IM111 Use the SAP Content Server for Your Document Imaging and Archiving Needs!

1. IM111Use the SAP Content Server for Your Document Imaging and Archiving Needs! John Walls, Verbella CMG, LLC Sept 10, 2008

2. Agenda • Session Overview • SAP Content Server 2.1. What is it? 2.2. What can it be used for? • Document Imaging 3.1. Why? 3.2. Available Scenarios and Demos • Printlists, Outgoing documents and Data Archiving 4.1. Printlist and Outgoing documents, Why? 4.2. Data Archiving, Why? • SAP GOS or Generic Object Services 5.1. Common uses

3. Session Learning Points- • Attendees today will understand the following learning points • An understanding of the SAP Content Server • What it takes to install it • What it takes to maintain it • Understand it’s limitations • How it can be used as a Document Imaging Platform, and what is required • How ROI can be gained very quickly • What are the supported archiving scenarios • How the SAP Content Server provides a better storage solution then just storing data archiving files on the file system

4. Agenda • Session Overview • SAP Content Server 2.1. What is it? 2.2. Fast Facts? • Document Imaging 3.1. Why? 3.2. Available Scenarios and Demos • Print Lists, Outgoing documents and Data Archiving 4.1. Print List and Outgoing documents, Why? 4.2. Data Archiving, Why? • SAP GOS or Generic Object Services 5.1. Common uses

5. SAP Content Server…..What is it? • The SAP Content Server is a stand-alone component – in which electronic documents of any format can be stored. • The documents can be saved either in one (or more) MaxDB instances or in the file system. • The SAP Content Server is available for Windows Server 2000 & 2003 as well as for several UNIX variants and Linix. • “The SAP Content Server is the server at the core of SAP’s document storage and management concept. It provides the technical infrastructure for all document-centric applications and business scenarios that do not require a long-term document archiving solution. Because the SAP Content Server is included in every SAP solution, a self-contained content server is always available to SAP customers.”

6. SAP Content Server…..Drill down into the details • SAP applications- • SAP Business Workplace, ArchiveLink, SAP Document Management System (DMS), and SAP Knowledge Warehouse. • Integrated management from within SAPGui. CSADMIN and OAC0 • MaxDB comes with Database Manager and SQL Studio • SAP MaxDB is also widely used within SAP- • The Service Marketplace, • The Training documentation in Knowledge Warehouse, and • SDN runs on SAP MaxDB. • SDN currently is one of the largest SAP NetWeaver Portal implementation with far more than 1,000,000 named users, and it runs on SAP MaxDB and Linux-x64.

7. SAP Content Server…..Fast Facts • SAP Content Server Version 6.2: Only supported window platforms • SAP Content Server Version 6.3: Release Oct 11, 2003, • Microsoft Windows, Linux, IBM AIX, Sun Solaris and HP-UX • Supported storage in a file system (UFS/NFS) • SAP Content Server Version 6.4: Released June 6, 2006, EOM March 31, 2013 • Supports Windows 2003 64BIT April 8, 2008 • MS IIS 5.0 and 6.0 June 6, 2006 • SAPinst is required to install • MaxDB current Version: 7.6 - 7.7 coming soon • 7.4 and earlier were known as SAP DB • More than 13,000 SAP customers run SAP MaxDB • Scanning interface: None • Options Media Support: None • Support SAP Release: Since 4.6C • Supported ArchiveLink Version: 0045 Http

8. SAP Installation

9. SAP Content Server File system or database (No optical Media support) SAP Cache Server HTTP HTTP SAP Content Server – HTTP HTTP SAP R/3 No Scanner Interface for SAP Content Server Third party document capture vendors like Kofax would be necessary. Retrieval of documents through the SAP GUI using the ECL Viewer

10. Create the Content Repository

11. Content Server Administration

12. Create the Content Repository on the CS

13. Details of the Content Repository

14. Testing Connectivity

15. Status Information

16. Sending the Certificate (Optional)

17. Agenda • Session Overview • SAP Content Server 2.1. What is it? 2.2. Fast Facts? • Document Imaging 3.1. Why? 3.2. Available Scenarios and Demos • Print Lists, Outgoing documents and Data Archiving 4.1. Print List and Outgoing documents, Why? 4.2. Data Archiving, Why? • SAP GOS or Generic Object Services 5.1. Common uses

18. Go to the Generic Object Services — Attachment List

19. Inquiry Quotation Accounting Vendor Master Material Master Customer Master Purchase Order Good Receipt Vendor Invoice Production Orders Sales Contracts Sales Orders Picking Packing Shipment Group Deliveries Deliveries Goods Issue Invoice SAP Process that could have documentation

20. Cost Associated with the Paper Office • Companies spend a lot on paper • $20 in labor to file a document • $120 in labor to find a misfiled document • $220 in labor to reproduce a lost document (does not include any legal penalties) • Average document gets copied 19 times • Professionals spend 5-15% of their time reading information, but up to 50% looking for it • 7.5% of all documents are lost (1 in 20) • 3% of the remainder get misfiled Source: Coopers and Lybrand/Lawrence Livermore

21. Three Most Common SAP Archiving Scenarios • Early archiving • Uses workflow to route images to processors • Once processed the image is linked to the newly created SAP R/3 document • Late archiving • Uses indexing fields to link image to existing document • Late archiving with barcode • Uses barcodes to link image to previously created SAP R/3 document

22. Old, New, and Newest — Scenario Naming Schemes

23. Late Archiving • Late archiving – uses indexing fields to link the image to an existing Accounting Document or Master Record • Very basic and easy to use • Very common with e-documents that can be uploaded • If used with a Scanned document a third party software is required • To Access this scenario - Use Transaction code OAWD to upload documents

24. Late Archiving Scenario

25. Invoice Indexing Release Scan Scanning Processing Steps – Late Archiving Document Images SAP ContentServer Data SAP Link Table

26. Late Archiving with Content Server

27. Late Archiving – Content Server Upload

28. Late Archiving – Content Server (cont.)

29. Late Archiving – Content Server (cont.)

30. Late Archiving – Content Server (cont.)

31. Late Archiving Summary • Advantages: • Very simple to use and easy to configure • It’s set up for every project as a backup or catch-all • It does not change your business process (except maybe less filing) • Drawbacks: • Key fields must be known or they have to be looked up by the scan operator or indexer • Very tedious, lending itself to key stroke errors — or mis-indexing

32. Early Archiving Scenario • Early Archiving – uses workflow to route images to A/P Possessor to process • Once processed, the image is linked to the newly-created Transaction. Very common in A/P • Allows for reporting on the duration of the processing

33. Early Archiving Scenario

34. Invoice Scanning Processing Solution Steps Document Images SAP ContentServer Release Scan Data SAP Workflow

35. Kofax Capture

36. SAP SAP Content Server Automatic Release to SAP Released to SAP RFC calls FM to Create URL RFC call creates Workitem URL is used to Store Image

37. SAP User Workflow Inbox

38. SAP User Workflow Inbox (cont.)

39. POST Process Workitem

40. Process Workitem — Completed

41. Early Archiving Summary • Advantages • Distribute work to others and eliminates paper • Allows for ad hoc approval process • Standard reporting on end-user processing • Drawbacks • Most complicated of the standard supplied archive scenarios • Faster processing requires dual monitors • SAP Workflow needs to be initialized and Org units may have to be used • Limiting workflow out of the box, • No Approval Process • No Automated Routing • No Exception Handling • Documents have to batched by, (PO vs Non-PO), then by Org Unit, then by Physical Invoice Characteristics

42. Archiving Using Barcodes • Late archiving using bar codes – uses bar codes to link image to the SAP object • Very common in A/P • Used to identify accounting transactions missing back-up documentation • Individual document indexing/categorizing is eliminated • Requires very little training • Scanning is much more efficient • No indexing • No scanning separator sheets • Very effective and easy to use scanning technique

43. Late Archiving with Barcode Scenario Process Flow

44. Invoice Validate Barcode Release Scan Scanning Processing Steps – Late Archiving with Barcode Document Images SAP ContentServer Data SAP Link Table

45. External 3rd Party REQUIRED for Barcode Archiving • Requires an External Scanning Client • If 3rd Party Content Management solutions are being used, their Scan Clients will be able to handle barcode archiving, If they are ArchiveLink Certified. • Example of this include • OnBase, IXOS, IBM, FileNet, Documentum, etc.* • If the SAP Content Server is being used. Since there is no Scanning interface supplied a stand alone imaging software application that has an Archivelink Certified interface is required. • Example of this include • Kofax Capture with Kofax Export Connector for ERP** * Partial List ** There may be other vendors, unknown to speaker. Please do your own research

46. Late Archiving with Barcode — Automatic

47. Late Archiving with Barcode — Manual

48. Scanning Application – Kofax Capture

49. Extraction Classification and Extraction of Index Fields

50. Validating Barcode