EMC Documentum Content Services for SAP Document Controllers

EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide P/N 300 005 439 Rev A01 EMC Corporation Corporate Headquarters: Hopkinton, MA 01748 9103 1 508 435 1000 www.emc.com

Copyright 2004 2007 EMC Corporation. All rights reserved. Published September 2007 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up to date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All other trademarks used herein are the property of their respective owners.

Table of Contents Preface... 7 Chapter 1 Introducing Content Services for SAP... 11 Overview... 11 Content Services for SAP architecture... 12 Supported SAP document formats... 14 SAP and Content Services for SAP terms... 14 Chapter 2 Using the Manage Component... 19 Connecting to SAP... 19 Configuring display language options... 20 Linking an object to the released document... 21 Maintaining a linked SAP document... 24 Using the Content Services client to view links... 25 Viewing document links... 25 Modifying linked and unlinked items... 26 Undoing changes to linked items... 27 Removing links from documents... 27 Deleting versions... 27 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 3

Table of Contents List of Figures Figure 1. Content Services for SAP and SAP... 12 Figure 2. Content Services Manage SAP Links dialog box... 22 Figure 3. Content Services Manage Find Objects in SAP dialog box... 23 Figure 4. Content Services Manage SAP Links dialog box... 25 4 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

Table of Contents List of Tables Table 1. Terms and definitions... 15 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 5

Table of Contents 6 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

Preface Purpose of this guide This guide describes how to work with the Manage component of Content Services for SAP 6.0 (CS for SAP 6.0 or Content Services 6.0). 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 specific material, functional location, equipment master record, or other supported object 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 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 EMC Documentum 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 Document Controllers. Revision history This section contains a description of this document s revision history. EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 7

Preface Revision history Revision date September 2007 Description Initial publication of document for Content Services for SAP 6.0 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 Content Services. 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 Content Services 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 6.0 User Guide

Preface Content Services for SAP Documentation suite Title Description Target role EMC Documentum Content Services for SAP Installation Guide EMC Documentum 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) EMC Documentum Content Services for SAP Administration Guide EMC Documentum 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 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 9

Preface 10 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

Chapter 1 Introducing Content Services for SAP Overview The EMC Documentum 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 standard Document Management System (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 certified interfaces in Documentum. Stores and manages reports and outgoing documents in Documentum. This chapter covers the following topics: Content Services for SAP architecture, page 12 Supported SAP document formats, page 14 SAP and Content Services for SAP terms, page 14 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 11

Introducing Content Services for SAP Content Services for SAP architecture Figure 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 integration to ArchiveLink. 12 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

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 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. Note: This component is only relevant when your environment includes parallel installations of Content Services for SAP and Archive Services for SAP. EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 13

Introducing Content 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 DMS related services. You can: Configure batch jobs for linking and replication tasks. Schedule and manage the execution of linking and replication jobs. Note: The EMC Documentum Content Services for SAP Release Notes provides 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 Content Services for SAP terms This section presents terms and definitions used in this guide. 14 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

Introducing Content Services for SAP Table 1. Terms and definitions Term Content Services for SAP HTTP Archiving Server ArchiveLink WebAdmin Definition Product that connects Documentum to and from SAP. 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. 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 DMS related services. You can: EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 15

Introducing Content Services for SAP Term Capture Capture Import SAP DMS SAP PLM SAP Master Record SAPGUI Definition 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. 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 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 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. 16 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

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. EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 17

Introducing Content Services for SAP 18 EMC Documentum Content Services for SAP Document Controllers Version 6.0 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 specific material, functional location, equipment master record, or other supported objects in SAP. Object Links under Document Management System in the IMG provides more information. When a document is released into SAP, a Document Info Record is created (DIR) 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 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 19

Using the Manage Component documents. Documents without content are displayed as well, but you will receive a warning upon attempting to display these documents. You can also link a non current version by right clicking the document and choosing show all versions. This displays all versions. If only one version exists, that document s content displays. If multiple versions exist, then all versions are listed. This feature will allow you to choose 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. Highlight a document in the Content Services client (DMVIEW.EXE) that you wish to release to SAP. 2. 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. 3. Select the name of an SAP R/3 system from the System list box. 4. Type the SAP client number in the Client field. 5. Type your SAP username in the User field. 6. Type your SAP password in the Password field. 7. 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. 8. Click Connect. Another dialog box appears, stating that you are connecting to the SAP system. The Content Services SAP Links appears. Proceed to link the document to SAP as described in Linking an object to the released document, page 21. 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 19. To configure display language options: 1. In the system where Content Services for SAP is installed, open the dmslink.ini file available here: <Root_Directory>\WINNT. 20 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

Using the Manage Component 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. From the client, highlight the document that you want to link and release. 2. 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 6.0 User Guide 21

Using the Manage Component Figure 2. Content Services Manage SAP Links dialog box 3. Click Add Link. The Content Services Manage Find Objects in SAP dialog box appears. 22 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

Using the Manage Component Figure 3. Content Services Manage Find Objects in SAP dialog box 4. To find material, equipment, functional location, or other object type information enter search criteria listed below 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 6.0 User Guide 23

Using the Manage Component Vendor WBS element b. Select a pre defined query from the Configured Queries list box. You can add additional pre defined 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. 5. 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. 6. Click Link to link the document to the selected SAP object. The Content Services Manage SAP Links dialog box re displays the linked documents. You can also select the version and format of the document you wish to release. 7. Click Apply. This action releases the document to SAP by building a Document Info Record (DIR) in SAP and links the DIR to the SAP object you have chosen. 8. Click Add Link to search on additional parameters. 9. 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. 24 EMC Documentum Content Services for SAP Document Controllers Version 6.0 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 Content Services client and connect to the repository. 2. Choose Show Docbase Contents. 3. Select one or more documents for which you wish to view a link to SAP. 4. Choose Content Services for SAP > Manage Documents. The Content Services Manage SAP Links dialog box displays. 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 6.0 User Guide 25

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 Content Services client and connect to the repository. 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. 26 EMC Documentum Content Services for SAP Document Controllers Version 6.0 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. Select the document in the Content Services client. 2. Select Content Services for SAP > Manage Documents. 3. Select the document in the Selected Document field of the Maintain SAP Links dialog box. 4. Select an SAP document in the Linked To field. 5. Click Unlink to remove the linked object from the repository. The document is not deleted, only the link is. 6. 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. 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. EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 27

Using the Manage Component Workaround Do not delete versions of linked documents until a patch is available. 28 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide

Index A Administrative Console, 14 Agent services, 12 ALF class, 14 ALF format, 14 archived data, 14 attribute value, 26 C capture operator, 7 class ALF, 14 FAX, 14 OTF, 14 REO, 14 connecting to SAP, 19 Content Services for SAP defined, 11 Content Services for SAP administrator, 7 creating links, 7, 24 D default settings, 26 deleting links, 24 deletion indicator, 27 DIR, 19 displaying linked documents, 26 document, 26 incoming, 14 info records, 19 outgoing, 14 scanned, 14 supported formats in SAP, 14 document controller, 7 document formats, supported in SAP, 14 E equipment master record, 19 F FAX class, 14 format ALF, 14 PDF, 14 REO, 14 Tiff, 14 functional location record, 19 I intended audience, 7 L link, 24 to 26 documents, 19 M maintaining links, 7 MCDOCKEL utility, 27 multiple links, 26 O OTF class, 14 P PDF format, 14 pre defined query, 24 prerequisites system administrator, 7 Print Lists, 14 ALF class, 14 ALF format, 14 Q querying SAP objects, 23 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide 29

Index R Releasing and Linking, 19 releasing documents, 19 releasing documents to SAP, 7 REO class, 14 REO format, 14 Reports, see Print Lists S SAP, 20, 23 connecting, 19 supported document formats in, 14 scanning documents, 7 specific material record, 19 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, 27 updating links, 24 user roles, 7 W WebAdmin, 14 30 EMC Documentum Content Services for SAP Document Controllers Version 6.0 User Guide