770 DocuLink Customizing

770 – DocuLink Customizing
Learning Services course 770
December 2007
Impressum Learning Services course material
Revision 9.6.a
Author: Learning Services
Date: December 2007
Copyright © 2007 IXOS SOFTWARE AG

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Trademarks SAP, R/3, SAPmail, SAPoffice, SAPscript, SAP Business Workflow, SAP ArchiveLink:
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Table of Contents
1 Course Program for SAP Customizing
Specialization for SAP Customizing .............................................................................................. 1-02
760 - SAP Customizing ArchiveLink .............................................................................................. 1-03
770 DocuLink Customizing ............................................................................................................ 1-04
766 - SAP Workflow Customizing.................................................................................................. 1-05
765 – SAP DMS Customizing........................................................................................................ 1-06
775 – SAP Legal Compliance........................................................................................................ 1-07
AS-CST-CO: COLD — Batch Import and Archiving of Host Data................................................. 1-08
AS-CST-DP: IXOS-DocumentPipeline Configuration.................................................................... 1-09
764 - SAP Data Archiving Customizing ......................................................................................... 1-10
768 - SAP DataArchiving Consulting ............................................................................................. 1-11
2 Introduction to DocuLink Solutions

Introduction to DocuLink Solutions ................................................................................................ 2-02
Benefits - Presentation .................................................................................................................. 2-03
Presentation: DocuLink – Look and Feel....................................................................................... 2-04
DocuLink Entry point...................................................................................................................... 2-05
Customer folder (1) ........................................................................................................................ 2-06
Customer folder (2) ........................................................................................................................ 2-07
Customer folder (3) ........................................................................................................................ 2-08
Customer folder (4) ........................................................................................................................ 2-09
Customer folder (5) ........................................................................................................................ 2-10
Another Entry point in DocuLink .................................................................................................... 2-11
Contracts by agreement type......................................................................................................... 2-12
Two views for the same document ................................................................................................ 2-13
Demo Scenarios - FI documents by month ................................................................................... 2-14
Demo Scenarios - Document flow SD (customer and correspondence)....................................... 2-15
DocuLink and Archiving ................................................................................................................. 2-16
Archiving ........................................................................................................................................ 2-17
Archiving via EnterpriseScan Client .............................................................................................. 2-18
Archiving via DesktopLink – File Upload ....................................................................................... 2-19
Archiving via DesktopLink (Start from ODMA Application)............................................................ 2-20
Archiving via DesktopLink (Start from ODMA Application)............................................................ 2-21
Archiving via DesktopLink (Scenario DocuLink)............................................................................ 2-22
Archiving via DesktopLink (Scenario Assign and Store & DC )..................................................... 2-23
Multidocument Selection via DesktopLink ..................................................................................... 2-24
DocuLink - Support of CM documents Edit, Check in/out, …........................................................ 2-25
DocuLink - Support of CM documents Version list ........................................................................ 2-26
DocuLink - Template Management (I) ........................................................................................... 2-27
DocuLink - Template Management (II) .......................................................................................... 2-28
DocuLink - Status Management .................................................................................................... 2-29
3 Project Concepts & SAP Definitions

Chapter Guide................................................................................................................................ 3-02
Prerequisites .................................................................................................................................. 3-03
How to setup a DocuLink project (1) ............................................................................................. 3-04
How to setup a DocuLink project (2) ............................................................................................. 3-05
Table of Contents 0-3

Our example project: Customer Folder Contracts and Correspondence ...................................... 3-06
4 ArchiveLink Customizing
Chapter guide ................................................................................................................................ 4-02
The SAP R/3 interface to archiving systems ................................................................................. 4-03
Features of SAP ArchiveLink......................................................................................................... 4-04
ArchiveLink releases...................................................................................................................... 4-05
ArchiveLink elements in the R/3 basis........................................................................................... 4-06
Some R/3 tables for ArchiveLink ................................................................................................... 4-07
ArchiveLink - KPro ......................................................................................................................... 4-08
User perspective ............................................................................................................................ 4-09
Link table structure ........................................................................................................................ 4-10
ArchiveLink - Documents............................................................................................................... 4-11
R/3 Tables and SAP Object Types ................................................................................................ 4-12
DocuLink Solution - Overview........................................................................................................ 4-13
Archiving with ArchiveLink ............................................................................................................. 4-14
Retrieval with ArchiveLink.............................................................................................................. 4-15
ArchiveLink .................................................................................................................................... 4-16
ArchiveLink customizing attributes: References and dependencies ............................................. 4-17
ArchiveLink Customizing ............................................................................................................... 4-18
Maintenance of ArchiveLink Customizing via Transaction J8A7.................................................. 4-19
ArchiveLink customizing in SPRO ................................................................................................. 4-20
Display/maintain document type definition .................................................................................... 4-21
Display/maintain document type link to logical archive ................................................................. 4-22
Display/maintain document class definition................................................................................... 4-23
Create and set up a document type using the customizing wizard [OAD5] .................................. 4-24
Display/maintain Business object type definition........................................................................... 4-25
Exercise: Create and link two document types.............................................................................. 4-26
5 Working in standard mode

Chapter Overview .......................................................................................................................... 5-02
Customizing in standard mode ...................................................................................................... 5-03
Customizing Steps at Standard Mode ........................................................................................... 5-04
DocuLink Concepts - Projects ....................................................................................................... 5-05
Step 1: Create a Project and …..................................................................................................... 5-06
Step 1: … open the new Project .................................................................................................... 5-07
Step 2: Create a new View at Standard Mode .............................................................................. 5-08
Step 3: Start with „Standard Customizing“ to set up the hierarchy................................................ 5-09
Step 3: Create a Subgroup ............................................................................................................ 5-10
Step 3: Create a Document selection ............................................................................................ 5-11
Step 3: Create hierarchy................................................................................................................ 5-14
Step 3: Create dynamic nodes ...................................................................................................... 5-15
Activate the project ........................................................................................................................ 5-18
Setting Projects productive (at the end) ........................................................................................ 5-19
Exercise: Create a DocuLink project in standard mode ................................................................ 5-20
6 Extended DocuLink Features – Expert mode

Course Overview in Detail ............................................................................................................. 6-02
0-4 770
Standard Mode → Expert Mode (1)............................................................................................... 6-03
Standard Mode → Expert Mode (2)............................................................................................... 6-04
Customizing Wizard in Expert mode ............................................................................................. 6-05
Views ............................................................................................................................................. 6-06
Attribute Objects ............................................................................................................................ 6-07
Attribute Objects – Screen General ............................................................................................... 6-08
Attribute Objects – Screen Administration (1) ............................................................................... 6-09
Attribute Objects - Archiving Modes .............................................................................................. 6-12
Attribute Objects - Data Archive Plus ............................................................................................ 6-13
Attribute Objects - Logging ............................................................................................................ 6-14
Attribute Objects – User exits ........................................................................................................ 6-15
Attribute Objects - Authorization .................................................................................................... 6-16
Node Types.................................................................................................................................... 6-17
Node Types (2) .............................................................................................................................. 6-18
Node Types (3) .............................................................................................................................. 6-19
Node Types (4) .............................................................................................................................. 6-20
Node Types (5) .............................................................................................................................. 6-21
Node Types (6) .............................................................................................................................. 6-22
Node Types (7) .............................................................................................................................. 6-23
Node Types (8) -Different kinds of "Hit lists" ................................................................................. 6-24
Node Types (9) - Sorting in hierarchy............................................................................................ 6-25
Node Types (10) ............................................................................................................................ 6-26
Node Types (11) - Output .............................................................................................................. 6-27
Select Fields .................................................................................................................................. 6-28
Selection Fields - Definition ........................................................................................................... 6-29
Special (internal) Selection Fields (I) ............................................................................................. 6-30
Special (internal) Selection Fields (II) ............................................................................................ 6-31
Select Field at Attribute Object (1)................................................................................................. 6-32
Select Fields at Node Type............................................................................................................ 6-35
Select Fields at Node Type (2) ...................................................................................................... 6-36
Select Fields at Node Type - Selection Screen ............................................................................. 6-37
Select Fields at Node Type - Dynamic Node................................................................................. 6-38
Select Fields at Node Type - Text replace & Restriction............................................................... 6-39
Select Fields at Node Type - Output mask.................................................................................... 6-40
Hierarchy with more then one table (1) ......................................................................................... 6-41
Hierarchy with more then one table ............................................................................................... 6-42
Exercise: Wizard in Expert mode................................................................................................... 6-43
7 Create Object Types for DocuLink

Create object type with Object Navigator (transaction SE80) ....................................................... 7-02
Creating SAP Object Types (SWO1)............................................................................................. 7-03
Fill out basic data ........................................................................................................................... 7-04
Create / insert new interface.......................................................................................................... 7-05
Create new key fields with ABAP/4 Dictionary field proposal........................................................ 7-06
Specify R/3 table, select all key fields and create these ............................................................... 7-07
Save all changes ........................................................................................................................... 7-08
Change release status to Implemented and then to Released inside ........................................... 7-09

Change to outside.......................................................................................................................... 7-10
Generate the object type ............................................................................................................... 7-11
Exercise: Create SAP Object Type................................................................................................ 7-12
8 Create Number range for DocuLink

Create number range object with transaction SNRO .................................................................... 8-02
Define details for number range object and save .......................................................................... 8-03
Creating Number Ranges .............................................................................................................. 8-04
Insert and define interval ............................................................................................................... 8-05
Exercise: Create Number Range................................................................................................... 8-06
9 Customizing of DocuLink in Expert mode

Customizing Steps in Expert Mode ............................................................................................... 9-02
Exercise: Wizard in Expert mode................................................................................................... 9-03
Creating Attribute Objects.............................................................................................................. 9-04
Creating Selection Fields and assign them ................................................................................... 9-05
Assign Selection Fields to Attribute Objects.................................................................................. 9-06
Define Node Types ........................................................................................................................ 9-07
Assign Selection Fields to Node Types(1)..................................................................................... 9-08
Assign Selection Fields to Node Types(2)..................................................................................... 9-09
Set up Attribute Object – tab "Archiving" ....................................................................................... 9-10
Select Field at Attribute Object ...................................................................................................... 9-11
Exercise: Field with Number Range .............................................................................................. 9-12
Create Nodes with Wizard ............................................................................................................. 9-13
Create Nodes with Wizard – Hierarchy ......................................................................................... 9-14
Create Node – Root ....................................................................................................................... 9-15
Create Node – Root (result)........................................................................................................... 9-16
Create Node................................................................................................................................... 9-17
Create Node – Selection Fields ..................................................................................................... 9-18
Create Node Text .......................................................................................................................... 9-19
Create Node Permissions for users............................................................................................... 9-20
Create Node as Document Node................................................................................................... 9-21
Create Node Text for Document Node .......................................................................................... 9-22
Exercise: Create View Correspondence........................................................................................ 9-23
Project - Query at a Node .............................................................................................................. 9-24
Configuring Selection Dialogs - Admin .......................................................................................... 9-25
Configuring Selection Dialogs - User............................................................................................. 9-26
Exercise: Link Contract and Correspondence ............................................................................... 9-27
Exercise – Link Contract and Correspondence – Screen shoots.................................................. 9-28
10 DMS Functionalities
Course Overview in Detail ........................................................................................................... 10-02
Linear vs. structured CM Model................................................................................................... 10-03
Properties of CM Documents....................................................................................................... 10-04
Versioning of CM Documents ...................................................................................................... 10-05
Document model at attribute object ............................................................................................. 10-06
Node for CM Documents – Selection type .................................................................................. 10-07
Node for CM Documents ............................................................................................................. 10-08
Exercise: Add CM-Document node ............................................................................................. 10-09
Template Management – User view (1) ...................................................................................... 10-10
Template Management – User view (2) ...................................................................................... 10-11
Template Management................................................................................................................ 10-12
0-6 770
Creating CM-Template ................................................................................................................ 10-13
Exercise: Create CM-Template ................................................................................................... 10-14
Status Management..................................................................................................................... 10-15
Status Management – Flow ......................................................................................................... 10-16
Status Management – User view................................................................................................. 10-17
Exercise: Defining and using Status Management (I) ................................................................. 10-18
DocuLink - Support of CM Documents ........................................................................................ 10-19
Technical background LOIO - PHIO ............................................................................................ 10-20
Technical Background Example .................................................................................................. 10-21
Technical Background ................................................................................................................. 10-22
11 Additional functionalities
Course Overview in Detail ........................................................................................................... 11-02
DocuLink – Logical Systems (I) ................................................................................................... 11-03
DocuLink – Logical Systems (II) ................................................................................................. 11-04
Customizing for integration in other logical system ..................................................................... 11-05
Define a logical system for each target system ........................................................................... 11-06
Define RFC destination................................................................................................................ 11-07
Assigning RFC destination to logical system............................................................................... 11-08
DocuLink – Retrieval PLM Documents........................................................................................ 11-09
DocuLink – Retrieval PLM Documents........................................................................................ 11-10
DocuLink as Control .................................................................................................................... 11-11
Generic Object Services (1)......................................................................................................... 11-12
Generic Object Services (2)......................................................................................................... 11-13
12 PLM – Support
Prerequisites ................................................................................................................................ 12-02
Transaction /n/ixos/plm for PLM support ..................................................................................... 12-03
DesktopLink scenario "SAP PLM" ............................................................................................... 12-04
Customizing for "DesktopLink for PLM“ in transaction /n/ixos/plm .............................................. 12-05
Scanning for PLM ........................................................................................................................ 12-06
Customizing for "Scanning for PLM"............................................................................................ 12-07
Scanning for PLM execution........................................................................................................ 12-08
Automatic Import for PLM ............................................................................................................ 12-09
Customizing for "Automatic Import for PLM" ............................................................................... 12-10
Automatic Import for PLM – log file.............................................................................................. 12-11
13 DocuLink & DesktopLink

DesktopLink features ................................................................................................................... 13-02
Ways of starting the archiving process ........................................................................................ 13-03
Archiving starting points within the office application .................................................................. 13-04
Archiving starting points on the Windows desktop ...................................................................... 13-05
Archiving from application or desktop: Common steps ............................................................... 13-06
Start screen of DesktopLink Customizing (TA: J8A7) ................................................................. 13-07
Scenario....................................................................................................................................... 13-08
Advanced DesktopLink features (1): Multiple document selection.............................................. 13-09
Advanced DesktopLink features (2): ODMA document attribute extraction................................ 13-10
ODMA Attributes for assignment in DocuLink in DocuLink ......................................................... 13-11
Display of ODMA Attributes at document nodes types in DocuLink............................................ 13-12
14 Authorization
Chapter Overview ........................................................................................................................ 14-02

Example: restrict DocuLink start screen ...................................................................................... 14-03
Example: restrict authority by company code.............................................................................. 14-04
Overview authorization ................................................................................................................ 14-05
Role Generator ............................................................................................................................ 14-06
Create a role ................................................................................................................................ 14-07
Insert minimal DocuLink profile.................................................................................................... 14-08
Insert authorization for your project (1)........................................................................................ 14-09
Insert authorization for your project (2)........................................................................................ 14-10
Add ArchiveLink authorization ..................................................................................................... 14-11
Save and generate profile............................................................................................................ 14-12
Link your user to your profile ....................................................................................................... 14-13
R/3 authorization profiles ............................................................................................................. 14-14
DocuLink authorization objects for R/3........................................................................................ 14-15
Exercise: Authorization ................................................................................................................ 14-16
Authority check in DocuLink ........................................................................................................ 14-17
Authority check in DocuLink (2) ................................................................................................... 14-18
15 Administration of DocuLink
Chapter overview ......................................................................................................................... 15-02
Start Administration for DocuLink with transaction J6NA ............................................................ 15-03
Maintenance of duplicate COLD records..................................................................................... 15-04
Administration of COLD statistic .................................................................................................. 15-05
Protocol entries & DocuLink Recycle bin..................................................................................... 15-06
Administration of Protocol Entries................................................................................................ 15-07
Maintenance of deleted records DocuLink Recycle bin .............................................................. 15-08
User group administration............................................................................................................ 15-09
(empty title) .................................................................................................................................. 15-10
Deleting generated reports .......................................................................................................... 15-11
Configuration of DocuLink in Web ............................................................................................... 15-12
16 Special Features
Provided examples ...................................................................................................................... 16-02
Example: FI documents (1).......................................................................................................... 16-03
Example: Print lists ...................................................................................................................... 16-06
Example: Document flow SD ....................................................................................................... 16-07
Example: Linked objects (1) ........................................................................................................ 16-08
Example: Linked objects (2) Link table /IXOS/DC_EX_LCP ....................................................... 16-09
Example: Linked objects (3) ........................................................................................................ 16-10
17 User Exits
Overview ...................................................................................................................................... 17-02
Attribute Object independent Exits .............................................................................................. 17-03
Attribute Object dependent Exits ................................................................................................. 17-04
Base Information.......................................................................................................................... 17-05
Create User exit ........................................................................................................................... 17-06
Own Function Group with all Exits............................................................................................... 17-07
Parameter of User exits ............................................................................................................... 17-08
Screens (1) .................................................................................................................................. 17-09
Example for own selection screen ............................................................................................... 17-10
Own Screens (Create/Display/Change) ...................................................................................... 17-11
0-8 770
Auto fill of fields............................................................................................................................ 17-12
Screens (2) .................................................................................................................................. 17-13
Buttons......................................................................................................................................... 17-14
Screens (3) .................................................................................................................................. 17-15
List of node types at creating....................................................................................................... 17-16
List of document types at archiving ............................................................................................. 17-17
Add complex description to fields ................................................................................................ 17-18
Hierarchy (1) ................................................................................................................................ 17-19
Additional buttons in hierarchy..................................................................................................... 17-20
Hierarchy (2) ................................................................................................................................ 17-21
Hit list ........................................................................................................................................... 17-22
Select / Insert / Change / Delete.................................................................................................. 17-23
COLD / Archiving ......................................................................................................................... 17-24
Others .......................................................................................................................................... 17-25
18 Extended SAP R/3 Customizing

Object Navigator (TA SE80) ........................................................................................................ 18-02
Creating Development Class ....................................................................................................... 18-03
Tables, Fields, Data Elements and Domains .............................................................................. 18-04
Creating Tables (SE80) ............................................................................................................... 18-05
Creating Tables (SE11) ............................................................................................................... 18-06
Creating Tables (2) ...................................................................................................................... 18-07
Creating Tables (3) ...................................................................................................................... 18-08
Creating Tables (4) ...................................................................................................................... 18-09
Creating Data Elements............................................................................................................... 18-10
Creating Domains ........................................................................................................................ 18-11
Activating ..................................................................................................................................... 18-12
Table „Contracts“ ......................................................................................................................... 18-13
Foreign Key Field of Table „Contracts“........................................................................................ 18-14
Foreign Key Table ....................................................................................................................... 18-15
Foreign Key Text Table ............................................................................................................... 18-16
Foreign Key Definition of Text Table ........................................................................................... 18-17
Foreign Key Table at Domain Definition ...................................................................................... 18-18
19 Exercises and Solutions I

Exercise 1: Create and link two document types......................................................................... 19-02
Check if the document classes FAX and DOC exists ................................................................. 19-03
Create two document types ......................................................................................................... 19-04
Link this document types to the business object type YDCOCONTR ........................................ 19-05
Exercise 2: Create a DocuLink project in standard mode ........................................................... 19-06
Create the Project CONTRACT## and … ................................................................................... 19-07
… open it...................................................................................................................................... 19-08
Create a the new View 10 “Contracts” at Standard Mode ........................................................... 19-09
Start with „Standard Custo-mizing“ to set up the hierarchy......................................................... 19-10
Create a Subgroup “Contracts”.................................................................................................... 19-11
Create a Document selection – selection window ....................................................................... 19-12
Create a dynamic/ table nodes and test the view........................................................................ 19-13
Activate the project ...................................................................................................................... 19-14
Check customizing: Open the new search and create a new contract … ................................... 19-15
after scanning check the new documents ................................................................................... 19-16
Exercise 3: Create SAP Object Type .......................................................................................... 19-17

Copy database tables .................................................................................................................. 19-18
Activate Table .............................................................................................................................. 19-19
Create SAP Business object type................................................................................................ 19-20
Fill out basic data ......................................................................................................................... 19-21
Insert interfaces ArchiveLink WFL 2.1 (IFARCH21) and /IXOS/DC_I ......................................... 19-22
Create a new key field …............................................................................................................. 19-23
… with Data Directory Field Proposal … ..................................................................................... 19-24
… save all changes and generate the object type....................................................................... 19-25
Implement and release the object type........................................................................................ 19-26
Create the document type with the wizard OAD5 or single transactions .................................... 19-27
Create the view "My Contracts" … .............................................................................................. 19-28
… link your Object type, customize the Document Selections Restrictions … ........................... 19-29
… and then the Display Document Selection, test your view...................................................... 19-30
Exercise 4: Create Number Range.............................................................................................. 19-31
Create number range object with transaction SNRO .................................................................. 19-32
Define details for number range object and save ........................................................................ 19-33
Creating Number Ranges ............................................................................................................ 19-34
Insert and define interval ............................................................................................................. 19-35
Exercise: Wizard in Expert mode................................................................................................. 19-36
Create a new version 2 of project CONTRACT##....................................................................... 19-37
Switch to expert mode ................................................................................................................. 19-38
Customize view number 15 “Contracts (different contract types)” ….......................................... 19-39
… on your own defined table and SAP object type with wizard …
......................................... 19-40
… Use the field … for the restriction, "Type" for “single attributing”, … ...................................... 19-41
Check the result by scanning contracts in this view …................................................................ 19-42
… and show for the document!.................................................................................................... 19-43
Exercise: Field with Number Range ............................................................................................ 19-44
Enter version 2 of project CONTRACT## choose tab “Attr.Obj." ................................................ 19-45
Create attribute object "CORRESPOND" .................................................................................... 19-46
Assign the needed selection fields ….......................................................................................... 19-47
… choose tab "Sel.F./Attr.Obj." and select field "CORR_KEY" … .............................................. 19-48
Customize Field with range object "ZDC##CORR" and number range 01 ................................. 19-49
Exercise: Create a DocuLink project in standard mode for SAP Objects.................................... 19-50
Create Project for Standard Object Types................................................................................... 19-51
Open the view "Standard Object Type ##" .................................................................................. 19-52
Create view 10: "FI-Documents" and open them ........................................................................ 19-53
Customize the selection restrictions for "FI-Documents"............................................................. 19-54
Customize the selection definition for "FI-Documents"................................................................ 19-55
View for documents in "FI-Documents" ....................................................................................... 19-56
Create view 20: "SD-Documents" and open them....................................................................... 19-57
Customize the selections for "SD-Documents" ........................................................................... 19-58
View for the documents in for "SD-Documents" .......................................................................... 19-59
Create view 30: "HR-Documents" and open them ...................................................................... 19-60
Customize the selections for "HR-Documents" ........................................................................... 19-61
Check in a document in "HR-Documents"................................................................................... 19-62
View for the new document in "HR-Documents" ......................................................................... 19-63
20 Exercises and Solutions II

Exercise: Create View Correspondence...................................................................................... 20-02
Exercise – Create View Correspondence.................................................................................... 20-03
0-10 770
Exercise – Link Contract and Correspondence ........................................................................... 20-10
Exercise – Add CM-Document node ........................................................................................... 20-16
Exercise – Create CM-Template ................................................................................................. 20-21
Exercise – Defining and using Status Management (I) ............................................................... 20-24
Exercise – Defining and using Status Management (II) .............................................................. 20-25
Exercise – Defining and using Status Management.................................................................... 20-26
Exercise Authorization ................................................................................................................. 20-30
Exercise Authorization Screen with J_6NG_MIN ........................................................................ 20-31
Exercise Authorization with selection criteria for my project ....................................................... 20-32
Exercise Authorization with S_WFAR_OBJ ................................................................................ 20-33
Exercise Authorization Saving ..................................................................................................... 20-34
Exercise Authorization Entering user .......................................................................................... 20-35
Exercise Authorization Done ....................................................................................................... 20-36
Appendix A SAP-Tabellen für die Vertrags-Verwaltung im IXOS-Kurs

Appendix B SAP R/3 Transactions for Optical Archiving — Summary
0. General Remarks ..................................................................................................................B-01
1. Application modules ..............................................................................................................B-01
2. Document archiving, processing, and retrieval .....................................................................B-02
3. ArchiveLink customizing ........................................................................................................B-03
4. ArchiveLink administration.....................................................................................................B-10
5. System administration (general)............................................................................................B-10
6. User/authorization management ...........................................................................................B-11
Appendix C Glossary

0-12 770
1 Course Program for SAP Customizing
Learning Services course portfolio
Copyright © 1995-2006 Open Text Inc. All rights reserved. • December 7, 2007
Course Program for SAP Customizing 1-1

Specialization for SAP Customizing
770
770
DocuLink Customizing
4 days AS-CST-CO
AS-CST-CO
COLD – Batch Import
and Archiving of Host
766
766 Data
3 days
SAP Workflow
Customizing
760 AS-CST-DP
AS-CST-DP
760 5 days
Document Pipeline
SAP Customizing
Configuration
ArchiveLink 765
765
3 days
5 days SAP DMS Customizing
1 day
775
775
764/768
764/768
SAP Legal Compliance
SAP Data Archiving
Trainings
3 days
2/2 days
Course Program for SAP CustomizingDecember 7, 2007Slide 2
1-2 770
760 - SAP Customizing ArchiveLink
760
760
Introduction to SAP ArchiveLink SAP Customizing
ArchiveLink
SAP ArchiveLink customizing 5 days
- Customizing layers and basics

- Initial customizing, Communication configuration, Basic customizing
- ArchiveLink protocols
- Standard Workflow- and Barcode scenarios
- Scheduling of access authorizations
- Customizing transportability
Customizing archiving scenarios

- Print list archiving
- Archiving documents
- Archiving with Livelink Imaging and DesktopLink
- SAP data archiving
- Archiving and displaying files of any format

770 DocuLink Customizing
DocuLink concept — introduction 770

770
DocuLink Customizing
Customer-defined tables and objects
4 days
Customizing ArchiveLink
Customizing DocuLink
DocuLink administration
DocuLink authorization concept
Exercises for project planning
1-4 770
766 - SAP Workflow Customizing
Workflow basis 766

766
SAP Workflow
Workflow configuration Customizing
- Agent determination 5 days
- Container, deadlines
- Workflow customizing
- Monitoring and analysis
Workflow programming
- Business objects, tasks, events
Workflow and SAP ArchiveLink

- SAP ArchiveLink-related business objects
- Multi-step SAP ArchiveLink workflows
Workflow SAP ArchiveLink scenarios

- Invoice verification, incoming orders
- Solution Packages

765 – SAP DMS Customizing
SAP ArchiveLink Customizing 765

765
SAP DMS Customizing
- Different data carriers
- Connection between SAP and archive 1 day
- Front-end and temporary paths
SAP KPro customizing

- Definition of KPro
- Differents between ArchiveLink and KPro
- KPro servers, KPro components, KPro content model
- Differents between content servers
- Creating content repositories
- Creating main categories
Caching
- Decentralized scenarios
- caching options
1-6 770
775 – SAP Legal Compliance
775
775
Overview Legal Regulations SAP Legal Compliance
Legally compliant Data and Document Management 3 days
Implementing SAP Archiving Scenarios

- SAP Document / Data archiving
- DART
- SAP Workflow
- SAP HR
Procedure Documentation
Supporting Auditors
Legal Aspects of specific Scenarios
Note: This course is country-specific due to nature of compliance

regulations (currently German-only).

AS-CST-CO: COLD — Batch Import and
Archiving of Host Data
Introduction to COLD Solutions AS-CST-CO

AS-CST-CO
COLD – Batch Import
- Concepts and Archiving of Host
- Basics Data
3 days
COLD Customizing for Livelink for SAP Solutions/UA

- ParserLib configuration (extracting attributes from Host files)
- Exchange directory
- Configuration-files directory
- Creating Index files for searching within the Archive Windows Viewer
- Customizing of document and print lists:
Import of print lists
Import of document lists (without and with form-overlay)
Scheduling the archiving processing in the Livelink for SAP

Solutions / UA Administration
Troubleshooting
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AS-CST-DP: IXOS-DocumentPipeline
Configuration
DocumentPipeline configuration and tuning AS-CST-DP

AS-CST-DP
- Overview and Pipeline server installation Document Pipeline
Configuration
- DocTools: Overview, Command line tools
3 days
- Configuration files (dpconfig, dpinfo, servtab, monitor)
- Introduction PCT and Performance tuning
Perl programming
- Perl introduction, Simple constructs, PerllDE
- Complex data structures (lists, arrays, hashes), subroutines
- Working with files (I/O)
- Regular expressions, Strings and sorting functions, DBI (database interface)
- Outlook: Perl modules
The Perl DocTool

- IXOS-specific modules (DTUtil, …)
- Standard Doctool, Enqueue Doctool
- Semi-enqueue Doctool
- Perl and libdsh

764 - SAP Data Archiving Customizing
764
764 768
768
Terminology and functionality SAP Data Archiving SAP Data Archiving
Customizing Consulting
Data archiving requirements 2 days 2 days
Archiving process
Archiving runs
ADK – Archive Development Kit
AO – archiving objects
SAP Access Methods
Overview of Access Strategies with Archive Server
Archive Information System (AS)
IXOS DataArchivePlus Introduction
1-10 770
768 - SAP DataArchiving Consulting
764
764 768
768
Archiving strategies SAP Data Archiving SAP Data Archiving
Customizing Consulting
Customizing 2 days 2 days
IXOS DataArchivePlus
AO — Archiving Objects
- Dependencies
- Object-specific customizing
- Client-specific control mechanisms
Access method considerations

DRB comparison
Database analysis and evolution
ROI analysis and DB statistics
Project methodology

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2 Introduction to DocuLink Solutions
Introduction to DocuLink Solutions 2-1

Introduction to DocuLink Solutions ®
Presentation of IXOS-
IXOS-eCONtext for SAP - DocuLink
Benefits of DocuLink
Document retrieval with DocuLink
Archiving with DocuLink
Introduction to DocuLink SolutionsDecember 7, 2007Slide 2
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Benefits - Presentation ®
A document-
document-centric approach for SAP R/3...
Integration of R/3 data and R/3 documents with
non-R/3 documents within SAP R/3
Overview of logically related documents in R/3
Easy and user-friendly document access
Access optimized and adapted to the users daily needs
Only one Interface for all documents
Access restrictions through R/3-authorizations

Presentation: DocuLink – Look and Feel ®
Document access with different methods

Dynamic folder structure
Hierarchical browsing
Query mode (selection dialogs)
Different views and hitlists optimized for different user groups
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DocuLink Entry point ®
z Retrieval transaction:
J6NY
z Displays all active (!)
projects (if the user has
sufficient permissions)
Contracts is the training example project.

In the first hierarchy step you can see the different projects
By choosing a project you can see the corresponding views.

Customer folder (1) ®
z Selection-Dialogs
can be
customized as
popup or
full screen.
View customer folder accesses documents via customer.
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z The results of the

selection are
displayed within
DocuLink.

z DocuLink provides
the possibility to
search for data in
different data-
sources
(e. g. Contracts and
Correspondence)
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In this example the correspondence to a contract is accessible when the contract is selected.
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Another Entry point in DocuLink ®
Another view in the example project determines the access to the documents via the
agreement type.

Contracts by agreement type ®
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Two views for the same document ®
Both views led to the same documents. But different information (customer or agreement
type) was used to start the selection.

Demo Scenarios - FI documents by month ®
The access of R/3 documents can be build similar to the contracts example.
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Demo Scenarios - Document flow SD ®
(customer and correspondence)
Also R/3 documents and non-R/3 documents can be retrieved within the same DocuLink view.

DocuLink and Archiving ®
Attaching any document to SAP R/3...

Document Registration
EnterpriseScan Client
DesktopLink
SAP ArchiveLink
Batch Import
z Batch Import
z External interface
There is a variety of ways for archiving documents that will then be managed with DocuLink.
In the document-registration scenarios the user must provide the attributes for the document
to be archived. The attributes are provided explicitly by creating a new node, or implicitly by
archiving a document and thus creating a new document node under an already existing
node.
From a user’s point of view, these are online scenarios, since the archiving occurs within
DocuLink.
The scenario SAP ArchiveLink is the standard archiving from file system (file upload).
The batch-import scenarios require no interaction by the user. From a user’s point of view,
these are offline scenarios, since the archiving occurs outside DocuLink.
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Archiving ®
Button or context menu

Archiving via EnterpriseScan Client ®
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Archiving via DesktopLink – File Upload ®
Archiving from R/3 (with optional conversion to TIFF or PDF)

Archiving via DesktopLink ®
(Start from ODMA Application)
Archiving from Word (with conversion to tiff) and adding new entry in DocuLink table
Archiving steps:
1. Start archiving process by choosing File/Save As …
2. Choose eCONtext for SAP as destination
3. Select corresponding R/3-System
4. Logon
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(Start from ODMA Application)
Archiving from Word (with conversion to tiff) and adding new entry in DocuLink table
Archiving steps:
1. Start archiving process by choosing File/Save As …
2. Choose eCONtext for SAP as destination
3. Select corresponding R/3-System
4. Logon

(Scenario DocuLink)
7. Choose DocuLink
8. Choose your DocuLink project (in the retrieval transaction of DocuLink)
9. Enter values for the new entry
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(Scenario Assign and Store & DC )
Assign and store = Zuordnen und ablegen

Multidocument Selection via DesktopLink ®
Processing more than one documents in one step

- Assigned to one SAP object id
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DocuLink - Support of CM documents Edit, ®
Check in/out, …
IXOS delivers 2 CM
models.
With this CM models
IXOS DocuLink delivers
DMS functionalities like
Check in/out, versioning
Customers can create their own CM model based on the IXOS model

DocuLink - Support of CM documents Version ®
list
With the version list, it is

possible to access older
versions of the document.
Version list
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DocuLink - Template Management (I) ®
Templates could be
used creating a new
2 document

DocuLink - Template Management (II) ®
4
4
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DocuLink - Status Management ®
The current status is displayed at

- the icon
- the arrow in the context
menu
You can change the status

- by double-click the icon
- with the context menu

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3 Project Concepts & SAP Definitions
Project Concepts & SAP Definitions 3-1

Chapter Guide ®
Prerequisites
How to setup a DocuLink project
Our project „Customer folder“
Project Concepts & SAP DefinitionsDecember 7, 2007Slide 2
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Prerequisites ®
SAP-R/3 Transports
- Importing the transports from Installation CD in your SAP R/3 System
Import also DesktopLink transports if needed
- Install all needed patches from Installation CD or ESC
- For more information see document "Installation and Upgrade Guide"
ArchiveLink Customizing
- For more information see "Basis Customizing Guide; IXOS®-eCONtext for
SAP® Products" and "Scenario Guide, IXOS®-eCONtext for SAP®"

How to setup a DocuLink project (1) ®
Initiation
- Briefing about DocuLink
- Introduction to DocuLink solutions
Solution/Design (Create a specification document)

- Where comes the data and the documents from?
- Manual input (archiving scenario)
Early or late archiving
with or without barcode
from scanner or file system
- Background archiving via batch input
(migration of existing documents and data)
- Where is the data stored?
SAP tables and/or
(new) customer specific tables
- How is the schema of the tables?
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How to setup a DocuLink project (2) ®
Implementation
- Tables, data elements, domains, ...
- ArchiveLink customizing (see also Chapter “ArchiveLink Customizing”)
- DocuLink customizing
- Authorization in R/3
- DocuLink administration
- Transport system
Rollout
- Test on consolidation system
- Test clients
- Rollout

Our example project: Customer Folder ®
Contracts and Correspondence
Document table Customer table

(TOA0x) Correspondence
SAP Object Correspondence key
n n
Object Id Contract number
Archive Id Contract type
Doc Id Category
Document type Date
Archiving date Contact
Document class Note
Customer table
SAP-table Contracts
customer master (KNA1) 1 Customer table
Contract number
1 n Contract types
Customer key Customer key
n 1
Name Contract type Contract type
City Object Descr. contract type
... Start date
End date
Contact name
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4 ArchiveLink Customizing
A short review of steps that are necessary for DocuLink Customizing
ArchiveLink Customizing 4-1

Chapter guide ®
Introduction to SAP ArchiveLink

SAP ArchiveLink elements
Representation of document links
Customizing
ArchiveLink CustomizingDecember 7, 2007Slide 2
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The SAP R/3 interface to archiving systems ®
SAP basis component IXOS-eCONtext

SAP R/3
for SAP
Provides:
- Communication interface to
archive system components Presentation
- Index/retrieval database
for archived documents
- Integration of archived
documents in business
ArchiveLink
processes (→ workflow)
Server
Functions: Application
- Archiving from SAP R/3 to
IXOS-eCONtext for SAP
- Archiving from
scanning client
- Archiving SAP data Retrieval
- Viewing documents Database client
- Administration of
document links
SAP ArchiveLink is a component of the SAP System to link external storage systems such as
optical archives and document management systems. It is a general, cross-application
interface providing SAP business applications with archive functionality. The interface is
based technically on SAP's RFC (Remote Function Call) and, nowadays, HTTP and supports
the following functions:
• Archiving and displaying of scanned documents
• Forward-looking Workflow Management
• Archiving, display and retrieval of SAP print lists, outgoing documents and archiving
data
Additional components can be connected depending on the document class concerned.

Features of SAP ArchiveLink ®
Universal interface to integrate every external, compliant archive

system with SAP R/3
No complex customer-specific storage system application
needed
Many scenarios to integrate documents directly with business
processes
- Especially beneficial involving SAP Business Workflow
Easy and fast implementation because of many released

standard processes
Web Access to Business Documents via HTTP interface
ArchiveLink compliance certification by SAP guarantees full
ArchiveLink-related functionality of an archive system
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ArchiveLink releases ®
2.1: First certification process

- Client integration via SAP ArchiveLink viewer (DDE)
- Server integration via Sun RPC (Remote Procedure Calls)
3.0: Standardization
- Client integration via OLE automation 2.0
- Server integration via RFC (Remote Function Call)
3.1: More functionality

- New RFC functions
- Integrated certification (all scenarios)
4.5B: “ArchiveLink Content Server HTTP Interface”

- Client integration via HTTP (and still OLE 2.0)
- Server integration via HTTP and BAPI
- New functions
- RFC-based communication interface still available
Since 1994, SAP R/3 contains ArchiveLink, a version that was partially developed by IXOS.
ArchiveLink release numbering corresponds, but is not exactly equal, to SAP R/3 releases.
SAP R/3 currently supports the following interface releases:
• 0021 for SAP R/3 releases ≥ 2.1

ArchiveLink elements in the R/3 basis ®
All elements were developed by SAP

and are fully integrated in SAP R/3
Database tables
- Customizing tables (“meta tables”)
- Link tables
- Open barcode tables
Function modules
- Queries for customizing settings
- Document archiving
- Document display
- Document retrieval/download
- …
SAPGUI archive interface (archlink.exe)

→ Releases ≤ 4.5 only
The ArchiveLink component of the SAPGUI, namely archlink.exe accompanied by several

DLLs and the configuration file archlink.ini, is regarded by SAP as being an outdated
client archive interface; therefore it is no longer included in SAP R/3 release 4.6.
Communication methods using this interface have to be replaced by alternatives, preferrably
OLE communication between SAPGUI and archive viewer; this is supported already as of
SAP R/3 release 3.1.
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Some R/3 tables for ArchiveLink ®
Customizing tables
- TOAVE Document type definitions
- TOAAR Logical archive definitions
- TOAOM Document type / logical archive linkage
- TOAPR Presettings for document archiving with workflow
Link tables
- TOA01 for documents associated with R/3 data records (objects)
- TOADL for print lists; different structure
→ see subsequent slides
Administrative tables
- BDS_BAR_IN Open barcodes of R/3 business objects
- BDS_BAR_EX Open barcodes of stored documents
These are a few examples for tables in the SAP R/3 database which are exclusively used in
conjunction with ArchiveLink. The names of most tables begin with ‘TOA’, meaning “Table for
Optical Archiving”.
When a document is archived and shall be linked to an SAP object, this link is not stored as
part of the object information in the involved R/3 application module; instead, some central
ArchiveLink link tables hold all object-to-document link information. This structure yields some
advantages:
• Application modules do not have to deal with archive document information; therefore,
documents can be linked to all types of objects without further preconditions on the
application side. (However, this does not imply that all archiving scenarios are
applicable everywhere.)
• Multiple documents can point to the same object.
The structure and application of link tables TOA01–03 and TOAHR is detailed on the following
pages. ArchiveLink provides multiple link tables with equal structure in order to enable the
administrator to distribute table entries to different database tablespaces. Customizing
determines in which table to store link entries for each document type individually; see
chapter Basic customizing for details.

ArchiveLink - KPro ®
ArchiveLink
SAP Basis version 4.6: Only ArchiveLink documents could be archived
and linked to business objects within DocuLink
ArchiveLink document model is restricted to a list of documents
without versioning and consists of a limited number of attributes.
ArchiveLink is suitable for static documents (in large numbers) whose
processing is already completed
KPro (Knowledge Provider)

SAP Basis version ≥ 6.10: Content Management document model is
available for documents whose contents are still in process
These CM document model provides DMS-functionality and the
possibility to define any user-specific attributes
The CM document model is based on the SAP KPro component
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User perspective ®

Link table structure ®
SAP
SAP object
object Archive
Archive document
document Document
Document Document
Document class
class Archive
Archive
identification
identification determination
determination type
type (=
(= file
file format)
format) date
date
The above chart illustrates the structure common to all ArchiveLink link tables TOA01–03 and
TOAHR. (This display can be obtained using transaction SE16).
Only part of the table structure is visible in the above image. The tables contain a total of nine
columns:
MANDT Number of SAP client holding the referred-to object
SAP_OBJECT Type of referred-to business object
OBJECT_IDCharacter string identifying the referred-to object (in most cases: a
concatenation of the object key fields)
ARCHIVE_ID The logical archive the document was archived to
ARC_DOC_ID Document ID of the referred-to archived document
AR_OBJECT Document type of archived document
RESERVE Document class (file format) of archived document
AR_DATE The date the document was archived
DEL_DATE (Not shown above) the ending date of the document’s retention period (as
calculated from the archiving date and the retention duration specified as part of the
link definition, TA OAC3)
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ArchiveLink - Documents ®
Context information Technical information

(for retrieval) Link (for archiving)
= =
Static attributes Archive ID + doc ID
Example: static attributes for invoices (BKPF)
- company code
- invoice number unique set of static attributes
- fiscal year
- invoice amount
Some of the static attributes form a unique set

(If this is not possible you have to use a number range object).
Every document has a unique set of static attributes!
A document's unique set of static attributes must be linked with its archive ID +
doc ID.
If there is no natural unique set of attributes, one must be generated.

R/3 Tables and SAP Object Types ®
An R/3 table stores a set of static attributes for each archived

document.
The archive ID and doc ID for an archived document is linked
with its unique set of static attributes in a special R/3 table called
link table (e. g., TOA01).
This requires a SAP object type.
R/3 table SAP Object type Link table

BKPF BKPF TOA01
Comp. BELNR Year Amount Comp. BELNR Year SAP Obj. type Object ID Arch ID
1000 121059 1999 123,00 BKPF 10001210591999 …
1000 310948 1999 20,00 BKPF 10003109481999 …
3000 558203 1999 352,00 BKPF 30005582031999 …
...
...
5000 499812 1998 52,50 BKPF 50004998121998 …
An R/3 table consists of fields. Each field stores a static attribute. A table entry, i. e., all the
table fields together, represent a complete set of static attributes for a document. However,
the key fields of a table represent the unique set of static attributes.
A document's unique set of static attributes is linked with its archive ID and doc ID through a
SAP object type. The link information is stored in a special R/3 table, which is called link table.
A SAP object type is especially created for an R/3 table so that it has the same key fields like
the table. An instance of the SAP object type works then as a container for the values in the
key fields of a table entry. Such an instance is called object ID.
In the link table, the object ID represents the corresponding entry in the R/3 table for the static
attributes.
This is the R/3 concept how documents are linked.
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DocuLink Solution - Overview ®
document
document
• get document with

1 C archive ID + doc ID
from IXOS-eCONserver
archiveIDID
archive
archive
archive
archive
+doc
+doc IDID
doc IDID
+
archive
+doc
doc IDID
IDID • display the document
+
+ doc ID ID D and provide additional
• specify the set of static
functionality
attributes for the document
B
document
• request archive ID from R/3
• request doc ID from archive
system/server
• document retrieval
• archive document under its set of static through the sets of
set of static
archive ID + doc ID 2 attributes
set of static
attributes
set of static static attributes
attributes
set of static
attributes
set of static
attributes
• store set of static attributes attributesarchive ID
archive ID • start the IXOS-
in R/3 and link it with the archive
+ doc IDID
+ doc
archive IDID A eCON Desktop to
archive ID + doc ID archive IDID
+ doc
3 + doc
archive
+ doc ID
IDID display a document
+ doc ID
Archiving of documents:
1. Both a unique address and a unique set of static attributes represent a document. The
unique address consists of an archive ID and a doc ID.
2. The document is sent to an IXOS-eCONserver for archiving, which means, that it is safely
stored under its archive ID and doc ID.
3. The document’s set of static attributes and its archive ID and doc ID are stored in R/3.
Through relational tables of the R/3 system, the document’s set of static attributes is linked
with its archive ID and doc ID.
Retrieval of documents:
A The DocuLink module enables the retrieval of an archived document through its set of
static attributes. Through a graphical browsing hierarchy and input fields, DocuLink
provides a user-friendly search functionality of the sets of static attributes stored in R/3.
B + C Once a document is retrieved, it is displayed by the IXOS viewer. Depending on the
type of document, the IXOS-eCON Desktop provides additional functionality like text
notes, multimedia annotations and searching within the document.
D Documents viewed in the viewer can be send per email or saved in the file system.

Archiving with ArchiveLink ®
OAC3 (TOAOM)
SAP object type
SAP document type
Archive ID
Link table
1
TOA0x
SAP object type SAP object type
SAP document type SAP document type
Object ID
set of static attributes
3
Test
Archive ID Archive ID
2
Doc ID Doc ID
Set of static attributes is provided by customer. Archive ID and doc ID are provided by
scanning application.
1. The relation between SAP object type, SAP document type, logical archive (Archive ID)
and link table is defined in the customizing (Transaction OAC0) .
2. The R/3-System gets the unique Document ID (Doc ID) from the archive system.
3. For each archived Document there must be a entry in the link table (e.g. TOA01)
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Retrieval with ArchiveLink ®
OAC3 (TOAOM)
SAP object type
SAP document type
Link table
TOA01
1
SAP object type SAP object type
SAP document type SAP document type
Object ID
set of static attributes
2
Archive ID Archive ID
Doc ID Doc ID
Set of static attributes is retrieved within DocuLink application.
1. DocuLink is searching with the unique set of static attributes (key) in this link table for the
related set of Archive ID and Document ID.
2. Now the system can use the Archive ID and Document ID for displaying the documents.

ArchiveLink ®
SAP document class

- aka technical document class
- to distinguish different archive formats (ALF, ASCII, FAX, PDF, DOC, etc.)
SAP document type

- puts a SAP document class in a context
- serves as an identifier for similar documents in R/3
SAP object type

- specifies the object
A SAP document class is also called a technical document class due to the technical nature
of the information controlled by it. SAP document classes distinguish different archive formats
and how those archive formats are displayed. Documents of the SAP document classes ALF,
ASCII and FAX — and therefore all COLD documents — are displayed with the IXOS-eCON
Desktop. However, ArchiveLink requires to define the documents to be archived more
precisely. This is accomplished through SAP document types.
From a concept ional point of view, a SAP document type indicates what kind of information
an archived document contains, whereas the SAP document class defines the format in which
the document — and therefore the information it contains — is archived.
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ArchiveLink customizing attributes: ®
References and dependencies
Document type definition Doc. class

Doc. type Description Doc. class
OAC2 OAD2
ZZ##DFAX “Correspondence” DOC
Link to log. archive

Obj. type Doc. type Log. archive Link table Retention period
OAC3 ZDC##OCONT ZZ##DFAX A4 TOA01 60
SE80
Legend:
Log. archive Attribute
OAC0 A4 Example value
Log. archive definition
Basic customizing data is stored in several ArchiveLink customizing tables of the SAP R/3
database. The chart above illustrates this table structure and the involved references.
Knowing about this structure is important if you want to delete customizing you have made
before (the customizing wizard does not support deletion), if you have to alter existing
settings, or in order to check correctness of customizing in case of trouble. correspondence
The customizing part logical archive definition has been discussed in detail in chapter
Configuring Logical Archives for SAP ArchiveLink; for document type definition and link to
logical archive see the following pages.
Here is a summary of transactions used for the customizing structures shown above:
Logical archive definition OAC0
Document type definition OAC2
Link to log. archive OAC3
English German
document class Dokumenttyp
document type Dokumentart

ArchiveLink Customizing ®
1. Creating/Check SAP document class with transaction OAD2

- This is only necessary if a non-standard document class must be used for
archiving. For example, ASCII is the non-standard document class for
archiving document lists.
2. Creating SAP document types with transaction OAC2

- A SAP document type must be created for each different kind/group of
documents to be archived. For example, one for fax invoices and another
one for invoices from document lists.
3. Creating link information with transaction OAC3

- Linking a SAP object type and a SAP document type with an archive ID and
a link table
Or use the customizing wizard OAD5
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Maintenance of ArchiveLink Customizing via ®
Transaction J8A7
only with IXOS DesktopLink

ArchiveLink customizing in SPRO ®
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Display/maintain ®
document type definition
This and the following page describe what customizing settings are made behind the scenes
by the document type customizing wizard; this information is necessary for checking and for
altering the customizing you have done using the wizard.
The first customizing table manipulated by the wizard is the list of document type definitions
(illustrated above); you can access it via transaction OAC2. It stores the document type name,
description, and document class (file format) assignment. (A fourth attribute “status” is also
included, but it has no significance in the context of ArchiveLink archiving.)
For an existing document type, you may alter the description and document class here.
Moreover, you can add descriptions in other languages than the one used for creating the
document type; this is strongly recommended for companies operating SAP R/3 in multiple
languages.
You may also choose to create a new document type directly here. For this, click button New
entries to invoke the New Entries: Details of Created Entries dialog, then
enter the requested document type attributes. If you do so, do not forget to link the document
type to a logical archive afterwards (described on the following page)!

Display/maintain document type link to ®
logical archive
The second half of the document type customizing wizard’s background work is to establish a
link between the given SAP object type, document type, and logical archive. You can review
and alter this information using transaction OAC3; the screen that appears contains an
overview of all the links defined (illustrated above). The fields have the following meanings:
Obj. type of the SAP object that an archived document of the specified document type
(see below) becomes linked to.
Doc. type of archived document to be processed according to this link information entry.
S (“status”): Effectiveness of the link customizing entry. ‘X’ means active, everything else
means inactive.
Content R: ID of logical archive (= “content repository”) that will receive documents of the
specified document type.
Link: Name of the link table where this association is stored in the SAP R/3 database. (For
print list archiving, this field is meaningless — since archived print lists are always
handled by table TOADL — but, nevertheless, some “dummy” entry is required.)
Ret. per.: Retention period of an archived document (only for documentation); interpreted
as number of months.
For editing existing entries, you first have to switch from display mode to change mode by
clicking the “pencil and glasses” button. After this, you may also create new entries by clicking
the New Entries button.
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Display/maintain ®
document class definition
This is only necessary if a non-standard document class must be used for archiving. For
example, ASCII is the non-standard document class for archiving document lists.

Create and set up a document type using the ®
customizing wizard [OAD5]
6
3
The information that you provide to SAP R/3 by setting up a document type is stored in two
distinct database tables. However, there is no need to maintain both of them manually;
instead, ArchiveLink provides a document type customizing wizard that merges editing the
involved tables into a single dialog sequence. During this sequence, you are queried for all of
the document attributes discussed before.
Invoke the customizing wizard by entering transaction OAD5. In the initial screen, click the
Continue button, then walk through the dialog sequence shown above:
c Enter the name of your new document type and a meaningful description for it. The
name must begin with ‘Y’ or ‘Z’.
d If you know an already existing document type whose attributes you would like to use
as suggestions (“template”) for your new document type, you can enter its name here.
Normally, you can leave this field empty.
e Do not select option “Workflow document type”.
f Specify the document class (= file format) for your document type.
g Enter the type of SAP objects that documents of the type being customized shall be
linked to.
h Make the following entries:
Cont. Rep. ID: The ID of the logical archive (= “content repository”) that shall
receive the documents.
Link: The name of the link table where ArchiveLink shall store document links.
Retention per.: Designated document retention period (number of months). This is
only for documentation; documents will not be deleted automatically. Can be left
empty.
Confirm the final wizard dialog (not shown above) with the Complete button.
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Display/maintain ®
Business object type definition

Exercise: Create and link two document types ®
Check if the document classes

FAX and DOC exists
Create two document types
- ZZ##DFAX with scanned documents
(document class FAX)
- ZZ##DDOC with text documents
(document class DOC)
Link this document types to the

business object type
YDCOCONTR
Naming conventions for exercises:

• ArchiveLink document types ZZ##DFAX, ZZ##DDOC
• The Trainer will tell you the name of the logical archive! (default is C0)
As a special exercise you can create a second document type with technical type FAX.
Then see what happens when you scan a document – for the first time and for the second
time.
(To switch, choose from the menu: Settings – Reset arch.scenario)
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5 Working in standard mode
Working in standard mode 5-1

Chapter Overview ®
Customizing Steps at Standard Mode

DocuLink Concept Project & View
Create DocuLink Project & View
Working in standard modeDecember 7, 2007Slide 2
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Customizing in standard mode ®
Create simple structures

Only a single data source per note type
As simple as possible
Only a few steps are needed
- define the name of the project and the appropriate views
- for each view create hierarchical structures which subgroups or select node types
subgroups serve mainly to classify data
select node types restrict the range of documents according to attributes
It is possible to extend this structures in expert mode, but it is not

possible to turn back from expert mode to the standard mode!
For more information look in chapter “Working in standard mode” in
the "Customizing and Administration Guide for DocuLink"

Customizing Steps at Standard Mode ®
Step 1: Creating a new DocuLink-Project

- Enter description of your project
Step 2: Create one or more Views within your new Project

- Enter header data for the view:
max. number of hits,
screens as popup,
full text search ...
Step 3: Start with „Standard Customizing“ to set up the

hierarchy
- create nodes (subgroup or document selection).
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DocuLink Concepts - Projects ®
All DocuLink customizing is done within a project.

Active projects are visible in the initial retrieval screen of
DocuLink.
All completed projects should be set productive.
A project combines related views.
What is a project – what is a view?

- Views usually retrieve the same documents via different access ways or
group document access for user groups
- „What is a project and what is a view“ – this is defined by the users and
how they want to work with DocuLink

Step 1: Create a Project and … ®
Naming convention for projects:

Project names starting with "$" or "§" are part of the product DocuLink.
Project names starting with a letter or a number, i. e., "[A-Z0-9]", are reserved for the
customer's own developments.
Never use "%" as the first character for your project name (this might be spelled trouble!)
There should be a value entered for Max number of hits (to avoid runtime errors).
To change the project description select a project and press button ‘header data’.
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Step 1: … open the new Project ®
to open
a project
double
click here

Step 2: Create a new View at ®
Standard Mode
2
1
3
When a new project is created, customizing will start in the standard mode. Standard mode is
the default mode.
As long as the project is not switched into the expert mode and save there, all views of the
project are customizable in the standard mode.
After a project was switched into expert mode (and saved), there is no way back.
To create a new view,

1. the create button must be pressed.
2. The view number and
3. the view description (text) must be specified.
4. Then press the <Save and create>-Button
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Step 3: Start with „Standard Customizing“ to ®
set up the hierarchy
to open the view

double click here

Step 3: Create a Subgroup ®
Result for user

3
1. Now there is an empty view. To create nodes, the create button must be pressed.
2. There is now the choice to define two different nodes: subgroup or document selection.
• A subgroup defines a node with a fixed text to structure the application.
• There can be several subgroups be defined underneath each other.
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Step 3: Create a Document selection ®
To create a Selection of documents you must work through three dialog boxes. These dialog
boxes are also used by the create wizard in expert mode. The procedure in expert mode is
identical with the exception of a few additional options. Consequently, some of the options
described below are not available in standard mode.
1. Now there is again an empty view. To create nodes, the create button must be pressed.
2. Now select ‚Document selection‘.
3. Press create button
see next slide

Configuration
Result for user
First of all, you see a dialog box in which you enter some general specifications concerning the
selection.
Specify the following fields:
Name:
The internal name of the node.
Only digits, letters and the underscore character (_) are permitted for the name of the selection field.
Description
The node name which is displayed in the DocuLink application.
Data structure
This specification is obligatory and is needed for the transfer of values to DocuLink. In standard
mode this is the SAP table that is to be selected.
A document node type is created if the With documents option is activated.
Download button writes structure to file
Automatically generates a template for COLD projects from the specified table.
This is particularly important for the automatic entry of a large number of documents as well as
when transferring legacy data. (For details on importing COLD data refer to the manual 'IXOS®
ECR Server - IXOS Document Pipeline and Batch Import (AR-CDP)'
SAP-object type
Contains, among other things, the key fields that are required to process the documents. This may
have been created in the SAP application together with the user-defined table.
Hitlist
The selection is output as a hitlist.
Separate hitlist
If the selection is output as a hitlist, then it is not displayed in the hierarchy but
in a separate hitlist.
After you have entered these specifications, click on Next.
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Configuration
1 2
Result for user
In the dialog box, you must select which of the possible table fields you wish to make
available to the user as selection criteria.
You will see two lists: on the left-hand side, you see all the available table fields that have not
been chosen for the selection screen. On the right, you see a list containing only those
fields that have been explicitly chosen for use in selection screens. Only these fields can
be used for selection.
Selecting table fields for the selection screen
• Select the fields in the list of available selection fields by clicking in the field to the left of
the name.
• Click on the right arrow. The table field now appears in the right-hand list for the selection
screen.
Removing table fields from the selection screen

• Select the fields in the list of selection fields displayed in the selection screen by clicking in
the field to the left of the name.
• Click on the left arrow. The table field now appears in the right-hand list for the selection
screen.
When you have selected all the table fields you require, click on Next.

Step 3: Create hierarchy ®
Now you must create the subnodes for the select nodes, i.e. the further hierarchy for the
selected documents.
The documents in the view are subdivided in accordance with the specified attributes (table
fields). You can choose between single or multiple attributing. When single attributing is
used, the information is sorted on the basis of a single criterion (dynamic node type).
Important: Key fields must be included:
When multiple attributing is used, several attributes can be taken into account (value table
node type). All key fields must be included in either single attributing or multiple attributing,
as otherwise a unique listing of the documents in the hierarchy cannot be guaranteed.
Finally, you create the selection screen. To close the dialog box, click on Generate, or click on
Cancel to reject the changes.
Details see next slide.
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Step 3: Create dynamic nodes ®
Fields in the box ‚single attributing‘ will appear as single nodes in the search tree. The
number defines the order. This box can stay empty.
If a hitlist is to appear immediately below a static (subgroup) node type, do not enter any
values for single attributing. Instead, select attributes for multiple attributing that are to
be displayed in the hitlist.
The number in the Subnode field identifies the level of the node underneath the select
node. The order is specified automatically, where single attributing fields are listed
before multiple attributing fields. Within these areas, the fields are sorted on the basis
of the order in which they were added to the lists.

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After generate the following configuration appears. With the test button you can check your
configuration or if you want to change it double click on the line.

Activate the project ®
2
1. To Activate a project press button ‚Activate‘, otherwise that project is not seen in
retrieval transaction of DocuLink J6NY!
2. After activating the color changes into bright green.
If your project is active but not productive you get the messages: “This is an active test
version. Do not use in productive system!”
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Setting Projects productive (at the end) ®
1. To set a project productive select the version

2. and press button ‘Set productive’.
When all the views have been tested successfully and development of the version is
complete, you can activate Set productive for the version, i.e. it is then ready for customer
operation and can no longer be modified. If you want to do further developments or changes
you have to create a new version of this project.

Exercise: Create a DocuLink project in ®
standard mode
Create a project CONTRACT## with

description „Customer folder ##“
(Transaction J6NP).
Customize view number
10 „Contracts“.
Create a document selection on table
YDCTCONTRACTS,
SAP object type YDCOCONTR.
Use the field date_start for the
restriction.
Don‘t use ‚single attributing‘.
Use all left fields (except „Client“) in
‚multiple attributing‘.
Scan contracts in this view,
Define an other views with ‚single
attributing‘.
Max number of hits e. g. 50

It is possible to complete the exercise “Create and link two document types”.
For scanning IXOS enterprise must be opened and documents must be scanned from file
system (as there is no scanner).
You have to type in the value for contract number, as in the default mode of DocuLink
selection fields cannot be customized. This can be done only in the expert mode.
This view would be in reality a pure retrieval view, not a scan view.
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6 Extended DocuLink Features – Expert mode
Extended DocuLink Features – Expert mode 6-1

Course Overview in Detail ®
Standard Mode → Expert mode

Wizard in Expert mode
Views
Attribute objects
Node types
Extended DocuLink Features – Expert modeDecember 7, 2007Slide 2
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Standard Mode → Expert Mode (1) ®
As long as no changes are saved in the expert mode, the entry will be still via standard mode.
To switch to a view double click on the view number.

Standard Mode → Expert Mode (2) ®
By clicking on the node symbols one level is opened.
The whole sub tree can be expanded in one step by selecting a node and pressing button
‘expand tree’.
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Customizing Wizard in Expert mode ®

Views ®
A view is a hierarchical order of node types.

A view represents a certain retrieval functionality.
The entries to views, i. e., the view nodes, are visible under
project nodes in the initial screen of DocuLink.
The actual view is then shown in a separate screen.
Node types are arranged in proper hierarchical order by
assigning them to a parent node.
A view has to start with a root node.
Usually a document node is the final node.
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Attribute Objects ®
An attribute object represents a data source.

A data source is usually an R/3 table.
An attribute object allows to specify archiving-related settings
for the corresponding data source (R/3 table).
- SAP object type
- SAP document type
- Archiving modes
In DocuLink an attribute object usually represents a R/3 table, and select fields represent the
fields of an R/3 table.
Attribute objects and select fields introduce a layer of abstraction or encapsulation. In this way
they hide the underlying R/3 structures. Therefore, in DocuLink are only those R/3 tables
accessible that have a corresponding attribute object. The same is true for the fields of an R/3
table - in DocuLink a select field encapsulates an R/3 table field. Therefore, access to a single
table field and its contents is provided through a corresponding select field.
By linking select fields with an attribute object, the representation of an R/3 table and its
contents in DocuLink is complete.

Attribute Objects – Screen ®
General
Double clicking on an attribute object shows:
The information is structured in different sections.
The most important fields during the customizing of a attribute object are the data
structure and the SAP object type
Important:
At node type 1 and at node type 5 the attribute object must be specified!
But it is not allowed to enter an attribute object at any other node type (0,2,3,4)!
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Attribute Objects – Screen Administration (1) ®
Customize the screens

z Screens for DETAILS, EDITING, CREATING or HITLISTS can be

customized at the corresponding attribute object
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blank lines in detail, create, change and selection mask

Description fields on detail and create mask
If you have classification-fields in your DocuLink-Table it is now possible to display the

corresponding value of this entry. Therefore you need a language dependent text table for the
values.
If you want to have the description of these fields depending on more then one field there are
the two new user-exits “INSERT_INF” and “DETAIL_INF”.
In some projects we had problems with the start picture. If the connection between the client
and the R/3 System is really slow it took a while until the start picture of DocuLink was
transferred.

Attribute Objects - Archiving Modes ®
Archive modes are directly maintained
In the section Archiving you can define which archiving scenarios should be possible for this
attribute object
The default value can be switched by the user (menu: settings – reset arch. scenario)
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Attribute Objects - Data Archive Plus ®
Part of DocuLink Transports (no separate transport necessary)
Archiving object
(Archive) Info structure
Section Data Archiving enables the display of archived data in line with the online table
entries.
To use this functionality only some settings are necessary referring to the Archive object and
to the Structure from the Archive Information System that should be used.
(For better performance and to enable the functionality of IXOS-DataARCHIVE Plus solution
packages, i. e. SD document flow including offline, several programmed function modules are
necessary.)
For data archiving see also transactions SARI, SARA

Attribute Objects - Logging ®
The user actions that are performed in DocuLink can be logged.
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Attribute Objects – User exits ®
User exits can be used to enhance/change the standard functionality of DocuLink.

Attribute Objects - Authorization ®
Details see chapter Authorization
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Node Types ®
Each node in the retrieval screen corresponds

to a node in the view definition
Node types are used to define different functionalities of nodes.
(Here the selection in the retrieval screen was restricted for the category to only one value by
typing in ‘INCOMING’ in the query pop up. Also there is only one scanned document.)

Node Types (2) ®
A node type defines the general characteristics of its nodes.

A node type has a certain selection type, which determines the
behavior of its nodes. For example:
- root node
- static node
- dynamic node
- value-table node
- document node (ArchiveLink, CM- or DVS-PLM Document Model)
Select fields are assigned to node types to enable selections and

to display the results of the selections.
A view in DocuLink, as it is seen with transaction j6ny, consists of nodes, which are displayed
in a hierarchical order. However, actually a view consists of an underlying hierarchy of node
types.
Think of a node as just an instance of a respective node type. The general characteristics of a
node are defined in its node type. Through a node type many nodes in a view can have the
same characteristics, but those characteristics must be defined only once for the node type.
The purpose of nodes and, of course, their underlying node types is to collect selection
criteria and to display the results of a selection. It is, therefore, no wonder that the main
characteristic of a node type is its selection type.
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Node Types (3) ®
Selection types
- 0 Root node
- 1 Document node
• represents a document, i.e., an entry in a link table (e.g., TOA01)
• requires the specification of an attribute object for the node type
- 2 Static node
• displays a single text line once - always visible
- 3 Static node
• displays a single text line once - only visible if values exist for the assigned select field
- 4 Dynamic node
• displays a line for every distinct value of the assigned select field
- 5 Value-table node
• represents a complete table entry
• requires the specification of an attribute object for the node type
- C Document node for CM-Documents
- D Document node for PLM-Documents
Dynamic nodes and value-table nodes display the results of a selection.
A root node is the top node in a view. In every view there is only one root node.
Static nodes are used to display a single line, i. e., there can be only one node of such a node
type in a view. A static node can be used as an entry node to a sub view, i. e., it provides an
anchor for the hierarchy of nodes lying underneath.
Dynamic nodes and value-table nodes display the results of a selection. Usually they result in
the display of several lines, where each line is the equivalent of a node, which in turn is an
instance of the respective node type. There is, however, a clear distinction between these two
node types.
Dynamic nodes show the results of an SELECT-DISTINCT SQL-operation. That means, from
all entries in a particular table field only the distinct values are returned, i. e., duplicate values
are ignored. Thus, dynamic nodes condense the contents of a table. This characteristic
predestines dynamic nodes for building a browsing hierarchy of nodes.
Value-table nodes display a list of attribute records, i. e., a list of table entries. That means, a
value-table node is displayed for every table entry returned by a selection. To determine
which R/3 table is to be queried, an attribute object must be specified for a value-table node
type.
The main difference between dynamic nodes and value-table nodes is that a dynamic node
represents a set of attribute records (or table entries), whereas a value-table node represents
exactly one attribute record.
Although a dynamic node is an excellent means to build a browsing hierarchy, it should only
be used to access tables with only a few entries. Otherwise, using a dynamic node can cause
performance problems. A value-table node is likely to be used just above a document node,
since it can be used to display all the entries of a table storing the sets of static attributes that
match a specified selection. In such a case it provides fast access to all relevant archived
documents, but lacks the ability of dynamic nodes to provide a quick overview of a table’s
contents.

Node Types (4) ®
Node types in our example:

0 Root Node
2 Static Node
4 Dynamic Node
4 Dynamic Node
5 Value table
Node
1 Document
Node
In our standard mode example the following node types are used.
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Node Types (5)
®
Selection
Link attribute object:

If you want to create a Attribute hierarchy, this means several Attribute objects were ordered
among one another, so you have to create a Link between them. This will be reached on the
database by a Link table, which contains the key of the linked objects.
Value restriction: At a dynamic node it will be searched in the attribute objects for the
COLLECT-field. This will be compressed, so that only different values will be delivered (e.g.
one line per Fiscal Year).
Value restriction: (only at a dynamic node)
Here you can specify an attribute object (table) to restrict the possible values at this node.
This helps in an other way if the table to collect is very big.
No check of values from value restriction attribute object
This flag is used only at dynamic node types (type 4). If 'value restriction' is used, all values
matching the restrictions of current selection fields are selected. Additionally a check is done if
the value exists in the corresponding attribute object. To switch this behavior off and show all
values of the 'value restriction' table without check, set this flag.
See examples on next slide

Node Types (6) ®
z Accelerate opening of dynamic nodes

with large tables
Value restrictions
At dynamic node types, the values of a table field are summarized so that all the values which
occur are included once and only once in the result set. By explicitly restricting the values with
this option, you can avoid the following problems:
Performance
If, for example, the field GJAHR in the table BKPF is to be represented in a summarized
format, then by default, the complete table must be searched each time in order to locate a
relatively small number of existing financial years. The better option is to specify an attribute
object in this field for a table that contains the existing financial years (in the sample project
$EX_FI this is GJAHR). DocuLink then no longer searches the BKPF table. Instead, it
searches the much smaller table GJAHR.
Additional restrictions
Assume that there is a table which contains various documents sorted on the basis of the
document type and author. The document type is to be output in a summarized form. In
addition, certain authors are only permitted to see and edit certain document types. One
solution would be to use the user exit AUTH_CHECK to carry out an authorization check at
field level. However, you could also create an attribute object with a table containing the
document types for each user. The attribute object must be entered here.
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Node Types (7) ®
Functions
Hit list: This flag means, that the hits are displayed as hitlists and not as prepared lines.
Separate hitlists: This flag means, that the hitlists is not displayed in the hierarchy but in a
separate screen.
Sort values: This flag activates sorting at value table nodes. The sort conditions for value
table nodes have to be entered in administration for attribute object / hitlists.
Maximum Number of hits: The maximum number of hits specifies the maximum number of
value-table nodes (does not affect dynamic, static or documents nodes) that can be displayed
as subnodes when a node is expanded (by default 0, not restricted). This value affects only
this node and may not be larger than the general value for the entire view.
Open nodes automatically: If you activate this option, all nodes of this node type are
automatically expanded when you expand the superior node. This option is available for all
node types except for the root node and document nodes. This setting is only useful for node
types that display little information for the user, but structure the view, e.g. static or dynamic
node types.
Hotspot: This flag means, that the text of a node is written as hotspot, i. e. it is enough to click
once on the node. Double clicking is not necessary.
Hide checkbox: (for SAP GUI for HTML visualization only) To select lines with attribute
records or documents in the DocuLink navigation window, you must use a check box. Since
there are node types which do not have to be selected (for example, structuring nodes), this
option allows you to deactivate the check box.
Function code PICK: On every node the function code of double clicking (PICK) can be
replaced by another function code from DocuLink II to execute another function.
For example, sometimes it is interesting to branch to the SAP transaction. So you replace
PICK by BOBJ to call the default method when you are double clicking on a node.
Status management: If you activate this option, status transition is enabled for this node type
and the status management configured for the attribute object is activated
(See examples on following slides.)

Node Types (8) -Different kinds of "Hit lists" ®
displayed as prepared lines displayed as hit list in hierarchy displayed as separate hit list
Define kind of Hit list one hierarchy step above the node you want to get e. g. a separate hit
list.
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Node Types (9) - Sorting in hierarchy ®

Node Types (10) ®
Flag for 'Insertion allowed'

This flag means that one can insert a data record at this node. This flag does not effect
moving operations. Use flag inserting by move or copy for that.
Flag for inserting by move or copy
This flag means, that the node can be the destination of a moving or copying operation. So
you can create an entry by moving an record to this node. This flag is independent from the
flag for explicit insertion
Flag for 'Deletion allowed'
This flag means, that it's allowed to delete records at this node. This flag has nothing to do
with moving.
Flag for deletion by moving
This flag means, that you can select this node as source object in a moving operation,
because one must delete the source object. This flag is independent from the flag for deleting
a record.
Flag for 'Copy allowed'
This flag means that it is allowed to use data records from the node as source for copy-
resp.move action. So you can prevent moving and copying of data records.
Flag for 'Change document type allowed'
This flag is only valid at document node types (1) for ArchiveLink documents. This flag
means: if a document will be moved or copied to this node, the document type (AR_OBJECT)
can be changed.
Edit (CM nodes)
If this option is activated, Content Management documents and folders from DocuLink-
specific or user-specific document models can generally be edited at this node type (only for
Type C nodes). Changing also requires the correct authorization in the user's authorization
profile
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Node Types (11) - Output ®
Output of Node Types:
Specify the text to be displayed together with nodes assigned to this node type.
You can combine the following possibilities to define node type texts:
• Fixed text
• Selection field whose name is enclosed in ampersands (&Selection field name&)
• Special selection fields for which values are generated automatically
• ODMA attributes that are transferred during document entry via DesktopLink (name of the
attribute with @ as a prefix, e.g. @Filename).
Furthermore, some formatting operations are available for text output
You can specify
•Position like in &5 VAR& or &5:VAR&
•Offset and length like in &VAR+3(4)&
•Output conversion like in &VAR=CONVE&
To output the '&' symbol itself you have to double it: '&&'.

Select Fields ®
A select field is a container for the values of a table field.

A select field is created for each table field that must be
available in DocuLink.
A select field needs a context and, therefore, must be assigned
to at least one attribute object and one table field.
Depending on the context/assignments, a select field represents
one or more table fields.
In DocuLink an attribute object represents an R/3 table, and select fields represent the fields
of an R/3 table.
Attribute objects and select fields introduce a layer of abstraction or encapsulation. In this way
they hide the underlying R/3 structures. Therefore, in DocuLink are only those R/3 tables
accessible that have a corresponding attribute object. The same is true for the fields of an R/3
table - in DocuLink a select field encapsulates an R/3 table field.
Access to a single table field and its contents is provided through a corresponding select field.
By linking select fields with an attribute object, the representation of an R/3 table and its
contents in DocuLink is complete.
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Selection Fields - Definition ®
This screen shows the definition of a selection field from within a view. It can also be created
separately.

Special (internal) Selection Fields (I) ®
There are some special selection fields within DocuLink.

If these are defined and assigned to a attribute object, they are
automatically filled and can be used for performing selections.
z@USER
z@LANGU
z@AR_OBJECT
z@ARC_DATE
z@ONLINE
z@ARC_DOCTYPE
z@ARC_DOCTYPE_TXT
@USER
• The user name; it can be used, for example, to create a user-specific folder structure
(see also Recursive node type on page 31).
@LANGU
• Logon language for the SAP application; allows you to output only text in the logon
language.
@AR_OBJECT
• This selection field must be assigned to a node type in order to restrict the display at
nodes of this type to documents having a certain document type. The document type
can be entered by the user in a selection screen or can be predefined during
customizing (node type assignment for selection screens or database selections).
@ARC_DATE
• this selection field must be assigned to a node type, in order to restrict the display at
nodes of this type to documents with a particular archiving date. The archiving date
can be entered by the user in a selection screen or predefined during customizing
(node type assignment for selection screens or database selections).
@ONLINE
• indicates the source of the data: database or archive server. Indicating the data source
is only relevant when archiving data.
@ARC_DOCTYPE
• designates the document type in the SAP application (and is used for example, as a
suggestion for the document node type text).
@ARC_DOCTYPE_TXT
• describes the document type (and is also used for the document node type text).
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Special (internal) Selection Fields (II) ®
There are some special selection fields within DocuLink.

If these are defined and assigned to a attribute object, they are
automatically filled and can be used for performing selections.
z@CM_STATUS_ID
z@CM_STATUS_TEXT
z@CM_DSP_NAME
z@CM_DESCRIPT
z@DVS_DAPPL
z@DVS_DESCR
z@DVS_STORAGE_CAT
@CM_STATUS_ID
• shows the status ID for a Content Management (CM) document
@CM_STATUS_TEXT
• describes the status for a Content Management (CM) document
@CM_DSP_NAME
• designates the name of a Content Management (CM) document or folder
@CM_DESCRIPT
• designates the description of a Content Management (CM) document or folder
@DVS_DAPPL
• specifies the workstation application for which the original document was created
@DVS_DESCR
• shows the description of a PLM/DVS document
@DVS_STORAGE_CAT
• shows the storage category of a PLM/DVS document
• As of this version, it is also possible to include ODMA attributes which were saved
during document entry via IXOS-DesktopLink (e.g. entry date, person who entered the
document etc.) in the node type text. For this to be possible, it is necessary to define
special se-lection fields whose names must be the same as those of the ODMA
attributes but with the prefix @, for example @Filename

Select Field at Attribute Object (1) ®
has
Table Field R/3 Table
R/3
DocuLink
Selection Field Attribute Object
An R/3 table is named attribute object in DocuLink and additional characteristics, e.g. allowed
archive modes for that table are defined at the attribute object.
A field is named selection field in DocuLink. A selection field must know to which attribute
object (R/3 table) and which field of that table it corresponds. With the selection field
additional retrieval characteristics can be specified.
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Automatic fill
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Select Fields at Node Type ®
z Selection fields
have to be assigned for
z Data base selection

z Selection popup
z Ixtractor (only at a root
node)
All fields needed in the node text, in a selection box or for a value selection or as COLLECT
field must be known at a node type.
‘Technical’ select fields, like ‘archiving date, are assigned automatically by DocuLink at nodes
of selection type 1.

Select Fields at Node Type (2) ®
Assigning select fields to a node type defines the selection to be

performed at nodes of this node type.
Assigning select fields to a node type makes the select fields
known to all nodes and sub nodes of this node type.
Select fields are not assigned to document nodes.
The selection actually performed at a node depends on the select fields.

Assigning select fields to a node type makes those select fields known to all sub nodes of this
node type. Therefore, at a node in the nodes hierarchy only those select fields can be
displayed that are assigned to the node’s node type or to a node type further up in the
hierarchy. This is, however, only true for select fields assigned to the same attribute object.
Select fields that are assigned to a different attribute object than the current one are not
visible at a node, even if they are further up in the nodes hierarchy.
This makes sense, for the following reason: When browsing down in the nodes hierarchy,
selection criteria are collected at every node along the path to restrict the selection to be
performed more and more. However, at a node there must be a mechanism to remember all
the selection criteria already specified further up in the nodes hierarchy. This is achieved
through an SQL-SELECT statement. At every node the current SELECT statement is
extended with the selection criterion specified for the current node. A SELECT statement
contains a reference to only one table. All selection criteria in a SELECT statement must,
therefore, be applicable to that table. Since a table is represented in DocuLink by an attribute
object, and since selection criteria correspond to the select fields assigned to a node, only
those select fields are visible at a node that were assigned to the same attribute object.
It is not necessary to assign select fields to the node type for document nodes, because
assigning select fields to document nodes doesn’t add any selection criteria. Since the
selection on the table storing sets of static attributes must be complete at the node just above
a document node, it would make no sense to assign select fields to document nodes.
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Select Fields at Node Type - Selection Screen ®

Select Fields at Node Type - Dynamic Node ®
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Select Fields at Node Type - Text replace & ®
Restriction
Info
This check box is only valid for dynamic node types (type 4). During selection at a dynamic
node type, a separate line is displayed for each value returned by a query. To remove
duplicates of the same line, it is necessary to define a single (key) field which is used as the
criterion for recognizing duplicate lines. All other fields serve only to provide information.
Consequently, for dynamic node types, you must assign this node type precisely one
selection field for which this option is not set (namely the COLLECT field). This option must be
active for all other selection fields that you want to output 'for info' at this type 4 node.
Cut
Check this box if the value currently in the selection field is not to be passed to child node
types.
Exclude from SELECT
Prevents a field that has been passed by a parent node type from being used for selection at
the child node type, i.e. it is not used to perform a restriction. This is necessary if the Cut
option cannot be used, e.g. if there are two child node types, one of which requires
information while the other has to be prevented from receiving it. In this case, the option is
simply set at the child node type which is not intended to receive the information.
Restrictions
In this area, you can specify coded restrictions which affect the child node types.
Lower end, Upper end
Here you can restrict the selection by specifying upper and lower boundaries. When
maintaining the restrictions, you can click here to display a dialog box which shows the
possible operators. The option you select will be inserted in the option field. You can specify,
for example, that certain values or ranges of values are to be included in or excluded from
selection.

Select Fields at Node Type - Output mask ®
Output mask
At dynamic node types, the non-info fields are compressed when selection is performed. The
result is that the function always returns different values. These values can be prepared by
converting or deleting characters and by inserting fixed text. For example, a date field
YYYYMMDD might be converted to MM/YYYY. The instructions for the preparation of a field
consist of a list of numbers separated by commas. You may specify the following:
• single numbers which indicate the position of the character in the original string (1, 2,
3, ..).
• a range of numbers which indicate a character range in the original string (3-5)
• fixed text
The position of the first character in a string is 1. The same rule holds for character ranges.
Fixed text is taken over exactly as it is specified. If fixed text begins with a number or a
comma, you must prefix it with a backslash (\). Otherwise, a backslash is interpreted literally
as a backslash. The elements of the list are output in the order in which they are specified
here. To generate the format MM/YYYY you would specify 5,6,/,1-4 where the positions 5 and
6 represent the month and 1-4 the year.
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Hierarchy with more then one table (1) ®
Together, attribute objects and select fields represent R/3 tables.
R/3 table 1 R/3 table 2

R/3 table 1 R/3 table 2
Field 1 Field 2 Field 3 ... Field A Field B ...
1 3
Select field
Field X
2 4
Field X Field 3 Field X Field B
Attribute object 1 Attribute object 2
A select field works as a container for the values of an associated table field.
A select field is associated with an attribute object and a table field of the R/3 table that is
represented by this attribute object. For example, arrows c and d indicate that the select
field "Field X" is associated with the "Attribute object 1" and with table field
"Field 2" of R/3 table 1, which is represented by “Attribute object 1“ . However, it is
also possible to associate the same select field with another attribute object and table field
("Field A"). This is indicated by arrows e and f.
This configuration allows the following behavior: First, select field "Field X" is filled with a
value from R/3 table 1. Then, with this value, R/3 table 2 is accessed. But access to R/3 table
2 is limited to only those table entries where table field "Field A" has the same value as the
select field. Thus, this feature allows to adopt selections (or restrictions) from one table to
another. (From a data-model point of view, it is recommended that there is either a foreign key
relationship between the R/3 tables 1 and 2 or a value table relationship with a common R/3
data element for the table fields "Field 2" and "Field A". However, this is not required.)

Hierarchy with more then one table ®
How to use more attribute objects in one view

Customizing steps - from scratch:
Define two attribute objects O1 and O2 forOR
the two R/3 tables
Define one selection field S1 for the join attribute
Define two assignments for attribute object – selection field:
O1 – S1 and O2 – S1
If the two join fields of the R/3 table don’t have the same data
element the “master” data element must be specified at
selection field (data element)
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Exercise: Wizard in Expert mode ®
Create a new version 2 of project

CONTRACT##.
Switch to expert mode.
Customize view number 15
“Contracts (different contract types)”
on your own defined table
ZDC##CONTRACTS, SAP object type
ZDC##OCONT with wizard.
Use the field Customer and
date_start for the restriction.
Use the field Type for “single
attributing”.
Use all left fields in “multiple
attributing”.
Check the result by scanning
contracts in this view
You create a new role for an administrator for your own project from the previous exercises.
To do this, do not choose a template, but start with adding the minimal profile for DocuLink
access (J_6NG_MIN).
This does not contain any project, so you have to add selection criteria for your project and all
activities.
The user should also be able to work with documents, so you need an ArchiveLink
authorization for your document types (S_WFAR_OBJ).
To be able to use the role, you have to generate it. Then assign users) to the role.
See slides for a guide to do the exercise!

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7 Create Object Types for DocuLink
Create Object Types for DocuLink 7-1

Create object type with Object Navigator ®
(transaction SE80)
Create Object Types for DocuLinkDecember 7, 2007Slide 2
There are 2 possibilities to create a business object, first (shown here) with transaction se80,
other with transaction swo1 (see next slide).
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Creating SAP Object Types (SWO1) ®

Fill out basic data ®
1
The
The program
program will
will be
be
2
generated
generated automatically
automatically
3 by
by the
the SAP
SAP R/3
R/3 System
System
4
5
6
There is a little difference in the way how to create a SAP Object between the different R/3-
Releases.
Business objects are identified in the BOR by object type (for example BUS2032) and a
descriptive object name (for example Sales Order). Both identifiers must be unique across all
object types.
Business objects are often addressed using the object name from external applications, while
internally in the BOR they are mostly identified using the object type. Initially, only the internal
key was used, but the extensive use of business objects has given rise to the need for
addressing them using names. For compatibility reasons, both identifiers are now used.
1. Object type:
Internal technical key of a business object in the Business Object Repository (BOR)
with a maximum of 10 characters.
2. Object name:
Descriptive, English ID of a business object in the Business Object Repository (BOR)
with a maximum of 32 characters, using both uppercase and lowercase.
The object ID is also used as a proposed name for container elements in the workflow
container and task container, if an element is to be created there with a reference to an
object of the type in question.
3. Name (language dependent):
The name should be meaningful enough for it to be used to select an object type.
4. Description (language dependent):
You can specify an identifying text of up to 40 characters as a short description.
5. Program:
Program for ABAP code that is generated for the object type (interface, methods, …)
6. Application:
Category for business/application-specific environment (“*” for cross-application)
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Create / insert new interface ®
Create/ insert new interface

ArchiveLink WFL 2.1
(IFARCH21)
Create/ insert new interface
/IXOS/DC_I
(only for DesktopLink)
1
To create an interface mark the node “Interfaces” and press button “create”. Enter the name
of the interface in the shown field.
These interfaces are needed for archiving:
1. With the interface ArchiveLink WFL 2.1 the system adds automatically the event
assigned to the Object type. The event assigned will be created automatically when
you have successfully archived a document. With this event in turn you can start
following working processes (e. g. a workflow).
2. The interface “/IXOS/DC_I” is only necessary if DesktopLink is used.
If you used the selection function (<F4>) to create the interfaces, the status should be on
“Released”.
Inserting new interfaces inserts additional methods. Double-click on the method shows by
which interface it was inserted.

Create new key fields with ABAP/4 Dictionary ®
field proposal
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Specify R/3 table, select all key fields and ®
create these
Hint: You have to select all (key) fields in the first column of the list.

Save all changes ®
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Change release status to Implemented and ®
then to Released inside
1. First you have to change the status to Implemented than to Released. Ignore the
information in popup.
2. For using a object type for our purpose it is obligatory to release it (necessary to transport
the object).

Change to outside ®
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Generate the object type ®

Exercise: Create SAP Object Type ®
Use table ZDC##TCONTRACTS (is a copy

of the table YDCTCONRACTS)
Create a new object type ZDC##OCONT
for your table ZDC##TCONTRACTS
- add the necessary interfaces to the object type
- add a new key-field to the object type (referring to
your Table)
- save, generate and change the state of the object
type
Check whether it is really released

(display it and press the header info ‚hat‘
button)
Create a new view 20 „My Contracts“ in
your DocuLink Project CONTRACT## with
your database table ZDC##CONTRACTS
and your SAP object type ZDC##OCONT.
Build the same hierarchy like in exercise
before.
(## = Number of your Client),
Naming conventions for exercise:
Object type and name ZDC##Oxxxxx

Program ZDC##Pxxxxx
For displaying an object type you can use SE80 or SWO1
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8 Create Number range for DocuLink
Create Number range for DocuLink 8-1

Create number range object with transaction ®
SNRO
Create Number range for DocuLinkDecember 7, 2007Slide 2
(Tools / ABAP/4 Workbench → Development / Other tools / Number ranges)
1. Fill in the name of the Number range Object and

2. Create these object
When creating a new table entry it is sometimes necessary that the value for a table field
is filled automatically with a unique number. This is possible by creating a number range
object for the domain of the table field. Whenever a new table entry is created, the table
field is then filled with the next free number in the number range.
For example, a contract number is a unique number. To make sure that every contract has
a different number, a number range object is created for the corresponding domain. The
contract number is then chosen automatically by R/3.
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Define details for number range object and ®
save
1. Fill out Short name (max. 20 characters) and the long text and then
2. the Number length domain
3. how many numbers are remain if you get a warning
4. then save the details.
The number length domain defines the length of your number range object.
The domain YOCPDCORRESP_KEY has the data type NUMC and a Number of
characters 10. This means you are able to get numbers from 0000000001 to 9999999999.
Domains which should be used in number range objects must be created before you
create the number range objects!

Creating Number Ranges ®
Before you can use a number range object you have to define a fitting number range.
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Insert and define interval ®
1. Insert Interval
2. Define the number range and add it
3. save the changes
Attention: Number ranges are not automatically transported by the SAP transport system!

Exercise: Create Number Range ®
Create number range object

ZDC##NCORR
As number length domain you
can use the existing domain
YDCDCORRESP_KEY.
Create number range interval 02
for your new number range
object (form 000000000001 to
999999999999)
Objects ZDC##Oxxxxx
Number range ZDC##NCORR
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9 Customizing of DocuLink in Expert mode
Customizing of DocuLink in Expert mode 9-1

Customizing Steps in Expert Mode ®
Customizing steps in transaction J6NP

- Create/edit new/selected project/version
- Creating views
Define general settings
(Max. Number of hits, Screens as popup, IXtractor, Full text...)
- Create node types
Define attributes of the node type (selection, functions, insert/Delete ...)
- Create Attribute Object
Define Data structure, SAP-object type, archive modes ...
- Create Selection fields
Define Selection fields corresponding to the attribute object and link it to the
relevant node
- Check view
- Test view
Customizing of DocuLink in Expert modeDecember 7, 2007Slide 2
The first step will be the project design. This can be done in documenting a step by step
retrieval or in a logical node hierarchy. It will be always in writing.
Each node in the initial screen of DocuLink represents an active project. A project combines
related views by providing an anchor for the views in the initial screen of DocuLink. Also, the
DocuLink customizing for the various views can only be done within a project. Therefore, a
project must be created first.
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CONTRACT##.
attributing”.
attributing”.

Creating Attribute Objects ®
1a
1b
Double click
OR
Different possibilities to create an attribute object:

1 a) Using Button Create on “Attribute Object”-tab
1 b)Double click in an empty line
2 Using button Create in the View
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Creating Selection Fields and assign them ®

Assign Selection Fields to Attribute Objects ®
OR
In this step you actually assign the selection field to a attribute object and a
specific field of the attribute object.
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Define Node Types ®
An attribute object must be defined for node type 1 and 5.

Assign Selection Fields to Node Types(1) ®
In this step you have to define to which node type the selection fields should be assigned.
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Assign Selection Fields to Node Types(2) ®
In this step you have to define to which node type the selection fields should be assigned.

Set up Attribute Object – ®
tab "Archiving"
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Select Field at Attribute Object ®

Exercise: Field with Number Range ®
Enter version 2 of project

CONTRACT##.
Create attribute object
CORRESPOND
(Correspondence)
Data structure:
YDCTCORRESPOND
SAP-Object:
YDCOCORRSP
Assign Fields selection fields
(CORR_KEY, CONTRACT ...)
Customize Field CORR_KEY with
number range object
YDCNCORRES and number
range 01
The number range for the field is used to generate unique keys for correspondence records.
During this exercise you will not be able to test it ‚in action‘.
The field (and the whole attribute object for correspondence) will be used in a later exercise.
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Create Nodes with Wizard ®
1 2

Create Nodes with Wizard – Hierarchy ®
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Create Node – Root ®

Create Node – Root (result) ®
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Create Node ®
1
3

Create Node – Selection Fields ®
To display a field at a node, two settings have to be made:

It must appear in the text (in „&<field>&“), and the field has to be assigned to the node for
database selection.
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Create Node Text ®
To display a field at a node, two settings have to be made:

It must appear in the text (in „&<field>&“), and the field has to be assigned to the node for
database selection.

Create Node Permissions for users ®
Here you control if users are able to insert/move/copy/delete database records or documents
- depending on selection type.
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Create Node as Document Node ®
2a
3
2b
This slide shows a new node, with a different selection type ‚1 – Document‘.

Create Node Text for Document Node ®
2 3a
3b
The standard selection fields for document nodes can only be inserted one by one (because
of radio buttons). For more fields repeat the selection!
These technical fields do not need to be assigned to the node type for database selection, this
is automatically assumed and not shown in the view.
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Exercise: Create View Correspondence ®

CONTRACT##.
Insert a new view 030 for
Correspondence (Table
YDCTCORRESPOND, Object
YDCOCORRSP)
Create selection popup for the field
‚category‘
Create a dynamic node for the
different categories
different dates
Create a Value tab-node and a
document node
Archive correspondence documents

Project - Query at a Node ®
Tick „Selection“ at node

All assigned selection fields pop up
in the query
„Full screen-query“ or popup
All fields that should be shown in the Selection window must be assigned as selection fields.
For the assignment type you have to choose “Selection popup”. ‘Database selection’ is not
needed additionally.
To switch from full screen selection screen to the popup as it is shown in the screenshots set
the flag ‘Screens as popup’ in the header data of the view (button ‘hat’).
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Configuring Selection Dialogs - Admin ®
Transaction J6NP
The administrator can change the order of the selection fields, make fields obligatory,
configure search help and set/get parameter.

Configuring Selection Dialogs - User ®
The user can hide on his own screen one or more selection fields, but he can’t hide obligatory
fields
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Exercise: Link Contract and Correspondence ®

CONTRACT##.
Insert a new view “Contract
with Correspondence”
Insert Correspondence as
child of value table node for
contracts
Link the tables for Contracts
and Correspondence

Exercise – Link Contract and Correspondence ®
– Screen shoots
To ease the exercise you can use the nodes wizard.

Make sure you add the correspondence’s documents selection nodes below the contract
value tab node.
Do you get the correspondence entries for all contracts at one contract?
Identify one selection field that can be used to be the link between the tables/attribute objects.
Assign this one field to both attribute objects.
(This is a link without separate link attribute object/table)
Make sure you will see only the specific correspondence that is related to the contract.
PS:
To display the contract number at the first correspondence line is a special challenge. You
cannot do this with a static node type – as created by the wizard.
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10 DMS Functionalities
DMS Functionalities 10-1

Integration of CM Document Model in DocuLink

DMS functionality
- Check in / Check out
- Versioning
- Display CM Document properties
- Edit and create CM Document
- Create CM Document with Template
- Status Management
Supports all possible DMS functions only for

CM Document models in Customer Namespace
- e. g. IXOS Document model /IXOS/DCCM
DMS FunctionalitiesDecember 7, 2007Slide 2
DMS functionalities requires the following environment:

IXOS-eCONtext for SAP DocuLink ≥ 3.4
SAP-Release 4.7 with SAP WebAS ≥ 6.10
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Linear vs. structured CM Model ®
IXOS delivers two CM

Models. A linear CM
Model and a structured
CM Model
With the structured CM
model a folder structure
Linear CM
like the Windows
model
Explorer can be created
With this CM Model IXOS
DocuLink delivers DMS
functionalities like
Check in/out, versioning
Customers can create Structured
their own CM Model CM model
based on the IXOS Model
IXOS provides the DocuLink-Example Project $EX_CMDEMO (Example: Demo CM

document model) as a kind of template for own development and customizing.

Properties of CM Documents ®
The properties of a CM
Document can be
displayed, set and
changed
Properties
Properties
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Versioning of CM Documents ®
With the version list, it is

possible to access older
versions of the document.
Version
Versionlist
list

Document model at attribute object ®
On the Attribute Object the CM

link range has to be inserted.
The CM link ranges are defined
in the document modeling
workbench (Transaction
/ndmwb).
For the linear document model
use
/IXOS/DC_CM_LINEAR.
For the structured document

model use
/IXOS/DC_CM_STRUCTURED
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Node for CM Documents – Selection type ®

Node for CM Documents ®
To define the text at the CM document node, change to tab strip “Text”, set the cursor into the
text field and press button “Selection fields”. There you can choose the field and insert it.
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Exercise: Add CM-Document node ®
Extend your existing project by a

CM-Document node to add DMS-
Functionality to your project
Create a new version of your
project CONTRACT##
Add CM link range
/IXOS/DC_CM_LINEAR to your
attribute object for contracts
Add Archiving-Mode 8 = CM -
Start editor for the possible
archiving modes (at attribute
object)
Enter View „My Contracts“ and
add a new CM document node
(type C) below your Valuetab-
Node

Template Management – User view (1) ®
This template could be

used when creating a new
2 document
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Template Management – User view (2) ®

Template Management ®
It is possible to create
templates and link this
templates with an attribute
object.
Create new documents
based on this templates
(better Office Integration)
For CM Document models
(in Customer namespace)
Language dependent
Customizing at Attribute
object
Templates cannot be transported, thus they are usually configured in the productive system.
Therefore a special authorization for administrators has been defined, so that a user does not
require complete authorization in the productive system to edit the templates.
For template management the administrator requires the activities Customizing of projects
(display) and Edit CM templates in the general DocuLink authorization object J_6NG_DATA.
The activity Customizing of projects (edit) is not necessary.
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Creating CM-Template ®
CM-Templates are
language-dependent
It is possible to create new
templates in an editor or
import existing templates
from file system
It is possible to link a
template with different
attribute objects (the icon .
appears in the Multiple use
column in that case).

Exercise: Create CM-Template ®
Extend your existing project by a

Template
Enter version 03 of your project
CONTRACT##
Create a new Winword-Template
at the attribute object for your
Contracts
Create a new document with
your new Template as template
Template ID 0001
Templ.name Word-Template
Mime-Type MS-Word
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Status Management ®
It is possible to set an
status for CM
documents.
The status customizing
is depending on the
attribute object
First define the status
ID‘s and the description

Status Management – Flow ®
At the second step define

the Status flow
It is possible to define
some actions when a
status will be changed
IXOS delivers 2 examples
for an user exist:
- creating a rendition when
the status change
– migrate the document
when the status change
Example functions for status change

• Rendition: /IXOS/DC_EX_CM_STAT_RENDITION
• Migration: /IXOS/DC_EX_CM_STAT_MIGRATION
DocuLink authority concept, new authority objects
• J_6NG_STDO, work on CM Document with specific status
• J_6NG_STFL, Status change
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Status Management – User view ®
You see the current status on

- the icon
- the arrow in the context
menu
You can change the status

- By double click the icon
- with the context menu

Exercise: Defining and using Status ®
Management (I)
Extend your existing project by

Status Management
Enter version 03 of your project
CONTRACT##
Create the following new states at
your attribute object for contracts:
- 0010 In work (default status)
- 0020 Quality check
- 0030 Released
- 0040 Rejected
Define the following status flow:

- In work Æ Quality check, Released
- Quality check Æ Released, Rejected
- Released Æ Rejected
- Rejected Æ In work
Set flag for status management at

CM-document node
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DocuLink - Support of CM Documents ®
Transaction: DMWB
It is possible to use the IXOS

Document area as a pattern
for a specific customer
document area. The
document area has to be
copied in the customer
namespace z*.

Technical background LOIO - PHIO ®
Meta Data Entity
Logical Object 1:1 common Tables for CM-Example:

characteristics of a
(LOIO)
document LOIO: /IXOS/DCCMLOIO
1:n 1:n PHIO: /IXOS/DCCMPHIO
Physical Object 1:1 Document

(PHIO)
1:1 1:1
Component 1:1 Content (file in

eCONServer)
SAP Knowledge Provider
The SAP Knowledge Provider (KPro) is integrated into the SAP Web Application Server and
used for managing documents and document-like objects. Its transparent and generic
functions can be integrated by various applications.
The KPro is therefore a cross-application, cross-media, information technology infrastructure.
LOIO: A logical information object (LOIO) is an information object that has no content, but
rather is a collection of all the versions of a document. The logical information object
represents the whole document, and is identified by an ID generated by the system.
PHIO: Versions and variants are represented in KPro as physical information objects
(PHIOs). A physical information object (PHIO) is an information object with content. More than
one physical information object can be related to a logical information object.
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Technical Background Example ®
Table LOIO: /IXOS/DCCMLOIO
Table PHIO: /IXOS/DCCMPHIO

eCONserver

Technical Background ®
Table for storing

LOgical Information Objects
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11 Additional functionalities
Additional functionalities since DocuLink Version 3.4
Additional functionalities 11-1

Retrieval Data from different logical systems

Retrieval PLM documents
Additional functionalitiesDecember 7, 2007Slide 2
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DocuLink – Logical Systems (I) ®
Data of Target System DP4CLNT800
Data of Leading System

DocuLink – Logical Systems (II) ®
Integration of data from different

logical SAP Systems
into one DocuLink view
The logical system has to be
defined at the attribute object
Now the data will be selected
from the logical system
The data structure must exist in
the source and in the target
system
A report is available that creates
the structure in the source
system:
/IXOS/DC_CREATE_STRUCTURE_RFC
Integration of data from different logical SAP Systems into one DocuLink view
• Uses concept of ALE (Application Link Enabling) to access data on different systems
via RFC
• DocuLink Customizing
– Same DocuLink Project on all Systems
– 1 Leading System, different Target Systems
– Enter Logical System at attribute objects in Leading System
– Replace not existing Data structures SAP-Objects with help objects
• Authority check in Leading System with
DocuLink internal authority checks at attribute object
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Customizing for integration in other logical ®
system
z The same project view must be installed on all SAP systems whose data
should be displayed. IXOS recommends using the SAP system with the
highest basis version as leading system.
z In case the required table or data structure doesn‘t exist in the leading
system you can use IXOS report /IXOS/DC_CREATE_STRUCTURE_REC
to create an auxiliary structure.
z The authorization check for access to all systems is performed on the
leading system. It is not necessary for all users to have explicit logon
information for all systems.
z For each node, only data from ONE SAP system can be displayed.
z Customizing Steps for configuring ALE (Application Link Enabling)
1. Define a logical system for each target system
2. Define a RFC destination for each logical system
3. Assign each logical system a RFC destination
To create the auxiliary structure, you can use the IXOS report
/IXOS/DC_CREATE_STRUCTURE_RFC. Execute it in the SE38 transaction and as
parameters enter the table name, for which you want to create an auxiliary structure, the
logical system in which the table actually exists, and the desired prefix for the name range
(that will be used as a prefix to the table name).

Define a logical system for each target ®
system
Transaction SPRO (SAP Reference IMG)

Æ SAP Web Application Server Æ Application Link Enabling (ALE)
Next Slides
1
R/3-Table for logical systems: TBDLS
11-6 770
Define RFC destination ®
Transaction SM59
1 Recommendation:
<SystemID>CLNT<client number>
When defining the logical system observe the following naming convention:
<SystemID>CLNT<client number>

Assigning RFC destination to logical system ®
R/3-Table for logical systems: TBDLS
11-8 770
DocuLink – Retrieval PLM Documents ®
Supports retrieval of PLM

document types storing originals
in KPro within DocuLink
Functions
- Displays Original
documents at Document
Info Record
- Displays Document Info
Record in DMS Transaction
(CV03N)

DocuLink – Retrieval PLM Documents ®
For PLM documents a

new node type has been
created
Example-Project
$EX_DVS
Example for a project-customizing retrieving PLM-Documents
ROOT (0)
|
Æ Y_DOKAR (4) (Dynamic node for different Document types)
|
Æ 5 T_DRAW (5) Attribute object (Data source DRAW)
|
Æ D_KPRO (D) Document Node with selection type D
11-10 770
DocuLink as Control ®
Transaction CIC0 Since Version 3.4 it is

possible to integrate
DocuLink as a Control in
own R/3-Applications
Example:
DocuLink-Integration in
CIC (Customer Interaction
Center, SAP CRM 3.0)

Generic Object Services (1) ®
Enables use of GOS in DocuLink view at value table node types

Customizing at attribute object
1 2
The services available for DocuLink are maintained in the table /IXOS/DC46_TCGDS which
can be edited directly from the attribute object customizing screen.
For technical reasons it is not possible to make the services available in the toolbar.
Generic Object Services are stored in Database table SGOSATTR (SGOS: Attribute of
Generic Services)
11-12 770
Generic Object Services (2) ®
Select Service in Context Menu at value table node type

11-14 770
12 PLM – Support
PLM – Support 12-1

Prerequisites ®
IXOS-eCONtext for SAP DocuLink ≥ 3.4

IXOS-Enterprise Scan Version ≥ 5.1c
SAP-Release ≥ 4.6 c
PLM – SupportDecember 7, 2007Slide 2
12-2 770
Transaction /n/ixos/plm for PLM support ®

DesktopLink scenario "SAP PLM" ®
Popup to enter PLM Key

Up to now it‘ s not possible to
1
create new Document Info
Records with this function.
12-4 770
Customizing for "DesktopLink for PLM“ in ®
transaction /n/ixos/plm
IXOS - Rendition Server is

necessary for creating
renditions!
1

Scanning for PLM ®
Scanning for PLM works only

with the Enterprise Scan 5.1c
and higher!
Scanning for PLM use a new
OLE Method of the Enterprise
Scan 5.1c
12-6 770
Customizing for "Scanning for PLM" ®

Scanning for PLM execution ®
12-8 770
Automatic Import for PLM ®
A import structure in the file system is necessary (like the cold

pipeline)
For each document one subfolder is necessary
Example for “attributes.txt”:
DOCUMENT_FILENAME=demo.tif
DONR=10000000191
DOKAR=IXK
DOKVR=03
DOKTL=000

Customizing for "Automatic Import for PLM" ®
Start the "Automatic import" in

transaction /n/ixos/plm
there is no batch import possible
because the PLM BAPI for
storing the document is not able
to run in a batch job
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Automatic Import for PLM – log file ®
After the import is finished a log

file is displayed
The customizing for PLM import
is also in transaction /n/ixos/plm

12-12 770
13 DocuLink & DesktopLink
The following slides show a brief overview of additional functionalities that are available with
DocuLink.
DocuLink & DesktopLink 13-1

DesktopLink features ®
Objective
- Archive office documents and link them to SAP business objects
- Enhanced, proprietary alternative to SAP’s “archiving from frontend”
- Can be applied to archiving scenarios:
All SAP Workflow-related scenarios (store and enter, assign and store, …)
IXOS-DocuLink (≥ 2.0)
Possible archiving file formats for documents

- Original application format (.doc, .xls, …)
- Converted to long-term storage format TIFF
Non-proprietary See
SeeESC
ESCabout
about
Uneditable dependencies
dependencies
Application version independent and
andrestrictions
restrictions
- Converted to PDF (new in v. 5.0)
Requires Adobe Acrobat Distiller on user workstation
Convenient ways of starting the archiving process

→ see next slide
DocuLink & DesktopLinkDecember 7, 2007Slide 2
Conversion to a long-term storage format ensures that documents can be displayed in the far
future even when the application that the document has been created with is no longer
available.
Find the mentioned ESC article DesktopLink: Restrictions for PDF/TIFF Conversion as:
https://esc.ixos.com/esc/cgi-bin/index.cgi/0985939139-860
13-2 770
Ways of starting the archiving process ®
Within the office application

- “Print” menu item ← only for TIFF/PDF conversion
- “Save as” menu item ← only for ODMA-enabled applications
- Dedicated “File” menu item ← MS Excel
On the Windows desktop

- Drag-and-drop onto a DesktopLink icon
- “Send to” menu item
From within an SAP business object display

- Implying “assign and store” scenario
- With certain app. module restrictions, depending on SAP release
Using SAP R/3 transaction J8AM
ODMA (“Open document management API”) is a specification of a standardized interface

between document management systems and possible client applications; it is owned by the
AIIM (“Association for Information & Image Management”), constituted by document
management system vendors.
Commonly used ODMA-enabled office applications include MS Word, PowerPoint, and Visio.
(A complete list of ODMA-aware applications can be retrieved as
http://www.infonuovo.com/odma/faq/ODMAapps.htm). MS Excel does not use
ODMA; therefore, DesktopLink provides an application-specific archiving add-in which can be
accessed by the dedicated File menu item IXOS-eCONtext for SAP.

Archiving starting points within the office ®
application
Only
Only for
for ODMA-enabled
ODMA-enabled
applications
applications
Implies
Implies TIFF
TIFF or
or
PDF
PDF conversion
conversion
Within an ODMA-aware application, DesktopLink archiving can be invoked by choosing the

“Save as” function (also “Save” for new unsaved documents). This will present the IXOS-
DesktopLink - Select destination dialog where the user may choose where to store
the document. Choices are:
File system stores the document as a file on the file system (normal behaviour).
eCONtext for SAP stores the document in the optical archive and creates a document
reference in a SAP R/3 system.
Choosing “eCONtext for SAP” then starts the DesktopLink archiving operation.
(If you select option “Use as default for all selections”, this dialog will not be displayed at
future archiving actions; see page IXOS-DesktopLink Monitor later in this chapter about how
to grant the choice again.)
The second flavour of invoking DesktopLink archiving is to “print” your document on the virtual
printer “IXOS TIFF Converter SAP” (or “IXOS PDF Converter SAP“). This will compulsorily
convert the document to TIFF or PDF format before archiving (since the printer driver has no
access to the original document file), thus it is not possible to archive the original document
that way. Moreover, this archiving method is applicable to printable documents only (e.g. not
to audio files).
See page Ways of starting the archiving process (earlier in this chapter) about archiving from
within MS Excel.
13-4 770
Archiving starting points on the Windows ®
desktop
Right mouse click

Drag and drop
Once an office document has been saved to a file, you may invoke DesktopLink archiving as
illustrated above.

Archiving from application or desktop: ®
Common steps
1
Drag an
d drop
6
3
44
7
No matter which of the archiving starting points within the office application or on the Windows
desktop you use, a number of steps is common to all of them. The chart above explains the
steps using the drag-and-drop method as an example (other starting points are illustrated on
the previous pages):
c The document file is dragged from the explorer and dropped onto the “IXOS-eCONtext
for SAP” desktop icon.
Now the common steps sequence begins:
d A dialog appears, offering logon to SAP systems. Log on to the one that you want to
link your office document into.
(However, this step may be omitted if the “Auto logon” option is activated; see page
IXOS-DesktopLink Monitor later in this chapter.)
e A list of available archiving scenarios is presented; choose “DocuLink" for your
archiving purpose.
f The view dialog of IXOS-DocuLink will open, choose your project and view.
g In the selection box fill in the selection parameter and start the selection
h Choose your SAP business object (e. g. the right order) and press the <Create as
child>-buttom
i Then choose the right document type from the table and press <Enter>
13-6 770
Start screen of DesktopLink Customizing (TA: ®
J8A7)

Scenario ®
English German
assign and store Zuordnen und ablegen
store and assign Ablegen und zuordnen
store and enter Ablegen und Erfassen
store for assignment later Ablegen für spätere Zuordnung
store for entry later Ablegen für spätere Erfassung
13-8 770
Advanced DesktopLink features (1): Multiple ®
document selection
Drag’n’drop
“Stack processing”:
z Documents are processed
individually, one by one
“Multi processing”:
z Documents are assigned to the
same business object altogether
z “Assign and store” scenario only
See
SeeCustomizing
CustomizingGuide:
Guide:IXOS-eCONtext
IXOS-eCONtextfor forSAP SAP
for complete description
Whenever a user starts DesktopLink archiving from his Windows desktop (e. g. by picking
documents from the Windows Explorer as illustrated above), DesktopLink 5.0 offers to select
and process multiple documents in a single action.
Having chosen an archiving scenario, the user may decide how to handle the document
indexing action:
• Separate indexing for each single document (“stack processing”) means that the
documents are linked to SAP business contexts independent from each other. For
each document, the user has to choose a document type and — depending on the
scenario — further indexing information.
This type of document indexing is applicable to all available archiving scenarios.
• Single indexing for all documents (“multi processing”) links all documents to one
and the same SAP business object; it is not possible to choose individual document
types for them. This is very useful if all chosen documents really correspond to a single
business occurrence.
This type of document indexing is applicable to the “assign and store” scenario only.
The “multi processing” feature requires additional DesktopLink-related customizing in SAP
R/3. See the IXOS-eCONtext for SAP Customizing Guide, part Configuring IXOS-
DesktopLink, for complete instructions:

Advanced DesktopLink features (2): ODMA ®
document attribute extraction
Menu File → Properties
DesktopLink archiving,
2 e. g. using “assign and store“
Document
attribute
Automatic assignment
to SAP business object
See
SeeCustomizing
CustomizingGuide:
Guide:IXOS-eCONtext
IXOS-eCONtextfor forSAP
SAP
IXOS-DesktopLink 5.0 is able to read document attributes of a document that a user is going
to archive. This is possible if the document’s file structure is ODMA-compliant.
Purposes:
• (Semi-) automatic document indexing; document attribute values are used as indexing
proposals (illustrated above).
• Later analysis of attribute values, e.g. in a SAP Workflow context; for this,
attributes/values are stored in dedicated SAP R/3 table.
Restrictions:
• Only possible for documents of ODMA-enabled office applications (e. g. MS Word,
PowerPoint). You may retrieve a list of ODMA-aware applications as:
http://www.infonuovo.com/odma/faq/ODMAapps.htm
• Depending on the exact reference between document attribute names and names of
indexing attributes, DesktopLink’s attribute extraction facility requires additional
customizing in the SAP system.
See the IXOS-eCONtext for SAP Customizing Guide, part Configuring IXOS-DesktopLink, for
a complete description and customizing instructions:
13-10 770
ODMA Attributes for assignment in DocuLink ®
in DocuLink
z MS property = DocuLink selection field
z New type of automatic filling
The name of MS property must be the same as DocuLink selection field! There are two new
types:
1. DesktopLink attribute and
2. DesktopLink attribute (only presetting)

Display of ODMA Attributes at document ®
nodes types in DocuLink
z Usage in node type text @ concatenate with ODMA

attribute name
J_8A3T0013
ODMA
Store
Table J_8A3T0013 contains the information.
13-12 770
13-14 770
14 Authorization
Authorization 14-1
Chapter Overview ®
Examples
Short Introduction to SAP Authorization
Create a role with Role Generator
Profiles & authorization objects of DocuLink
Customize authority check in DocuLink
AuthorizationDecember 7, 2007Slide 2
14-2 770
Example: restrict DocuLink start screen ®
restricted rights:
All rights see only one view
in this project
Authorization 14-3
Example: restrict authority by company code ®
No restriction with restriction
14-4 770
Overview authorization ®
User (su01)
Role/Profile (pfcg/su02) Authorization class (su21)
J_6NG_ALL J6NG - DocuLink
Authorization (su03) Authorization object
J_6NG_ALL J_6NG_PROJ
Fields: Authorization fields (su20)
Project = ‚*‘ Project, View
View = ‚*‘
Version = ‚*‘
Nodes = ‚*‘
Authorization 14-5
Role Generator ®
Transaction: PFCG
ATTENTION: Your Training-user on the IXRAIN-System has SAP_ALL
14-6 770
Create a role ®
Menu File → Properties
Authorization 14-7
Insert minimal DocuLink profile ®
14-8 770
Insert authorization for your project (1) ®
Choose criteria from list

and insert chosen
Authorization 14-9
Insert authorization for your project (2) ®
14-10 770
Add ArchiveLink authorization ®
Authorization 14-11
Save and generate profile ®
14-12 770
Link your user to your profile ®
Authorization 14-13
R/3 authorization profiles ®
J_6NG_ALL all authorizations for DocuLink

(J6NY, J6NP, J6NA)
J_6NG_C_DISP Customizing: display projects A*- Z*

J_6NG_C_EDIT Customizing: edit projects A*-Z*
J_6NG_CREA Display, create for all projects

J_6NG_DELE Display, create, delete for all Projects
J_6NG_DISP Display for all Projects
J_6NG_MIN Minimal profile (without projects)
J_6NI_ALL ALL authorizations (IXTractor)
14-14 770
DocuLink authorization objects for R/3 ®
J_6NG_PROJ
- access restrictions for projects and views
J_6NG_DATA
- restriction of activities for attribute objects
Examples: 01 Create
02 Edit
03 Display
J_6NG_STDO
- defines which status documents must have so that a user can edit them
J_6NG_STFL
- defines which status transitions from which source status to which target
status a user may perform
Supported activities
01 Create
02 Edit
03 Display
06 Delete
07 Move source (“Deleting”)
08 Move/Copy destination (“Create”/Insert)
10 Display original
11 Call default method
12 Edit Admin. configuration of hitlists and selection screen
13 Admin. deleted records
14 Admin. multiple COLD records
15 Admin. enqueue table
16 Customizing of projects (edit)
17 Administration of log entries
18 Global variant maintenance
19 Customizing of projects (display)
20 Activation of projects and views
21 Display Admin. configuration of hitlists and selection screen
22 Edit CM document
23 Check in CM document
24 Check out CM document
25 Local copy CM document
26 Undo checking out a CM document
28 Set CM document status
29 Edit CM templates
Authorization 14-15
Exercise: Authorization ®
Create a role/profile
ZDC##CONTRACT_ALL with profile
generator
Insert minimal DocuLink profile
J_6NG_MIN
Insert authorization for your project
CONTRACT## and configure
administration rights in your project
Add ArchiveLink authorization for
your SAP object type ZDC##OCONT
and your document type ZZ##DFAX
(not ZZ##DDOC)
Save and generate with name
ZDC##CON_A and an appropriate
description
Link your user to your role
Reduce your user profile to this
profile, save, don't leave log and test
it with your project
access (J_6NG_MIN).
activities.
To be able to use the role, you have to generate it. Then assign users to the role.
14-16 770
Authority check in DocuLink ®
Authorization 14-17
Authority check in DocuLink (2) ®
AUTHORITY-CHECK OBJECT 'F_BKPF_BUK'

ID 'BUKRS' FIELD l_bukrs
ID 'ACTVT' DUMMY.
14-18 770
Authorization 14-19
14-20 770
15 Administration of DocuLink
Administration of DocuLink 15-1

Chapter overview ®
Maintain duplicated COLD records

Protocol entries & DocuLink Recycle bin
User groups
Customizing maintenance and Upgrade
Configuration of DocuLink in Web
Further administration
For more information look in

“Customizing and Installation Guide IXOS-DocuLink”
Administration of DocuLink December 7, 2007Slide 2
15-2 770
Start Administration for DocuLink with ®
transaction J6NA

Maintenance of duplicate COLD records ®
Administration of duplicate COLD records

When transferring COLD data to R/3 via the interface, it may occur that data records exist
with the same key fields, but with various different attributes. In this case, data records cannot
be entered in the corresponding table, because another record with the same key already
exists. These data records are entered in a buffer table and can be processed using a report.
15-4 770
Administration of COLD statistic ®
You can use the report Administration of COLD-Statistics to obtain an overview of the data
sent by the DocTool R/3 Insert. The table contains the following information:
• No. of blocks: number of transferred data record blocks
• Insert: number of data records that can be inserted
• Existing: number of existing data records with the same values
• Duplicate keys: number of data records with existing keys but different values
(see also Administration of duplicate COLD records on page 212)
• Inserted links: number of inserted link table entries
• Existing links
number of existing link table entries
Note: The entries for the COLD statistics are stored in the table /IXOS/DC_TBCS. An
administrator should delete the COLD statistics again at certain intervals.

Protocol entries & DocuLink Recycle bin ®
15-6 770
Administration of Protocol Entries ®

Maintenance of deleted records DocuLink ®
Recycle bin
Administration of deleted records

Data records deleted by users when using IXOS-DocuLink are not deleted completely from
the computer. A function, similar to the Microsoft Windows recycle bin function, ensures that
this data is not permanently deleted from the R/3 system but is initially deleted to a special
table. The administrator can then, if need be, retrieve the data record or delete it properly.
This means that the administrator must regularly maintain this table. The report Maintenance
of deleted records is used for this function.
15-8 770
User group administration ®
Details in Customizing and Administration Guide

®
15-10 770
Deleting generated reports ®
When you work with an DocuLink project, a number of different reports are generated - for
example selection screens and hit lists. Whenever you change something in customizing,
existing reports are automatically deleted and new ones created. However, if manual changes
are made to the data in the underlying database, then the generated reports in the database
must be manually deleted or adjusted so that the program can adopt the changes in the
database. Using the Delete generic reports report, you can specify the type of report that you
want to delete together with the associated project and version. You can also click on reports
that have already been marked for deletion during customizing.
New: When deleting generic reports you can now decide whether the variants for the
selection screens should be saved by the report and then restored after deleting the generic
reports.

Configuration of DocuLink in Web ®
For the visualization in a Web browser (DocuLink Web UI) you can define some project or
view-specific settings. To do so, use the administration report Configuration of
DocuLink in Web. For each project or each view, define the following settings:
Tip: Defining settings for all projects:
To define settings for all projects, enter DEFAULT as the project and 999 as the view.
Details as Popup?
If this option is activated, the details for a record are displayed in a separate window;
otherwise they are displayed in the right part of the original window.
Documents as Popup?
If this option is activated, the assigned original documents for a record are displayed in a
separate window; otherwise they are displayed in the right part of the original
window.
Tree width
Defines the width of the (left) tree frame, i.e. the area of the window where the hierarchy tree
is displayed. If both details and documents are displayed in a separate window, this value is
ignored and the full width of the window is used for the tree display. The width can be
specified either in percent or in pixel (default).
Note: Note that for very large values for the width of the left window (e.g. 98% or 100%), the
right window appears hidden. The user may misinterpret this behavior of
the application as an error.
15-12 770
15-14 770
16 Special Features
Special Features of the provided Examples
Special Features 16-1

Provided examples ®
Special FeaturesDecember 7, 2007Slide 2
On the IXOS-ARCHIVE CD different DEMO DocuLink projects as examples or patterns are

made available.
16-2 770
Example: FI documents (1) ®
The hitlists is subdivided first after the fiscal your, than after accounting areas and then after
the individual months.
The Field BLDAT (Document date in document) in the table BKPF is form type DATS Date
field (YYYYMMDD).
With the help of so-called Output masks you can access individual places of certain (table-)
fields.

Note types with selection type 4 (dynamic)
The node for the company code has the selection type 4 which means there will be a line for
every distinct value of the assigned select field.
16-4 770
If you take the field BUKRS from the table BKPF it would possibly result into run time
problems (because the table BKPF is usually very big).
You can avoid this problem by using a own table as Value restriction.
To customize this you have to create a own attribute object for this “value restriction” table. In
this case the is the standard R/3^table T001 where all company codes are stored. You can
create naturally also a customer specific table for this purpose.

Example: Print lists ®
There is additionally an example project for the comfortable retrieval of print lists.
16-6 770
Example: Document flow SD ®
The example document flow SD is very complex. For the document flow information from
several tables are needed. In order to be able to represent these dependencies, a own
function group with own function modules (partly user exits) is needed.

Example: Linked objects (1) ®
This example shows how to link different tables.

On the upper part of the screenshot the user is searching for a certain product (in this
example VW Lupo). As hit list he gets the different customer linked with this product.
On the other hand on the lower part the user is searching for a customer and gets the linked
products.
This is a example for a n:m-link which means one customer can buy different products and -of
cause- one product is linked to a lot of customers.
16-8 770
Link table /IXOS/DC_EX_LCP
For this kind of link a so called link table is necessary.

That is an example in which cases the Cut-flag can be useful.
The user has selected a area (Automobile Ind.). Than the customer VOLKSWAGEN AG was
selected.
One node below the node VW Lupo you can see the customer VOLKSWAGEN as well as the
customer Wagner GmbH.
Normally this is not possible because you have chosen the customer Volkswagen. If you want
to implement this behavior you have to use the cut flag.
16-10 770
16-12 770
17 User Exits
User Exits 17-1

Overview ®
How to define User exits?

Create an own exit
Parameter
Overview
- Manipulate screens
- Hierarchy
- Hit list
- Select / Insert / Change / Delete
- COLD
- Others
User ExitsDecember 7, 2007Slide 2
17-2 770
Attribute Object independent Exits ®
User Exits 17-3

Attribute Object dependent Exits ®
17-4 770
Base Information ®
User exit = function module

The template of an user exit defines the parameter of the
function module
Function group /IXOS/DC_U
- /IXOS/DC_U_<name of user exit> (Template)
User Exits 17-5

Create User exit ®
17-6 770
Own Function Group with all Exits ®
User Exits 17-7

Parameter of User exits ®
function /ixos/dc_u_change_pop.
IMPORTING
REFERENCE(PI_PROJECT) TYPE /IXOS/DC_EC_PROJECT
REFERENCE(PI_VERSION) TYPE /IXOS/DC_EC_VERSION
REFERENCE(PI_DATASOURCE) TYPE
/IXOS/DC_EC_DATASOURCE
REFERENCE(PI_TABNAME) TYPE TABNAME
REFERENCE(PI_VIS_FUGR) LIKE RSEUX-CF_VALUE
EXPORTING
VALUE(PE_REDISPLAY_PARENT) TYPE C
VALUE(PE_DO_NOTHING) TYPE C
VALUE(PE_NO_UPDATE) TYPE C
TABLES
PT_NOINPUTFIELDS STRUCTURE
/IXOS/DC_SK_NOINPUTFIELDS
PT_RESTRICTION STRUCTURE /IXOS/DC_SK_RESTRICTIONS
CHANGING
VALUE(PC_RECORD) TYPE /IXOS/DC_EC_VALUE2048
EXCEPTIONS
CANCEL
INTERNAL_ERROR
17-8 770
Screens (1) ®
Replace screens (and functions)

- CHANGE_POP Change screen
- DETAIL_POP Detail screen
- INSERT_POP Insert screen
- SELE_POP Select screen
Fill fields in standard screens (fix/changeable)

- CHANGE_PRE Change screen
- INSERT_PRE Insert screen
- SELE_PRE Select screen
- AUTO_FIELD Change & Insert screen (fix)
Add checks to standard screens

- CHANGE_SUF Change screen
- INSERT_SUF Insert screen
- SELE_SUF Select screen
User Exits 17-9

Example for own selection screen ®
17-10 770
Own Screens (Create/Display/Change) ®
User Exits 17-11

Auto fill of fields ®
z Fix (AUTO_FIELD)
z Changeable (.._PRE)
17-12 770
Screens (2) ®
Add buttons on standard screens

- CHABUTTON Change screen
- DETBUTTON Detail screen
- INSBUTTON Insert screen
- SELBUTTON Select screen
- TREE_BUT Hierarchy
Functions at buttons
- NFUNCTION Function at nodes
- ???BUTTON Functions at screen buttons
User Exits 17-13

Buttons ®
5 own Buttons
With Icon and/or text
Button 4 & 5 „On-Exit“-Buttons (input not necessary)
After this function the screen can be
- canceled
- restarted or
- committed
17-14 770
Screens (3) ®
Reduce or eliminate lists

- CHOOSE_NT List of node types at creating
- GET_AROBJ List of document types at archiving of
documents
Add complex description to fields

- INSERT_INF Insert screen
- DETAIL_INF Detail screen
User Exits 17-15

List of node types at creating ®
z Reduce or eliminate (list of one entry)
17-16 770
List of document types at archiving ®
Reduce or eliminate (list of one entry)
User Exits 17-17

Add complex description to fields ®
Display description linked to more then one field
17-18 770
Hierarchy (1) ®
Open / add / close nodes

- N_CLOSE Own close function
- N_INS_RPLC own open (replace) function
- N_INS Additional function after open
Buttons / Icons in hierarchy

- TREE_BUT Additional buttons in hierarchy
- NICON Replace icons
- NFUNCTION Function of additional buttons and icons
User Exits 17-19

Additional buttons in hierarchy ®
At node
At button line
17-20 770
Hierarchy (2) ®
Move / Copy nodes

- MOVE_DOC_S Additional function after moving
or coping of documents
- MOVE_LINK Additional function at insertion of
link table entries
- MOVE_SUF Additional function after moving or
coping of data
User Exits 17-21

Hit list ®
CHECK_HITS Check, delete or add hits

CHECK_LINK Check, delete or add link entries
17-22 770
Select / Insert / Change / Delete ®
CALL_OM Select / Insert / Change / Delete with RFC

INSERT Own INSERT
SELECT Own SELECT
COLLECT Own COLLECT
COUNT Own COUNT
DEL_LINK Additional function while deleting links
DEL_SAVE Additional function after deleting entries
DELETE Own DELETE
CHANGE Own CHANGE
CHANGEDOC Write additional protocol
User Exits 17-23

COLD / Archiving ®
COLD
- COLD_CONN Create link entry
- COLD_DINS Save duplicate
- COLD_INS Test before Insert or own Insert
- COLD_TYP Type conversion
Archiving
- ARCHIV_ACT Define own archiving type
- ARCHIV_FUN Function of own archiving type
- ARCHIV_SUF After Archiving und link entry
17-24 770
Others ®
NAMESPACE Register customer namespace in DocuLink

DISP_ORG Alternative display of documents
AUTH_FTXT Additional authority check for full text
OBJECT_ID Modification of Object-ID before
ARCHIV_GET_CONNECTIONS
DEFAULTMTD Replace Default method of SAP-Object
User Exits 17-25

17-26 770
18 Extended SAP R/3 Customizing
Extended SAP R/3 Customizing 18-1

Object Navigator (TA SE80) ®
(Tools / ABAP Workbench / Overview / Object Navigator)
Extended SAP R/3 CustomizingDecember 7, 2007Slide 2
18-2 770
Creating Development Class ®

Tables, Fields, Data Elements and Domains ®
Table
table field
data element
refers to
domain
refers to
A customer-specific R/3 table stores a set of static attributes for each archived document.
Each table field stores one static attribute.
Each table field has various technical characteristics and a certain context in which it is used.
Domain: A domain defines the technical characteristics of a table field, for example, data type
and field length.
Data element: A data element defines the context of a table field, that is the content or logical
meaning.
Domains and data elements are independent objects in R/3. They can, therefore, be used for
the definition of several table fields. To allow maximum flexibility a domain is not directly
assigned to a table field, but to a data element instead. The data element, in turn, is then
assigned to the table field. Assigning a domain to a data element puts the technical
characteristics specified by the domain in a certain context. The data element represents now
both the context and the technical characteristics. It is, therefore, sufficient to assign only the
data element to the table field. This is the bottom-up approach.
It is, however, much easier to create a table with a top-down approach: With the
corresponding static attributes in mind, the table fields are created first, followed by creating
the required data elements, followed, in turn, by creating the corresponding domains.
Fortunately, this approach is also supported by R/3, for the following reason: In R/3 it is not
sufficient to merely create an object. It is necessary to also activate the object, that is, to
create the object in the underlying database and, thus, make it known to R/3. It is, therefore,
not possible to activate a table unless all data elements and, of course, all domains that are
assigned to the table fields, are activated first. Therefore, it is recommended to create the
table in a top-down process first, and then activate it in a bottom-up process. This approach is
introduced here.
18-4 770
Creating Tables (SE80) ®
Context menu „Create“

Creating Tables (SE11) ®
Create table with transaction SE11

(Tools / ABAP Workbench / Development / ABAP Dictionary)
Also you can use TA: SE80
18-6 770
Creating Tables (2) ®
Define table fields and delivery class
... save (F11) →
Delivery class
DocuLink projects often require two kinds of tables: DocuLink tables and customizing tables.
DocuLink tables store the sets of static attributes of the COLD documents to be archived and
are, therefore, delivered to the customer empty. In R/3 the sets of static attributes belong to
the category transaction data. For DocuLink tables it is, therefore, required to choose delivery
class A. Customizing tables store any other kind of data, e.g., data used for providing help
views. It is often necessary to include the contents of such tables in a transport. For
customizing tables it is, therefore, required to choose delivery class C.
Note: It is possible, however, to transport the contents of a table with delivery class A. This is
not good practice though, and R/3 will generate a corresponding warning message
Table maintenance-allowed flag

This flag indicates whether the contents of the table can be modified by using standard
transactions, e. g., transaction SE16. It is possible to set and reset this flag later. During
development and testing of a DocuLink project this flag is usually set to allow standard table
maintenance.

Specify the development

class to create the object
directory entry
Create a new transport

(or change) request
18-8 770
Define details for

transport request
Choose the new

request to save
changes

Creating Data Elements ®
Create data element
Define details
for the
data element
... double click

on the domain →
Data elements, like tables, can also be created directly with transaction SE11.
18-10 770
Creating Domains ®
Create domain
Define details
for the domain
Domains, like tables and data elements, can also be created directly with transaction SE11.

Activating ®
Activate each domain
Activate each
data element
Activate the table...

... and define the
technical settings
for the table
Data class
The data class determines the physical area (table space) of the database in which the table
is stored. There are two special data classes intended for customer developments: USER and
USER1. Tables of both data classes are stored in a special table space for customer
developments, thus avoiding the critical table space for data classes APPL* .
Therefore, the data class must be set to either USER or USER1. Nevertheless, it is up to the
customer to decide which data class to use, since it is possible that the customer’s R/3
installation does not provide enough table space for the data classes USER and USER1.
Note: It is not recommended to change the data class once the table has been created in the
database. This would have no effect on the database, i. e., the table space is not changed
accordingly. It is, however, possible to change the table space for a table on the database; but
this is beyond the scope of this document.
Buffering
The general implementation guideline is not to allow buffering.
The performance advantage gained by buffering a table depends on the customer’s R/3
environment and the DocuLink solution at hand. The buffering setting can be changed later. It
is, therefore, up to the customer to decide, if buffering should be enabled and which buffering
type to choose.
18-12 770
Table „Contracts“ ®
Another example for a table definition.

With Goto/Foreign keys you can define a check table for certain table fields.
How to do this is described in the next few slides.

Foreign Key Field of Table „Contracts“ ®
Foreign Key definition for Field „Type“ (table Contracts)
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Foreign Key Table ®
This is the table used as check table for the field type in the table ydctcontracts.

Foreign Key Text Table ®
Text table with language dependent texts
18-16 770
Foreign Key Definition of Text Table ®
Semantic Attributes of Foreign Keys (Source SAP)

A foreign key describes a relationship between two tables. You can define this relationship
more precisely by specifying the cardinality and type of foreign key fields.
This information is optional and is primarily for documentary purposes. In particular, the
definitions of the cardinality and type of the foreign key fields are not used in the value check
for the foreign key.
The definition of the semantic attributes is only used in the following cases:
If Key fields of a text table is selected as the type of the foreign key fields, the foreign key
table is considered to be the text table for the check table. If a screen field is checked against
a table, the key entries of the check table are normally displayed in the input help (F4 help) for
this field. If there is a text table for the check table, each key entry displayed is enhanced with
an explanatory text (contents of the first character-like field of the text table) in the user’s
logon language.
...

Foreign Key Table at Domain Definition ®
18-18 770
18-20 770
19 Exercises and Solutions I
Exercises and Solutions I 19-1

Exercise 1: Create and link two document ®
types
Check if the document classes

FAX and DOC exists
Create two document types
- ZZ##DFAX with scanned documents
- ZZ##DDOC with text documents
Link this document types to the

business object type
YDCOCONTR
Exercises and Solutions IDecember 7, 2007Slide 2
Naming conventions for exercises:

• ArchiveLink document types ZZ##DFAX, ZZ##DDOC
• The Trainer will tell you the name of the logical archive! (default is C0)
As a special exercise you can create a second document type with technical type FAX.
Then see what happens when you scan a document – for the first time and for the second
time.
(To switch, choose from the menu: Settings – Reset arch.scenario)
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Check if the document classes ®
FAX and DOC exists

Create two document types ®
19-4 770
Link this document types to the business object type
YDCOCONTR ®

Exercise 2: Create a DocuLink project in ®
standard mode
Create a project CONTRACT## with

description
„Customer folder ##“
(Transaction J6NP).
10 „Contracts“.
Create a document selection on
table YDCTCONTRACTS,
SAP object type YDCOCONTR.
Use the field date_start for the
restriction.
Don‘t use ‚single attributing‘.
Use all left fields (except „Client“) in
‚multiple attributing‘.
Scan contracts in this view
Define other views with ‚single
attributing‘.
Max number of hits e. g. 50
It is possible to complete the exercise “Create and link two document types”.
For scanning IXOS enterprise must be opened and documents must be scanned from file
system (as there is no scanner).
You have to type in the value for contract number, as in the default mode of DocuLink
selection fields cannot be customized. This can be done only in the expert mode.
This view would be in reality a pure retrieval view, not a scan view.
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Create the Project CONTRACT## and … ®
1. Open new project and type in name and description

2. Save the changes

… open it ®
3 to open
a project
double
click here
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Create a the new View 10 “Contracts” ®
at Standard Mode
1 2
1. To create the new view press the new button.

2. The view number and
3. the view description (text) must be specified.
4. Then press the <Save and create>-Button

Start with „Standard Custo-mizing“ to set up ®
the hierarchy
1 to open the view

double click here
19-10 770
Create a Subgroup “Contracts” ®
1. Now there is an empty view. To create nodes, the create button must be pressed.
2. There is now the choice to define two different nodes: subgroup or document selection.
• Usually the first node will be a of kind subgroup.
• A subgroup defines a node with a fixed text to structure the application.
• There can be several subgroups be defined underneath each other.

Create a Document selection – selection ®
window
5
1
3 7
8
see next slide
1. Mark a node by clicking on it and select the button ‚create as a child‘

2. Now select ‚Document selection‘.
3. In the following steps all nodes underneath the node ‚contract correspondence‘ are
specified.
4. In window ‚General statements to documents selection‘ the node name of the first node to
the sub tree is defined in the field description text.
5. Here also the table and the SAP object type are specified which hold the static attributes of
documents.
6. In the next window all fields/attributes are specified, which pop up in the selection window
at node specified in window ‚General statements to documents selection‘.
7. With restriction means for each field entered here there will be a separate query pop-up!
19-12 770
Create a dynamic/ table nodes ®
and test the view
2 5
4
1. From the box ‚Without selection‘ field names can be moved to either
2. the box ‚Single attributing‘ or
3. the box ‚Multiple attributing‘.
4. Generate the View and
5. Test it

Activate the project ®
2
1. To Activate a project press button ‚Activate‘, otherwise that project is not seen in retrieval
transaction of DocuLink J6NY!
2. After activating the color changes into bright green.
If your project is active but not productive you get the messages: “This is an active test
version. Do not use in productive system!”
19-14 770
Check customizing: Open the new search and ®
create a new contract …
2 4
6
8
5 7
1. Select the “Search for contract” view and

2. press the “Create as Child” Button.
3. In the new dialog window type in your contract values and
4. open the document attach dialog by pressing the button “One document” or “More
documents”.
5. Select the archiving from Scan client and
6. press <Enter>!
7. In the next step select your Document type for scanned documents and
8. press <Enter>. The DocuLink get a document from the scan application and archive them.

after scanning check the new documents ®
1. Open the document by double click on the document entry or

2. the display button (shift + F2)
19-16 770
Exercise 3: Create SAP Object Type ®
Create your own table

ZDC##TCONTRACTS as a copy of the
table YDCTCONRACTS
Create a new object type ZDC##OCONT
for your table ZDC##TCONTRACTS
- add the necessary interfaces to the object
type
- add a new key-field to the object type
(referring to your Table)
- save, generate and change the state of the
object type
Create two document types and link them
to your object type ZDC##OCONT
- ZZ##DFAX2 with scanned documents
- ZZ##DDOC2 with text documents
Create a new view 20 „My Contracts“ in
your DocuLink Project CONTRACT## with
your database table ZDC##CONTRACTS
and your SAP object type ZDC##OCONT.
Build the same hierarchy like in exercise
before. (## = Number of your Client),
Object type and name ZDC##Oxxxxx

Program ZDC##Pxxxxx
For displaying an object type you can use SE80 or SWO1

Copy database tables ®
1
1. Select the package „Y_DOCULINK“ (Development class in older SAP versions) and open
the copy dialog by clicking the right mouse button.
2. Type in the name of the new table and click <Enter>
19-18 770
Activate Table ®
1. Select the new Database Table and

2. activate them. The color changes from blue to black!

Create SAP Business object type ®
19-20 770
Fill out basic data ®

Insert interfaces ArchiveLink WFL 2.1 ®
(IFARCH21) and /IXOS/DC_I
1. Open the insert dialog and

2. insert the interface „IFARCH21“ and save them
3. repeat this step with interface „/IXOS/DC_I“
4. save all changes
19-22 770
Create a new key field … ®
1
3

… with Data Directory Field Proposal … ®
3
19-24 770
… save all changes and generate the object ®
type
2
1

Implement and release the object type ®
19-26 770
Create the document type with the wizard ®
OAD5 or single transactions
1. Document types from exercises

2. Link between Document type and Object type “YDCOCONTR”
3. Link between Document type and Object type “ZDC##CONT”

Create the view "My Contracts" … ®
1. Open your project

2. Create new view
19-28 770
… link your Object type, customize the ®
Document Selections Restrictions …
2

… and then the Display Document Selection, ®
test your view
19-30 770
Exercise 4: Create Number Range ®
Create number range object

ZDC##NCORR
As number length domain you
can use the existing domain
YDCDCORRESP_KEY.
Create number range interval 02
for your new number range
object (form 000000000001 to
999999999999)
Objects ZDC##Oxxxxx
Number range ZDC##Nxxxxx

Create number range object with transaction ®
SNRO
(Tools / ABAP/4 Workbench → Development / Other tools / Number ranges)
1. Fill in the name of the Number range Object and

2. Create these object
19-32 770
Define details for number range object and ®
save
1. Fill out Short name (max. 20 characters) and the long text and then
2. the Number length domain
3. how many numbers are remain if you get a warning
4. then save the details.

Creating Number Ranges ®
19-34 770
Insert and define interval ®
1. Insert Interval
2. Define the number range and add it
3. save the changes


CONTRACT##.
attributing”.
attributing”.
access (J_6NG_MIN).
activities.
19-36 770
Create a new version 2 of project ®
CONTRACT##
1. Select your first view of project “CONTRACT##”,

2. click on the <New>-Button in the tool bar and
3. save the new view by clicking <Enter>

Switch to expert mode ®
2 3
1. Select the second view of your project and

2. change it.
3. In the new window click on the <Expert Mode>-button.
19-38 770
Customize view number 15 “Contracts ®
(different contract types)” …
1. Create a new view (number “015”)

2. Fill in all necessary data and
3. <Enter>
4. Answer the question with <Yes>!

… on your own defined table and SAP object ®
type with wizard …
2
3
1. Create a new structure

2. Use the wizard for a new Node
3. describe the selection and
4. go to the next step.
19-40 770
… Use the field … for the restriction, "Type" ®
for “single attributing”, …
1. Create the restrictions settings and

2. the dynamic and table nodes.

Check the result by scanning contracts in this ®
view …
1
2
1. Start the Test view,

2. execute a selection and
3. select an entry and
4. create a new document entry as child.
19-42 770
… and show for the document! ®
1. Select the new document and

2. click on the <Display original>-button.
3. The document would display in the IXOS-eCON Desktop.

Exercise: Field with Number Range ®

CONTRACT##.
Create attribute object
CORRESPOND
(Correspondence)
Data structure:
YDCTCORRESPOND
SAP-Object:
YDCOCORRSP
Assign Fields selection fields
(CORR_KEY, CONTRACT ...)
Customize Field CORR_KEY with
number range object
“ZDC##CORR” and number
range 01
19-44 770
Enter version 2 of project CONTRACT## ®
choose tab “Attr.Obj."
1. Select version 2 of your project “CONTRACT##” and

2. change it (or double click on the view)
3. choose tab “Attribute Objects”
4. create new attribute object Æ see next slide

Create attribute object "CORRESPOND" ®
1. Fill in the values,

2. press <Suggest Selection Fields> and
3. save the changes.
19-46 770
Assign the needed selection fields … ®
1. Insert selection
2. field and save it.
3. Choose tab “Sel.F./Attr.Obj”

… choose tab "Sel.F./Attr.Obj." and select ®
field "CORR_KEY" …
1. Choose tab “Sel.F./Attr.Obj.” also for checkup or assigning new selection fields
2. Select the selection field “CORR_KEY” and open by double click.
19-48 770
Customize Field with range object ®
"ZDC##CORR" and number range 01
Create link selection field to attribute object
Of course this can also be done from the hierarchy/view. (Click on the ‚hand‘ symbol.)
Enter number range object at the link

Exercise: Create a DocuLink project in ®
standard mode for SAP Objects
Create a project STANDARD##

with description
"Standard Object Types ##"
(Transaction J6NP).
10 "FI-Documents" by using the
object type "BKPF".
20 "SD-Documents" by using
the object type "VBAK".
30 "HR-Documents" by using
the object type “PREL".
Scan contracts in these views
19-50 770
Create Project for ®
Standard Object Types

Open the view ®
"Standard Object Type ##"
19-52 770
Create view 10: "FI-Documents" ®
and open them
2
4

Customize the selection restrictions ®
for "FI-Documents"
19-54 770
Customize the selection definition ®
for "FI-Documents"

View for documents in "FI-Documents" ®
4
1
1. Select the view and

2. open it.
3. Type in the selection parameter and
4. execute the query.
5. Search for a document entry and
6. show them in the viewer.
19-56 770
Create view 20: "SD-Documents" ®
and open them

Customize the selections ®
for "SD-Documents"
19-58 770
View for the documents in ®
for "SD-Documents"
3
2
6 4

Create view 30: "HR-Documents" ®
and open them
3
19-60 770
Customize the selections ®
for "HR-Documents"
2

Check in a document in ®
"HR-Documents"
6
1
3
2
8
4
1. Open view for HR-Documents,

2. select the Personnel Number Range and
3. execute the query!
4. Scan in documents in the Enterprise Scan,
5. select an object type to affix the documents and
6. press the “add as child”-button.
7. In the new window select the right document type and after them
8. press <Enter>
19-62 770
View for the new document in ®
"HR-Documents"
3
2

19-64 770
20 Exercises and Solutions II
Exercises and Solutions II 20-1

Exercise: Create View Correspondence ®

CONTRACT##.
Insert a new view 030 for
Correspondence (Table
YDCTCORRESPOND, Object
YDCOCORRSP)
Create selection popup for the field
‚category‘
different categories
different dates
Create a Value tab-node and a
document node
Archive correspondence documents
Exercises and Solutions IIDecember 7, 2007Slide 2
Here the idea is to do it manually, to see what DocuLink generates in the background when
you use the wizard.
In the view first create a root-node.

Assign the field ‚category‘ for a selection popup at the root node.
The first dynamic node below the root node should display the different entries for categories.
The next one should contain the field ‚corr_date‘.
Choose the correct attribute object for the Value tab-node (attributes for correspondence
documents) and add some fields to the text.
Then do it again for the document node below the attributes.
20-2 770
Exercise – Create View Correspondence ®
Overview and details
The DocuLink tree TA J6NP

zCreate selection popup for the category
Here are two options shown: full screen and popup

(To see it as popup, change the flag in the view header data (‚hat‘-button).
20-4 770
z Create a dynamic node for the different categories

z Create a dynamic node for the different dates
20-6 770
z Create a Value tab-node and a document node

• Archive correspondence documents (1)
Options via Context menu (right mouse click) or buttons.
20-8 770
• Archive correspondence documents (2)

Enter version 2 of project CONTRACT##.

Insert a new view “Contract with Correspondence”
Insert Correspondence as child of value table node for contracts
Link the tables for Contracts and Correspondence
To ease the exercise you can use the nodes wizard.

Make sure you add the correspondence’s documents selection nodes below the contract
value tab node.
Do you get the correspondence entries for all contracts at one contract?
Identify one selection field that can be used to be the link between the tables/attribute objects.
Assign this one field to both attribute objects.
(This is a link without separate link attribute object/table)
Make sure you will see only the specific correspondence that is related to the contract.
PS:
To display the contract number at the first correspondence line is a special challenge. You
cannot do this with a static node type – as created by the wizard.
20-10 770
This is the overview. For details see next slide.
Here a dynamic node DYN_CONTR_TYPE for the contract type was added, after the contract
nodes have been generated with the wizard (as ‚document selection‘ for the contract table).
The first dynamic Y_CONTRACT node displays the customer.
Note at which node the Correspondence tree was added (also using the wizard).
The Type of the static node for correspondence was changed to 3, so it is only displayed
when there is correspondence.
This is good for viewing, but makes it more difficult to add new correspondence. If you try to
„Create, as child“ the system asks for the document node that you want to use.

Details for the view.
20-12 770

Here the name of the linking field between contract and correspondence was changed (It was
generated as CONTRACT for the contract number).
20-14 770
The Agreement type display was replaced using the text table. So not only the code (OA, LA,
...) is displayed, but the meaningful text (Outline Agreement, Licensing Agreement, ...).

Exercise – Add CM-Document node ®
Extrend your existing project by a CM-Document node to add DMS-

Functionality to your project
Create a new version 03 of your project CONTRACT##
Add CM link range /IXOS/DC_CM_LINEAR to your attribute
object for contracts
Enter View 020 „My Contracts“ and add a new CM document
node (type C) below your Valuetab-Node
Add Archiving-Mode 8 = CM - Start editor for the possible
archiving modes
20-16 770

20-18 770

20-20 770
Exercise – Create CM-Template ®
Extrend your existing project by a Template

Enter version 03 of your project CONTRACT##
Create a new Winword-Template at the attribute object for your
Contracts
Create a new document with your new Template as template
Template ID 0001
Templ.name Word-Template
Mime-Type MS-Word

20-22 770

Exercise – Defining and using Status ®
Management (I)
Extrend your existing project by Status Management

Enter version 03 of your project CONTRACT##
Create the following new statis at your attributobject for contracts:
- 0010 In work (default status)

- 0020 Quality check
- 0030 Released
- 0040 Rejected
Define the following status flow:
- In work Æ Quality check, Released

- Quality check Æ Released, Rejected
- Released Æ Rejected
- Rejected Æ In work
Set flag for status management at CM-document node
20-24 770
Management (II)
Extrend your existing project by Status Management

Define that with change of status „In work“ to „Quality check“
the Document will be rendered into TIF-format
- Action RENDITION
- Function module /IXOS/DC_EX_CM_STAT_RENDITION
Define that with change of status „Quality check“ to „Released“

the Document will be „migrated“ from a temporary
Harddiskarchive to a long term archive.
- Action MIGRATION
- Function module /IXOS/DC_EX_CM_STAT_MIGRATION

Management
20-26 770
Management

Management
20-28 770
Management

Exercise Authorization ®
Create a role/profile ZDC##CONTRACT_ALL with profile

generator
Insert minimal DocuLink profile J_6NG_MIN
Insert authorization for your project CONTRACT## and configure
administration rights in your project
Add ArchiveLink authorization for your SAP object type
ZDC##OCONT and your document type ZZ##DFAX ( not
ZZ##DDOC)
Save and generate with name ZDC##CON_A and an appropriate
description
Link your user to your role
Reduce your user profile to this profile, save, don't leave log and
test it with your project
access (J_6NG_MIN).
activities.
See slides for a guide to do the solution!
20-30 770
Screen with J_6NG_MIN
See slides for a guide to do the solution!

with selection criteria for my project
20-32 770
with S_WFAR_OBJ

Saving
After saving you have to generate it!
20-34 770
Entering user

Done
To test it, you have to change the user master data (SU01).
20-36 770
20-38 770
Appendix A
IXtrain-Course SAP-CST-DC - IXOS eCONtext for SAP - DocuLink
SAP-Tables for Example ‘Contracts and Correspondence Management’
21_appendix_exercise_tables.doc Page 1 of 10
Appendix A-2 770
Appendix A-4 770
Appendix A-6 770
Appendix A-8 770
Appendix A-10 770
Appendix B
SAP R/3 Transactions for Optical Archiving — Summary
Overview
0. General Remarks 3.4. Incoming document archiving
(“workflow scenarios”)
1. Application modules 3.5. Archiving with barcode
1.1. Financial accounting 3.6. Archiving from frontend
1.2. Sales and distribution 3.7. DesktopLink
1.3. Human resources 3.8. Outgoing document archiving
1.4. Data archiving 3.9. Forms management
2. Document archiving, processing, and 3.10. Data archiving
retrieval 3.11. Special customizing
3. ArchiveLink customizing 4. ArchiveLink administration
3.1. Initial customizing 5. System administration (general)
3.2. Technical configuration
3.3. Basic customizing 6. User/authorization management
0. General Remarks
Menu (4.0): Begin in initial menu (transaction S000)
Menu (≥4.6): Begin in “SAP standard menu” (transaction SESSION_MANAGER)
IMG (4.0): Begin in transaction SPRO; Implement. projects → SAP Reference IMG
IMG (≥4.6): Begin in transaction SPRO; Goto → SAP Reference IMG
1. Application modules
1.1. Financial accounting
FB10 Invoice/credit memo fast entry
Menu (4.0): Accounting → Financial accounting → Accounts payable; Postings →
Invoice/credit memo fast entry
Menu (4.6): SAP standard menu → Accounting → Financial Accounting → Accounts
Payable → Document entry → Other → Invoice/credit memo fast entry
Menu (4.7): SAP standard menu → Accounting → Financial Accounting → Accounts
Payable → Document entry → Invoice/credit memo fast entry
FB03 Display financial document
Menu (4.0): Accounting → Financial accounting → Accounts payable; Document →
Display
Menu (≥4.6): SAP standard menu → Accounting → Financial Accounting → Accounts
Payable → Document → Display
1.2. Sales and distribution

VA01 Create sales order
Menu (4.0): Logistics → Sales and distribution → Sales; Order → Create
SAP R/3 Transactions for Optical Archiving — Summary Appendix B-1

Menu (≥4.6): SAP standard menu → Logistics → Sales and Distribution → Sales → Order
→ Create
VA02 Change sales order
Menu (4.0): Logistics → Sales and distribution → Sales; Order → Change
→ Change
VA03 Display sales order
Menu (4.0): Logistics → Sales and distribution → Sales; Order → Display
→ Display
1.3. Human resources

PA20 Display HR master data
Menu (4.0): Human resources → Personnel management → Administration; HR master
data → Display
Menu (4.6): SAP standard menu → Human Resources → Personnel Management →
Administration; HR Master Data → Display
Administration → HR Master Data → Display
PA30 Maintain HR master data
Menu (4.0): Human resources → Personnel management → Administration; HR master
data → Maintain
Administration; HR Master Data → Maintain
Administration → HR Master Data → Maintain
1.4. Data archiving

SARA Archive management (data archiving)
Menu (4.0): Tools → Administration; Administration → Archiving
Menu (4.6): SAP standard menu → Tools → Administration → Administration → Archiving
Menu (4.7): SAP standard menu → Tools → Administration → Administration →
Data Archiving
2. Document archiving, processing, and retrieval

SOA1 Early archiving (≤ 4.0 only)
Menu (4.0): Office → Archiving → Early archiving
SOA2 Late archiving (≤ 4.0 only)
Menu (4.0): Office → Archiving → Late archiving
SOA5 Simultaneous archiving (≤ 4.0 only)
Menu (4.0): Office → Archiving → Simultaneous archiving
OAWD Store documents (≥ 4.5 only)
Menu (4.6): Office → Business Documents → Documents → Move
Menu (4.7): Office → Business Documents → Documents → Check In
J8AM DesktopLink archiving
Appendix B-2 770

J8A3 DesktopLink user settings
SO01 SAP office inbox (execute work items)
Menu (4.0): Office → Inbox
SBWP Business Workplace (execute work items; 4.6 only)
Menu (≥4.6): Office → Workplace
OADR Find and display archived print lists
Menu (4.0): Office → Archiving → Display print lists
Menu (≥4.6): Office → Business Documents → Find Lists
OAOR Find and display archived documents
Menu (4.0): Office → Archiving → Archived documents
Menu (≥4.6): Office → Business Documents → Documents → Find
3. ArchiveLink customizing
SPRO SAP Reference IMG (= customizing guide)
Menu (4.0): Tools → Business Engineer → Customizing; Implement. projects → SAP
Reference IMG
Menu (4.6): Tools → AcceleratedSAP → Customizing → Edit Project
Menu (4.7): Tools → Customizing → IMG → Edit Project
3.1. Initial customizing

SBPT Process technology (starting point for ArchiveLink customizing; ≤ 4.0 only)
Menu (4.0): Tools → Administration; Administration → Process technology
SPAD Spool Administration (for defining archive device)
Menu (4.0): Tools → CCMS; Spool → Spool administration
Menu (≥4.6): Tools → CCMS → Spool → Spool Administration
IMG (4.6): Cross-Application Components → Document Management System →
Document Distribution → General Settings → Manage spool administration
IMG (4.7): Cross-Application Components → Document Management →
Document Distribution → General Settings → Manage spool administration
OAQI Create ArchiveLink queues
Menu (4.0): Tools → Administration; Administration → Process technology; ArchiveLink →
Basic settings → Create queues
IMG (≤4.6): Basis Components → Basis Services → SAP ArchiveLink → Basic Settings →
Create queues
IMG (4.7): SAP Web Application Server → Basis Services → ArchiveLink →
Print List Customizing → Create queues
OAAT Schedule ArchiveLink job
Basic settings → Schedule job
IMG (≤4.6): Basis Components → Basis Services → SAP ArchiveLink → Basic Settings →
Schedule jobs
Print List Customizing → Schedule Storage Job for Print Lists
OANR Maintain ArchiveLink number range

Basic settings → Number range maint.
IMG (4.0): Basis Components → Basis Services → SAP ArchiveLink → Basic Settings →
Define number ranges
Maintain number ranges
Print List Customizing → Maintain Number Ranges
OAG1 ArchiveLink Basic Settings
Basic settings → Basic settings
Menu (4.6): Tools → Business Documents → Basic settings → Basic settings
Make basic settings
Maintain basic settings
Customizing Enhancements → Maintain All Basic Settings
SA38 Execute ABAP program (RSPARAM, for checking rspo/archive_format parameter)
RZ10 Profile maintenance (for setting rspo/archive_format parameter)
Menu (4.0): Tools → CCMS; Configuration → Profile maintenance
Menu (≥4.6): Tools → CCMS → Configuration → Profile maintenance
3.2. Technical configuration

SM59 Display and maintain RFC destinations
Menu (4.0): Tools → Administration; Administration → Network → RFC destinations
Menu (≥4.6): Tools → Administration → Administration → Network → RFC Destinations
IMG (4.0): System Administration → Management of External Security Systems →
Secure Network Communication (SNC) → Communication → RFC Remote
Function Call → Define RFC Destinations
IMG (≥4.6): Production Planning for Process Industries → Process Management →
Process Messages → Define and Set up Message Destinations → Define
RFC Destination (among other access paths)
SU01 User maintenance
Menu (4.0): Tools → Administration; User maintenance → Users
Menu (≥4.6): Tools → Administration → User Maintenance → Users
3.3. Basic customizing

OAC0 Logical archives
Basic settings → Archives
Menu (4.6): Tools → Business Documents → Environment → Knowledge Provider →
KPro → Content repositories
IMG (4.0): Basis Components → Basis Services → SAP ArchiveLink → Archive Settings
→ Define archives
Appendix B-4 770

IMG (4.6): Basis Components → Basis Services → SAP ArchiveLink → Storage system
settings → Maintain content repositories
Basic Customizing → Define Content Repositories
OAD6 Assign archive device to logical archives (4.0–4.5 only)
Basic settings → Maintain archive device
Maintain archive device
OAC2 Document types
Document types → Global doc. types
Menu (4.6): Tools → Business Documents → Document types → Global document types
IMG (4.0): Basis Components → Basis Services → SAP ArchiveLink → System Settings
→ Define document types
→ Maintain document types
Basic Customizing → Edit Document Types
OAC3 Links of document types to logical archives
Basic settings → Links
Menu (4.6): Tools → Business Documents → Basic settings → Links
Define links
Maintain links
Basic Customizing → Edit Links
OAD5 Document type customizing wizard
Document types → Customizing Wizard
Menu (4.6): Tools → Business Documents → Document types → Customizing Wizard
IMG (4.0): Basis Components → Basis Services → SAP ArchiveLink → Business
Engineer Settings → Call document type Customizing Wizard
Workflow Settings → Call document types Customizing Wizard
Customizing Incoming Documents → Workflow Scenarios →
Use Document Types Customizing Wizard
3.4. Incoming document archiving (“workflow scenarios”)

SOA0 Document type links to workflow
Document types → WFL document types
Menu (4.6): Tools → Business Documents → Document types → WFL document types

Engineer Settings → Define Workflow document types
Workflow Settings → Define workflow document types
Assign Document Types to a Workflow
OACA Workflow parameters
Document types → Workflow parameters
Menu (4.6): Tools → Business Documents → Document types → Workflow parameters
Engineer Settings → Define Workflow parameters
Workflow Settings → Maintain workflow parameters
Maintain Workflow Parameters
SOA3 Maintain early archiving settings (≤ 4.0 only)
Settings → Early archiving
Engineer Settings → Define settings for early archiving
SOA4 Maintain late archiving settings (≤ 4.0 only)
Settings → Late archiving
Engineer Settings → Define settings for late archiving
SOA6 Maintain simultaneous archiving settings (≤ 4.0 only)
Settings → Simultaneous archiving
Engineer Settings → Define settings for simultaneous archiving
OAWS Maintain “workflow archiving” presettings (≥ 4.5 only)
Menu (4.6): Tools → Business Documents → Miscellaneous → Default settings
Workflow Settings → Maintain presettings for storage scenarios
Maintain Presettings for Storage Scenarios
OAD5 Document type customizing wizard
Document types → Customizing Wizard
Menu (4.6): Tools → Business Documents → Document types → Customizing Wizard
Engineer Settings → Call document type Customizing Wizard
Appendix B-6 770

Workflow Settings → Call document types Customizing Wizard
Use Workflow Wizard
3.5. Archiving with barcode

OAC5 Customize barcode entry for object type / document type
Bar code → Bar code entry
Menu (4.6): Tools → Business Documents → Basic settings → Bar code → Bar code entry
Engineer Settings → Activate barcode archiving
IMG (4.6): Basis Components → Basis Services → SAP ArchiveLink → Administration
Settings → Activate bar code storing
Customizing Incoming Documents → Bar Code Scenarios →
Activate Bar Code Entry
OBD5 Barcode entry per company code / FI document type (FI module)
IMG (4.0): Basis Components → Basis Services → SAP ArchiveLink → Application
Customizing → Application Customizing: Financial Accounting (FI) → Define
document types for barcode archiving
IMG (≥4.6): Financial Accounting → Financial Accounting Global Settings → Document →
Document Header → Maintain Document Types for Bar Code Entry
VNOP Barcode entry per sales document type (SD module)
Customizing → Application Customizing for Sales and Distribution (SD) →
Early and Late Archiving for Incoming SD Documents → Assign document
types; select “Document types for late entry using bar code”
IMG (4.6): Sales and Distribution → Data Transfer and Archiving → Optical Archiving;
select “Document types for late entry using bar code”
IMG (4.7): Sales and Distribution → Data Transfer and Archiving →
Assign Document Types
SM31 Table maintenance (for table T585O: Optical archiving settings for HR object types)
Customizing → Application Customizing for Human Resource Management
(HR) → Set up document types for HR
IMG (≥4.6): Personnel Management → Personnel Administration → Tools → Optical
archiving → Set Up Optical Archiving in HR
3.6. Archiving from frontend

OAA3 ArchiveLink protocol maintenance
Communication → Protocols
Menu (4.6): Tools → Business Documents → Basic settings → Communication →
Protocols
IMG (≤4.6): Basis Components → Basis Services → SAP ArchiveLink → Administration
Settings → Maintain protocols

Front End Communication Customizing → Process Logs
OAA4 OLE Application maintenance
Communication → Application maint.
Menu (4.6): Tools → Business Documents → Basic settings → Communication →
Application maintenance
IMG (≤4.6): Basis Components → Basis Services → SAP ArchiveLink → Administration
Settings → Maintain applications
Front End Communication Customizing → Maintain Applications
3.7. DesktopLink
J8AO Target document type assignment for TIFF conversion
Menu (4.0): J8AI; Customizing → Targetformat
J8AN Format converter assignment
Menu (4.0): J8AI; Customizing → Converter
J8A3 DesktopLink user settings
3.8. Outgoing document archiving

V/30 Output type maintenance for sales documents (SD module)
Customizing → Application Customizing for Sales and Distibution (SD) →
Archiving Outgoing SD Documents → Maintain message types for sales
documents
IMG (≥4.6): Sales and Distribution → Basic Functions → Output Control → Output
Determination → Output Determination Using the Condition Technique →
Maintain Output Determination for Sales Documents → Maintain Output Types
M/34 Output type maintenance for purchase orders (MM module)
IMG: Materials Management → Purchasing → Messages → Output Control →
Message Types → Define Message Types for Purchase Order
3.9. Forms management

J8AF IXOS Forms Management
SE38 ABAP Editor
Menu (4.0): Tools → ABAP Workbench; Development → ABAP Editor
Menu (4.6): Tools → ABAP Workbench → Development → ABAP Editor
Menu (4.7): Tools → ABAP Workbench → Development → User Interface -Æ ABAP Editor
V/30 Output type maintenance for sales documents (SD module)
Customizing → Application Customizing for Sales and Distibution (SD) →
Archiving Outgoing SD Documents → Maintain message types for sales
documents
IMG (≥4.6): Sales and Distribution → Basic Functions → Output Control → Output
Determination → Output Determination Using the Condition Technique →
Maintain Output Determination for Sales Documents → Maintain Output Types
M/34 Output type maintenance for purchase orders (MM module)
Appendix B-8 770

IMG: Materials Management → Purchasing → Messages → Output Control →
Message Types → Define Message Types for Purchase Order
SE71 Maintain SAPscript forms
Menu (4.0): Tools → Word processing → Form
Menu (4.6): Tools → SAP script → Form
Menu (4.7): Tools → Form Printout Æ SAP script → Form
3.10. Data archiving

SARA Archive management (data archiving)
Menu (4.0): Tools → Administration; Administration → Archiving
Menu (4.6): SAP standard menu → Tools → Administration → Administration → Archiving
Menu (4.7): SAP standard menu → Tools → Administration → Administration →
Data Archiving
FILE Logical file names and paths, cross-client
Menu (4.0): Accounting → Enterprise controlling → Executive information system;
Environment → Configuration menu; Basic settings → File names → Files cli.
independ.
Menu (4.6): Accounting → Enterprise Controlling → Executive InfoSystem → Environment
→ Configuration menu → Basic Settings → File Names → File Names –
Client-Independent
Menu (4.7): Accounting → Enterprise Controlling → EIS → Environment → Configuration
menu → Basic Settings → File Names → File Names – Client-Independent
IMG (4.0): Basis Components → System Administration → Platform-independent File
Names → Client-independent maintenance of file names and paths
IMG (4.6): Basis Components → System Administration → Platform-Independent File
Names → Cross-Client Maintenance of File Names and Paths
IMG (4.7): SAP Web Application Server → System Administration → Platform-
Independent File Names → Cross-Client Maintenance of File Names and
Paths
SF01 Logical file names, client-specific
Menu (4.0): Accounting → Enterprise controlling → Executive information system;
Environment → Configuration menu; Basic settings → File names → Logical
file name
Menu (4.6): Accounting → Enterprise Controlling → Executive InfoSystem → Environment
→ Configuration menu → Basic Settings → File Names → Logical File Name
Menu (4.7): Accounting → Enterprise Controlling → EIS → Environment → Configuration
menu → Basic Settings → File Names → Logical File Name
IMG (4.0): Basis Components → System Administration → Platform-independent File
Names → Additional client-dependent file name maintenance
IMG (4.6): Basis Components → System Administration → Platform-Independent File
Names → Additional Client-Dependent File Name Maintenance
IMG (4.7): SAP Web Application Server → System Administration → Platform-
Independent File Names → Additional Client-Dependent File Name
Maintenance
3.11. Special customizing

OAD2 ArchiveLink document classes

Other → Document classes
Menu (4.6): Tools → Business Documents → Basic settings → Customizing → Doc.
classes
→ Define document classes
→ Maintain document classes
Basic Customizing Æ Edit Document Classes
4. ArchiveLink administration
OAM1 ArchiveLink Monitor
Monitor
Menu (4.6): Tools → Business Documents → Environment → ArchiveLink monitor
OAAD Administration of archived documents
Archived documents
Menu (4.6): Tools → Business Documents → Environment → Miscellaneous → Stored
documents
OADD Administration of archived print lists
Archived documents (= transaction OAAD); Archived documents → Print lists
→ Find print lists
Menu (4.6): Tools → Business Documents → Environment → Miscellaneous → Stored
documents (= transaction OAAD); Stored documents → Print lists → Find print
lists
OAHT Sending certificate (digital signature) to archive servers
Menu (4.6): Tools → Business Documents → Environment → Knowledge Provider → Edit
→ Send certificates
Send certificates to HTTP content server
5. System administration (general)

SMGW Gateway monitor
Menu (4.0): Tools → Administration; Monitor → System monitoring → Gateway monitor
Menu (≥4.6): Tools → Administration → Monitor → System Monitoring → Gateway Monitor
SE37 Function module editor
Menu (4.0): Tools → ABAP Workbench; Development → Function Builder
Menu (≥4.6): Tools → ABAP Workbench → Development → Function Builder
SE16 View table contents
Menu (4.0): Tools → ABAP Workbench; Overview → Data Browser
Menu (≥4.6): Tools → ABAP Workbench → Overview → Data Browser
SE06 Processing after installation (→ system changeability)
Appendix B-10 770

Menu (4.0): Tools → Administration; Transports → Installation follow-up work
SCC4 Client maintenance (→ changeability of client-specific customizing)
Menu (4.0): Tools → Administration; Administration → Client admin. → Client maintenance
Menu (≥4.6): Tools → Administration → Administration → Client Administration → Client
Maintenance
6. User/authorization management
SU01 User management
Menu (4.0): Tools → Administration; User maintenance → Users
Menu (≥4.6): Tools → Administration → User Maintenance → Users
SU02 Authorization profiles
Menu (4.0): Tools → Administration; User maintenance → Profiles
Menu (4.6): Tools → Administration → User Maintenance → Manual Maintenance → Edit
Profiles Manually
Menu (4.7): Tools → Administration → User Maintenance → Authorizations and Profiles
(Manual Maintenance) → Edit Profiles Manually
SU03 Authorizations
Menu (4.0): Tools → Administration; User maintenance → Authorization
Menu (4.6): Tools → Administration → User Maintenance → Manual Maintenance → Edit
Menu (4.7): Tools → Administration → User Maintenance → Authorizations and Profiles
(Manual Maintenance) → Edit Authorizations Manually
PFCG Activity groups / authorization profile generator
Menu (4.0): Tools → Administration; User maintenance → Activity groups
Menu (4.6): Tools → Administration → User Maintenance → Activity Groups (User Roles)
Menu (4.7): Tools → Administration → User Maintenance → Role Administration Æ Roles

Appendix B-12 770
Appendix C
Glossary
This is a list of the most common Archive Server related terminology.
ADMC
See: Archive Administration (ADMC)
Administration Server (ADMS)
Process (running on the archive server machine) which maintains archive system configuration data,
such as logical archives, pools, jobs, internal users.
ADMS
See: Administration Server (ADMS)
Annotation
The set of all graphical additions assigned to individual pages of an archived document (e.g.
coloured marking). These annotations can be removed again. They simulate hand-written
comments on paper documents. There are two groups of annotations: simple annotations (lines,
arrows, highlighting etc.) and OLE annotations (documents or parts of documents which can be
copied from other applications via the clipboard).
See also: Notes.
Archive Administration (ADMC)

Administration tool for setup and maintenance of servers, logical archives, devices, pools, disk
buffers, archive modes and security settings. Frontend interface for customizing and
administering the Archive Server.
Archive ID
Unique name of the logical archive.
Archive mode
Specifies the different scenarios for the scan client (such as late archiving with barcode,
preindexing).
Archive Web Monitor

Web based administration tool for monitoring the state of the processes, storage areas, Document
Pipeline and database space of the archive server.
ArchiveLink
The interface between SAP system and the archive system.
Glossary Appendix C-1

Buffer
Also known as “disk buffer”. It is an area on hard disk where archived documents are
temporarily stored until they are written to the the final storage media.
Burn buffer
A special burn buffer is required for ISO and IFS poosl in addition to a disk buffer. The burn
buffer is required to physically write an ISO image. When the specified amount of data has
accumulated in the disk buffer, the data is prepared and transferred to the burn buffer in the
special format of an ISO image. From the burn buffer, the image is transferred to the storage
medium in a single, continuous, uninterruptible process referred to “burning” an ISO image. The
burn buffer is transparent for the administration.
Cache
Memory area which buffers frequently accessed documents. The archive server stores frequently
accessed documents in a hard disk partition called the Document Service cache. The client stores
frequently accessed documents in the local cache on the hard disk of the client.
Cache Server
Separate machine, on which documents are stored temporarily. That way the network traffic in
WAN will be reduced.
Device
Short term for storage device in the Archive Server environment. A device is a physical unit that
contains at least storage media, but can also contain additional software and/or hardware to
manage the storage media. Devices are:
• local hard disks
• jukeboxes for optical media
• virtual jukeboxes for storage systems
• storage systems as a whole
Digital Signature
Digital signature means an electronic signature based upon cryptographic methods of originator
authentication, computed by using a set of rules and a set of parameters such that the identity of
the signer and the integrity of the data can be verified. (21 CFR Part 11)
Disk buffer
See: Buffer
DocID
See: Document ID (DocID)
DocTools
Programs that perform single, discrete actions on the documents within a Document Pipeline.
Appendix C-2 770

Document ID (DocID)
Unique string assigned to each document with which the archive system can identify it and trace
its location.
Document Pipeline (DP)

Mechanism that controls the transfer of documents to the Document Service at a high security
level.
Document Pipeline Info

Graphical user interface for monitoring the Document Pipeline.
Document Service (DS)
The kernel of the archive system. It receives and processes documents to be archived and provides them
at the client’s request and controls writing processes to storage media.
It consists of a read component (RC) and a write component (WC) which archives documents.
DP
See: Document Pipeline (DP)
DPDIR
The directory in which the documents are stored that are being currently processed by a
document pipeline.
DS
See: Document Service (DS)
Enterprise Scan
Workstation for high volume scanning on which the Enterprise Scan client is installed and to
which a scanner is connected. Incoming documents are scanned here and then transferred to the
Archive Server.
Hard disk partition

Used as an archive medium, it supports incremental writing as well as deletion of documents
with a strictly limited lifetime, such as paperwork of applicants not taken on by a company. Hard
disk partitions must be created and assigned a mount path on the operating system level before
they can be referred to in the Archive Administration.
Hot Standby
High-availability Archive Server setup, comprising two identical Archive Servers tightly
connected to each other and holding the same data. Whenever the first server becomes out of
order, the second one immediately takes over, thus enabling (nearly) uninterrupted archive
system operation.

ISO image
An ISO image is a container file containing documents and their file system structure according
to ISO 9660. It is written at once and fills one partition.
Job
A job is an administrative task that you schedule in the Archive Administration to run
automatically at regular intervals. It has a unique name and starts command which executes
along with any argument required by the command.
Known server
A known server is an Archive Server whose archives and disk buffers are known to another
Archive Server. Making servers known to each other provides access to all documents archived
in all known servers. Read-write access is provided to other known servers. Read-only access is
provided to replicate archives. When a request is made to view a document that is archived on
another server and the server is known, the inquired Archive Server is capable of displaying the
requested document.
Livelink Archive Windows Viewer

See: Windows Viewer
Livelink ECM - Archive Administration

See: Archive Administration (ADMC)
Livelink ECM - Archive Web Monitor

See: Archive Web Monitor
Livelink ECM - Document Pipeline Info

See: Document Pipeline Info
Livelink Enterprise Scan

See: Enterprise Scan
Log file
Files generated by the different components of the Archive Server to report on their operations
providing diagnostic information.
Log level
Adjustable diagnostic level of detail on which the log files are generated.
Logical archive
Logical area on the Archive Server in which documents are stored. The Archive Server may
contain many logical archives. Each logical archive may be configured to represent a different
archiving strategy appropriate to the types of documents archived exclusively there. An archive
Appendix C-4 770

can consist of one or more pools. Each pool is assigned its own exclusive set of partitions which
make up the actual storage capacity of that archive.
Media
Short term for “long term storage media” in the Archive Server environment. A media is a
physical object: optical storage media (CD, DVD, WORM, UDO), hard disks and hard disk
storage systems with or without WORM feature. Optical storage media are single-sided or
double-sided. Each side of an optical media contains a partition.
Monitor Server (MONS)

Obtains status information about archives, pools, hard disk and database space on the archive
server. MONS is the configuration parameter name for the Monitor Server.
MONS
See: Monitor Server (MONS)
Notes
The list of all notes (textual additions) assigned to a document. An individual item of this list
should be designated as “note”. A note is a text that is stored together with the document. This
text has the same function as a note clipped to a paper document.
Partition
A partition is a memory area of a storage media that contains documents. Depending on the
device type, a device can contain many partitions (e.g. real and virtual jukeboxes), or is treated
as one partition (e.g. storage systems w/o virtual jukeboxes). Partitions are attached - or better,
assigned or linked - logically to pools.
Pool
A pool is a logical unit, a set of partitions of the same type that are written in the same way,
using the same storage concept. Pools are assigned to logical archives.
RC
See: Read Component (RC)
Read Component (RC)

Part of the Document Service that provides documents by reading them from the archive.
Remote Standby
Archive Server setup scenario including two (ore more) associated Archive Servers. Archived
data is replicated periodically from one server to the other in order to increase security against
data loss. Moreover, network load due to document display actions can be reduced since
replicated data can be accessed directly on the replication server.

Replication
Refers to the duplication of an archive or buffer resident on an original server on a remote
standby server. Replication is enabled when you add a known server to the connected server and
indicate that replication is to be allowed. That means, the known server is permitted to pull data
from the original server for the purpose of replication.
Servtab files
Configuration files of the spawner which specify which processes to start.
Slot
In physical jukeboxes with optical media, a slot is a socket inside the jukebox where the media
are located. In virtual jukeboxes of storage systems, a slot is virtually assigned to a partition.
Spawner
Service program which starts and terminates the processes of the archive system.
Storage Manager
Component that controls jukeboxes and manages storage subsystems.
Tablespace
Storage space in the database. If there is not sufficient free storage space available, no further
archiving is possible.
Timestamp Server
A timestamp server signs documents by adding the time and signing the cryptographic checksum
of the document. To ensure evidence of documents, use an external timestamp server like
Timeproof or AuthentiDate. The IXOS Timestamp Server is a software that generates
timestamps.
Timestamp Server Administration

Configuration tool for the IXOS Timestamp Server.
Volume
Volume is a technical collective term with different meaning in STORM and Document Service
(DS). A DS volume is a virtual container of partitions with identical documents (after the
complete backup is written). A STORM volume is a virtual container of all identical copies of a
partition. For ISO partitions, there is no difference between DS and STORM volumes. Regarding
WORM (IXW) partitions, the STORM differenciates between original and backup, they are
different volumes, while DS considers original and backup together as one volume.
WC
See: Write Component (WC)
Appendix C-6 770

Windows Viewer
Component for displaying, occasional scanning with Twain scanners and archiving documents.
The Windows Viewer can attach annotations and notes to the documents.
WORM
WORM means Write Once Read Multiple. An optical WORM disk has two partitions. A
WORM disk supports incremental writing. On storage systems, a WORM flag is set to prevent
changes in documents. UDO media are handled like optical WORMs.
Write Component (WC)

Component of the Document Service carries out all possible modifications. It is used to archive
incoming documents (store them in the buffer), modify and delete existing documents, set,
modify, and delete attributes, and manage pools and volumes.
Write job
Scheduled administrative task which regularly writes the documents stored in a disk buffer to
appropriate storage media.

Appendix C-8 770

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770 – DocuLink Customizing

Learning Services course 770

Copyright © 2007 IXOS SOFTWARE AG

2 Introduction to DocuLink Solutions

3 Project Concepts & SAP Definitions

Table of Contents 0-3

5 Working in standard mode

6 Extended DocuLink Features – Expert mode

7 Create Object Types for DocuLink

Table of Contents 0-5

8 Create Number range for DocuLink

9 Customizing of DocuLink in Expert mode

13 DocuLink & DesktopLink

Table of Contents 0-7

18 Extended SAP R/3 Customizing

19 Exercises and Solutions I

Table of Contents 0-9

20 Exercises and Solutions II

Appendix A SAP-Tabellen für die Vertrags-Verwaltung im IXOS-Kurs

Table of Contents 0-11

Course Program for SAP Customizing 1-1

Course Program for SAP CustomizingDecember 7, 2007Slide 2

- Customizing layers and basics

 Customizing archiving scenarios

Course Program for SAP CustomizingDecember 7, 2007Slide 3

Course Program for SAP Customizing 1-3

 DocuLink concept — introduction 770

Course Program for SAP CustomizingDecember 7, 2007Slide 4

 Workflow basis 766

 Workflow and SAP ArchiveLink

 Workflow SAP ArchiveLink scenarios

Course Program for SAP CustomizingDecember 7, 2007Slide 5

Course Program for SAP Customizing 1-5

 SAP ArchiveLink Customizing 765

 SAP KPro customizing

Course Program for SAP CustomizingDecember 7, 2007Slide 6

 Legally compliant Data and Document Management 3 days

 Implementing SAP Archiving Scenarios

Note: This course is country-specific due to nature of compliance

Course Program for SAP Customizing 1-7

 Introduction to COLD Solutions AS-CST-CO

 COLD Customizing for Livelink for SAP Solutions/UA

 Scheduling the archiving processing in the Livelink for SAP

Course Program for SAP CustomizingDecember 7, 2007Slide 8

 DocumentPipeline configuration and tuning AS-CST-DP

 The Perl DocTool

Course Program for SAP CustomizingDecember 7, 2007Slide 9

Course Program for SAP Customizing 1-9

 Data archiving requirements 2 days 2 days

Course Program for SAP CustomizingDecember 7, 2007Slide 10

 Access method considerations

Course Program for SAP CustomizingDecember 7, 2007Slide 11

Course Program for SAP Customizing 1-11

Introduction to DocuLink Solutions 2-1

Introduction to DocuLink SolutionsDecember 7, 2007Slide 2

Introduction to DocuLink SolutionsDecember 7, 2007Slide 3

Introduction to DocuLink Solutions 2-3

Document access with different methods

Introduction to DocuLink SolutionsDecember 7, 2007Slide 4

Introduction to DocuLink SolutionsDecember 7, 2007Slide 5

Customizing archiving scenarios

DocuLink concept — introduction 770

Workflow basis 766

Workflow and SAP ArchiveLink

Workflow SAP ArchiveLink scenarios

SAP ArchiveLink Customizing 765

SAP KPro customizing

Legally compliant Data and Document Management 3 days

Implementing SAP Archiving Scenarios

Introduction to COLD Solutions AS-CST-CO

COLD Customizing for Livelink for SAP Solutions/UA

Scheduling the archiving processing in the Livelink for SAP

DocumentPipeline configuration and tuning AS-CST-DP

The Perl DocTool

Data archiving requirements 2 days 2 days

Access method considerations

Processing more than one documents in one step

With the version list, it is

The current status is displayed at

You can change the status

Solution/Design (Create a specification document)

Introduction to SAP ArchiveLink

SAP basis component IXOS-eCONtext

Universal interface to integrate every external, compliant archive