the ternal latest files replication of specific mechanisms data archiving that files form are a in basis for server. when doing The this. cache This optimizer functionality ensures can simplify that considerably latest the files management of specific of data the storage archiving system. files are in to achieve tems can optimal be populated performance. with In data addition, directly or synchro- always the safeguarding cache of the system stability. server Redundant in order storage sys- the the cache of the server in order nously with supports. the SAP Cache You server do not to need the in- Monitoring achieve optimal in the SAP performance. System In addition, accelerate ternal mechanism accesses from of connected the connected WAN networks. storage system The SAP application supports support the SAP is not Cache only able server to to when doing this. This functionality can simplify considerably the management of the storage system. accelerate monitor the accesses status and from the usage connected of the WAN networks. Scalability server but also the connected storage is installed in instances. Each instance Scalability supports a separate repository. Since these Retention system via the Management PCL Cockpit. Log files can be downloaded via this periods Cockpit can for be an defined error analysis. and set generi- instances are independent is installed of one other, in instances. they can Each in- Retention cally via the ILM protocol WebDAV 2.0 in the latest be combined, stance supports for example a separate on one repository. server, or also Since these SAP ZERO release. Administration PCL fully supports this functionality distributed instances on different are independent servers. PCL of can one be other, scaled they can and Since was certified for does this accordingly. not need a separate Moreover, in various be combined, combinations. for example on one server, or also PCL database, also enables virtually no the administration use of retention is necessary periods for distributed on different servers. PCL can be scaled the while ArchiveLink operating the protocol system. on Even the the basis effort of required document Data in Security various combinations. type for planned and category maintenance from (for SAP example, ERP 4.6C. upgrade or Access protection is ensured during storage via HW migration) is manageable. Data Security not only by using signed URLs, but Access also by checking protection the is IP ensured addresses during that try storage via access. The data integrity not is only checked by using while signed reading URLs, by an but MD5 also Hash. by checking the IP addresses that try to access. The data integrity is checked while reading Retention by an MD5 Management Hash. Retention periods can be defined and set generically via the ILM protocol WebDAV. PCL fully supports this functionality and was certified for this accordingly. Moreover, PCL also enables the use of retention Figure 7periods for the ArchiveLink protocol on The PCL server can be monitored directly via the connected SAP the basis of document type and category from SAP system using the PCL cockpit. In this way, the server can be ERP 4.6C. Figure 9 The PCL server can be monitored directly via the connected SAP system using the PCL cockpit. In this way, the server can be monitored directly by SAP administrators. monitored directly by SAP administrators. Implementation Scenarios enables you to set up a connection between one storage system and multiple SAP systems. A typical SAP environment contains development, test, QA and production systems. Each of these SAP systems can be connected individually via a specific program instance and a corresponding content repository (SAP ArchiveLink customizing parameters) to the storage system. SAP ERP Development read PCL Instance 1: Content Repository D1 SAP ERP Test / QA PCL Instance 2: Content Repository S1 System Other applications such as mail, file server, etc. The figure shows a typical SAP system environment. In addition to the usage in the production environment it is also possible to develop, test and evaluate archive scenarios on the basis of the respective storage platform. can be used in the same way in other SAP systems such as SAP NetWeaver Business Warehouse.The figure also shows how archived data from a production system can be read from other systems. This feature enables evaluations in mirrored systems without increasing the load in the production system. The archived data only needs to be kept once. Operating costs can be reduced significantly by intensive archiving in the production system. This effect is multiplied by each mirror system. A further benefit can be achieved by using the same storage system simultaneously from other applications. These include for example archiving systems and file server systems. SAP ERP Production write PCL Instance 3: Content Repository P1 9 Figure 10 PCL can be used very flexibly in SAP system landscapes. For example, test and QA systems can have read access to productive data but, at the same time, create and read own archive data via separate content repositories. 11

7 Software GmbH Software GmbH Software is a leading provider of add-on software for Software is a leading provider of add-on software for SAP solutions for areas like data archiving, extraction and storage, as well as system closings. The company has been known to be an expert on complex, integrated data access to both archived and nearline data in SAP applications for many years. In addition to classical SAP data archiving, the extensive solutions also support the SAP BW-specific nearline storage concept that enables completely new ILM application scenarios together with the column-based analytics server Sybase IQ. SAP solutions for areas like data archiving, extraction and storage, as well as system closings. The company has been known to be an expert on complex, integrated data access develops pragmatic ILM tools in close collaboration with SAP and supports the new SAP ILM solution as an SAP SOFTWARE SOLUTION PARTNER. For further information: to both archived and nearline data in SAP applications for many years. In addition to classical SAP data archiving, the extensive solutions also support the SAP BW-specific nearline storage concept that enables completely new ILM application scenarios together with the column-based analytics server Sybase IQ. Software GmbH Schwanheimer Strasse 144 A Bensheim, Germany phone: +49 (0) / fax: +49 (0) / Software GmbH Schwanheimer Strasse 144 A phone: +49 (0) / Bensheim, develops Germany pragmatic fax: ILM +49 tools (0) 62 in 51 / close collaboration with SAP and supports the new SAP ILM solution as an SAP SOFTWARE SOLUTION PARTNER. For further information: Copyright 2010 Software GmbH. All rights reserved. None of the elements of this brochure may be reproduced or forwarded to other parties in any form or for any purpose without the written permission of Software GmbH. The information contained herein may be changed without prior notice. Microsoft, Windows are registered trademarks of Microsoft Corporation. IBM, IBM DR550, IBM TSM and SSAM are trademarks or registered trademarks of IBM Corporation. Linux is a registered trademark of Linus Torvalds in the U.S.A. and other countries. UNIX is a registered trademark in the U.S.A. and other countries, licensed exclusively through X/Open Company Limited. HP, HP-UX11 Apache are trademarks or registered trademarks of Hewlett-Packard Company. EMC, EMC Centera are trademarks or registered trademarks of EMC Corporation. Hitachi, Hitachi HCAP are trademarks or registered trademarks of Hitachi Ltd. NetApp, NetApp Filer are trademarks or registered trademarks of NetApp Corporation. Sybase IQ is a registered trademark of Sybase Inc. archive Copyright add ons is a 2012 registered trademark Software of GmbH. Software All rights GmbH. reserved. SAP, R/3, SAP None NetWeaver, of the SAP elements NetWeaver of this Business brochure Warehouse, SAP may Industry be reproduced Solutions and or other forwarded SAP products to other and services parties mentioned in any form herein, or for as well any as purpose their respective without logos, the are written trademarks or permission registered trademarks of Software SAP AG GmbH. in Germany The information and other countries. contained All other herein product may and be service changed names without mentioned prior are the trademarks notice. Microsoft, of their respective Windows companies. are registered The information trademarks contained of Microsoft in this document Corporation. is solely for IBM, informational IBM DR550, purposes. IBM Software GmbH shall not be liable for errors or omissions with respect to the materials. The only warranties for products and TSM and SSAM are trademarks or registered trademarks of IBM Corporation. Linux is a registered services are those that are set forth in the express warranty statements accompanying such products and services. Nothing herein trademark should be of construed Linus Torvalds as constituting in the U.S.A. an additional and other warranty. countries. UNIX is a registered trademark in the U.S.A. and other countries, licensed exclusively through X/Open Company Limited. HP, HP-UX11 Apache are trademarks or registered trademarks of Hewlett-Packard Company. EMC, EMC Centera are trademarks or registered trademarks of EMC Corporation. Hitachi, Hitachi HCAP are trademarks or registered trademarks of Hitachi Ltd. NetApp, NetApp Filer are trademarks or registered trademarks of NetApp Corporation. Sybase IQ is a registered trademark of Sybase an SAP Company. archive add ons is a registered trademark of Software GmbH. SAP, R/3, SAP NetWeaver, SAP NetWeaver Business Warehouse, SAP Industry Solutions and other SAP products and services mentioned herein, as well as their respective logos, are trademarks or registered trademarks of SAP AG in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. The information contained in this document is solely for informational purposes. Software GmbH shall not be liable for errors or omissions with respect to the materials. The only warranties for products and services are those that are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty.

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