Sap Archive Link 620

Release 620 HELP.BCSRVARL

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Copyright © Copyright 2002 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation. IBM®, DB2®, DB2 Universal Database, OS/2®, Parallel Sysplex®, MVS/ESA, AIX®, S/390®, AS/400®, OS/390®, OS/400®, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere®, Netfinity®, Tivoli®, Informix and Informix® Dynamic ServerTM are trademarks of IBM Corporation in USA and/or other countries. ORACLE® is a registered trademark of ORACLE Corporation. UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group. Citrix®, the Citrix logo, ICA®, Program Neighborhood®, MetaFrame®, WinFrame®, VideoFrame®, MultiWin® and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA® is a registered trademark of Sun Microsystems, Inc. JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, SAP Logo, R/2, RIVA, R/3, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP , mySAP.com, 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 in several other countries all over the world. MarketSet and Enterprise Buyer are jointl y owned trademarks of SAP Markets and Commerce One. All other product and service names mentioned are the trademarks of their respective owners.

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Icons Icon

Meaning Caution Example Note Recommendation Syntax

Typographic Conventions Type Style

Description

Example text

Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, fo r example, SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT

Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text

Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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ArchiveLink .................................................................................................................................6 Basic Customizing ..................................................................................................................8 Document Types Customizing Wizard ................................................................................9 Storing Incoming Documents ...............................................................................................10 Storage Scenarios with Integration of SAP Business Workflow .......................................12 Customizing Workflow Scenarios ..................................................................................14 Self-Defined Workflows .................................................................................................16 Executing Workflow Scenarios ......................................................................................17 Storing Documents ....................................................................................................18 Executing a Work Item...............................................................................................20 Adapting the Initial Screen .........................................................................................21 Server-Based Storage ...................................................................................................22 Storage Scenarios with Integration of Bar Code Technology ...........................................23 Customizing Bar Code Scenarios .................................................................................25 Executing Bar Code Scenarios .....................................................................................26 Manual Storing ..................................................................................................................27 Customizing for Manual Storing ....................................................................................28 Manual Storing Using the Storage Transaction ............................................................29 Manual Storing Starting From the Application Document .............................................30 Assigning a Document that is Already Stored ...............................................................31 Storing Outgoing Documents ...............................................................................................32 Customizing for Storing Outgoing Documents ..................................................................33 Storing Print Lists..................................................................................................................34 Customizing for Storing Print Lists ....................................................................................36 Executing Print List Storage..............................................................................................37 Storing Archive Files.............................................................................................................39 Finding and Displaying Stored Documents ..........................................................................40 Document Finder...............................................................................................................41 Document Finder Customizing ......................................................................................42 Additional Steps for Displaying Documents from Remote Systems ..........................44 Using the Document Finder...........................................................................................45 Finding and Displaying Print Lists .....................................................................................47 Document Viewer ..............................................................................................................49 Customizing for the Document Viewer ..........................................................................50 Connecting to the Generic Object Services..........................................................................51 Displaying Attachments ....................................................................................................52 Attaching a PC Document to an Object and Storing .........................................................53 Assigning an Object the Bar Code of a Document ...........................................................54 Administration .......................................................................................................................55 ArchiveLink

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The Administration Tool Monitor .......................................................................................56 Monitoring Storage of Print Lists ...................................................................................58 Storage Requests: Detail View ..................................................................................60 Monitoring Storage of Outgoing Documents .................................................................61 Monitoring Storage with Bar Codes...............................................................................62 Administration of Stored Documents ................................................................................63 Finding and Displaying Stored Documents ...................................................................65 Editing the Link Entry for a Stored Document ...............................................................66 Storing and Assigning a Document ...............................................................................67 Reassigning a Stored Document...................................................................................68 Assigning a Stored Document to an Additional Object .................................................69 Finding and Displaying Stored Print Lists .....................................................................70 Editing the Link Entry for a Stored Print List .................................................................71 The Authorization Concept ...............................................................................................72 Authorizations................................................................................................................73 Authorization Checks for ArchiveLink............................................................................74 Roles for ArchiveLink.....................................................................................................75 Customizing Front End Communication ...............................................................................76 Protocol Maintenance .......................................................................................................78 Generating Protocols.....................................................................................................80 Application Maintenance ...................................................................................................81 Syntax: OLE Automation ...............................................................................................82 Calling Object Methods..............................................................................................84 Setting Object Attributes ............................................................................................86 Retrieving Object Attributes .......................................................................................87 Example for Applications ...............................................................................................88 Information for Developers ...................................................................................................89 Storing Incoming Documents with Bar Codes ..................................................................90 Storing Outgoing Documents ............................................................................................92 Import Parameters for Storing Outgoing Documents ....................................................93 Form Overlay.................................................................................................................95 Storing Print Lists ..............................................................................................................97 Indexing Print Lists ........................................................................................................98 ARCHIVELINK_DEFINE_KEY ..................................................................................99 ARCHIVELINK_CREATE_INDEX ...........................................................................100 ARCHIVELINK_CREATE_DARC ............................................................................101 Index Information and Hypertext Links ........................................................................102 Integrating the Document Viewer in Control ...................................................................103

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ArchiveLink Purpose ArchiveLink is a service integrated in the SAP Web Application Server for linking archived documents and the application documents entered in the SAP system. Linking documents according to content guarantees long term easy access to the documents. From the screen of the application document, you can directly display the stored document that is associated with it. You can also use attributes to search for documents. This replaces time consuming processes such as making copies of originals, searching for procedure related information, etc.

Integration To use ArchiveLink, you must have installed a storage system. The document to be stored must already be in, or be converted to electronic format. It does not matter how the document is physically stored in the storage system.

Features The following documents can be stored in a storage system using ArchiveLink: •

Incoming documents

•

Outgoing documents

•

Print lists

•

Archive files

Incoming and outgoing documents are linked to the corresponding Business Objects [Ext.]. A business object is created in the SAP System whenever an application document is entered. The link is written in an ArchiveLink link table while the s ystem is running. The business object and stored document must be uniquely identified for the link. The business object identification consists of: •

Client [Ext.]

•

Business Object Type [Ext.] (abbr.: Object type)

•

Business object ID (abbr.: Object ID)

The stored document identification consists of: •

Content Repository [Ext.] ID

•

Document ID

The diagram below illustrates all the link entry data in the link entry table:

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Link table Business Object Client

Object type

Assignment

Object ID

Stored document Content repository ID Document ID

Document type Retention period Storage date

Different sorts of multiple references are possible, for example o ne stored document can be linked to several business objects, or several stored documents can be linked to one business object.

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Basic Customizing Before you can use ArchiveLink, you need to carry out the basic Customizing: In the Implementation Guide (IMG), choose the following: SAP Web Application Server → Basis Services → ArchiveLink → Basic Customizing. Explanations of the individual activities are contained in the online help in the IMG. The following is an overview of the required steps. •

Maintaining Content Repositories

•

Maintaining document classes

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Maintaining document types

•

Maintaining Links

In the IMG, the activities Edit Document Types and Edit Links are carried out in the Customizing for the appropriate storage scenarios, because the document type plays a central role in Customizing for the storage scenarios. ArchiveLink supplies the Document Types Customizing Wizard for help when creating document types. This integrates the basic customizing steps Document types and Links. For more information, see the Document Types Customizing Wizard [Page 9].

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Document Types Customizing Wizard The document type controls how a document is stored and edited. You therefore need to make the Customizing settings relevant to the document type. SAP supplies the Document Types Customizing Wizard to help create new document types. You can also use the Document Types Customizing Wizard repeatedly to create new document types when the system is in operation. To reach the Document Types Customizing Wizard, choose the following in the Implementation Guide (IMG): SAP Web Application Server → Basis Services → ArchiveLink → Customizing Incoming Documents → Workflow Scenarios → Document Types Customizing Wizard. You can use the Document Types Customizing Wizard to perform the following basic customizing steps: •

•

Maintain document types −

Assign a name

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Specify the document class

Maintain links −

Specify the object type

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Specify the content repository and link table

The basic customizing step Maintain Content Repositories is not integrated. This is a prerequisite for using the Document Types Customizing Wizard. For new document types, you need to specify whether you want to use the document types in scenarios with SAP Business Workflow (flag ‘Workflow document type’). If you use the document type as a Workflow document type, you can also perform the following steps in Customizing Workflow Scenarios [Page 14]: •

Maintain workflow document types −

Specify method and workflow tasks

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Specify workflow parameters (import parameters for the method)

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Maintain default settings −

Select from existing default settings (document type groups)

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Create new default settings

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Details for default settings (specify the agents responsible for the work item, select one or more of the four storage scenarios)

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Storing Incoming Documents Purpose This process is suitable if you want to store incoming documents in your storage system and link them to the corresponding SAP application documents. Incoming documents are all documents that have not been created using SAPscript or SAP Smart Forms in your own SAP System: •

Scanned documents

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Local desktop files (files you have created yourself are also incoming documents for this purpose)

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Faxes and e-mails (for more information, see the documentation SAP ArchiveLink Application Scenarios, Component BC, section Storing Incoming Faxes and E-mails [Ext.].)

Process Flow When storing incoming documents, you carry out two activities: 1. Storing Stores document in storage system 2. One of the following, depending on the storage scenario: •

Entering Enters and books the application document in the SAP System. From a technical point of view, this creates a business object. or

•

Assigning Assigns the document to an existing application document.

Storage Scenarios ArchiveLink supports different storage scenarios that vary in three aspects: •

Automation of document editing ArchiveLink offers the following options:

•

−

SAP Business Workflow is integrated.

−

Bar code technology is integrated.

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No specific technology is integrated.

SAP application document ArchiveLink distinguishes between two variants:

•

−

The application document is entered for the first time for the incoming document.

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The application document already exists. The incoming document is assigned to it.

Work distribution ArchiveLink distinguishes between two variants: −

The storing, and either the entering or assigning are carried out by two different people at two different locations.

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One person at one location carries out the storing and either the entering or assigning.

The following table provides an overview of the storage scenarios according to these three aspects: Application document entered for the first time for the incoming document.

Application document already exists.

Two participants

One participant

Two participants

One participant

Integration of SAP Business Workflow

Storing for subsequent entry

Storing and entering

Storing for subsequent assignment

Storing and assigning

Integration of bar code technology

Early storing with bar codes Late storing with bar codes

Manual Storing

Assigning then storing

For more information, see the following sections: •

Storage Scenarios with SAP Business Workflow Integration [Page 12]

•

Storage Scenarios with Barcode Technology Integration [Page 23]

•

Manual Storing [Page 27]

Result In all scenarios, a link is created between the stored document and the corresponding application document.

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Storage Scenarios with Integration of SAP Business Workflow Purpose By integrating SAP Business Workflow [Ext.] you ensure that the right tasks automatically reach the right agents at the right time. ArchiveLink supports the following workflow scenarios: Storing for subsequent entry An employee in the mail depot scans in the incoming document, (if it is not already in electronic format), and then stores it in a storage system. Using SAP Business Workflow, a link to the document is sent to the employee responsible, who then enters the application document. The scenario is suitable for dealing with large numbers of documents. The scenario saves time and costs by replacing conventional post distribution within a company, therefore speeding up processing. Storing and entering The same person carries out storing the incoming document and entering the corresponding application document. The mail depot forwards the document straight to the employee responsible, who scans it in at their desk (if it is not already in electronic format), stores it, and enters the application document. The scenario is suitable for protected documents, for example in personnel. The scenario is not recommended for storing large numbers of documents, because changing between storing documents and entering the application document can affect efficiency. Storing for subsequent assignment The incoming document is related to an existing application document . The document is scanned in by an employee in the mail depot, (if it is not already in electronic format), and then stored. Using SAP Business Workflow, a link to the document is sent to the employee responsible, who assigns it to the existing application document. The scenario is suitable for documents which do not have their own application document, for example, a cover letter for an invoice), or for documents that are only stored at a particular point after the document has been entered. This scenario is suitable for large numbers of documents. Storing and assigning The incoming document is related to an existing application document. The same person stores the document and assigns it to an application document. The mail depot forwards the document straight to the employee responsible, who scans it in at their desk (if it is not already in electronic format), stores it, and assigns it to the existing application document. The scenario is suitable for protected documents, for which no other application do cument is entered.

Process Flow An agent of the mail depot or application department (depending on the scenario, see above) starts the storage process by selecting a document type [Ext.] and a storage scenario for the document. The agent can only select a scenario that has previously been defined for the document type in Customizing. The storage system confirms successful storage. ArchiveLink then starts the workflow and creates a work item. A work item is the characteristic form of a workflow task [Ext.] at runtime. The work item is also given the link to the stored document. It is sent to one or more agents, as defined in the default settings maintenance (see Customizing Workflow Scenarios [Page 14]). An agent executes the work item.

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ArchiveLink provides two workflows that consist of one task each. •

For the scenarios Storing for subsequent entry and Storing and entering, SAP provides the task TS 30001128 (previously: TS 0000 7869). This task carries out the following functions: a. Displays the stored document b. Calls the input template of the application document. (The agent enters the application document; the SAP System creates a business object and allocates a business object ID.) c.

•

Forms a link between the business object ID and the document ID

For the scenarios Storing for subsequent assignment and Storing and assigning, SAP provides the task TS 30001117 (previously: TS 0000 7869). This task carries out the following functions: a. Displays the stored document b. Requests the existing business object ID that is to be assigned to the incoming document c.

Forms a link between the business object ID and the document ID.

Result The stored document is linked to the corresponding application document. You can use the following methods to check the link entry: •

Display the attachments from the open application document (see Displaying Attachments [Page 52]).

•

Search for the document using ArchiveLink administration; all the data f or the link entry is displayed in the hit list (see Administration of Stored Documents [Page 63]).

In addition to the workflow scenarios described here, ArchiveLink offers server based storage with integration of SAP Business Workflow. For more information, see Server-Based Storage [Page 22].

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Customizing Workflow Scenarios If you choose storage scenarios with integration of SAP Business Workflow, you need to carry out three customizing steps: •

Automatic basic customizing for SAP Business Workflow

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Activate document types for the workflow

•

Maintain agent assignment

Prerequisite: You have carried out Basic Customizing [Page 8]. To perform the customizing steps, choose the following in the Implementation Guide (IMG): SAP Web Application Server → Basis Services → ArchiveLink → Customizing Incoming Documents → Workflow Scenarios. For information on maintaining the individual activities, see the online help in the IMG. The following is an overview of the required steps.

Automatic basic customizing for SAP Business Workflow You need to carry out the basic customizing for the workflow to activate the workflow environment and enable a workflow to run. You carry out the basic customizing in the customizing activity Consistency Check: Workflow Customizing.

Activate document types for the workflow You need to activate the document types for SAP Business Workflow. You carry out this activation in the Document Types Customizing Wizard [Page 9]. In the Document Types Customizing Wizard, you can create new do cument types and edit document types that have already been created. To activate your document type as a workflow document type: In step three set the Workflow Document Type flag to active, in step five enter Method and Tasks, and in step six enter Workflow Parameters if required. For the entry scenarios, SAP supplies the task TS 30001128 (old: 00007869), and for the assignment scenarios the task TS 30001117. You can also activate the document types for the workflow directly using the customizing activity Maintain Workflow Document Types. Here you will see an overview of all the document types that SAP already supplies as workflow document types.

Maintain agent assignment You need to determine who will execute the work items generated during the storage process. Agent assignment is on two levels: First determine the possible agents, then the responsible agents. Only the responsible agents are actually sent the work item. Prerequisite: The responsible agents must also be possible agents. For more information on agent assignment, see the SAP Business Workflow documentation under Maintaining Agent Assignment [Ext.]. Determining possible agents To determine the possible agents according to the workflow task, choose the customizing activity General Task Maintenance. Determining responsible agents Responsible agents are determined in connection with a document type. You therefore maintain this setting in the Document Types Customizing Wizard (see above), while maintaining the Default Settings [Ext.].

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In step nine, Default settings; first assign the document type to a group of content-related document types, or, if necessary, create a new group. Grouping the document types makes the initial screen for the storage process easier to understand. In step ten, Default Settings: Details, you determine the responsible agents. The responsible agents are defined by organizational unit, workplace, position, job, or user. You also select one or more of the four Workflow storage scenarios that are available for the document type. For direct access to default setting maintenance, you can also use the customizing activity Default Settings for Storage Scenarios.

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Self-Defined Workflows You can define your own workflows to structure document processing according to the requirements of your firm. In ArchiveLink, there are two options for including self -defined workflows: 1. Define a workflow to enhance SAP tasks. SAP supplies a standard workflow for each of the entering and assigning s cenarios (see Storage Scenarios With Integration of SAP Business Workflow [Page 12]). You can use the workflows supplied, or you can enhance them by adding your own steps. You can use the ArchiveLink Workflow Wizard to do this. The wizard leads you step by step through the process of creating the workflow. The three functions carried out for SAP tasks (display, enter/assign, link), are all individual tasks within the new workflow. You can add your own tasks at any point between these tasks. To find the ArchiveLink Workflow Wizard in the IMG, choose: SAP Web Application Server → Basis Services → ArchiveLink → Customizing Incoming Documents → Workflow Scenarios → Use Workflow Wizard. For more information, see the Workflow Wizard online help.

At the end of the Workflow Wizard you automatically go to the Workflow Builder [Ext.]. Here you need to activate the generated workflow. 2. Define a new workflow that reacts to a generated link. An event is created when the document and the business object have been successfully linked, (event ASSIGNED). You can use this event as the trigger for a self -defined subsequent workflow. For information on defining workflows, see the SAP Business Workflow documentation under Defining Workflows [Ext.]. There are three prerequisites for connecting a self-defined subsequent workflow: a) The event ASSIGNED is set to active. Choose the following in the IMG: SAP Web Application Server → Basis Services → ArchiveLink → Customizing Incoming Documents → Workflow Scenarios → Make Workflow Settings. For more information, see the online help in the IMG. b) The event ASSIGNED is defined in the business object type (interface type IFARCH21). In the SAP Easy Access menu, choose Tools → Business Workflow → Development → Definition Tools → Business Object Builder (transaction SWO1) For more information on the Business Object Builder, see the SAP Business Workflow documentation, under Business Object Builder. [Ext.] c) The event ASSIGNED must be defined as a triggering event for the subsequent workflow. You can also use a Check function module to define further triggering events, for example, a particular document type. Choose the following in the IMG: SAP Web Application Server → Basis Services → ArchiveLink → Customizing Incoming Documents → Workflow Scenarios → Register Event for Subsequent Workflow. For more information, see the online help in the IMG.

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Executing Workflow Scenarios Use These procedures apply for all storage scenarios that integrate SAP Business Workflow.

Prerequisites The documents are sorted by document type. The documents are either scanned in or are ready in the scanner (depending on the scan software), or they already exist in e lectronic format.

Procedure Executing workflow-based scenarios involves two steps: 1. Selecting the document type and starting the scenario (see Storing Documents [Page 18]) 2. Executing the work item: (see Executing a Work Item [Page 20])

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Storing Documents 1. In the SAP Easy Access menu, choose ArchiveLink -> Store Documents (transaction OAWD). A list of all defined default settings is displayed. The default settings are groups of document types based on content. You can make user-specific changes to the initial screen: Adapting the Initial Screen [Page 21]. 2. Select a default setting. A list is displayed with three columns: In the middle column are the document types that belong to this setting. On the left are the symbol(s) for the storage scenario. On the right is an organizational unit, position, or job used by the system to determine which user receives the work item.

For more information on the selected entry, choose Utilities → Information in the menu bar. 3. To select the document type, to which you want to assign the document(s), activate the symbol in the same line as the storage scenario. A scenario is offered for each document type. If two scenarios are offered for the document type, you will see two symbols and have to select one scenario. The following list provides an overview of the scenario symbols: Storing for subsequent entry Storing and entering Storing for subsequent assignment Store and Assign Assigning then storing. This is not a workflow scenario, For more information, see Manual Storing [Page 27] A dialog box is displayed, containing the document type, the recipient and a note, which by default is the long text for the document type. You can alter the note if necessary. 4. Choose one of the three options in the dialog box: − If you are storing a paper document, it is scanned in (if it has not been scanned already), and stored. A work item is created for processing the document. If you are storing a document that already exists in electronic format, the file selection box for your hard drive is displayed. Select one or more documents. The documents are stored. For each document, a work item is created for processing documents. −

Mass storing If you are storing paper documents, a dialog box is displayed in which you need to confirm your document type selection. Select the document type for more than one document. One by one, these documents are scanned in (if they have not already been scanned in), taken from the document stack in the scan dialog, and stored. For each document, a work item is created for processing documents. If you are storing documents that already exist in electronic format, the file selection box for your hard drive is displayed. Select a document. The file selection box is

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displayed again for you to select the next document. If you do not want to store any more documents, choose Cancel. −

Drag&Drop A dialog box is displayed, Use Drag&Drop to move one or more files into the right screen area of the dialog box. The document is stored and a work item is created for document processing.

− Processing is canceled.

If you call the dialog window a second time, the buttons Assign and Display are also available. These refer to the document you stored last. For more information on executing the work item, see Executing a Work Item [Page 20].

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Executing a Work Item Steps one to three are only to be carried out in the scenarios Storing for Subsequent Entry and Storing for Subsequent Assignment. In the scenarios Store and Enter and Store and Assign, the work item is executed as soon as you have stored the document. 1. In the SAP Easy Access menu, choose Office → Workplace (transaction SBWP). The Business Workplace is displayed. 2. Expand the Inbox node, and display your work items in the Workflow area. 3. Select the work item you want to execute and choose Work item → Execute. The system displays the stored document in the Business Document Viewer and a dialog box is displayed. 4. In the dialog box, choose one of the following options: –

O.k. Scenarios Storing for Later Entry and Storing and Entering: The input template of the application document is displayed. It is recommended that you position the Document Viewer so that you can see both the document and the application document on the screen at the same time. When you save your entries, the document is linked to the application document. The document display is closed and you return to the Business Workplace. Scenarios Storing for Later Assignment and Store and Enter: A dialog box is displayed in which you have to enter the key for the application document (business object). The application document is then displayed in a dialog box. If you choose Confirm Assignment, the document is linked to the application document. The document display is closed.

–

Change You can select a new document type or a new storage scenario. You may need to do this, for example, if you have assigned the wrong document type or chosen the wrong scenario. You can also change the recipient and the note. The current workflow is canceled and a new workflow is started. The new work item is sent to the inbox of the agent responsible for the new document type, from where it is processed further.

–

Create You can start an additional workflow if you need to assign further document types – these may be noted on the incoming document, for example. You cannot, however, select the same document type and processing more than once. If not all the elements required for the workflow are available, the dialog box "Edit container instance" is displayed. Enter the required data, then choose Goto → Back. The current workflow is completed. A new work item is also created, which is sent to the inbox of the agent responsible for the new document type.

–

Cancel Processing is canceled.

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Adapting the Initial Screen Use You can make user-specific changes to the initial screen for starting the storage process.

Procedure 2. In the SAP Easy Access menu, choose ArchiveLink -> Store Documents (transaction OAWD). A list of all defined default settings is displayed. The default settings are groups of document types based on content. 2. In the menu bar, choose Settings → User Settings. A dialog box is displayed. 3. In the dialog box, choose one of the following options: •

Fastpath to storage scenarios Symbols for the scenarios that are possible for each document type are displayed next to that document type. This is the default setting.

•

Display key not long text In the default settings, only the keys are specified for the default setting, document type and user, instead of the long texts.

•

Compressed output The default settings display takes up as little space as possible. This is useful for small monitors.

•

Individual processing After storing and, if applicable, executing the work item, you return directly to the hierarchy. This default setting is useful if different documents are processed at one work center.

•

Limit view to You can restrict the view to a specific default setting.

3. Select the required settings. 4. If you want to save the settings, choose Settings → Define initial screen.

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Server-Based Storage Use Using the function module ARCHIV_PROCESS_RFCINPUT, you can create work items for documents that are already stored and have RFC communication between storage system and SAP server. Additional data (attributes, index), which have already been determined for the document when storing documents in the external storag e system, can be transferred to the workflow container. The data also classifies the documents and the processes to be started by them. Using the function module enables implementation of decentralized (for example web -based) incoming document scenarios with simultaneous central document processing in SAP.

Effects on Data Transfer For starting the process and subsequently creating a link entry, the following data needs to be transferred from the external storage system: •

Content repository ID

•

Document ID from external storage system

•

Document type for selecting the process to be started

•

Document data

Or •

Bar code ID

Effects on Customizing A User Exit enables functional and individual enhancement of the features described here.

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Storage Scenarios with Integration of Bar Code Technology Purpose Storage scenarios that integrate bar code technology are suitable if you want to automate the link between the document and the application document, but do not want to change the flow of paper or work. In these storage scenarios, the document is circulated in the enterprise in paper form. ArchiveLink supports two different scenarios: •

Late storing with bar code Storing after the application document has been entered. This scenario is used to automate the linkage process for large quantities of documents. The scenario also enables you to link exactly one document to several SAP business objects.

•

Early storing with bar code Storage before the application document is entered. The document is stored early, but is still transported to the agent responsible in paper form. This scenario enables you to link several incoming documents to exactly one SAP business object. You therefore need to attach the same bar code to several documents. The scenario is only implemented for this particular case.

Using the Generic Object Services [Ext.], it is also possible to assign the document bar code to an already existing application document, therefore subs equently creating the link to this document. For more information, see the chapter Connecting to Generic Object Services, section Assigning the Document Bar Code to an Object [Page 54].

Prerequisites The SAP application component must: •

Support bar codes For more information, see the ArchiveLink application scenarios documentation. Choose the following in the SAP Library: Cross Application Functions -> ArchiveLink – Application Scenarios (BC- SRV-ARL) [Ext.]. Read the unit relevant to your application component.

•

Support the Generic Object Services [Ext.].

Process Flow A bar code label is attached to the first page of the incoming document at the start of processing. This is followed by two separate steps. Depending on which step is carried out first, the process is referred to as early or late storing with bar codes. a) The document is circulated in paper form. It is transported to the agent responsible, who enters the relevant application document. The agent also enters the ID of the bar code attached to the document. When the document is entered, the SAP system creates a business object and allocates a business object ID. The SAP application component then informs ArchiveLink of the business object ID, and the ID of the bar code entered by the agent. b) The document is forwarded to the scanner in paper form, where it is scanned and stored. The scan software of the storage system automatically identifies the value of the bar code

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attached. The storage system allocates the stored document a document ID, and registers this with ArchiveLink along with the bar code ID. Order a – b: Late storing with bar code Order b – a: Early storing with bar code As soon as one of the two steps is executed, ArchiveLink enters the regis tered bar code ID in a table as an “open bar code“. As soon as the second step is executed, the system can use the identity of both bar codes to assign the bar code ID entered in the second step to the bar code ID entered in the first step.

For the scenario to function properly, it is essential that the bar codes are entered correctly on both sides. It is therefore recommended that bar codes are entered by machine, using either a reader pen or check-digit algorithms.

Result The document and application document are linked to each other by the assignment of the bar codes. When linked, the bar code is no longer functional and is deleted from the table of open bar codes. You can use the following methods to check the link entry: •

Display the attachments from the open application document (see Displaying Attachments [Page 52]).

•

Search for the document using ArchiveLink administration; all the data for the link entry is displayed in the hit list (see Administration of Stored Documents [Page 63]).

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Customizing Bar Code Scenarios If you use storage scenarios that integrate bar code technology, you need to activate bar code entry in Customizing.

Prerequisite: You have carried out Basic Customizing [Page 8]. To carry out customizing for the bar code scenarios, choose the following in the Implementation Guide (IMG): SAP Web Application Server → Basis Services → ArchiveLink → Customizing Incoming Documents → Bar Code Scenarios. For more information, see the online help in the IMG. Entering a bar code type enables you to automatically check the entries o f a user. SAP supplies some bar code types. You can enhance the list of bar code types in the customizing activity Bar Code Types. You can maintain a check function module your newly created bar code types. For technical information, see the unit Information for Developers, under Storing with Bar Codes [Page 90] To integrate storage scenarios with bar codes into your SAP application component, you will also need to carry out the Application customizing. This activates or deactivates the bar code dialog window, depending on the organizational unit. For more information, see the section Information for Developers under Storing with Bar Codes [Page 90] (see above). Also see the documentation Cross-Application Functions -> SAP ArchiveLink – Application Scenarios. Read the unit relevant to your application component.

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Executing Bar Code Scenarios Use The procedure applies for the scenarios Late storing with bar code and Early storing with bar code. For late storing with bar code, the steps are carried out in the sequence 1, 2, 3, 4. For early storing with bar code, the steps are carried out in the seque nce 1, 4, 2, 3.

Procedure 1. Attach a bar code label to the incoming document. Only the first (or last) page of a multi page document is given a bar code label. This can happen either in the mail depot or in the application department. 2. Enter the application document for the document. A dialog box appears in the booking procedure. 3. Enter the ID of the bar code that is on the document (using a bar code reader pen, bar code gun, or manually), and use the input help to select the document type for the document (you might have already entered this in Customizing) SAP application screen

Paper document Smith Ironmongers 12 London Road York

Input template uchungsmaske Doc. . . Envmt. Doc.date: Co.code

20.08.1993

Amount

1171,72

IInvoice no. 1023

00001

Date Product

20.08.1993

Description

Amount

001 50 . Threaded bolts 002 20 Iron slates (1m) 003 70 kg Näils (80mm)

218.75 45.32 38.08

Bar code dialog box Bar code:

1242342 1242342

Total payable iwithin 14 days

Sum 14% Tax

302.15 42.30

Total

344.45

Lloyds bank York Sort code471 147 12 Account no. 999 999

Bar code pen manual or by bar code pen manual transfer

4. Forward the document to the scanner, (normally central), where it is scanned and stored. The link to the application document occurs automatically using bar code recognition.

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Manual Storing Purpose Manual storing (storage scenario ‘Assign then store’) is suitable if a document is related to an existing application document, and the assigning and storing are carried out by the same person. The work and organization process is the same as the scenario Store for subsequent assignment, except that SAP Business Workflow is not involved. The scenario provides an enhancement to other storage scenarios and is mostly used for ad hoc cases. It is also used for protected documents that are processed by one person.

Process Flow There are two methods for carrying out this scenario: •

Manual storing using the transaction Store Documents (see Manual Storing Using the Storage Transaction [Page 29]) An agent starts the scenario in the transaction Store Documents. The agent selects a document type, as in the scenario Assign then Store , and then assigns it to an already existing application document. To create the link, the agent enters the Business Object ID of the application document. In a check window containing the most important data from the application document, the user checks that the data is correct and then confirms the assignment. He or she then enters the file path of the document to be stored.

•

Manual storing from the screen of the application document using Drag&Drop (see Manual Storing Starting From the Application Document [Page 30]) An agent starts the scenario from the screen of an already existing application document. Using Drag&Drop, the agent moves a document from their hard drive to an ArchiveLink dialog box. This stores the document and links it to the open application document.

Additional function: From the screen of an application document, you can this application document a document that has already been stored and is already linked to another application document (see Assigning a Document that has Already Been Stored [Page 31]).

Result The document is stored and linked to the chosen application document. You can use the following methods to check the link entry: •

Display the attachments from the open application document (see Displaying Attachments [Page 52]).

•

Search for the document using ArchiveLink administration; all the data for the link entry is displayed in the hit list (see Administration of Stored Documents [Page 63]).

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Customizing for Manual Storing In Customizing for manual storing (storage scenario Assign then store), you activate individual document types for the scenario.

Prerequisite: You have carried out Basic Customizing [Page 8]. You activate the document types using the Document Types Customizing Wizard [Page 9]. To find this in the Implementation Guide (IMG), choose SAP Web Application Server → Basis Services → ArchiveLink → Customizing Incoming Documents → Workflow Scenarios → Document Types Customizing Wizard. For more information, see the online documentation for the wizard.

Notes for entries in the Document Types Customizing Wizard: •

Create a workflow document type, even if workflow is not involved in this storage scenario.

•

Enter an object type that has the method CONFIRM. You can check this in the Business Object Builder. In the SAP Easy Access menu, choose Tools → Business Workflow → Development → Definition Tools → Business Object Builder (transaction SWO3).

•

For technical reasons, you need to make entries for method, task, and workflow parameters. These will, however, have no meaning in the scenario because workflow is not involved.

•

In the step “Default settings: Details“, choose the scenario Assign then store. For technical reasons you also need to make entries for agent assignment, these will also have no meaning in the scenario because workflow is not involved.

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Manual Storing Using the Storage Transaction 1. In the SAP Easy Access menu, choose ArchiveLink -> Store Documents (transaction OAWD). A list of all defined default settings is displayed. The default settings are groups of document types based on content. You can make user-specific changes to the initial screen: Adapting the Initial Screen [Page 21]. 2. Select a default setting. A list of the relevant document types and people responsible is displayed.

For more information on the selected entry, choose Utilities → Information in the menu bar. 3. Choose the required document type and activate the symbol for the scenario. Only this icon represents manual storing (scenario Assign and enter). A dialog box is displayed. 4. Enter the key for the application document (business object) to which the document should be linked, and confirm your entries. A dialog box is displayed containing the most important data from the application document. 5. Check that the data is correct, then choose Confirm. •

If the document is in paper form, it is scanned in, stored, and linked to the selected application document.

Before carrying out this function, the document must be ready in the scanner. •

If you are storing a document that already exists in electronic format, the dialog window for your hard drive is displayed. Select a document. The docume nt is stored and linked to the chosen application document.

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Manual Storing Starting From the Application Document Prerequisites The document that you want to link to the application document and store must be accessible as a file on your hard drive.

Procedure 1. Open the application document to which you want to assign the document. 2. Either choose Environment → Drag&Drop, or open the Toolbox of the Generic Object Services and choose Create → Store Business Document . A dialog box is displayed. A list is displayed in the left screen area. The top node is the name of the object type for the application document opened. All the document types possible for this object type are listed beneath this node. 3. In the left screen area of the dialog window, select the document type to which you want to assign the document(s) you are storing. 4. Open the Windows Explorer, navigate to the document you want to store, and use Drag&Drop to move this into the right screen area. You can also select several documents or folders and move them simultaneously into the ArchiveLink window. The system stores the document(s), links them to the opened application document, and writes the appropriate file path in the right area of the dialog window. 5. Use

ArchiveLink

to confirm the link. Use

to undo the last Drag&Drop operation.

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Assigning a Document that is Already Stored Use Starting from an open application document, you can assign this application document a document that is already stored, and that is already linked to another application document. The existing link for the document is not affected. Example: An application document for an invoice is canceled and re-written. You want to link the invoice to the canceled application document as well as the new one.

The following procedure is only in the menu for the SAP application FI. The function can also be carried out in the Document Viewer, here, the assignment occurs starting from the document. For more information, see Document Viewer [Page 49] (function Assigning a Document to an Additional Object). The function is also offered in Administration. For more information, see Assigning a Document to an Additional Object [Page 69].

Prerequisites The document you want to assign must be among the five documents you last displayed.

Procedure 1. Open the application document that you want to link to a document that has already been stored. 2. In the menu bar, choose Environment → Additional Assignments → Assign Originals . You will see a list of the five documents last displayed. 3. Select the document from this list. A dialog box is displayed. 4. Enter the document type and confirm your entries. The application document and the document are linked.

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Storing Outgoing Documents Outgoing documents are all documents that have been created in your own SAP System using SAPscript or SAP SmartForms, for example, correspondence, invoices, order confirmations, etc.

Purpose This process is suitable if you want to store outgoing documents in your storage system and link them to the appropriate application documents.

Prerequisite The SAP application component must support storage of outgoing documents using ArchiveLink. You can check this in the SAP ArchiveLink – Application Scenarios documentation. Choose the following in the SAP Library: Cross Application Functions -> ArchiveLink – Application – Scenarios.

Process Flow The process for storing outgoing documents differs according to the SAP application component. Examples: •

In the components SD and MM, storing is controlled using message control.

•

In the component FI, storing is controlled using the OPEN FI interface.

•

In the component HR, SAPscript function modules are used directly.

For more information and for specific procedures, see the ArchiveLink – Application Scenarios documentation (see above).

Result The outgoing document is linked to the corresponding application document. You can use the following methods to check the link entry: •

Display the attachments from the open application document (see Displaying Attachments [Page 52]).

•

Search for the document using ArchiveLink administration; all the data for the link entry is displayed in the hit list (see Administration of Stored Documents [Page 63]).

In earlier releases, stored outgoing documents in OTF format are automatically converted to PDF when displaying.

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Customizing for Storing Outgoing Documents You carry out customizing for storing outgoing documents in the individual applications.

Prerequisite: You have carried out Basic Customizing [Page 8]. (Note: In basic customizing, only the document class PDF is used for outgoing documents.) For more information, see the SAP ArchiveLink application scenarios documentation. Choose the following in the SAP Library: Cross Application Functions -> ArchiveLink – Application – Scenarios. Read the unit relevant to your application component.

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Storing Print Lists Print lists are the result of report runs in the SAP System, for example, cumulative audit trails, batch where-used lists, object service specifications, balance sheet valuations, and cost center reports.

Purpose Storing print lists has the following advantages: •

More compact storage compared to voluminous paper output

•

Simultaneous access from different workplaces.

•

Index or free text search to target specific information.

Prerequisite •

The print list to be stored must be created by the SAP System in a file that can be accessed by a unique path.

•

The print list must contain index information so that you can also search for sub -objects. Print lists are indexed by calling specific function modules. This is described in the unit Information for Developers , in the section Indexing Print Lists [Page 98] . To find out which SAP reports produce indexed print lists in the different SAP application components, see the documentation ArchiveLink – Application scenarios . Choose the following in the SAP Library: Cross Application Functions -> ArchiveLink – Application – Scenarios. Read the unit relevant to your application component. Although print lists can be stored without indexing, it is recommended that they be indexed to enable quicker access.

•

The print list must contain hyperlinks to enable reference to other stored documents. This is described in the unit Information for Developers , under Inserting Index Information and Hypertext Links [Page 102].

Process Flow The system carries out the following steps when storing print lists: 1. Creating main file and description file

A print list is created in an SAP application component. The print list is transferred to the spool for printing and storing. Controlled by the print request definition, the spool work process creates a main file and a description file. The description file contains index information for the main file. Both files are written in the transfer directory, along with the storage system. The spool work process then creates a request in the ArchiveLink queue “Storage” (CARA) to store these files. 2. Storage

The background job “ArchiveLink” processes the ArchiveLink queue “Storage” (CARA). The rest of the storage process is differs according to whether you have an HTTP storage system or an RFC storage system: •

Process in an HTTP storage system: The background job creates an asynchronous storage request, executes it synchronously and sends the files to the HTTP storage system by HTTP protocol. If this is successfully executed, a print list control record is created in ArchiveLink and the open asynchronous request is terminated. The status of the spool request does not change to “completed” until the whole storage request has been successfully completed.

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Process in an RFC storage system: The background job triggers the SAP System to send a request to stor e the files asynchronously. The request is sent, using RFC, to the RFC server of the storage system. The queue entry is deleted. The storage system then takes the files and moves them (MOVE) into the storage system. If this is carried out successfully, the storage system reports this to the SAP System by RFC, along with the document ID. A function module is called in the SAP System that uses the confirmation and the information in the asynchronous request to create a print list control record.

For an overview diagram of the process for storing print lists, see Monitoring Print List Storage [Page 58].

Result You can find and display stored print lists. For more information, see the unit Finding and Displaying Stored Documents , under Finding and Displaying Print Lists [Page 47]. The storage system first searches in the description file for the search term, and if the search is successful, goes to the corresponding position in the main file. Depending on the actual indexing, you can access sub-objects. For example, if you have the appropriate indexing, you can access individual customers from a print list that contains the open item account balance audit trail.

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Customizing for Storing Print Lists In customizing for storing print lists, you need to define number ranges, create queues, schedule jobs, and create a logical output device in the spool administration. You can also activate the creation of a print list management record in the DMS (optional). To find the Customizing, choose the following in the Implementation Guide (IMG): SAP Web Application Server → Basis Services → ArchiveLink → Customizing Print Lists. For more information, see the online help in the IMG.

Prerequisite: You have carried out Basic Customizing [Page 8]. When maintaining the document types, note that only the docume nt class ALF is used for print lists. When maintaining links, note that print lists are only linked with a business object type for organizational reasons, and not due to their content. This is why the customizing activity Object Types exists in the IMG in addition to the basic customizing activities Edit Document Types and Edit Links. Here, you can either create a business object type specifically for linking to print lists, or you can use an existing business object type.

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Executing Print List Storage There are two methods for storing print lists. a) The storage request is issued before the report program is executed .

This storage variant enables you to integrate index information and hyperlinks int o the print list. 1. In the menu bar, choose System → Services → Reporting.

2. Enter the name of the report program and choose

.

The selection screen for the report is displayed. 3. In the menu bar, choose Program → Execute and Print

A dialog box is displayed. 4. Enter the required data, then choose Attributes. A dialog box is displayed. 5. Choose the Overview tab page, expand the Spool Control node, and double-click Storage Mode. A new window appears.

If you set the flag Display this Field on Initial Screen , the window is displayed on the initial screen when you next call the function. This will avoid having to carry out step 5 in the future. 6. Use the input help to choose Store Only or Print and Store . This opens an input template. 7. Enter the ArchiveLink parameters and choose

.

A dialog box is displayed. 8. Choose

.

The screen output of the report is displayed. The spool creates a main file and a description file, and sends the storage request to ArchiveLink. b) The storage request is issued after the report program is exe cuted.

This storage variant does not allow you to integrate hyperlinks and index information into the print list. 1

In the menu bar, choose System → Services → Reporting.

2. Enter the name of the report program and choose

.

The selection screen for the report is displayed. 3. Choose

.

The screen output of the report is displayed. 4

In the menu bar, choose System → List → Print. A dialog box is displayed.

5. Continue as in variant a) from step four.

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Storing Archive Files Purpose Data records are retrieved from the database table to reduce the size of the database tables available in the system. There can be two reasons for this: •

System requirements (releasing storage space in the database, improving performance)

•

Legal guidelines (country-specific storage requirements, data accessibility for external auditors, potential reusability of data).

Prerequisites You can only store archive files that have been created using the Archive Development Kit (ADK).

Process Flow For Release 4.6C, the SAP Content Management Service (CMS) has enhanced the storing of ADK files in a storage system using ArchiveLink. This has no effect on ArchiveLink functions or implementation. You can also still continue to use the same storage systems, no additional certification is necessary. For more information on this procedure, see the SAP Data Archiving documentation. •

Application view: In the SAP Library, choose Cross-Application Components → Archiving Application Files.

For a general description of storing archive files, see Storing Files in the Storage System [Ext.]. For the concrete procedure, see Storing Archive Files [Ext.]. •

Technical view: In the SAP Library, choose SAP Web Application Server → ABAP Workbench → BC – Enhanced Function Library Applications → Data Archiving - ADK [Ext.].

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Finding and Displaying Stored Documents Use You can find and display documents that have already been stored. You have several options for finding and displaying documents and print lists, as listed below. Incoming and outgoing documents •

Search and display using the Document Finder In the Document Finder, you can use either technical attributes or content attributes to search for documents (as long as the latter have been indexed). In the hit list, the documents are organized in a hierarchy according to document type. For the procedure, see Using the Document Finder [Page 45].

•

Search and display starting from the screen of the application document. From the screen of the application document, you can display the stored documents linked to that application document. The documents are displayed using the Generic Object Services [Ext.]. For the procedure, see the section Connecting to the Generic Object Services, under Displaying Attachments [Page 52].

•

Search and display using ArchiveLink administration In ArchiveLink administration you use the technical attributes to search for documents. The technical hit list of stored documents is displayed, which shows all the data for the link entries. For this procedure, see the section Administration , under Finding Stored Documents [Page 65].

Print lists •

Search and display using the Document Finder In the Document Finder, you can use either technical attributes or content attributes to search for print lists (as long as the latter have been indexed). In th e hit list, the print lists are organized in a hierarchy according to document type. For this procedure, see Using the Document Finder [Page 45].

•

Search and display using the transaction Finding Stored Print Lists. In this transaction you can use the technical attributes to search for print lists. The technical hit list is displayed, from where you can display the print list required. For this procedure, see Displaying Print Lists [Page 47].

•

Search and display using ArchiveLink administration In ArchiveLink administration you use the technical attributes to search for print lists. The technical hit list of stored documents is displayed, which shows all the data for the link entries. For this procedure, see the section Administration, under Finding Stored Print Lists [Page 70].

To display a hit list from the screen of an application document, you can sele ct a display variant. Choose the following in the Implementation Guide (IMG): SAP Web Application Server → Basis Services → ArchiveLink → Customizing Enhancements → Maintain All Basic Settings. For more information, see the online help in the IMG.

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Document Finder Use You use the Document Finder to find and display documents. To display the Document Finder, choose the following in the SAP Easy Access menu: Document Finder: Find Stored Documents (transaction OA_FIND).

Features The Document Finder is a generic search tool. It offers a uniform user interface and a framework for searching for documents. The search itself is realized by a document area. This open architecture means that the Document Finder has very flexible implementation. It can therefore search both for documents that are administrated by ArchiveLink, and documents that are administrated externally. A document area groups documents together and determines which attributes can be used for searching for these documents (the index structure of the documents), in which system the search takes place, the layout of the hit list, and which activities are available in the context menu for the individual hits. These functions are implemented in a query class and a display class. SAP supplies standard query classes for the following areas: •

Search for ArchiveLink documents using technical attributes (also remotely using RFC)

•

Search for documents that are managed in the Document Management System (DMS)

•

Search for documents managed in external systems, for example, archive systems, as long as the external system supports the functions. (This is not a part of ArchiveLink certification).

SAP supplies a standard display class for displaying the hit list in a hierarch ical tree display. For a description of the hit lists, see Using the Document Finder [Page 45]. You can also implement your own query classes, and therefore carry out customer -specific adaptations. For more information, see Customizing for the Document Finder [Page 42].

Activities Start a search by selecting a document area. The Document Finder then generates a search template displaying all the documents in the chosen document area. You can search using any one of these attributes. For more information, see Using the Document Finder [Page 45].

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Document Finder Customizing Before you can use the Document Finder, you need to register at least one document area in the Document Finder. A search in the Document Finder always takes place within one document area. In Customizing, you also have the option to group together more than one document area to form an aggregated document area. Using this method, users can indirectly search in more than one document area at the same time. You can register document areas and create aggregated document areas in Cus tomizing. In the IMG, choose SAP Web Application Server → Basis Services → SAP ArchiveLink → Document Finder Customizing → Register Document Areas and Create Aggregated Document Areas. For more information, see the online help in the IMG. The following provides some important background information. To register a document area, you need to enter the following: •

Technical Name A character string of your choice. Note: A document area in the Document Finder is a different entity to a document area in terms of the Knowledge Provider.

•

RFC destination (optional) Determines the SAP system in which the search takes place. Note: An RFC destination is only useful if you enter a query class that is RFC -compatible (see below).

•

Description A character string of your choice. This text should be as informative as possible, because it will be displayed in the document area selection list in the Document Finder.

•

Display class Class of the SAP class library that determines the layout of the hit list, and the activities that are available in the context menu for each hit. SAP supplies the standard display class CL_ALINK_HITLIST_TREE. This displays the hit list as a hierarchical tree structure. This is the default setting, and is therefore used if you do not make an entry. If you implement your own display class, this must implement the interfaces IF_ALINK_HITLIST and IF_ALINK_HITLIST_CALLBACK.

•

Query class A class of the SAP class library that determines the index structure of the documents, and hence which attributes are used for the search. SAP already delivers some query classes (see below). You can also implement your own query classes. This is recommended if you want to search using content -related attributes as well as technical attributes. For indexing documents, you should consider a solution that uses its own database tables. Every query class must implement the interface IF_ALINK_QUERY. For implementing query classes, you are recommended to use the template class CL_ALINK_QUERY_APP_TMPL as a template.

The query classes supplied by SAP are documented below.

Query classes for searching for ArchiveLink documents using technical attributes •

CL_ALINK_QUERY_DOCLIST (document search in the local system)

•

CL_ALINK_QUERY_DOCLIST_RFC (document search in remote systems)

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Additional Customizing steps are required for displaying documents and business objects from remote systems. For more information, see Additional Steps for Displaying Documents from Remote Systems [Page 44]. •

CL_ALINK_QUERY_DOCLIST (print list search in the local system)

Document areas of these query classes (called technical document areas below) provide a technical view of all documents administrated by ArchiveLink. They possess the attributes that ArchiveLink enters and indexes in the link entry. The search corresponds to the ArchiveLink search that is called using administration. You can create technical document classes for both documents and print lists.

Query class for searching for DMS documents •

CL_ALINK_QUERY_DVS (for document areas in the local system)

•

CL_ALINK_QUERY_DVS_RFC (for document areas in remote systems) Additional Customizing steps are required for displaying documents and business objects from remote systems. For more information, see Additional Steps for Displaying Documents from Remote Systems [Page 44].

Document areas of these query classes (called DMS document areas below) include all documents administrated within the Document Management Syste m (DMS), including ArchiveLink print lists. The documents in a DMS document area have the attributes that have been entered and indexed as document attributes in the DMS. For more information on the DMS, see the SAP Library under Cross-Application Components → Document Management [Ext.].

Query class for searching in external systems •

CL_ALINK_QUERY_2

Document areas of these query classes (called external document areas below) include all documents in any external system, for example, a storage system. The documents in an external document area have the attributes that have been entered and indexed as document attributes in the external system. The query class requests the attributes of the external system at runtime. Check with the storage system supplier whe ther these functions are supported.

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Additional Steps for Displaying Documents from Remote Systems Generating the Hit List

You need to maintain the document types in the local system as well as in the external system. (Document types are maintained in ArchiveLink Basic Customizing). If you do not maintain the document types in the local system, you cannot display the document type long text in the hit list, and the technical name is displayed instead. Displaying Business Objects

You need to perform the following steps: 1. Maintain an RFC destination for the external system 2. Maintain a logical system The technical names of the RFC destination and the logical system mus t be identical. 3. Assign the logical system to an RFC destination.

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Using the Document Finder Prerequisites You have registered document areas (see Customizing for the Document Finder [Page 42]).

Procedure 1. Choose a document area using the input help. A search template is displayed containing all the attributes for documents of this document area. 2. Restrict the search by entering a value for at least one of these attributes, and choose Start search. The hit list is displayed in the bottom screen area; it consists of an overview tree and two hierarchies. The hit list varies according to the document area. The following lists the document areas that can be formed using the query classes supplied by SAP. Technical document areas

The document areas are displayed in the first hierarchy level of the hit list. The second hierarchy level displays the documents belonging to each document type. The columns contain the following information: −

Symbol for the format of the document

−

Short description of the document Documents: The standard setting for the short description is the ID of the business object instance to which the document is linked. Print Lists: The standard setting for the short description is the text that was entered as Text when the print list was stored.

−

Storage date

You can select one or more documents and open the context menu (using the right mouse button). Use the activity Display to show the ArchiveLink-specific functions: −

Display → Selected Documents

Choose this function if you have selected more than one document or print list for display. The documents are displayed in the Document Viewer in a new session, starting with the first of the selected documents. You can use the selection field to change between the documents displayed. The Document Viewer can be positioned anywhere on the screen. Each print list is displayed in a new session. −

Display → Document (performs the same function as a double-click)

Choose this function if you have only selected one document or print list for display. Notes on the Document Viewer: If you display documents sequentially using this function and do not close the Document Viewer in between each document, all documents remain saved and you can access them at any time using the selection field. −

Display → Business Object

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The screen of the business object is displayed in the same window. Only one business object can be displayed at a time. If you have selected more than one document, the business object is only displayed for the document on which your cursor is currently positioned. −

Display → Attributes

A dialog box is displayed containing all the attributes and attribute values for the document. Only the attributes of one document are displayed. If you have selected more than one document, attributes are only displayed for the document on which your cursor is currently positioned. DMS document areas:

The long text for the document info record is displayed in the first hie rarchy level of the hit list. The second hierarchy level shows the documents. The columns contain the following information: −

Symbol for the format of the document

−

Long text for the format of the document

You can open the context menu for the folders (first hierarchy level) and for the documents (second hierarchy level). If you open the context menu for folders, you can use the activity Display to perform the following functions: −

Display → Business Object

The screen for the document info record is displayed. −

Display → Attributes

A dialog box is displayed containing all the attributes and attribute values for the document info record. If you open the context menu for documents, you can use the activity Display to perform the following functions: −

Display → Selected Documents / Display → Document

The selected document is displayed. External document areas

There are no specifications that can be generally applied.

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Finding and Displaying Print Lists 1. In the SAP Easy Access menu, choose ArchiveLink -> Find Stored Print Lists (transaction OADR). A search template is displayed. 2. Enter (if known): –

Report name

The report that generated the print lists. –

Info

If the report name is not unique, you must make an entry here. –

Storage date from...to

If you enter dates, the system only searches for print lists that were stored within the specified period. –

Business object

–

Document type

–

User

–

Short text

If you want to search for all existing stored print lists, leave the fields empty and continue with step three. 3. Choose Program → Execute. The hit list of stored print lists is displayed. The stored print lists that fulfill the search criteria are displayed. The list display corresponds to the SAP standard layout, which m eans that all standard filter and sort functions can be used. For more information, see ABAP List Viewer [Ext.]. To display a print list, select the print list and choose

.

Notes for displaying: If you connect to the storage system using the ArchiveLink HTTP Content Server Interface 4.5, you have the following options when displaying in the SAP System: −

Hyperlinks are highlighted in color. You can display the referenced stored document by double-clicking on these hyperlinks. If several stored documents are referenced, double-clicking generates a list from which you can select the required stored document.

−

Free search and attribute search (for indexed print lists)

−

Scrolling using the scroll keys in the menu

−

Editing notes using Print list → Display/Create/Enhance Note

−

Navigation to the start or end of the print list using Goto → Start of List or End of List

If you connect to the storage system using RFC, the following restrictions apply:

ArchiveLink

−

No attribute search is available.

−

No free search of the whole list is possible.

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The scroll bar can only be used for positioning within the area currently displayed. The scroll keys in the menu bar, however, relate to the whole list.

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Document Viewer Use The Document Viewer is displayed when you display documents.

Features The toolbar provides the following functions: Store new document The transaction Store Documents is displayed in a new session. From here you can trigger the storage and processing process for a new document. Close document The current document is deleted from the Document Viewer. Select document Selects the current document. You can use this selection, for example, to link the document with another business object from the administration (see Creating Multiple Links for Stored Document [Page 69]). Assign document to an additional object In addition to the existing link, you assign the current document to another business object. A dialog box is displayed in which you have to enter the following: −

Object type of the business object to which you also want to link the document.

−

Document type to which you want to assign the current document and its new link.

−

Number of months before the new link entry can be deleted from the link table (optional).

Use document to start task Starts a new workflow for processing the document. A dialog box is displayed, in which you need to make all the necessary entries for starting an ArchiveLink workflow. Use to start the workflow. Note This function is only offered if you are using an HTTP storage system. This opens the to Note Editor, where you can write or enhance one note for the document. Use delete the note. In the Documents field beneath the toolbar, the number of documents currently stored in the Document Viewer is displayed. You can use the selection field to change between the documents displayed. The Toolbox of the Generic Object Services is available in the right screen area. These functions relate to the business object that is linked to the current document.

You can deactivate this function in customizing.

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Customizing for the Document Viewer You can use the following techniques for displaying documents within the Document Viewer: •

HTML Control (standard setting) HTML control is an Internet browser embedded in the SAPGUI to enable all Internet browser display techniques (direct display, plug-ins). You cannot display documents in FAX and TIF formats. For displaying FAX and TIF formats, you can implement the display program WANG Imaging, which is supplied with every Windows installation. This is the standard setting; you do not need to perform any Customizing.

•

ECL Control ECL control is supplied by SAP and can display both TIF and FAX formats. For more information on ECL control, see the SAP library under Cross-Application Components → Document Management → Viewer for Displaying Original Application Files . To activate ECL control, choose the following in the Implementation Guide (IMG): SAP Web Application Server → Basis Services → ArchiveLink → Front End Communication Customizing → Make Settings for Storage and Display.

Instead of the Document Viewer, you can use your storage system provider viewer to display documents. To do this, you need to carry out some Customizing settings for communication between the SAP system and the storage system. The Customizing settings override the standard settings. For more information, see Front End Communication [Page 76]. You also have the following Customizing options for the Document Viewer: •

Deactivate the Generic Object Services Toolbox.

•

Use your own HTML page for displaying. To make these settings, choose the following in the IMG: SAP Web Application Server → Basis Services → ArchiveLink → Front End Communication Customizing → Make Settings for Storage and Display.

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Connecting to the Generic Object Services Use You can use the Generic Object Services [Ext.] in the system menu to perform three ArchiveLink functions starting from business objects implemented in SAP applications, regardless of the application. The Generic Object Services integrate these functions into all SAP applications, without the need for integrating specific function modules into each application.

Prerequisite The SAP application component must support the Generic Object Services.

Features You can use the Generic Object Services to perform the following functions: •

Displaying Attachments [Page 52]

•

Attaching a PC Document to an Object and Storing [Page 53]

•

Assigning an Object the Bar Code of a Document [Page 54]

Activities To go to the Generic Object Services from the application document, choose the central menu path System → Object Services.

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Displaying Attachments Use You can call an overview of the attachments linked to an object. For example, these can be PC documents or general notes. You can display attachments in the overview. You can also change the attachments that you created yourself. Related objects and personal notes are not given in the attachment list. You can call related objects with the function Displaying Relationships [Ext.]. You can call your personal note in the toolbox by using the symbol .

Procedure 1. In the Toolbox [Ext.] of the object services, choose

.

The list of the documents appended to the object is then displayed. 2. To display a document or a note from the list, select it by double-clicking. 3. In order to change a folder, proceed as follows: a. Select the entry. b. Choose

.

If a PC document is involved, the document is either opened directly in the SAP document display or in the PC application. In the last case, the SAP document display screen is additionally opened. c.

Make your changes.

d. If you have changed a note or a link, you must choose document, proceed as follows:

. If you have changed a PC

•

If the document was opened in the SAP document display, choose .

•

If the document was opened in the PC application, you must save it in the PC in the SAP application. You must then close the document and choose document display.

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Attaching a PC Document to an Object and Storing Use You can append documents, which have a connection to an object, from your PC to the object and at the same time store it in an optical archive.

Prerequisites This function is only then active if an optical archive is connected to the SAP System. The document type (format template, for example FIINVOICE) and document class (for example DOC or FAX) of the document that you want to store must be known.

Procedure 1. In the Toolbox [Ext.] of the object services, choose

.

2. Choose Store business document. 3. Expand the node of the document class that corresponds to your document. 4. Choose the document type that corresponds with your document by double -clicking on it. 5. Enter the path and file name of your document in the following dialog box. Alternatively, you can use the value help to call a window with the directory structure of your PC, in which you can call the directory and select the document by double clicking. 6. Choose

.

Result The PC document is stored in the optical archive. You and other users can call it by using the Attachment List [Page 52] of the object.

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Assigning an Object the Bar Code of a Document Use You can link a document with an object in advance, that is later to be scanned in and stored in an optical archive. You also append the bar code of the document to the object. If the document is scanned in later, the connection to the object is made by means of the bar code. For background information on the concept, see Late Storing with Bar Codes [Page 26]. However, you must note that the procedure described there differs from that described here. The business object is already available when entering a bar code using object services.

Prerequisites This function is only then active if an optical archive is connected to the SAP System.

Procedure 6. In the Toolbox [Ext.] of the object services, choose

.

7. Choose Enter bar code. 8. Enter a bar code for your document.

Result A scanned in document with the given barcode, that is stored in an optical archive, is automatically appended to the current object. You and other users can call the document by using the attachment list of the object.

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Administration The following sections are intended for administrators, and explain the •

Administration Tool Monitor [Page 56],

•

Administration of Stored Documents [Page 63], and the

•

Authorization Concept [Page 72] for ArchiveLink.

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The Administration Tool Monitor Use The administration tool Monitor provides a general tool for monitoring during normal ArchiveLink operation. To navigate to the ArchiveLink Monitor, choose the following in the SAP Easy Access menu: ArchiveLink → Administration → ArchiveLink Monitoring (transaction OAM1).

Features The administration tool Monitor allows you to monitor all the components necessary for storage (spool, queues, background processing and so on) from a central position. All steps are logged, including the errors. Storage requests with errors can be retriggered. You can use the pushbuttons to display the table named on each button. The figures next to the pushbuttons state how many entries are currently in the table. The figures are only current if you have activated the flag “Include in Refresh”. To save the current selection, choose Settings → Define Initial Position . The appropriate areas will then be immediately refreshed every time the monitor is called. You can monitor storage of the following documents: •

Print lists For more information, see Monitoring Storage of Print Lists [Page 58].

•

Outgoing documents For more information, see Monitoring Storage of Outgoing Documents [Page 61].

•

Incoming documents in bar code scenarios. For more information, see Monitoring Storage with Bar Codes [Page 62].

The following functions are also available on the screen: •

Logging Choose Entries to display a list of logging entries. Errors can occur when sending commands to content servers or when attempting to create link entries, for example. From the detail display for a logging entry, you can display the error message and delete the entry if necessary.

•

Connection Test You can check whether the connection works for all content repositories created for ArchiveLink. (The system recognizes this by its two-digit technical name). −

Links to display a list of content repositories that are successfully Choose connected.

−

Choose errors.

Connections to display a list of content repositories that have connection

The following functions are available in the menu bar: •

You can choose Monitor to call all the functions of the ArchiveLink Monitor. These are described below.

•

By choosing Goto, you can call all end user functions.

•

By choosing Administration, you can call all the administration functions. For more information, see Administration of Stored Documents [Page 63].

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The function Reset Alert is also available. If an error occurs when storing using ArchiveLink, an error, or Alert, is triggered in the Alert Monitor of the Computing Center Management System (CCMS). Depending on how serious the errors are, they are classified as yellow (critical) or red (very critical) alert. After an error has been resolved, you are recommended to refresh the display on the Alert Monitor to reset the red or yellow traffic light symbol to green. To go to the CCMS Alert Monitor from the SAP Easy Access menu, choose Tools → CCMS → Controlling/Monitoring → Alert Monitor (transaction RZ20). •

By choosing Customizing, you can call all Customizing functions. For more information, see the online documentation in the Implementation Guide (IMG). Choose SAP Web Application Server → Basis Services → ArchiveLink.

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Monitoring Storage of Print Lists The procedure for storing print lists is shown schematically in the following diagram: Print list from an SAP application Print command

SAP

Spool Searches for entries

creates

Scheduled ArchiveLink job

Writes entry in

If entry found: Start

Spool file

Storage queue ( CARA queue

Storage job ( CARA job

) creates storage request

Gets file

)

in

Request management

Storage for background job

Confirmation

Storage system

The following text describes all settings and monitoring options.

Settings for storing print lists You can use •

to change between modes:

Request management active (standard setting) : Request management is active in a new monitor. inactive: Request management is active in an old monitor.

The monitor has been changed for Release 6.10. You can still go to the old monitor using the pushbutton Old Monitor. You are recommended to use the new monitor. •

Delete Automatic (standard setting): After successfully storing the print list, the storage request is automatically deleted in request management. Manual: After successfully storing the print list, the storage request rem ains in request management until you delete it manually.

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Storage requests Multiple step mode (standard setting): The steps of the storage request follow on automatically. Single step mode: Each step of the storage request is only executed if it is manually triggered.

•

Confirmations Multiple step mode (standard setting): The steps of the confirmations run automatically after each other. Single step mode: Each step of the confirmation is only executed if it is manually triggered.

Storing Print Lists •

Storage queue

The CARA queue screen is displayed. The CARA queue is the queue in which the spool writes storage requests for print lists. By choosing the queue. •

you manually start the execution of the storage requests waiting in

ArchiveLink job

The job overview of the ArchiveLink job is displayed, that you scheduled in customizing. The ArchiveLink job searches the CARA queue for entries. •

Storage job

The screen for the storage job is displayed. Whenever the ArchiveLink job finds an entry in the CARA queue, it starts the storage job (CARA job), which then creates the storage request in request management. •

Storage requests

A list is displayed containing all current storage requests. Choose containing only the failed storage requests.

to display a list

From the list, you can go to the detail view of the storage request, where the request history is logged. For more information, see Storage Requests: Detail View [Page 60]. •

Confirmation

After storing, the storage system returns a confirmation to the SAP System. A list is displayed containing all the current confirmations. Choosing displays a list containing only storage requests for which unsuccessful storage was confirmed.

Printing stored lists •

Print job

Print lists can be printed from an entry in the detail screen of the hit list. A print job is started for printing, and a list of all current print jobs is displayed.

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Storage Requests: Detail View To display the detail view of a storage request, select an entry in the list of storage requests and choose .

Use The detail view of a storage request displays all available information about the request. All the steps of the request are logged under Request history. All the steps of the confirmation are logged under Confirmation. Steps with errors are marked in red. After the error has been resolved, you can repeat the failed step and continue with the storage process. The r equest cannot be completely reset.

Features You can choose to carry out storage in single step mode. A new step will only be executed when you activate this symbol. to trigger further processing. The storage steps are executed until the You can choose request is completed or an error occurs. You can choose

to display error messages for any errors that have occurred.

You can choose to display the confirmation for the current request above the request history, (the standard setting displays it under the request history.) You can choose Display background job to go to the detail display of the background job that is created in request management and actually stores the print list. You can choose

ArchiveLink

to manually delete the storage request.

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Monitoring Storage of Outgoing Documents Storage requests

A list is displayed containing all failed calls of the function module ARCHIV_CREATE_TABLE IN BACKGROUND TASK. Outgoing documents are stored synchronously using the function module ARCHIV_CREATE_TABLE IN BACKGROUND TASK. The function module is called using a transactional Remote Function Call (tRFC). For more information, see the unit Information for Developers, under Storing Outgoing Documents [Page 92]

From the Monitor, you can go to the list of all failed transactional RFC calls, by choosing Environment → Transactional RFC in the menu bar. An overview of the ArchiveLink function module calls is displayed. You can also call this overview for the user currently logged on, if necessary. If an error occurs when generating an outgoing document, the relevant function module (ARCHIV_CREATE_TABLE IN BACKGROUND TASK) can be restar ted here. An interface command is sent to the connected external storage system, which transfers the known RFC information used for communication with external systems. This informs the content server which RFC parameters can be used to reach the current SAP System. For more information about transactional RFC, see the RFC Programming in ABAP documentation, section Transactional Remote Function Calls [Ext.].

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Monitoring Storage with Bar Codes The group heading Bar Codes refers to storing incoming documents with integration of bar code technology. •

Internal

The table of open internal bar codes is displayed. Open internal bar codes are bar codes that have been entered when entering the application document, and have not yet been matched with a bar code reported by the scan software. You can enter search parameters to restrict the number of hits in the hit list. •

External

The table of open external bar codes is displayed. Open external bar code s are bar codes that have been entered in the scan process and have not yet been matched with a bar code entered with the application document. From these tables you can display the detail view for an entry. If a bar code has been entered incorrectly, you can change or delete the bar code value manually. You can also display the corresponding business object (for internal bar codes) or document (for external bar codes). You can use to manually match the bar codes. When matching the bar codes, the system checks whether there are corresponding entries. If this is the case, a link entry is made.

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Administration of Stored Documents Use In administration of stored documents, you can administrate the links between stored documents and application documents. For administration of stored documents, choose the following in the SAP Easy Access menu: ArchiveLink -> Administration -> Administration of Stored Documents (transaction OAAD).

Features The screen is divided into the sections Documents (incoming and outgoing), Print lists, and Archive files. The current number of stored documents is displayed at the top of each section. For an updated overview, choose Stored documents → Refresh number. The Document Finder function is offered centrally. You can use the Document Finder to search for both documents and print lists. In contrast to the technical search, you can use content attributes for searching using the Document Finder. Prerequisite: You have created the necessary document areas. For more information, see The Document Finder [Page 41]. Beneath the group headers, pushbuttons are available for the following functions: Group header Documents •

Technical Search −

Search for and display stored documents (see Finding and Displaying Stored Documents [Page 65])

−

Edit link entries (see Editing Link Entries for Stored Documents [Page 66]).

•

Store and Assign

Create a document and link it to an existing business object (see Storing and Assigning Documents [Page 67]). •

Reassign (Change Link)

Create a new link for a document that is already stored. The old link is deleted (see Reassigning a Stored Document [Page 68]). •

Create New Link

Create a new link for a document that is already stored. The old link is not deleted (see Assigning a Stored Document to an Additional Object [Page 69]).

The document to be linked with a business object must be selected, or be among the last five documents displayed. The number of selected documents and the number of displayed documents are shown for your information. Group header Print lists •

•

Technical Search −

Search for and display stored print lists (see Finding and Displaying Stored Print Lists [Page 70])

−

Edit link entries (see Editing Link Entries for Stored Print Lists [Page 71]). Display all

Display all stored print lists.

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Group header Archive files •

Technical Search

Search for stored archive files. •

Display all

Display all stored archive files.

You can only find and display archive files stored before Release 4.6C.

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Finding and Displaying Stored Documents Procedure 1. Choose

Technical Search.

A search template is displayed with the technical ArchiveLink attributes. 2. Enter values in the search template to restrict the search, and choose

.

The technical hit list is displayed. The list contains all documents that fulfil the search criteria. The link entry data is shown for each document.

Additional search function: You can choose Stored documents → Links to list the last five documents displayed. You can select these to display them in the hit list.

Functions in the technical hit list The list display corresponds to the SAP standard layout, which means that all standard filter and sort functions can be used. For more information, see ABAP List Viewer [Ext.]. The following functions are also available: •

Choose to go to the detail view of the link entry, where further editing options are available. For more information, see Editing the Link Entry for a Stored Document [Page 66].

•

Choose

to display a stored document.

•

Choose

to display the corresponding business object.

•

Choose

to display the status for an entry.

•

to delete the stored document. This symbol is only displayed if you have Choose delete authorization. If there is only one remaining link entry for the document you are deleting, the system asks two security questions: 1. Delete link? Warning: Last. If you confirm, the link is deleted and the document is displayed once more for security reasons. 2. Delete stored document? If you do not want to delete the document, you have the option to stop the delete process at this point. You can recreate the link to the document in the Document Viewer using .

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Editing the Link Entry for a Stored Document From the hit list, choose to go to the detail display for a document. In addition to the functions available in the hit list, you have the following editing options: •

Reassign or subsequently assign the document. Choose the corresponding pushbutton to execute each function. These functions are also available on the initial screen Administration of stored documents (pushbuttons Reassign and Create New Link ). For more information, see Reassigning a Stored Document [Page 68] and Assigning a Stored Document to an Additional Object [Page 69].

•

Change the document type of the document. Choose the cor responding pushbutton to execute the function, . −

Enter the new document type and - if required - a retention period in months.

−

Choose Continue. The new document type is assigned to the document.

•

Start a workflow task. To do this, choose Stored documents → Start task A dialog box is displayed in which you need to make all the necessary entries for starting an ArchiveLink workflow. Choose to start the workflow.

•

Display all other link entries for the document. To do this, choose Stored documents → Display Links. The technical hit list is displayed, containing only the links to the current document.

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Storing and Assigning a Document You can link a document from your hard drive to an existing business object, and store it in your storage system. 1. Choose

Store and Assign.

A dialog box is displayed. 2. Enter the business object type for the business object to which you want to assign the document. Enter a document type for the document. 3. Choose

.

A dialog box is displayed. 4. Enter the object-type-dependent object key for the business object to which you want to assign the document. A dialog box is displayed containing all the files on your hard drive. 5. Select the document you want to assign to the business object. The document is assigned to the business object and stored in your storage system.

You can also perform this function using the Generic Object Services (see Attaching a PC Document to an Object and Storing [Page 53]).

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Reassigning a Stored Document You can change the business object to which a stored document is already linked, by assigning it to a new business object and deleting the old link.

Procedure 1. Choose

Reassign.

2. Enter the following: –

Business object type of the initial object The initial object is the business object to which the stored document is still assigned.

–

Business object type of the target object The target object is the business object to which the stored document is to be assigned.

–

Document type to which you want to assign the stored document with the new link.

–

Optional: Retention period (in months) of the new link entry in the link table

3. Choose Reassign. A dialog box is displayed. 4. Enter the key fields for the initial object in the dialog box and confirm. 5. The initial object is displayed for you to check. 6. Confirm the business object. A dialog box is displayed. 7. Enter the key fields for the target object and choose Continue to confirm. The target object is displayed for you to check. Once it has been confirmed, the appropriate link entry is created.

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Assigning a Stored Document to an Additional Object You can assign the stored document to another business object, in addition to the business object to which it is already linked.

Prerequisite The document that you want to link must be among the five documents last displayed for the system to find it.

Procedure Proceed as follows: 1. Choose

Create New Link .

A dialog box is displayed. 2. Enter the following data: –

Object type of the additional business object to which you want to link the document.

–

Document type to which you want to assign the document and its new link.

–

Number of months before the new link entry should be deleted from the link table (optional).

3. Choose Subsequent assignment. A dialog box is displayed. 4. Enter the key fields for the business object and choose Continue to confirm. The business object is displayed for you to check. After you have confirmed, a dialog box is displayed listing the five documents last displayed. 5. Select a document. The link is created.

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Finding and Displaying Stored Print Lists Procedure Under the group header Print lists, you have two options for displaying the hit list of stored print lists. Technical Search

A search template is displayed with the technical ArchiveLink attributes. Enter values in the search template to restrict the search, and choose . The technical hit list is displayed. The list contains all print lists that fulfill the search criteria. The link entry data is shown for each print list. Display all

The technical hit list is displayed directly without entering any search parameters. The list contains all the stored print lists in the current client.

Functions in the technical hit list The functions in the hit list correspond to those in the technical hit list for documents. For more information, see Finding Stored Documents [Page 65].

Note for displaying print lists: If you connect to the storage system using the ArchiveLink HTTP Content Server Interface 4.5, you have the following options when displaying in the SAP System: •

Display Hyperlinks and Colors

•

Free search and attribute search (for indexed print lists)

•

Scrolling using the scroll keys in the menu

•

Editing notes (display, create, enhance)

•

Navigation to the start or end of the print list using Goto → Start of List or End of List If you connect to the storage system using RFC, the following restrictions apply:

•

No attribute search is available.

•

No free search of the whole list is possible.

•

The scroll bar can only be used for positioning within the area currently displayed. The scroll keys in the menu bar, however, relate to the whole list.

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Editing the Link Entry for a Stored Print List From the hit list of stored print lists, you can use to display the link entry for a print list. In addition to the functions available in the hit list, you have the following editing options: Print the print list. To do this, choose Print list → Print from storage system . A dialog box is displayed for you to specify whether you want to print the whole list, or only a certain page area. After you have selected an option, a screen appears in which you enter the print parameters. The chosen parameters are evaluated internally and processed further, and the stored print list is retrieved from the storage system again. The report output is restarted in the same format it was stored in.

An authorization check has been integrated for printing a print list. If you do not have authorization to print, the print icon is not displayed.

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The Authorization Concept Roles are the basis for defining user authorizations. Roles generate profiles and authorizations for users. For more information on roles and authorizations, see Authorizations, Profiles and the Profile Generator [Ext.] . Authorizations enable users to perform particular functions in the SAP System. Each authorization relates to an authorization object. Authorizations are entered in the user master record, enabling the respective users to work productively with the system. Authorization objects make possible complex checks, linked to several conditions, of an authorization that allows a user to execute an action. Authorization profiles encompass a list of authorizations that control user access to various areas of the system. The authorization profiles are defined in the user master record for the respective user when the SAP System is installed.

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Authorizations The SAP System uses the following authorization objects to check access to ArchiveLink functions:

S_WFAR_OBJ You can use this authorization object to restrict working with documents (storing, dis playing). This authorization object is required for the user role and the administrator role. It is assigned to the object class “Basis – Central Functions”.

S_WFAR_PRI You can use this authorization object to restrict working with print lists (storing, di splaying). This authorization object is required for the user role and the administrator role. It is assigned to the object class “Basis – Central Functions”.

S_BDS_DS You can use this authorization object to restrict working with the Business Document Navigator (BDN) (see also Business Document Navigator [Ext.]). You only need this authorization object if you work with the BDN. It is assigned to the object class “Basis – Central functions”.

S_WFAR _KPR You can use this authorization object to restrict access to the document search. Access authorization can be checked on the level of document area and attributes. This authorization object is required for the user role and the administrator role. It is assigned to the object class “Basis – Central Functions”.

S_TABU_DIS This is an authorization object for the administrator. It controls Basis -wide accesses that were made using standard table maintenance, extended table maintenance, or the Data Browser, including accesses carried out in the Customizing system an d with the Customizing Wizard. For maintenance views, the authorization group SAOP is checked. The administrator requires S_TABU_DIS with the authorization group SAOP. This authorization object is assigned to the object class “Basis - Administration".

You can display the authorization objects in the system by choosing the following in the SAP Easy Access menu: ABAP Workbench Development →Other Tools → Authorization Objects → Objects (transaction SU21). You will also find the documentation for each authorization object here. For information on maintaining authorizations and authorization objects, see the documentation BC - Users and Roles [Ext.].

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Authorization Checks for ArchiveLink Function Modules The following ArchiveLink function modules are subject to authorization checks: •

ARCHIV_SEND

Function module for messages from the storage system to the SAP System •

ARCHIV_BARCODE_INSERT_RFC

Function module for bar code confirmations to the SAP System These function modules are RFC-capable. The system checks whether the relevant RFC connection user has the authorization object S_WFAR_OBJ with the following values in his or her user master record: •

70 for ACTVT

•

* for OAARCHIV

•

* for OAOBJEKTE

•

* for OADOKUMENT

Transactions For the administrator transactions , an authorization check occurs on activity 70 (70 for administration). For the user transactions , the following authorization checks apply: Document Finder: An authorization check is performed on the activity 03 (03 for search). Find stored print lists: An authorization check is performed on the activity 03 (03 for search). Store Documents: An authorization check is performed on the activity 01 (01 for store).

Functions For the function Print stored print list, an authorization check is performed on the activity 04 (04 for print stored document). For the functions Delete stored documents and Delete stored print list , an authorization check is performed on the activity 06 (06 for delete).

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Roles for ArchiveLink The authorizations for your area are regulated using roles. For more information, see the Roles [Ext.] documentation.

Standard settings The following roles are provided for ArchiveLink: •

SAP_BC_SRV_ARL_USER Role for ArchiveLink user

•

SAP_BC_SRV_ARL_ADMIN Role for ArchiveLink administrator

Authorizations for ArchiveLink are also contained in the following Basis roles: •

SAP_BPT_ADMIN Role containing, amongst other things, administration authorizations for ArchiveLink.

•

SAP_BPT_USER Role containing, amongst other things, normal user authorizations for ArchiveLink.

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Customizing Front End Communication In customizing for front end communication, you determine the technical procedure for the following ArchiveLink functions: •

Storing from front end

•

Display stored document

•

Close display window.

You perform customizing in the Implementation Guide (IMG). In the IMG, choose: SAP Web Application Server → Basis Services → ArchiveLink → Front End Communication Customizing. The following text explains the variants you can choose for executing the individual functions, and which customizing activities you need to carry out for each.

Function: Storing from Front End You have the following options: 1. Storing using the file selection box (standard setting) You choose this variant if you want to use storage scenarios with integration of bar code technology, or if you are only storing desktop files. The user stores the file by selecting it from the file selection box. The user stores the file by selecting it from the file selection box. No customizing is necessary. 2. Storing using OLE Automation 2.0 You choose this option if you want to use the scan software of your storage system supplier and have chosen storage scenarios with integration of SAP Business Workflow. Storage occurs by direct communication between the scan software and the SAP System. Prerequisite: Your storage system is OLE Automation 2.0 compatible (this is part of ArchiveLink certification). Required customizing activity: Protocol maintenance (choose the communication type OPEN) and application maintenance.

Function “Display stored document” You have the following options: 1. Display in HTML Control (standard setting) You choose this variant if you want to use the Document Viewer supplied by SAP. HTML control is an Internet browser embedded in the SAPGUI to enable all Internet browser display techniques (direct display, plug-ins). For displaying FAX and TIF formats, for example, you can implement the display program WANG Imaging, which is supplied with every Windows installation. No customizing is necessary. 2. Display in ECL Control You choose this variant if you want to use the Document Viewer supplie d by SAP and you also want to display TIF and FAX formats using an SAP display program. ECL control is supplied by SAP and can display both TIF and FAX formats. For more information on ECL control, see the SAP library under Cross-Application Components → Document Management → Viewer for Displaying Original Application Files . Required customizing activity: Storage and display settings (set the flag to include ECL control). 3. Display using OLE Automation 2.0 ArchiveLink

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You choose this variant if you want to use the viewer of your storage system supplier. Prerequisite: Your storage system is OLE Automation 2.0-compatible (this is part of ArchiveLink certification). Required customizing activity: Protocol maintenance (choose the communication type OPEN) and application maintenance. 4. Displaying on a non-Windows PC You choose this variant of you want to display documents on a PC that does not use Windows. Required customizing activity: Protocol maintenance (choose the communication type ARCHIVELINK) and application maintenance.

Function “Close Window” The function “Close window” refers to the document display window. While the application document is being entered, the document is displayed in another window. This function closes the display window when the application document is saved. Customizing depends on which variant you have chosen for displaying. 1. For displaying in HTML Control: No customizing is necessary. 2. For displaying in ECL Control: No customizing is necessary. 3. For displaying using the viewer of the storage system supplier: Required customizing activity: Protocol maintenance (choose the communication type OPEN) and application maintenance. 4. For displaying on a non-Windows PC: Function cannot be executed.

For more information on protocol and application maintenance , see Protocol Maintenance [Page 78] and Application Maintenance [Page 81].

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Protocol Maintenance Protocols determine the method of communication between the SAP System and the content repository. You only need to maintain protocols if you want to use front end communication that differs from the standard setting. When you maintain a protocol, you need to enter the name of the protocol when defining the corresponding content repository (basic customizing). Protocol maintenance consists of the following settings: For each document class, you choose the communication type for the ArchiveLink functions Display stored document , Store from Front End and Close window. (The function Retrieve stored document on Client PC is for support purposes only and cannot be customized). To display protocol maintenance, choose the following in the Implementation Guide (IMG) : SAP Web Application Server → Basis Services → ArchiveLink → Customizing Front End Communication → Maintain Protocols. For information on executing the individual activities, see the online help in the IMG. The following text explains which communication types to enter.

Function: Storing from Front End

You only maintain this option if you want to use the scan software of your storage system supplier and have chosen storage scenarios with integration of SAP Business Workflow. Only maintain the function for the document types of incoming documents. Choose the communication type OPEN for all required document classes. OPEN is a superordinate term for OLE Automation 2.0. Next, choose a logical name for the application you want to connect to. This can be a name of your choice. In the customizing activity Application maintenance, you maintain the exact communication commands for the connected application. The setting has the following effect: If a user starts the storage process while the system is in operation, ArchiveLink sends a request to the storage system scan software to store the document. The scan software stores the document and returns a unique identification to the SAP System, the arch_doc_id. The diagram below shows the technical procedure for the function: Storage command

SAP system arc_doc_id in Variable @DID

OLE application

If more than one content repository is connected, you also need to transfer the variable archiv_id to the scan software with the request. The scan software will then know in which content repository to store the document.

Function “Display stored document”

Only maintain this function if you want to use the viewer of the storage system supplier, or if you want to display using a Non-Windows PC.

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Displaying in the viewer of your storage system supplier

Choose the communication type OPEN for all required document classes. OPEN is a superordinate term for OLE Automation 2.0. Next, choose a logical name for the application you want to connect to. This can be a name of your choice. In the customizing activity Application maintenance, you maintain the exact communication commands for the connected application. The setting has the following effect: If a user starts the display process while the system is in operation, ArchiveLink sends a request to the viewer of the storage system to display the stored document, which is identified by the unique number _doc_id. The diagram below shows the technical procedure for the function: Display command arch_doc_id in Variable @DID

OLE application

SAP system

Displaying on a non-Windows PC

Choose the communication type ARCHIVELINK for all r equired document classes. The setting has the following effect: ArchiveLink creates the connection between front end components and storage system. The function Display stored document occurs in two steps: First, the stored document is copied from the storage system to the local PC, then the file is displayed as a local file.

You can use to generate protocols. For more information, see Generating Protocols [Page 80].

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Generating Protocols When generating protocols, only entries for displaying documents are created.

Purpose You can create a standard protocol . In this case, entries for document classes DOC, PDF, TIF, HTM and XLS are generated. The application registered for the relevant document class is started when you display. You can also generate individual entries for the following applications and the corresponding document classes: Application

Document classes

MS Word

DOC

MS Excel

XLS

Wang Imaging for Windows NT

TIF, BMP

Graphic Converter for Apple Macintosh

TIF

MS Internet Explorer

TIF, DOC, XLS, PDF, HTM, GIF, JPG

Prerequisite You have created a protocol.

Process Flow Individual Entries 1. You must make specifications regarding: –

Application and/or

–

Document class

2. You can then make specifications regarding: –

Displaying the local document

–

Executing the application -

Using EXECUTE or

-

Using OLE

3. Default values are suggested by the system for the document class and the display function. 4. You can change these default values or have the system make the respective entries using Generate.

Result The system has generated the entries for your protocol in accordance with your individual requirements.

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Application Maintenance You use application maintenance to define the sequence of the calls sent by the SAP system to the specified partner application, in order to handle a particular function. The storage system supplier normally performs this maintenance.

You only need to carry out application maintenance if the front end components are connected using OLE Automation 2.0 (if the value “OPEN” has been chosen in protocol maintenance). To perform application maintenance, choose the following in the Impleme ntation Guide (IMG): SAP Web Application Server → Basis Services → ArchiveLink → Customizing Front End Communication → Maintain Applications. For information on executing the individual activities, see the online help in the IMG. For each function, you can define a sequence of OLE functions, which are processed at runtime. Applications are called by their definition in protocol management. The diagram below illustrates these options and the procedure for application maintenance.

Applications

Edit application

New application

Delete application

Edit function

OLE

This application predefines the syntax that the SAP System uses to communicate with an application called.

You can only maintain OLE Automation 2.0-capable applications for the front end functions, and not AppleScript and OpenDoc.

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Syntax: OLE Automation Separate the name of the application and commands used to communicate with this application. You can split these commands further into method calls, attribute settings and the retrieval of object attributes: •

Name of the application

•

Commands for communication with the application

–

Method calls (see Calling Object Methods [Page 84])

–

Attribute settings (see Setting Object Attributes [Page 86])

–

Retrieving attributes (see Retrieving Object Attributes [Page 87])

The application names and the communication syntax are described in the user documentation for the application to be called. The application names are also frequently called object names .

Object names: •

Application name for WinWord:

WORD.BASIC

•

Application name for Excel:

EXCEL.APPLICATION

Transfer of Variables using ArchiveLink So that you can communicate universally from ArchiveLink using OLE, is it necessary to transfer variables/parameters to OLE objects or to obtain values of OLE objects and to transfer these values to variables in ArchiveLink. For this purpose, variables have been defined which you can transfer to OLE applications or into which you can transfer values of OLE objects. These parameters are specified in the application administration of the OLE function.

All variables are string variables (no integers). The following variables are defined:

OLE Variables Variable

Description

@DPA

File path on front end, display path

@AID

Storage

@DTI

Document class

@DID

Document ID (arc_doc_id)

@SPA

Path on application server, basic path or archive path

@WID

Window ID

@WIT

Window title

@ADA

Storage date

@ATI

Storage time

@STA

Document status (online, offline,...)

@COU

Number of retrieved files

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@DFN

Names of retrieved files

@UID

User name

@LAN

Logon language

@ETX

Error text

@DPO

Document path

@PAG

Page number

@FPA

Front end path

EID

Error number/return code (0 for okay, string for error)

OLE parameter @DPA is used most frequently.

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Calling Object Methods There are two syntax forms when you call object methods:

Syntax 1: =

Syntax 2: <ExportVariable 1>.. <ExportVariable 5>

is a name defined by the OLE application, whereas , <ExportVariable 1>.. <ExportVariable 5> represent the occurrence of transferred

variables. Export variables are used for transmitting values to the OLE object (similar to setting object attributes).

Syntax Variant 1 From a functional point of view, the syntax variant 1 is a sub-case of the syntax variant 2, because it can transfer only one variable. OLE applications do not provide alternative syntax variants, but generally only provide one form. The syntax variant 1 allows the following functions: •

Call an object method with an import variable

•

Create a new (sub-)object from the current object.

Determine the current file name in Word: filename = @DPA

Syntax Variant 2 Syntax variant 2 allows you to call an object method with up to five export variables.

Displaying a local file in Word: fileopen @DPA

Sub-objects You can also call object methods that do not refer to the global object but to a sub-object of the application. First create this object, then you can edit the attributes. The corresponding syntax is then:

Syntax: