Sap_archiv_elo_english_asia.ppt

ELO Digital Office GmbH

ECM ELO ArchiveLink with SAP R/3 Jakarta, 30.05.2007

© ELO Digital Office GmbH

SAP Archivierung

ELO Digital Office Tradition, Technology, Solution

© ELO Digital Office GmbH

History

SAP Archivierung

• 1896: Establishment of the Louis Leitz company

• 1995: Establishment of the Louis Leitz Digital Office GmbH as subsidiary of the holding • 1997: Establishment of the ELO Digital Office GmbH • 2004: Go ASIA: ELO Digital Office Indonesia • 2005: ELO Digital Office Asia • 2006: Joint Venture: Seacare Digital Office Pte, Ltd.

© ELO Digital Office GmbH

SAPand Archivierung Modularity Flexibility

Email Integration

Replication

Mobile

Fulltext / OCR Barcode-/ Form recognation

Multi CAD

Workflow DMS & Security

Internet Gateway

Archiv

COLD-XML Import ERP Archivlink

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Digital Signature

Backup Server

Dicom / Radiology formats

SAP Archivierung

Principles of SOA (Service Oriented Architecture) Process

Step 1

Step 2

SQL-Database (SQL, OLE DB, XML/A, ODBC, Oracle, Custom)

Step 3

Service-Interface

Security Services

Application Server ELO Index-Server

Output Formats (HTML, Excel, PDF, Custom)

© ELO Digital Office GmbH

Archiv

Capture

DMS

Workflow ELO Repository

Archive Data

SAP Archivierung

Differences in Archiving with SAP • Document storage (optical archiving) – Original vouchers : • Incoming documents (incoming invoices,...) – early, simultaneous, late archiving

• Outgoing documents (orders, invoices, ...) – Print lists: • reports, journals etc. (FI monthly bookings, ...) – Documents created in the DVS or in SAP Office

ArchiveLink Basic Principles

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• Data archiving – Archiving of R/3 data (vouchers) via ADK (previously REORG)

SAP Archivierung

Document Storage in Archive System SAP R/3 Module Office

DVS

Print lists

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Any documents

Any documents

MM

SD

HR

applications Claims Client contracts personnel files Delivery schedules Client queries Orders Sales vouchers Reminders Framework Offers agreement Order confirmation Order query Delivery notes delivery Invoices schedule Contracts Letters Journal entries Lifo Balance audit evaluation trail Production Document orders journal Incoming invoices Credit notes Incoming payments

Incoming vouchers

Outgoing vouchers

FI

Incoming invoices Incoming credit notes

SAP Archivierung

SAP ArchiveLink: Important Terminology Object type: VBAK

Content Repository: : A1

• The object type defines the business object (e.g. the object type BKPF stands for bookkeeping vouchers)

SD

Object type: BKPF FI

SDIORDER FIIINVPREL FIIINVOICE

Archiving under SAP R/3

FAX

Document type

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• The document category describes a category of document (e.g. FIIINVOICE stands for incoming invoice for financial bookkeeping)

• Object type – document category – relations are Document category allocated to a content repository • Each document category includes a document type (e.g. FAX, PDF, ALF, DOC, etc.), which defines the technical format of the respective document

SAP Archivierung

Content Server Interface: Terminology under R/3 • Document – A document consists of admin data and content.

• Content – The content is identified and described via the admin data. A closed data quantity (1 file) is called a content unit.

• Content Server – Any server handling content administration; e.g. archive server of external storage system.

Archiving under SAP R/3

© ELO Digital Office GmbH

• Content Repository – Logical storage space for documents for the R/3 (previously logical storage system in SAP ArchiveLink). Several content repositories can exist on the same server.

SAP Archivierung

SAP ArchiveLink Application component

FI SD MM QM PP HR ...

Cross-application components

Scan programs

SAP Archivelink

Archive systems

Viewing programs

ArchiveLink Overview

User © ELO Digital Office GmbH

ELO Professional/Enterprise

User

SAP Archivierung

ELO ist SAP ArchiveLink zertifiziert

Archivierung unter SAP R/3

© ELO Digital Office GmbH

SAP Archivierung

SAP ArchiveLink: The Components SAP

ELO ArchiveLink HTTP RFC

SAP R/3 Server RFC

Archivierung unter SAP R/3

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ELO Contentserver

ELO

SAPALINK ELO Server

ELO SAP Frontend SAPALINK DLL

SAPGUI (Viewer)

OLE

OLE ELO Frontend

ELO32 Client

SAP Archivierung

Outgoing Document Storage I • Direct storage of printable documents from SAP application • Possible for all SAPscript print programs • Integration of documents with underlying business object – e.g. document order confirmation is integrated with business object order (VBAK)

Printer SAP basis

Archiving Scenarios

ELO

© ELO Digital Office GmbH

WORM

SAP Archivierung

Outgoing Document Storage II • Archiving ensues automatically from the respective transaction during printing (e.g. order, invoice) • Display via Acrobat Reader (PDF) • Archiving is transparent for user • Accustomed work environment

• Marginal training required • Complete and error-free storage Archiving Scenarios

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SAP Archivierung

Print List Storage I • Direct storage of print lists • Integration of hyperlinks in documents already stored and in SAP business objects possible • Allows efficient search options within stored print list via index

Printer SAP basis

Archiving Scenarios

ELO

© ELO Digital Office GmbH

WORM

SAP Archivierung

Print List Storage II • Much more compact storage than voluminous printout • Faster availability than printout • Faster access from different work stations • Indexed or free text search, and therefore increased information availability

• Easy, consistent and convenient administration Archiving Scenarios

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SAP Archivierung

Late Archiving with Barcode

Document (in-house mail)

1

2 Scanner

Document (in-house mail)

SAP basis

Document reference

Business object

barcode ID

barcode ID

• Business object capture based upon physical document

Archiving

• Manual forwarding to scanning department

Scenarios ELO

WORM

• Important: Ensures correct barcode recognition – check digit algorithms – automatic barcode recognition

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SAP Archivierung

Archiving with Barcode • Advantages – – – –

Central scanning of vouchers Allocation to business object initiated by administrator Automatic allocation of original documents and SAP vouchers Minor in-house transport of physical documents, if integrated with workflow – Faster distribution and transport, if integrated with workflow

• Disadvantages

Archiving Scenarios

© ELO Digital Office GmbH

– – – – –

Increased costs (barcode printer, software for barcode recognition) Quality assurance through scanning If there is no workflow, documents may go missing Large amount of in-house paperwork for archiving If there is no workflow, there is no way of determining the processing status

SAP Archivierung

Temporary Archiving for Processing at Later Stage / Archiving and Processing (early / simultaneous archiving) Document capture

1 work station A

Scanner

2

work station B

ELO Workflow

Workflow

Workflow

Archiving Scenarios

work station C

ELO

WORM

Integration of

n documents in the business workflow

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3

SAP posting

SAP Archivierung

Archiving for Processing at a Later Stage (early archiving) • Advantages – – – – – – –

Archiving Scenarios

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Central scanning of vouchers No in-house voucher transport Direct access to documents Fast distribution and transport Parallel processing is possible Respective transaction is started via document type SAP Business Workflow is the most consequent processing approach

• Disadvantages – Increased training requirements – Serious organisational changes may become possible – Change management required

SAP Archivierung

Data Archiving in Archive System Online

SAP DB Archiving object

-

Archive files Offline

Archiving ELO

Scenarios Archiving process

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WORM

SAP Archivierung

Benefits of Archiving with SAP I • Relieves system from concluded processes • Improves response time • Reduces data protection runtimes • Auditing acceptability: archived vouchers are safely stored • Partial access to reorganised data as single document • Partial access to reorganised data via reports Archiving under SAP R/3

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• Data availability in accordance with safe-keeping obligation • Time-saving (access, search, throughput time)

SAP Archivierung

Benefits of Archiving with SAP II • Integrated processing (no media discontinuity) • Reduced occupancy costs • Simultaneous access by several persons from different locations • Easy securing and copying

• High consistency by means of centralised data recording • High reaction capability to customer queries Archiving under SAP R/3

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• Reduce SAP Licenses for non SAP users

SAP Archivierung

More than ArchiveLink: ELO SAP AddOns • Indexdownload (+ Creation of structures) • Value Upload to SAP Workitem • Barcode Labelprinter • Create Workitem/ Start Workflow • DocIxtractor

Archiving under SAP R/3

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SAP Archivierung

© ELO Digital Office GmbH

ELO link to SAP/R3