ContentServices forSAP AdministrationGuide · TableofContents Preface..... 7 Chapter1 IntroducingContentServicesforSAP..... 13 Overview..... 13

Content Services for SAP®

Administration Guide

Version 5.3 SP3September 2006

SAP®, SAP® R/3®, SAP NetWeaver®, SAP ArchiveLink®, ABAP™, BAPI® are trademarks or registered trademarks of SAP AG in Germanyand in several other countries.Copyright © 1994-2006 EMC Corporation. All rights reserved.

Table of Contents

Preface ........................................................................................................................... 7

Chapter 1 Introducing Content Services for SAP ................................................... 13Overview ................................................................................................... 13Understanding the Content Services for SAP architecture ............................. 14Supported SAP document formats............................................................... 16Understanding SAP and Content Services for SAP terms .............................. 16

Chapter 2 Introducing WebAdmin .......................................................................... 21Overview ................................................................................................... 21Logging in to WebAdmin ............................................................................ 21Introducing the WebAdmin GUI.................................................................. 22GUI buttons ........................................................................................... 25

Chapter 3 Introducing the Password Administration Tool ..................................... 27

Chapter 4 Conguring Connections to SAP .......................................................... 29Creating, viewing, and editing connections to an SAP server ......................... 29Creating, viewing, and editing an SAP user.................................................. 30

Chapter 5 Conguring HTTP Archiving Services ................................................... 33Overview ................................................................................................... 33Configuring, viewing, and editing repository connections ............................. 33Configuring, viewing, and editing archives .................................................. 34Deleting archived and linked documents ................................................. 36Configuring the repository document type ............................................... 36Specifying a workflow name ................................................................... 36Specifying a custom filter ........................................................................ 36Specifying a built-In filter........................................................................ 37Implementing external filters................................................................... 37Example: PI sheet ............................................................................... 39

Managing temporary disk space in Content Services host.............................. 41Configuring HTTP barcodes for archive linking............................................ 42

Chapter 6 Conguring RFC Archiving Services ..................................................... 45Overview ................................................................................................... 45Configuring, viewing, and editing an RFC destination .................................. 45Configuring, viewing, and editing archives .................................................. 47Configuring the SAP document type........................................................ 50Configuring the repository document type ............................................... 50Specifying a workflow name ................................................................... 50Specifying a custom filter ........................................................................ 50

Content Services for SAP® Administration Guide 3

Table of Contents

Specifying a built-in filter ........................................................................ 51Implementing external filters................................................................... 51Example: PI sheet ............................................................................... 53

Configuring barcodes ................................................................................. 55

Chapter 7 Conguring the Agent Component ........................................................ 57Overview ................................................................................................... 58Configuring queries and workflows............................................................. 59SAP queries................................................................................................ 59Creating, viewing, and editing an SAP query ........................................... 59Documentum queries ............................................................................. 61Creating, viewing, and editing a Documentum query ........................... 61Testing queries with $ARG# statements ............................................... 62

Documentum workflows......................................................................... 63Creating, viewing, and editing a workflow........................................... 63

Linking objects ........................................................................................... 64Creating, viewing and editing SAP to Documentum links ......................... 66Creating, viewing, and editing Documentum to SAP links ........................ 69Automated early archiving using the Agent component............................ 73

Checking the integrity of linked documents ................................................. 73Replication of information between Documentum and SAP .......................... 75Replicating SAP objects........................................................................... 75Replicating Documentum Objects ............................................................ 78Replicating custom DMS attributes from EMC Documentum toSAP ....................................................................................................... 80Configuring classification attributes for sap_query_type_plmquery types ........................................................................................ 80Replicating custom DMS attributes to SAP custom tables ...................... 82

Working with the FILTER attribute .......................................................... 86Using Auto Manage to execute Content Services for SAP actions ................... 86Creating, viewing, and editing an Agent .................................................. 87Creating, viewing, and editing jobs.......................................................... 88Checking job status................................................................................. 89Checking job log files .............................................................................. 90

Chapter 8 Conguring the Manage and View Components ................................... 91Configuring the Manage component............................................................ 91Using the PLM interface in pre-4.7 SAP systems ........................................... 94Configuring the View component ................................................................ 95

4 Content Services for SAP® Administration Guide

Table of Contents

List of Figures

Figure 1–1. Content Services for SAP and SAP ................................................................... 14Figure 2–1. WebAdmin — initial page ............................................................................... 23Figure 7–1. Agent services ................................................................................................ 58Figure 7–2. Result shown in lower frame ........................................................................... 62Figure 7–3. Linking result................................................................................................. 67Figure 7–4. Linking result................................................................................................. 71Figure 7–5. Integrity checking........................................................................................... 74Figure 7–6. Replication result............................................................................................ 77Figure 7–7. Agent services ................................................................................................ 87


Table of Contents

List of Tables

Table 1–1. Terms and definitions ..................................................................................... 16Table 2–1. Tabs and procedures in WebAdmin ................................................................. 24Table 2–2. GUI buttons .................................................................................................. 25Table 5–1. Valid entries ................................................................................................... 35Table 5–2. External filters ................................................................................................ 38Table 6–1. Parameters ..................................................................................................... 46Table 6–2. Valid entries ................................................................................................... 48Table 6–3. External filters ................................................................................................ 52Table 6–4. Barcode parameters ........................................................................................ 56Table 7–1. Query types ................................................................................................... 59Table 7–2. Workflow parameters ..................................................................................... 63Table 8–1. Parameters ..................................................................................................... 92Table 8–2. Parameters ..................................................................................................... 95


Preface

Purpose of this guideThis guide explains how to administer Content Services for SAP 5.3 SP3 (CS for SAP 5.3SP3 or Content Services 5.3 SP3). It provides task-based instructions for managing thesoftware.

Intended audienceIn order to address the manuals to the correct audience, the roles of the users of themanuals have been defined as follows:

• System Administrator - This role covers users who install and configure ContentServices for SAP. The Content Services for SAP application integrates EMCDocumentum and the SAP R/3 system. Therefore, system administrators must haveexperience with the software products listed in the “Software requirements” sectionof the Content Services for SAP Release Notes.

• Content Services Administrator - This role covers users who manage Content Servicesusing WebAdmin.

• Document Controller - This role covers those who release documents to SAP andmaintain the links to those documents.

• Capture Operator - This role covers users who scan documents and create links tothe appropriate records in SAP.

• Standard User - This role covers users who view documents using SAPGUI and theView component of Content Services.

This manual is intended for Content Services administrators.

Revision historyThis section contains a description of this document’s revision history.


Preface

Revision history

Revision Date Description

September 2006 Initial publication of document forContent Services for SAP 5.3 SP3

Organization of this guideThis guide contains seven chapters. The following table lists where to find informationin this manual:

Organization of this guide

Chapter Content

Chapter 1, Introducing Content Servicesfor SAP

Provides an overview of Content Servicesfor SAP.

Chapter 2, Introducing WebAdmin Introduces the WebAdmin tool.

Chapter 3, Introducing the PasswordAdministration Tool

Introduces the Password Administrationtool.

Chapter 4, Configuring Connections toSAP

Describes how to configure the connectionto SAP.

Chapter 5, Configuring HTTP ArchivingServices

Describes how to configure HTTParchiving services.

Chapter 6, Configuring RFC ArchivingServices

Describes how to configure RFC archivingservices.

Chapter 7, Configuring the AgentComponent

Describes how to configure the Agentservices.

Chapter 8, Configuring the Manage andView Components

Describes how to configure the Manageand View components.

Typographic conventionsThis guide uses the following text conventions:


Preface

Typographic conventions used in this guide

Convention Description

> Represents a pop-up or pull-down menu.

<Text enclosed within angle brackets> Represents a variable name for which youmust provide a value, or a defined term.

Information in this fontRepresents code samples, user input, andcomputer output.

[] square brackets Used in method command syntaxspecifications, square brackets indicate anoptional argument.

{} curly brackets Used in method command syntaxspecifications, curly brackets indicate anoptional argument that can be repeatedmore than once.

Related documentationThis manual forms part of a documentation suite designed to support those who install,configure, and use Content Services. The product and documentation suite can be foundon Documentum’s download center: https://documentum.subscribenet.com.

From Subscribenet, you can download the latest version of Content Services and therelated documentation suite. To access the contents in Subscribenet, you will need toprovide the login credentials assigned to you when you first applied for access.

Note: Your login ID, by default, is your email address. If you cannot locate yourpassword, use the password finder at the bottom of the login page.

If you’re accessing Subscribenet for the first time, you will need to apply for access andobtain a user name and password. Refer to Applying for access.

Content Services for SAP — Documentation suite

Title Description Target role

Content Services for SAPRelease Notes

Provides an overviewof new and amendedfeatures, known bugs,limitations, miscellaneoustechnical notes, anddocumentation correctnessand clarifications.

Standard User, SystemAdministrator, SystemAdministrator (SAP),and Content ServicesAdministrator


https://documentum.subscribenet.com

Preface

Title Description Target role

Content Services for SAPInstallation Guide

Provides the proceduresfor installing ContentServices.

System Administrator

Configuring SAP R/3 forContent Services for SAP

Describes the configurationtasks that need to beperformed in SAP so thatSAP can communicate withContent Services.

System Administrator(SAP)

Content Services for SAPAdministration Guide

Describes how to configureContent Services using theWebAdmin tool.

Content ServicesAdministrator

Content Services for SAPUser Guide

Describes how SAP usersview documents.

Standard User

Note: Content Services extensively uses SAP’s ArchiveLink component. Please refer toSAP ArchiveLink’s documentation for information on how you can perform advancedtasks.

Applying for access

To apply for access to Support online:

1. In your Web browser, open http://www.documentum.com

2. Click the Support link.

3. Click the Request Access link.

4. Complete the form and send it.Documentum will respond to your request within two business days.

Accessing documentation online

Customers with a Software Support Agreement can read our product documentationat the Documentum Web site. You must have a valid user name and password, andAdobe Acrobat Exchange or Acrobat Reader installed on your system in order to viewthe documentation.

To access documents online:

1. In your Web browser, open http://www.documentum.com

2. Click the Support link.


http://help.sap.com/saphelp_47x200/helpdata/en/5e/566039b85f9443e10000000a114084/frameset.htm

http://www.documentum.com

http://www.documentum.com

Preface

3. Log on to the Support page.

4. Click the Documentation link.

5. Select how you want to display the documentation.

6. Click List.

7. Click the name of the document.

Purchasing bound paper manuals

Our product documentation is available for purchase as bound paper manuals. Toplace an order, call the Documentation Order Line at (925) 600-6666. You can pay witha purchase order, check, or credit card.


Preface


Chapter 1Introducing Content Services for SAP

OverviewThe Content Services for SAP application integrates the Documentum contentmanagement system with the SAP R/3 system. It is an interface to the SAP R/3 systembased on SAP’s standard DMS and ArchiveLink interfaces.

Content Services for SAP provides the following functionalities:

• Enables users to easily access and display documents stored in a Documentumrepository from a variety of SAP modules.

• Links documents stored in Documentum to a variety of SAP documents.• Archives SAP data, reports, and documents through ArchiveLinkTM certified

interfaces in Documentum.• Stores and manages reports and outgoing documents in DocumentumThis chapter covers the following topics:• Understanding the Content Services for SAP architecture, page 14• Supported SAP document formats, page 16• Understanding SAP and Content Services for SAP terms, page 16


Introducing Content Services for SAP

Understanding the Content Services for SAParchitectureFigure 1-1. Content Services for SAP and SAP

Content Services for SAP consists of the following components:

• Agent services

A server component that allows you to automate the linking between SAP objectsand documents, as well as maintain those links. This substantially improvesproductivity, information integrity, and information availability.

• Capture

Enables you to scan documents, store the images in a Documentum repository, andcreate a link to the appropriate transaction documents in SAP. Once this link iscreated, the document is accessible from SAPGUI, the SAP client interface. TheCapture component is part of Documentum’s integration to ArchiveLink.



• Manage

Enables you to release Documentum documents to SAP, and to maintain thosereleased documents.

• View

Enables you to view released Documentum documents from inside SAP.

The View component supports the following operating systems:

— Windows 2000

— Windows XP

— Windows 2003

The View component must be installed on every client computer that needsto access reports, drawings and other documents stored in a Documentumrepository.

• Rendition Services

Build-in filters that provide the following renditions::

— PDF rendition

— ASCII text rendition

— HTML rendition

When one of these built-in filters are used, the desired document rendition isgenerated when the PrintList is archived in the repository.

Note: This component is only relevant when your environment includes parallelinstallations of Content Services for SAP and Archive Services for SAP.

• WebAdmin

An administrative console that allows you to:

— Perform archiving services.

Note: Your environment should have coexisting installations of Content Servicesfor SAP and Archive Services for SAP in order to leverage these services.

Using WebAdmin, you can perform the following archiving services:

— Create, configure, and manage archives

— Manage certificates for the archive

— Create repository connections for Content Services

— Create workflows and associate the same with archived documents

— Configure document archival for Content Services

— Perform Document Management System (DMS)–related services. You can:



— Configure batch jobs for linking and replication tasks

— Schedule and manage the execution of linking and replication jobs

Note: Please refer to the Content Services for SAP Release Notes for detailed informationabout specific OS versions and supported software environments.

Supported SAP document formatsDocumentum supports the following SAP document classes/formats:

• Incoming or Scanned Documents (FAX class, Tiff format)• Outgoing Documents (OTF class, PDF format)• Archived Data (REO class, REO format)• Reports or Print Lists (ALF class, ALF format)

Understanding SAP and Content Services forSAP terms

This section presents some terms and their definitions, as used in this guide.

Table 1-1. Terms and denitions

Term Definition

Content Services for SAP Product that connects Documentum toSAP and vice versa.

HTTP Archiving Server Server component that, using an HTTPconnection to SAP, enables you to archivereports, data, incoming and outgoingdocuments from SAP to the Documentumrepository. Archiving Server is a J2EEWeb application based on the SAPArchiveLink interface. The archivedreports and documents can later beretrieved and viewed through SAPGUIand Documentum clients.



Term Definition

ArchiveLink Cross-functional interface that is partof the SAP Basis System. ArchiveLinkhandles storing and retrieving documentsand data to and from a repository externalto SAP.

WebAdmin An administrative console that allows youto:• Perform archiving services.

Note: Your environment should havecoexisting installations of ContentServices for SAP and Archive Services forSAP in order to leverage these services.Using WebAdmin, you can perform thefollowing archiving services:

— Create, configure, and managearchives

— Manage certificates for the archive— Create repository connections forContent Services

— Create workflows and associate thesame with archived documents

— Configure document archival forContent Services

• Perform Document ManagementSystem (DMS)–related services. Youcan:

— Configure batch jobs for linking andreplication tasks

— Schedule and manage the executionof linking and replication jobs

Capture Scanning module for Documentum andSAP that is part of the Content Servicesfor SAP suite.



Term Definition

Capture Import Module that allows you to import scanneddocuments (or other documents) to SAPusing the SAP ArchiveLink front-endinterface. This module is used with thirdparty scanning applications like EMCCaptiva’s InputAccel. The import moduleis part of the same application as ContentServices Capture. The Content ServicesCapture can operate in two differentmodes (scan and import).

SAP DMS Document Management System that ispart of the SAP Basis System. Presentsa logical layer to integrate with externalsystems like AutoCAD or Documentum.Not directly related to ArchiveLink.

SAP PLM Product Life-Cycle Management (PLM).SAP PLM provides an integratedenvironment that ensures all peopleinvolved in product development,manufacturing, and service have quickand secure access to current information.It provides a set of BAPI calls thatcan be used by external systems likeDocumentum.

SAP Master Record A set of master data, such as customer orvendor data, which is used in the creationof SAP documents.

SAPGUI SAP Graphical User Interface. Graphicalmenu/screen tool that connects a client tothe SAP server.

Original Document Paper based version of a document.

Example 1-1.An invoice may consist of two sheetsof paper received from a supplier.Paper documents are scanned in and



Term Definition

stored as electronic documents in EMCDocumentum.

SAP Document An electronic transactional record ofheader data and line items in SAP.




Chapter 2Introducing WebAdmin

OverviewWebAdmin is a browser-based tool that you can use to configure and administer ContentServices.

Note: For this release, WebAdmin supports only Internet Explorer.

You can perform the following tasks in WebAdmin:

• Chapter 4, Configuring Connections to SAP.• Chapter 5, Configuring HTTP Archiving Servicesand Chapter 6, Configuring RFC

Archiving Services.• Chapter 7, Configuring the Agent Component.This chapter describes:

• how you can log in to WebAdmin. Refer to Logging in to WebAdmin, page 21• the WebAdmin GUI. Refer to Introducing the WebAdmin GUI, page 22

Logging in to WebAdminBefore you can use the WebAdmin tool to configure your Content Services system, youneed to log on. This is carried out using your browser to access the WebAdmin site.

On completion of your activity, you should disconnect from the WebAdmin tool usingthe disconnect button.

Note: The WebAdmin tool will disconnect automatically after 20 minutes of inactivity.

To connect to the WebAdmin tool:

1. Open you browser.

2. Enter the URL for the WebAdmin tool. The URL is: http://<hostname>:<port_number>/econnector/Administratorwhere [WebAdmin server] is the name of the Microsoft Internet Information Server() which has been configured for WebAdmin. Refer to Content Services for SAPInstallation Guide for more information.


Introducing WebAdmin

3. From the Docbase drop-down list, select the required repository.

4. In the Name field, type a valid user name for the selected repository.

5. In the Password field, type the corresponding password.

6. In the Domain field, type the domain name that the repository user is a member of.

7. From the Language drop-down list, select the required language.

8. Click Log in.The initial page of WebAdmin is displayed.

After completing your administrative tasks, you can disconnect from WebAdmin byclicking the Disconnect button.

Note: By default, WebAdmin will disconnect automatically after 20 minutes of inactivity.However, this parameter can be customized: edit the value for the max_session_countparameter in dmcl.ini file.

Introducing the WebAdmin GUIOnce you have logged on to the WebAdmin tool, the opening screen is displayed.



Figure 2-1. WebAdmin — initial page

The opening screen provides access to six tabbed pages where you can carry out all ofthe administrative tasks for Content Services. The number of tabs will vary according tothe function served by the page.

• The Documentum page has two tabs to let you define Documentum Queries andWorkflows.

• The SAP page has three tabs to let you define SAP Queries and configure SAP Serversand Users to be used by Content Services.

• The Actions page lets create Content Services Actions which perform documentlinking, data replication, and integrity checking functions.

• The Archive Link page lets you configure RFC destinations, archives, Barcodes forArchive Link and certificate management.

• The Auto Manage page lets you set up the Agent Services, configure Jobs to run theAgent services and monitor the progress of jobs.

• The Clients page lets you configure Content Services for the Content Services Manageand Content Services View client applications.

The tabs and procedures can be found as shown in the following table.



Table 2-1. Tabs and procedures in WebAdmin

Part Tab Procedures

Query See Documentum queries, page 61.Documentum

Workflow See Documentum workflows, page 63.

Query See SAP queries, page 59.

Server See Creating, viewing, and editingconnections to an SAP server, page 29.

SAP

User See Creating, viewing, and editing anSAP user, page 30.

Link SAP See Creating, viewing and editing SAPto Documentum links, page 66.

Link Documentum See Creating, viewing, and editingDocumentum to SAP links, page 69.

Replicate SAP See Replicating SAP objects, page 75.

Replicate Documentum See Replicating Documentum Objects,page 78.

Actions

CheckDocument InfoRecords See Checking the integrity of linkeddocuments, page 73.

RFC Destination (RFCArchive)

See Configuring, viewing, and editingan RFC destination, page 45.

Archives See Configuring, viewing, and editingarchives, page 34.

Archive Link

Barcodes See Configuring HTTP barcodes forarchive linking, page 42.

Certificates See Configuring HTTP barcodes forarchive linking, page 42.

Agents See Creating, viewing, and editing anAgent, page 87.

Jobs See Creating, viewing, and editing jobs,page 88.

Auto Manage

Jobs Overview See Checking job status, page 89.



GUI buttons

A number of buttons are used in the WebAdmin tool for specific purposes. These areshown in the following table.

Table 2-2. GUI buttons

Button Description Button Description

Saves theinformation

Deletes thedisplayedconfiguration

Used to test a query. Copies thedisplayedconfiguration toenable you to createa similar one.

Cancels the currentactivity.

Removes thehighlighted itemfrom a list

An Arrow with a+, adds an item tothe list to which itpoints.

Displays the detailsof the associateditem.

Down/Up arrowused to rearrangeitems in a list.

Displays the statusof a job.

Displays a log fileof a job.

Starts the job




Chapter 3Introducing the PasswordAdministration Tool

The DmPasswordAdministrator password utility enables you to change your the Agent componentand RFC Archive passwords to match your EMC Documentum password. This is essential forsynchronizing the password used by Documentum repositories and Content Services for SAPmodules. When you install Content Services for SAP Agent and Archive modules, you must enteryour Documentum user name and password. This is password is encrypted and stored in registry. Ifyou subsequently change your Documentum password you can use the DmPasswordAdministratorutility to update your password in the registry.

The key used for the Content Services for SAP RFC Archive password is HKEY_LOCAL_MACHINE/SOFTWARE/Documentum/Doclink/Archive/Docbase/<name_of_repository>@<RFC_destination>/docbase_password

The key used for the Content Services for SAP Agent password is HKEY_LOCAL_MACHINE/SOFTWARE/Documentum/DocLink/Agent/Docbase/<name_of_repository>/docbase_password.

To use the password administration tool:

1. At the command prompt, cd to the directory where Agent and Archive are installed.By default this is C:\Documentum\Doclink.

2. At the C:\Documentum\Doclink command prompt, enterdmpasswordadministrator

The usage instructions appear on the screen.

3. To change the password for Agent or RFC archive, enter:dmpasswordadministrator <keyPathName> <keyName> <password> docbase_password<encrypt>

The keyPathName is the registry path for Agent referenced above. Allowed valuesfor encrypt are ’true’ or ’false’.


Introducing the Password Administration Tool

If <encrypt> is set to true, the application encrypts it and updates it in the registry.Any new requests will use the updated values.


Chapter 4Conguring Connections to SAP

Before you can use Content Services Archive or Agent functionality, you must first configure the SAPserver and user information in Content Services for SAP.

In order to communicate with both SAP and Documentum, Content Services for SAP must knowthe server and user login details for each system. The Documentum login parameters are specifiedwhen the Archive or Agent services are created; refer to Configuring, viewing, and editing archives,page 34 and Creating, viewing, and editing an Agent, page 87. When Content Services for SAPconnects to Documentum Content Server, it reads the SAP server and user configuration parametersfrom the repository.

Content Services for SAP was designed so that you can configure multiple SAP servers and users.This allows Content Services to be used across multiple SAP application servers.

It is recommended that you create a specific user in your SAP system for use with Content Services.

The procedures in this chapter describe how to configure SAP servers and SAP users that will be usedby the WebAdmin application to access SAP. The contents are:

• Creating an SAP Server. See Creating, viewing, and editing connections to an SAP server, page 29.• Creating an SAP User. See Creating, viewing, and editing an SAP user, page 30.

Creating, viewing, and editing connections toan SAP server

Use the following procedure to create, view, or edit connections to an SAP server:

1. Connect to WebAdmin. See Logging in to WebAdmin, page 21.

2. Click SAP® and ensure that the Server tab is open.

3. Choose Create a New Configuration from the Choose a Server: drop-down list orchoose the server that you want to view or edit.The SAP Server screen appears.


Conguring Connections to SAP

4. Enter a name for the Server In the New Server’s Name: field. Default Server inthe example.

5. Do one of the following:• If you want to logon to an SAP server:

Type the Host Name or IP Address for the Server. When an SAP routeris used, fill in the complete SAP router string in the following format:/H/router1/H/<host_name_or_IP_address.

• If you want to logon to an SAP group, which is associated with an SAP R/3server, type the following in this field:MSHOST=<message_server_host> R3NAME=<SAP_system_ID> GROUP=<SAP_group>

6. Enter the System Name and Number in the appropriate fields. DOC and 0respectively in the example.

7. Click the appropriate button to Save, Cancel, Copy or Delete the SAP serverconfiguration.

Creating, viewing, and editing an SAP userUse the following procedure to create, view or edit an SAP user:


2. Click SAP® and ensure that the User tab is open.

3. Choose Create a New Configuration from the Choose a User: drop-down list orchoose the User that you want to view or edit.The SAP User Configuration window appears.

4. Enter a name for the User In the New User’s Name: field. tbarker in the example.

5. Enter a password for the user.

6. Enter the Client Number. 100 in the example.

7. Choose the language from the drop-down list. English in the example.



8. Click the appropriate button to Save, Cancel, Copy or Delete the SAP Serverconfiguration.




Chapter 5Conguring HTTP Archiving Services

OverviewNote: Content Services for SAP does not include the HTTP archiving services component;this component has been moved to Archive Services for SAP. The instructions containedin this section are relevant only if you have parallel installations of Content Services forSAP 5.3 SP3 and Archive Services for SAP in your environment.

When configuring Content Services, you can configure either an HTTP based ArchiveServer or an RFC (Remote Function Call) Archive Server. By default, it is recommendedthat new installations are based upon the HTTP based Archive Server. The primaryreason is that SAP will focus future development at the HTTP-based archive protocol.

This chapter describes configuring with an HTTP Archive Server.

This chapter does not cover the SAP-side configuration required to install and configurethe archive interface. This can be found in Configuring SAP R/3 for Content Services for SAP.

The procedures in this chapter describe how to:

• configure repository connections. Refer to Configuring, viewing, and editingrepository connections, page 33.

• configure Archives. Refer to Configuring, viewing, and editing archives, page 34.• manage temporary disk space in the Archive Services host. Refer to Managing

temporary disk space in Content Services host, page 41.• configure HTTP archives for barcode linking. Refer to Configuring HTTP barcodes

for archive linking, page 42.

Note: When viewing the "Archive Link" section in WebAdmin, you will see thatthere are tabs called "RFC Destination" and "Barcodes". These sections are not usedwhen configuring or using HTTP -based archives.

Conguring, viewing, and editing repositoryconnections

Before you start working with archives, you must configure repository connections.For information on this topic, refer to the Configuring, viewing, and editing repositoryconnections section of the Archive Services for SAP Administration Guide.


Conguring HTTP Archiving Services

Conguring, viewing, and editing archivesSAP uses named “logical archives” as a mechanism to specify target storage. Installationswill typically have a number of “archives” relating to different types of informationwhich will be archived. For example:

• Archive AA may be used to archive printlists from SAP. As an administrator, youmay want to configure the system to store printlists within the Documentum ContentServer folder /SAP/Printlists

• Archive BB may be used to archive outgoing documents from SAP. As anadministrator, you may want to configure the system to store outgoing documentswithin the Documentum Content Server folder /SAP/Outgoing.

WebAdmin allows you to specify rules for how to handle archived documents/data fromSAP. As shown above, this may be simply to store different types of information indifferent locations for better housekeeping. However, it may also be desirable to specifyaccess permissions, initiate workflows, or define whether received documents should berendered into formats such as HTML and PDF.

All configuration objects created in WebAdmin are stored within the DocumentumContent Server. For example, each archive configuration (e.g. AA, BB) can be found inthe Documentum Server folder /System/DocLink/SAP/Archive.

Before configuring an archive in WebAdmin, you must first create the archive in SAP.When this has been done, WebAdmin can be used to mirror the SAP configuration anddefine Documentum Content Server specific configuration options.

To configure the relationship between a repository folder and an SAP archive:

Use the following procedure to congure, view or edit the Archives:


2. Click Archive Link and ensure that the Archives tab is open.

3. Choose Create a New Configuration from the Choose an Archive: drop-down list orchoose an existing Archive to view or edit. The ArchiveLink Archive Configurationscreen appears.

4. Enter a name for the Archive In the New Archive’s Name: field.

5. The following parameters can be configured:



Table 5-1. Valid entries

Fieldname Description

Archive ID Name of the SAP archive using atwo-letter string. The installation scriptcreates a sample archive named ‘AA’.

SAP Document Type Set to NONE (HTTP provided).

Documentum Type Specifies the Documentum documenttype. See Configuring the repositorydocument type, page 36.

Workflow Can specify a workflow template that islaunched when a document is archived.See Specifying a workflow name, page 50.

Attribute Map The attribute map is used to define theDocumentum attributes of an archiveddocument.

There is a special attribute “FOLDER”that can be configured. If nothing isspecified the document is stored in thedefault cabinet. To specify the folderpath, use the same format string as forthe Agent attribute maps. Example:"FOLDER="/SAP/Archive/AA".

Custom Filter Specifies a server method that is executedwhen a document is stored. This allowsyou to filter attributes and to do additionaltasks when a document is saved. SeeSpecifying a custom filter, page 36.

Built-in Filters Allows you to specify what filters areapplied to convert the ALF format intoPDF, ASCII or HTML. Requires Sap Doctype to be “ALF”. See Specifying a built-Infilter, page 37.

These items are further explained in the following sections.

6. Click the appropriate button to Save or Cancel the archive configuration.



Deleting archived and linked documents

In a repository, if you delete version 1.0 of a document that is linked to SAP or archivedfrom SAP, the link to SAP is also deleted. This is because the dm_relation object whichcreates the link to SAP is deleted when the parent object (which is always version 1.0)is deleted.

We recommend that you do not delete the original version of objects that are linked toSAP if you want to maintain their link to SAP. If you need to delete version 1.0 of adocument, but want to keep the link to SAP, then, after deleting the document, you mustrelink the object to SAP, outside of Content Services.

Conguring the repository document type

The value of the Document Type field defines the object type used to store the documentin the repository. The default format is sap_archive. This object type must be a sub-typeof dm_document, for example, dm_doc_ebr.

If you use filters that extract additional attributes, this parameter must be set to thecorresponding Documentum document type.

Specifying a workow name

A simple workflow can also be defined using WebAdmin. See Documentum workflows,page 63.

Specifying a custom lter

(Optional) Type the name of a custom filter here.

A custom filter is usually a Docbasic or Java program that is stored as content of aspecific method (dm_method). For example, a custom filter may parse the archived fileand extract attributes from the document content. The attributes are then passed backto the Content Services Archive software and stored as custom attributes. Or, a customfilter can create queries to attach other documents (such as SOPs) as virtual componentsto the archived document.

Custom filters have to be marked with a leading exclamation mark if they are externalexecutables and not dm_methods. The complete path to the executable has to beprovided after the exclamation mark. For example:



!C:\production\extract_keys.exe

Specifying a built-In lter

Using existing Documentum filters, you can define additional actions performed when aPrintList is archived. The following filters are currently implemented:

• make_pdf: A PDF rendition is generated by the Content Services software andadded to the archived PrintList. To create a PDF rendition, you may want to defineparameters to control how the rendition is formatted.

Note: In order to enable the PDF rendition for viewing, add the following value to theJVM options of the application server on which Archive Services for SAP is installed:-Xss1024k. For example, in Tomcat, add the following snippet to catalina.bat:set CATALINA_OPTS=%CATALINA_OPTS% -Djava.library.path="<Documentum_Installation_Directory>\shared" -Xms256m-Xmx256m -Xss1024k -verbose:gc

• make_text: An ASCII Text rendition is generated by the Content Services Archivesoftware and added to the archived PrintList.

• make_html: An HTML rendition is generated by the Content Services Archivesoftware and added to the archived PrintList.

If a built-in filter is used, the desired document rendition is generated when the PrintListis stored in the Documentum Content Server. Alternatively, it is possible to configure theDocumentum Content Server with a number of server filters to convert SAP Printlists(ALF) to HTML, text, and PDF formats upon-demand ("on the fly"). These filters shipwith Content Services for SAP and can be installed in the Documentum Content Serverby the system administrator. Using on-demand rendering reduces the initial storagerequirements needed to store. Refer to Installing Content Services for SAP for details onhow to install the server transformation filters.

Implementing external lters

The filter mechanism allows you to customize Content Services Archive. You can writea filter program that parses the file to be archived and extracts special attributes forstorage with the archived document.

The filter can be written in any programming or scripting language (Docbasic, C,C++, Perl, etc.). It must be configured in the document profile with the Custom FilterMethod parameter (see previous section). The filter gets a number of arguments on thecommand line and it writes the result back to the Content Services Archive process. For



performance reasons, the filter does not need to access the repository (but it is possible ifreally needed).

The filter is called with the following command line parameters:path dm_doc_type dm_archive object_id repository_name repository_userrepository_password

The parameters are:

• path: Full path of the ASCII text rendition of the file to be archived. Example:‘/tmp/S567378.txt’

• dm_doc_type: SAP document type for which this filter is defined. Example: ‘ALF’• dm_archive: SAP archive ID. Example: ‘AA’• object_id: Document ID of the document created in the repository. Example:

‘09001edc800003af’• repository_name: Name of the current repository. This parameter is used when the

filter has to connect to the repository.• repository_user: Name of the repository user.• repository_password: Password for the repository user.The filter passes the result back simply by writing to the standard output. Additionally,it must return 0 (zero) when the program exits. For example:

Table 5-2. External lters

Language Syntax

Docbasic print...

C fprintf(stdout,”...”)

C++ cout << “...”)

The following parameters allow the filter to pass results back to Content Services Archive:

• set,<any attribute name>,<value>: Defines an attribute with a given value. The attributemust exist for the object type used. By default the object type is ‘dm_document’.If additional attributes must be stored, you must define a new sub-type of‘dm_document’ and define the attributes the filter uses. Use the configurationparameter ‘SAP Obj Type’ when using a filter with different object types. Example:’set,object_name,PI Sheet 4711’.

• virtual,<obj type> where <qualification>: Allows you to specify a query that selectsdocuments to attach to the archived document as virtual components. Example: ’virtual,dm_document where title like ’SOP 4711%”.

• error,<error message>: If the filter wants to report an error. We recommend storingthe error on the first line of the file. The error message is written to the log file andthe operator is notified.



Example: ’error,Cannot open file’

Example: PI sheet

This example creates a custom filter which extracts specific attributes from archiveddocuments. This example uses the PI Sheet filter that was installed with the ContentServices Archive software. It assumes that a second filter was installed for InspectionLots. This filter looks similar to the PI Sheet filter but is not explained here. This exampleis already installed and configured so it is not required to perform the steps explainedhere.

The purpose of the following customization is to extract some document attributes froman archived PI sheet. These document attributes will enable standard Documentumqueries to find the PI sheet again.

The first few lines of the archived PI sheet appear as follows:-------------------------------------------------------------PI sheet : 100000000000002128Proc. order : YMM_14Plant : 0001CntlRecDestin. : 01Operating grp. : GROUP 1Dest.type : 1Test :Status : 00005Created on : 05.01.1996

: 10:22:36Changed on : 05.01.1996-------------------------------------------------------------

Use the following procedure to create a customized PI sheet lter.

1. Define a new document type named dm_pi_sheet.This new document type defines the attributes you wish to extract. The documenttype is defined with the following DQL statement:CREATE TYPE dm_pi_sheet (proc_order char(32),plant char(32),ctrl_rec_dest char(32),operating_grp char(32),dest_type char(32),status char(32)) WITH SUPERTYPE dm_document

2. Create a filter that parses the PI Sheet and defines the attributes in Docbasic:Sub GetMatch(ll As String, match As String, delimiter As String, ByRef resAs String)If InStr(ll, match) = 1 Then

pos = InStr(ll, delimiter)If pos > 0 Then

fld$ = Mid$(ll, pos + 2)



res = Trim$(fld$)End If

End IfEnd Sub

Sub Filter(arg_path As String, arg_dm_doc_type As String,_arg_dm_archive As String,_arg_obj_id As String, arg_docbase As String,_arg_user As String, arg_passwd As String)

' open file and get values into variablesfile% = FreeFileOpen arg_path For Input As file%Count = 0Do While Not EOF(file%)

' read each line and try to find valuesLine Input #file%, ll$GetMatch ll$, "PI sheet", ":", pi_sheet$GetMatch ll$, "Proc. order", ":", proc_order$GetMatch ll$, "Plant", ":", plant$GetMatch ll$, "CntlRecDestin.", ":", ctrl_rec_dest$GetMatch ll$, "Operating grp.", ":", operating_grp$GetMatch ll$, "Dest.type", ":", dest_type$GetMatch ll$, "Status", ":", status$

' definitions must be within the 20 first linesCount = Count + 1If (Count > 20) Then

Exit DoEnd If

Loop'write attributes and content to stdout

Print "set,object_name," + pi_sheet$Print "set,proc_order," + proc_order$Print "set,plant," + plant$Print "set,ctrl_rec_dest," + ctrl_rec_dest$Print "set,operating_grp," + operating_grp$Print "set,dest_type," + dest_type$Print "set,status," + status$

Exit SubEnd Sub

3. Create a method named dm_filter_pisheet with the following DQL statement:CREATE dm_method OBJECT set object_name='dm_filter_pisheet',set method_verb='dmbasic -eFilter',set timeout_min=30,set timeout_max=604800,set timeout_default=86400,set run_as_server=TRUE,set use_method_content=TRUE,set method_type='dmbasic'

4. Use the object ID of the created method and store the Docbasic file with the followingAPI methods.The DQL statement in the previous step returned the object ID of the method created.setfile,c,<ID of dm_method>,<Docbasic path>,crtextsave,c,<ID of dm_method>



5. In WebAdmin, create an archive named PI. Define this archive to use folder /SAP/PISheets.Using this archive from SAP ensures that all PI Sheets are stored in this folder.

6. Configure the archive PI in SAP.Make sure PI Sheets are archived to this archive.

7. Create a profile object (dm_al_profile) called ALF-PI.This profile is applied when a document of the SAP document type ‘ALF’ is archivedto the archive ‘PI’.

a. Define Document Type as ‘dm_pi_sheet.”

b. Define Document Format and SAP Retrieve Format as ‘sap_print_list’.

c. Activate the Built-In Filter parameter as ‘make_pdf’ or ‘make_html’ if required.

d. Define Custom Filter Method as ‘dm_filter_pisheet’.

Note: This step is very important.

8. Test your customized filter by archiving a PI Sheet.Check attributes and renditions to verify that the filter implementation workedcorrectly.

Managing temporary disk space in ContentServices host

When as SAP file archive file is accessed, the Content Services for SAP applicationfetches the file to the local disk and the starts streaming the content back to SAP. Theselocally cached files are managed by DMCL, and an algorithm implemented in DMCLdetermines when the files are cleaned up. If dmcl.ini is not configured appropriately,the disk may reach its default maximum capacity at some point. In order to avoidchoking the disk space with these temporary files, modify the local_diskfull_limitattribute of the dmcl.ini file.

The local_diskfull_limit attribute specifies the maximum disk space assigned forstoring locally cached files, and is expressed as a percentage between 1 and 100. Formore information on specifying appropriate values for the local_diskfull_limitattribute, refer to Support Note 77053 in the EMC Documentum Support Center(http://softwaresupport.emc.com).

To configure when EMC Documentum should warn you about an impending shortage ofdisk space, modify the local_diskfull_warn attribute. This attribute is expressed as apercentage between 1 and 100.


http://softwaresupport.emc.com


Conguring HTTP barcodes for archive linkingIn the RFC Archive implementation, it is possible to configure the archive server todirectly process “barcoded documents” and link them to SAP. In the HTTP archivescenario, this functionality must be performed by the Agent services.

A typical scenario for implementing barcode support is in “late archiving with barcodes”.

The scenario is:

1. The image is scanned.

2. The barcode is recognised (by third party software).

3. The barcode is stored as a number in an object attribute (by third party software).

4. The Archive Server uses a WebAdmin configured Documentum Query to determinewhich objects contain barcode numbers. If a custom object type was created for thebarcoded images, you must create a new Documentum query which has a "select"statement that contains the custom attribute. For example:select r_object_id,object_name,r_creation_date,barcode_number fromsap_incoming_invoice where folder('/SAP/Archive/Incoming')

5. The Archive Server passes the image information and barcode number onto SAPfor linking to the relevant SAP object.In the HTTP Archive Scenario, barcode linking can be implemented by using theAgent services to link documents to SAP. To implement this, a “Link Documentum”Agent rule should be created. This would use the SAP object type “Bar code SAP”as the link type. When configuring the rule, you will need to specify the followingkey attributes:

Attribute Description

Barcode This is the attribute containing thebarcode number

ContentRepository This is the archive that the documentshould be associated with

DRL This is the DRL of the object

Archive Date Typically, this is the Documentumattribute r_creation_date

DocumentClass This is typically FAX



These attributes are used to write the Documentum object on the SAP open bar-codequeue (SAP transaction /noam1.)




Chapter 6Conguring RFC Archiving Services

OverviewNote: Content Services for SAP does not include the RFC archiving services component;this component has been moved to Archive Services for SAP 5.3 SP3. The instructionscontained in this section are relevant only if you have parallel installations of ContentServices for SAP 5.3 SP3 and Archive Services for SAP 5.3 SP3 in your environment.

When configuring Archive Services, you can configure either an HTTP based ArchiveServer or an RFC (Remote Function Call) Archive Server. By default, it is recommendedthat new installations are based upon the HTTP based Archive Server. The primaryreason is that SAP will focus future development at the HTTP-based archive protocol.

This chapter describes configuring with an RFC (Remote Function Call) Archive Server.

This chapter does not cover the SAP-side configuration required to install and configurethe archive interface. This can be found in Configuring SAP R/3 for Content Services for SAP.

The procedures in this chapter describe how to:

• Configure the RFC Destination. Refer to Configuring, viewing, and editing an RFCdestination, page 45.

• Configure Archives. Refer to Configuring, viewing, and editing archives, page 47.• Configure barcodes. Refer to Configuring barcodes, page 55.

Note: When viewing the "Archive Link" section in WebAdmin, you will see that a tabcalled "Certificates". This section is not used when configuring or using RFC-basedarchives.

Conguring, viewing, and editing an RFCdestination

Documentum Content Services archive uses SAP RFC (Remote Function Call) tocommunicate with SAP. In order to link documents in a repository with records in anSAP archive, you must configure the SAP RFC connection so that the DocumentumContent Services Archive software can connect to the SAP server to register itself asan SAP RFC Destination.


Conguring RFC Archiving Services

Use the following procedure to congure, view or edit the RFC destination:


2. Click Archive Link and ensure that the RFC Destination tab is open.

3. Choose Create a New Configuration from the Choose a Job: drop-down list orchoose an existing RFC Destination name to view or edit. The ArchiveLink RFCDestination screen appears.


Table 6-1. Parameters


SAP Server Name An SAP Server previously configuredSee Creating, viewing, and editingconnections to an SAP server, page 29.

SAP User Name An SAP User previously configured. SeeCreating, viewing, and editing an SAPuser, page 30.

RFC Program Id Name of the registered RFC destinationprogram ID. It is recommended to setprogram ID and RFC destination nameto the same unique value. This must alsomatch the SAP configuration.

Shared Drive Path of the shared directory where theSAP server puts files to be archivedand where SAP receives files back fromDocumentum. This path must correspondto ArchiveLink configuration in SAPsystem (refer to Configuring SAP R/3for Content Services for SAP for moreinformation about configuring the SAPsystem).

If the ArchiveLink program is installedon a different server than R/3, then youmust mount the corresponding directorieswith NFS. The configured value in theSAP Client Path field must specify thepath as seen from the server where theArchiveLink program runs.

For example, in SAP the client path maybe configured as /export/spool/. Onthe ArchiveLink server, this directory is




mounted as /net/sap/spool. In this case,you must enter /net/sap/spool in this field.

If the ArchiveLink program runs onthe same server as the SAP system, theconfigured value must match the R/3configured value.

Note: On Windows NT the path namesmust be specified with the NT- specificpath notation (You can use the absolutepath (for example \\sap46\sapshare) ora drive letter (for example M:\). It is veryimportant that the shared directory ismapped from the SAP server as the sameuser under which the Content ServicesArchive processes run.

5. Click the appropriate button to Save or Cancel the RFC Destination configuration.

Conguring, viewing, and editing archivesSAP uses named “logical archives” as a mechanism to specify target storage. Installationswill typically have a number of “archives” relating to different types of informationwhich will be archived. For example:

• Archive AA may be used to archive printlists from SAP. As an administrator, youmay want to configure the system to store printlists within the Documentum ContentServer folder /SAP/Printlists

• Archive BB may be used to archive outgoing documents from SAP. As anadministrator, you may want to configure the system to store outgoing documentswithin the Documentum Content Server folder /SAP/Outgoing.

WebAdmin allows you to specify rules for how to handle archived documents/data fromSAP. As shown above, this may be simply to store different types of information indifferent locations for better housekeeping. However, it may also be desirable to specifyaccess permissions, initiate workflows, or define whether received documents should berendered into formats such as HTML and PDF.

All configuration objects created in WebAdmin are stored within the DocumentumContent Server. For example, each archive configuration (e.g. AA, BB) can be found inthe Documentum Content Server folder /System/DocLink/SAP/Archive.



Before configuring an archive in WebAdmin, you must first create the archive in SAP.When this has been done, WebAdmin can be used to mirror the SAP configuration anddefine Documentum Content Server specific configuration options.

To configure the relationship between a repository folder and an SAP Archive:

Use the following procedure to congure, view or edit the archives:


2. Click Archive Link and ensure that the Archives tab is open.

3. Choose Create a New Configuration from the Choose an Archive: drop-down list orchoose an existing Archive to view or edit. The ArchiveLink Archive Configurationscreen appears.

4. Enter a name for the Archive In the New Archive’s Name: field.


Table 6-2. Valid entries


Archive ID Name of the SAP archive using atwo-letter string. The installation scriptcreates a sample archive named ‘AA’.

SAP Document Type Specifies the SAP Document Typerequired. If this type does not matchthere is an error message. Examples ofSAP document types are “ALF”, “OTF”and “REO”. See Configuring the SAPdocument type, page 50.

Documentum Type Specifies the Documentum documenttype. See Configuring the repositorydocument type, page 36.

Workflow Can specify a workflow template that islaunched when a document is archived.See Specifying a workflow name, page 50.




Attribute Map The attribute map is used to define theDocumentum attributes of an archiveddocument.

There is a special attribute “FOLDER”that can be configured. If nothing isspecified the document is stored in thedefault cabinet. To specify the folderpath, use the same format string as forthe Agent attribute maps. Example:"FOLDER="/SAP/Archive/AA".

In the Attribute map, you can also specify:

• "r_object_type="dm_document""• "a_content_type="sap_print_list""• "acl_domain"• "acl_name".

Custom Filter Specifies a server method that is executedwhen a document is stored. This allowsyou to filter attributes and to do additionaltasks when a document is saved. SeeSpecifying a custom filter, page 36.

Built-in Filters Allows you to specify what filters areapplied to convert the ALF format intoPDF, ASCII or HTML. Requires Sap Doctype to be “ALF”. See Specifying a built-Infilter, page 37.

These items are further explained in the following sections.

6. Click the appropriate button to Save or Cancel the Archive configuration.

Note: When as SAP file archive file is accessed, the Content Services for SAP applicationfetches the file to the local disk and the starts streaming the content back to SAP. Theselocally cached files are managed by DMCL, and an algorithm implemented in DMCLdetermines when the files are cleaned up. If dmcl.ini is not configured appropriately, thedisk may reach its default maximum capacity at some point. In order to avoid chokingthe disk space with these temporary files, modify the local_diskfull_limit attribute ofthe dmcl.ini file.

The local_diskfull_limit attribute specifies the maximum disk space assigned for storinglocally cached files, and is expressed as a percentage between 1 and 100. When the size



of these temporary files reaches the defined limit, getfiles to the local disk fail with anerror. In order to overcome this issue, set the local_diskfull_limit to 75.

Conguring the SAP document type

The SAP Document Type indicates what SAP Type is archived in the configured archive.

After the installation, there are three preconfigured archives for ALF (sap_print_list,stored in Archive AA), OTF (PDF, stored in archive BB) and REO (sap_archive, storedin archive CC).

Conguring the repository document type

The value of the Document Type field defines the object type used to store the documentin the repository. The default format is sap_archive. This object type must be a sub-typeof dm_document, for example, dm_doc_ebr.

If you use filters that extract additional attributes, this parameter must be set to thecorresponding Documentum document type.

Specifying a workow name

A simple workflow can also be defined using WebAdmin. See Documentum workflows,page 63.

Specifying a custom lter

(Optional) Type the name of a custom filter here.

A custom filter is usually a Docbasic program that is stored as content of a specificmethod (dm_method). For example, a custom filter may parse the archived file andextract attributes from the document content. The attributes are then passed back to theContent Services Archive software and stored as custom attributes. Or, a custom filtercan create queries to attach other documents (such as SOPs) as virtual components tothe archived document.

Custom filters have to be marked with a leading exclamation mark if they are externalexecutables and not dm_methods. The complete path to the executable has to beprovided after the exclamation mark. For example:



!C:\production\extract_keys.exe

Specifying a built-in lter

Using existing Documentum filters, you can define additional actions performed when aPrintList is archived. The following filters are currently implemented:

• make_pdf: A PDF rendition is generated by the Content Services Archive softwareand added to the archived PrintList. To create a PDF rendition, you may want todefine parameters to control how the rendition is formatted.

Note: In order to enable the PDF rendition for viewing, add the following value tothe JVM options of your application server: -Xss1024k. For example, in Tomcat, addthe following snippet to catalina.bat:set CATALINA_OPTS=%CATALINA_OPTS% -Djava.library.path="<Documentum_Installation_Directory>\shared" -Xms256m-Xmx256m -Xss1024k -verbose:gc

• make_text: An ASCII Text rendition is generated by the Content Services softwareand added to the archived PrintList.

• make_html: An HTML rendition is generated by the Content Services software andadded to the archived PrintList.

If a built-in filter is used, the desired document rendition is generated when the PrintListis stored in the Documentum Content Server. Alternatively, it is possible to configure theDocumentum Content Server with a number of server filters to convert SAP Printlists(ALF) to HTML, text, and PDF formats upon-demand ("on the fly"). These filters shipwith Content Services for SAP and can be installed in the Documentum Content Serverby the system administrator. Using on-demand rendering reduces the initial storagerequirements needed to store. Refer to the Installing Content Services for SAP for detailson how to install the server transformation filters.

Implementing external lters

The filter mechanism allows you to customize Content Services Archive. You can writea filter program that parses the file to be archived and extracts special attributes forstorage with the archived document.

The filter can be written in any programming or scripting language (Docbasic, C,C++, Perl, etc.). It must be configured in the document profile with the Custom FilterMethod parameter (see previous section). The filter gets a number of arguments on thecommand line and it writes the result back to the Content Services Archive process. For



performance reasons the filter does not need to access the repository (but it is possible ifreally needed).

The filter is called with the following command line parameters:path dm_doc_type dm_archive object_id repository_namerepository_user repository_password

The parameters are:

• path: Full path of the ASCII text rendition of the file to be archived. Example:‘/tmp/S567378.txt’

• dm_doc_type: SAP document type for which this filter is defined. Example: ‘ALF’• dm_archive: SAP archive ID. Example: ‘AA’• object_id: Document ID of the document created in the repository. Example:

‘09001edc800003af’• repository_name: Name of the current repository. This parameter is used when the

filter has to connect to the repository.• repository_user: Name of the repository user.• repository_password: Password for the repository user.The filter passes the result back simply by writing to the standard output. The programmust return "0" when it exits. For example:

Table 6-3. External lters

Language Syntax

Docbasic print...

C fprintf(stdout,”...”)

C++ cout << “...”)

The following parameters allow the filter to pass results back to Content Services Archive:

• set,<any attribute name>,<value>: Defines an attribute with a given value. The attributemust exist for the object type used. By default the object type is ‘dm_document’.If additional attributes must be stored, you must define a new sub-type of‘dm_document’ and define the attributes the filter uses. Use the configurationparameter ‘SAP Obj Type’ when using a filter with different object types. Example:’set,object_name,PI Sheet 4711’.

• virtual,<obj type> where <qualification>: Allows you to specify a query that selectsdocuments to attach to the archived document as virtual components. Example: ’virtual,dm_document where title like ’SOP 4711%”.

• error,<error message>: If the filter wants to report an error. We recommend storingthe error on the first line of the file. The error message is written to the log file andthe operator is notified.



Example: ’error,Cannot open file’

Example: PI sheet

This example creates a custom filter which extracts specific attributes from archiveddocuments. This example uses the PI Sheet filter that was installed with the ContentServices Archive software. It assumes that a second filter was installed for InspectionLots. This filter looks similar to the PI Sheet filter but is not explained here. This exampleis already installed and configured so it is not required to perform the steps explainedhere.

The purpose of the following customization is to extract some document attributes froman archived PI sheet. These document attributes will enable standard Documentumqueries to find the PI sheet again.

The first few lines of the archived PI sheet appear as follows:-------------------------------------------------------------PI sheet : 100000000000002128Proc. order : YMM_14Plant : 0001CntlRecDestin. : 01Operating grp. : GROUP 1Dest.type : 1Test :Status : 00005Created on : 05.01.1996

: 10:22:36Changed on : 05.01.1996-------------------------------------------------------------

Use the following procedure to create a customized PI sheet lter.

1. Define a new document type named dm_pi_sheet.This new document type defines the attributes you wish to extract. The documenttype is defined with the following DQL statement:CREATE TYPE dm_pi_sheet (proc_order char(32),plant char(32),ctrl_rec_dest char(32),operating_grp char(32),dest_type char(32),status char(32)) WITH SUPERTYPE dm_document

2. Create a filter that parses the PI Sheet and defines the attributes in Docbasic:Sub GetMatch(ll As String, match As String, delimiter As String,ByRef res As String)If InStr(ll, match) = 1 Then

pos = InStr(ll, delimiter)If pos > 0 Then

fld$ = Mid$(ll, pos + 2)



res = Trim$(fld$)End If

End IfEnd SubSub Filter(arg_path As String, arg_dm_doc_type As String,_

arg_dm_archive As String,_arg_obj_id As String, arg_docbase As String,_arg_user As String, arg_passwd As String)

' open file and get values into variablesfile% = FreeFileOpen arg_path For Input As file%Count = 0Do While Not EOF(file%)

' read each line and try to find valuesLine Input #file%, ll$GetMatch ll$, "PI sheet", ":", pi_sheet$GetMatch ll$, "Proc. order", ":", proc_order$GetMatch ll$, "Plant", ":", plant$GetMatch ll$, "CntlRecDestin.", ":", ctrl_rec_dest$GetMatch ll$, "Operating grp.", ":", operating_grp$GetMatch ll$, "Dest.type", ":", dest_type$GetMatch ll$, "Status", ":", status$

' definitions must be within the 20 first linesCount = Count + 1If (Count > 20) Then

Exit DoEnd If

Loop'write attributes and content to stdout

Print "set,object_name," + pi_sheet$Print "set,proc_order," + proc_order$Print "set,plant," + plant$Print "set,ctrl_rec_dest," + ctrl_rec_dest$Print "set,operating_grp," + operating_grp$Print "set,dest_type," + dest_type$Print "set,status," + status$

Exit SubEnd Sub

3. Create a method named dm_filter_pisheet with the following DQL statement:CREATE dm_method OBJECT set object_name='dm_filter_pisheet',set method_verb='dmbasic -eFilter',set timeout_min=30,set timeout_max=604800,set timeout_default=86400,set run_as_server=TRUE,set use_method_content=TRUE,set method_type='dmbasic'

4. Use the object ID of the created method and store the Docbasic file with the followingAPI methods.The DQL statement in the previous step returned the object ID of the method created.setfile,c,<ID of dm_method>,<Docbasic path>,crtextsave,c,<ID of dm_method>



5. Create an archive configuration object (‘dm_arch_config’) named PI that defines thefolder /SAP/PI Sheets.All PI Sheets will be stored in this folder.

6. Configure the archive PI in SAP.Make sure PI Sheets are archived to this archive.

7. Create a profile object (dm_al_profile) called ALF-PI.This profile is applied when a document of the SAP document type ‘ALF’ is archivedto the archive ‘PI’.

a. Define Document Type as ‘dm_pi_sheet.”

b. Define Document Format and SAP Retrieve Format as ‘sap_print_list’.

c. Activate the Built-In Filter parameter as ‘make_pdf’ or ‘make_html’ if required.

d. Define Custom Filter Method as ‘dm_filter_pisheet’.

Note: This step is very important.

8. Test your customized filter by archiving a PI Sheet.Check attributes and renditions to verify that the filter implementation workedcorrectly.

Conguring barcodesYou will need configure the following before configuring barcodes:

• To enable archiving, an RFC destination has to be configured.• Before configuring a Barcode for an Archive, the Archive has to be configuredYou may want to use barcodes to identify and link documents in the repository withrecords in SAP. You may also use a custom attribute to store the barcode. The barcodemay be a unique number assigned to the document when it is received. This uniquenumber can be written on the document in front of a barcode or in plain text. When thedocument is posted in SAP, the user may just type in the number or use a barcode reader.

When the document is scanned in the barcode is automatically recognized (by a thirdparty solution) and the value is stored in the custom barcode attribute.

Note: The document may also be scanned in before it is posted in SAP (early archiving).

For example, in late archiving, documents are scanned and stored in a Documentumrepository after an SAP document has been processed. In other words, the SAPdocument is posted as usual by transferring the data from the original paper documentto the system. The original paper document is forwarded to an input location, where it isscanned and then assigned to the SAP document based on a barcode.



A typical scenario for implementing barcode support is in “late archiving with barcodes”.

The scenario is:

1. The image is scanned.

2. The barcode is recognised (by third party software).

3. The barcode is stored as a number in an object attribute (by third party software).

4. The image is forwarded onto the Archive Server by using a dm_router workflowto distribute the image to the Archive Server’s inbox.

5. The Archive Server uses the WebAdmin configured barcode list to determine whichattribute contains the barcode number.

6. The Archive Server passes the image information and barcode number onto SAPfor linking to the relevant SAP object.

Use the following procedure to congure barcodes:


2. Click Archive Link and ensure that the Barcodes tab is open.The Barcodes screen appears.


Table 6-4. Barcode parameters

Field name Notes

Document Type Select an existing document type from thedrop-down list

Barcode Attribute Specify in which attribute the barcode isstored in the chosen Document type.

Archive Specify in which attribute the barcode isstored in the chosen Document type.

4. Click the appropriate button to Save, Cancel, Copy or Delete the Barcodeconfiguration.


Chapter 7Conguring the Agent Component

The Agent component substantially improves productivity, information integrity, and informationavailability by automating the linking process between SAP objects and documents, and themaintenance of those links. For example:

• Instead of using administrative personnel to link thousands of existing CAD drawings toSAP Material Masters so they will be available on the factory floor from within SAP you canautomatically batch link them in an overnight run.

• Attribute information from scanned invoices can be automatically replicated from SAP toDocumentum, providing non-SAP users with searchable access to invoices without having tolearn SAPGUI.

The following are all described in this chapter.

• Agent services Overview. See Overview, page 58.• Configuring Queries and Workflows - how to configure both SAP and Documentum queries as well

as Documentum workflows. See Configuring queries and workflows, page 59.• Linking Objects - how to link Documentum objects to SAP objects and SAP objects to EMC

Documentum queries. See Linking objects, page 64.• Checking the Integrity of Linked Objects. See Checking the integrity of linked documents, page 73.• Replicating Systems - how to configure Content Services to replicate the two systems. See

Replication of information between Documentum and SAP, page 75.• Using Auto Manage to Execute Content Services Actions - how to create an Agent to execute an

action, configure a job to run the Agent and check the status of a job. See Using Auto Manage toexecute Content Services for SAP actions, page 86.

• Replicating custom DMS attributes from EMC Documentum to SAP, page 80 — how to configureContent Services for SAP to replicate custom DMS attributes from EMC Documentum to SAP.

• Checking job log files, page 90 — how to view and check job log files.


Conguring the Agent Component

OverviewThe Agent component provide an automatic means of linking and replicating objects inSAP and Documentum.

Note: This feature is part of License Key 2 and will not be available if you havepurchased License Key 1.

There are three parts to the Agent component; these are known as Actions, Agents andJobs. Actions define what has to be done.

There are ve types of actions.

1. Linking SAP objects to Documentum objects.

2. Linking Documentum objects to SAP objects.

3. Replicating SAP objects into a Documentum repository.

4. Replicating Documentum objects into SAP.

5. Checking the integrity of the linked objects in SAP and Documentum.All actions use queries and workflows to perform these tasks.Agents run the actions. The Agent defines on what machine and with which user anaction is carried out as well as what the report that is generated looks like.Jobs are scheduled events that can start Agents. There can be multiple Agentsattached to a Job that are run one after the other. The job defines when the Agentshave to run, according to a specified schedule.The following illustration shows the relationship between these parts.

Figure 7-1. Agent services



Conguring queries and workowsActions depend on queries to identify objects that need to be linked or replicated. Thequeries can be made on SAP or Documentum systems. Documentum workflows canthen be added to the Action to determine what happens to linked and replicated objects.

SAP queriesIn order to test SAP queries, at least one SAP user and one SAP server have to beconfigured.

This specifies a query that identifies all SAP objects that must be linked to a dynamicDocumentum query or to a repository folder. The query is either a query through SAPCAD Interface, PLM Interface, or a BAPI or SAP table query.

Creating, viewing, and editing an SAP query

Use the following procedure to create, view or edit a new query:


2. Click SAP® and ensure that the Query tab is open.

3. Choose a Query Type from the drop-down list. Your choices are described in thetable below.It is important to note that with the CAD Interface queries you can only query SAPR/3 version 4.6c. The PLM Interface enables you to query SAP R/3 version 4.7 and4.6c.

Table 7-1. Query types

Old interface Query Types (for SAP R/3version 4.6c)

New interface Query Types (for SAP R/3version 4.7 and 4.6c)

Document info record No Object PLM (Formerly Document inforecord)

Equipment by short text Equipment by short text PLM

Functional location by text Functional location by text PLM



Old interface Query Types (for SAP R/3version 4.6c)

New interface Query Types (for SAP R/3version 4.7 and 4.6c)

Material by description Material by description PLM

Note: The Material by description PLMquery type has three query conditions.

1. MATERIALSHORTDESCSEL_low

2. MATERIALSHORTDESCSEL_Sign

3. MATERIALSHORTDESCSEL_Option

All three query conditions are required ifthe query is to return a result.

Archive data Archive data

Cost center Cost center

Financial document Financial document

Personnel links Personnel links

Personnel master Personnel master

Purchasing document Purchasing document

Customer Customer Table PLM

Print list Print list

Vendor Vendor Table PLM

WBS Element WBS Element PLM

Asset Master Asset Master GetList PLM

4. Choose Create a New Configuration from the Choose a Query: drop-down list orchoose an existing query to view or edit.The SAP Query window appears.

5. Enter a name for the Query In the New Query’s Name: field.

6. For each Condition you want to define:

a. Choose the parameter from the Condition Composer drop-down list.

b. Enter the value for the parameter in the = field.

c. Click the down arrow to add the rule to the Query Conditions field.The conditions are AND linked.

7. Choose a Server and a User on which to test the query, enter the maximum numberof records to be returned for the test and click the test button.



Note: You must save any amendments before you implement any changes made. Ifthe execution of the query on the SAP System takes too long, the browser, runningWebAdmin can receive a timeout.

8. Click the appropriate button to Save or Cancel the SAP Query configuration.

Note: The window shows test results, this area will be blank until the query is run.

Documentum queries

This specifies a query that selects the complete set of objects to be linked. The querycan be any valid DQL query that selects at least the object ID, r_object_id AND theobject_name as well as one or several attributes that contain the SAP object information.

Creating, viewing, and editing a Documentum query

Use the following procedure to create, view, or edit a new query:


2. Click Documentum and ensure that the Query tab is open.

3. Choose Create a New Configuration from the Choose a Query: drop-down list orchoose an existing Documentum query.The Documentum Query window appears.

4. Enter a name for the Query In the New Query’s Name: field.

5. Enter the DQL statement for the query.You can use the $ARG expression when defining the DQL statement. For example:select r_object_id,object_name from dm_document where object_name ='$ARG1'...

See Creating, viewing and editing SAP to Documentum links, page 66 for details ofthe $ARG expression.

6. To test the query, enter the maximum number of records to be returned for the testand click the test button.




Testing queries with $ARG# statements

By configuring a Documentum Query with Arguments ($ARG#) in the DQL statement,the query can be used later for Link Actions. See .

The $ARG# variable has to be numbered (e.g. $ARG1, $ARG2, etc.). The variable can beused as a placeholder that will be resolved during runtime.

Example:select r_object_id, object_name from dm_document where object_name =‘$ARG1‘

This query will select all documents of type dm_document, where the object nameequals a given substitute for the argument with the number 1. For an explanationhow this queries can be used for a link action, see Creating, viewing and editing SAPto Documentum links, page 66.

When testing, the query will be parsed for occurrences of $ARG# and the user will beprompted to enter a substitution for every argument found.

When all arguments are replaced according to the string, the final query that is about tobe tested will be shown.

Note: The whole query will be displayed within quotes.

The result of the query, will be shown in the lower frame of the Documentum Querytab. In the example, the object of type dm_document with the object_name “ElectricalPump“ has been returned.

Figure 7-2. Result shown in lower frame



Documentum workows

The workflow will determine the routing of the action results. These can be created inContent Services or by other means but must be stored in the appropriate folder.

Content Services makes use of Documentum Workflows to notify users when an actionhas been performed. For example:

• An Archive can be configured so that a workflow is executed when a document isarchived.

• A Content Services Action can be configured so that a workflow is invoked when adocument is linked or information is replicated.

WebAdmin will allow you to create a simple distribution workflow. If you need toimplement a more complex workflow you should use a product such as DocumentumDeveloper Studio to create the workflow (the underlying object type is called adm_process object) and save it to the /System/DocLink/DCTM/Template/Workflowfolder. The workflow will then be accessible within DocLink WebAdmin.

Creating, viewing, and editing a workow

Use the following procedure to create, view, or edit a new workow:


2. Click Documentum and ensure that the Workflow tab is open.

3. Choose Create a New Configuration from the Choose a Workflow: drop-down list orchoose an existing workflow.The Documentum Workflow window appears.The following items are included in the routing:

Table 7-2. Workow parameters

Field name Description

Recipients This list specifies all recipients of thisworkflow. In serial workflows whereone recipient is visited after the other,the order of the list will be used forrouting. The list can be rearranged usingthe up/down arrow (after selecting arecipient) or the remove button.




Routing There are two routing modes supported.Broadcasting to all recipients at once andgoing from one recipient to another. Ifmore elaborate workflows are needed,they can be configured using WorkSpace(Refer to the Documentum Content ServerUser’s Guide or Reference Manual for moreinformation on Workflows.). They haveto be stored in:

/System/Content Services/DCTM/Templates/Workflow

Instructions Enter in this text field the instructionsgiven to each recipient of the workflow.(Please verify and forward, for example)

4. Enter a name for the Workflow In the Name: field.

5. Choose the Groups, that apply to the workflow, from the drop-down list.

6. For each User in the group, highlight the User and click the right arrow to add themto the Recipients list.

Note: You can rearrange the order of the users with the up/down arrow or deleteselected users with the delete button

7. Click on the radio button appropriate to the distribution sequence required.

8. Enter any message in the Instructions field.

9. Click the appropriate button to Save, Cancel, Copy or Delete the Workflow.

Linking objectsAgent services make use of the SAP DMS interface to perform linking of objects fromDocumentum into SAP. The DMS interface was originally built to integrate CADApplications into an SAP system. Subsequently, SAP expanded the DMS interfaceto include integrations with PLM (Product Lifecycle Management) systems. ThePLM Interface is the “next generation” of the DMS interface and greatly enhances itsfunctionality.

A set of API functions called the “CAD Interface” allow you to access SAP server version4.6c from external applications like the Agent services or CAD Systems.



The “PLM Interface” is comprised of a set of API functions and allows you to access theSAP server from external applications like the Agent services or PLM Systems, likeDocumentum. With the PLM Interface you can access SAP server version 4.7 and 4.6c. Inaddition to accessing the content on your SAP 4.7 server, the PLM Interface enables youto get editable copies of it, and check it into and out of your Documentum repository.

In order to link from objects in SAP to objects held in Documentum, the SAP DMS createsobjects in SAP called Document Info Records (DIRs).

A DIR is created in SAP for every document released from Documentum. The DIRcontains several attributes like description, document ID, document version, and areference to a specific Documentum object in the Documentum repository.

The SAP client application (SAPGUI) can launch an external application for specificcontent or carrier types (in SAP terminology). These external applications includeContent Services View installed on workstations running SAPGUI.

When a document previously released from Documentum into SAP is viewed, ContentServices View is launched and the information stored in the DIR is passed to thisapplication. With this information the Documentum Content Server is queried andthe requested document is retrieved and displayed with a viewer application on theSAP workstation.

Document linking actions allow you to specify attributes for the DIR using the “RuleComposer.” The rule composer allows you to specify the following attributes for a DIR:

• DocumentNumber: SAP DIR number. A document number specified by the Agentcould be for example "DocumentNumber="%s",i_chronicle_id". If not specified thechronicle ID is used to define the document number. This must be a unique number.

• DocumentDescription: Description attribute of DIR. A value must be defined.Example: "DocumentDescription="%s",object_name". If not specified the objectname is used by default.

• DocumentType: SAP document type (for example "DocumentType="DOC""). Thedefault is "DRW".

Note: Since the PLM type objects are usually drawings, a default value of “DRW” isused. You can always override this setting in the Query Conditions field of the SAPQuery Composer (refer to Creating, viewing, and editing an SAP query, page 59).

Example 7-1.You can assign the value of DocumentType as DES for a DES document type.

For all document types, you can set the value of DocumentType as one of thefollowing:

— DocumentType=*

— DocumentType=



In this case, no value has been assigned to the parameter. The value for theparameter has been set to blank.

• DocumentStatus: An SAP Document Status can be specified =PI. This is mandatoryfor PLM-based SAP object types.

Creating, viewing and editing SAP to Documentum links

In the following example you want to link all materials within SAP that have adescription starting with "pump*" to a document in the repository with the sameobject_name as the material’s description.

You will need to create:

• An SAP Query “Select all pumps” which selects materials with the followingcondition:Description = pump*

This query (Querytype: Material by Description) returns the following attributes:Description, Type, Industry, Material

• Documentum Query “FindObjectName” which selects objects of type dm_documentwhere the object_name equals “$ARG1”:Select r_object_id, object_name from dm_document where object_name = '$ARG1'

• Link SAP Action “Link query to pumps” uses both queries (“Select all pumps” and“FindObjectName”) and has the following map rules:

$ARG1 = Material

DocumentType = "DRW"

DocumentDescription = "Documents for %s", Material

The result is:

The Link SAP action runs “Select all pumps” (SAP Query), returning a number of SAPmaterial objects with their description matching “pump*”.

For each object returned, the content of attribute “Material” is passed as a substitutionfor “$ARG1” to “FindObjectName” (DCTM Query). Assuming the attribute “Material”of the first object is “Pump One”, the action continues as follows:

• “FindObjectName” selects a number of documents [1..n] with an object_name thatequals “Pump One”.



• The DIR is created for the current SAP object with links to the documents in therepository named “Pump One”.

• The additional DIR attributes are assigned according to the map rules. TheDocumentType is “DRW” and the DocumentDescription is “Documents for PumpOne”

• This loop will be repeated for each object returned by “Select all pumps” (SAPQuery), thereby establishing the goal.

Figure 7-3. Linking result

To configure a Link SAP to Documentum action, you will need a Documentum Queryand a previously configured SAP Query. In order to specify a workflow it has alsoto be previously defined.



Use the following procedure to create, view, or edit SAP to Documentum links:


2. Click Actions and ensure that the Link SAP tab is open.

3. Choose Create a New Configuration from the Choose an Action: drop-down list orchoose an existing action.The Link Action window appears.

4. Enter a name for the Action In the New Action Name: field.

5. Choose the Documentum Query from the drop-down list.

6. Choose the SAP Query from the drop-down list.

7. Choose a Link Workflow from the drop-down list.

8. Check the Verify object links box, if required.

9. For each rule you want to define:

a. Choose the variable from the drop-down list.

b. Enter the format of the variable in the Format field.

c. Choose the parameter required from the drop-down list and click the up arrowto add the parameter to the Parameters field.The up arrow also alters the format string by adding %s at the end.The attribute map allows you to specify the following:DIR attributes: When a document is released to SAP, an SAP DIR is created for it.Values can be set for DocumentType, DocumentDescription, DocumentNumber,and DocumentStatus. For example, the rule Document Description = “Documentfor %s”, Material will build a DIR description containing the Material attributefrom the SAP object returned by the SAP query chosen.$ARG#s: In order for the SAP object to be linked to a Documentum object,Content Services must be able to find the related object in the repository.Here you specify the substitution for an $ARG# in the DQL statement of theDocumentum query. In this way a lookup into Documentum is defined whichidentifies the object(s) which the SAP object should be linked to.

d. Click the down arrow to add the rule to the Defined Map Rules field.




Creating, viewing, and editing Documentum to SAPlinks

This action links specific documentum objects to SAP objects. When configured andexecuted using the Auto Manage function, this action works as follows:

• Reads the Agent configuration object to retrieve the SAP connection parameters.• Connects to SAP.• Executes the Documentum Query.• Each returned object is then processed as follows:

— The Attribute Map is used to find the specific related SAP object.

— If the SAP object is found then Content Services checks to see if this object isalready linked. If it isn’t linked then a DIR is created in SAP. The attribute map isused to set the DIR attributes.

In the following example you want to link all sub-folders of the folder /SAP/Material to aMaterial in SAP where the material attribute matches the folder name.

You will need to create/configure:

• A Documentum Query “SelectMaterialFolders” selects objects of type dm_folderwhere the folder’s location has to be /SAP/Material.select r_object_id,object_name from dm_folder where folder('/SAP/Material')

• “Material Master” is the SAP Object Type that you want to link to your materialfolders. This SAP Object Type has the following attributes:MaterialType, Material, Industry, BaseUnit, Description, Pant

These attributes are shown with the prefix “key” in the map rules, indicating thatthey can be used as search conditions in the generated SAP Query.

• Link Documentum Action “Link material folders” has the following map rules:

key.Material = "%s",object_name

DocumentType = "DRW"

DocumentDescription = "Document folder for %s",object_name

The action will link the following version and format of the folders:



Format: Best Format

Version: Current Version

The result is:

The Link Documentum action runs “SelectMaterialFolders” (Documentum Query),returning a number of folders in the folder /SAP/Material.

For each folder returned, the content of attribute “object_name” is passed to a SAP queryfor SAP object type Material Master as condition for the attribute Material. Assuming theattribute “object_name” of the first folder is “100-200”, the action continues as follows:

• The created SAP Query for “Material Master” selects one object [1] with the attributeMaterial matching “100-200”.

• Then the DIR is created for the current folder and the selected SAP objects, usingthe defined version and format.

• The additional DIR attributes are assigned according to the map rules. TheDocumentType is “DRW” and the DocumentDescription is “Document folder for100-200”

• This loop will be repeated for each folder returned by “SelectMaterialFolders”(Documentum Query), thereby establishing the objective.



Figure 7-4. Linking result

To configure a Link Documentum to SAP action, you will need a previously configuredDocumentum Query. In order to specify a workflow it has also to be previously defined.

Use the following procedure to create, view, or edit Documentum to SAP links:


2. Click Actions and ensure that the Link Documentum tab is open.

3. Choose Create a New Configuration from the Choose an Action: drop-down list orchoose an existing link to view or edit.The Link Action window appears.




5. Choose the SAP Object Type from the drop-down list.



8. Check the “Verify object links” box, if required.

9. For the binding rule you want to define:The binding rules allows you to specify the following:• Format: Which document format/rendition (PDF, native format, HTML, best

format for example) should be released to SAP. The selection “Best Format” canalso be specified. The definition of what the best format is can be configured inWebAdmin. See Client Configuration for more details on this.

• Version: Which version of the document should be released. Here you canenter a specific version label, such as “ISSUED”, or use a keyword likedms_selected_version or dms_all_versions. If all versions are released to SAPthen the Content Services Viewer will display a list of all possible documentversions.

a. Choose the Format from the drop-down list.

b. Choose the version required from the drop-down list and click the left arrow toadd the version to the Version field.

10. For each Attribute Map rule you want to define:



c. Choose the parameter required from the drop-down list and click the up arrowto add the parameter to the Parameters field.The up arrow also alters the format string by adding %s at the end.

d. Click the down arrow to add the rule to the Defined Map Rules field.The attribute map allows you to specify the following:• DIR attributes: When a document is released to SAP, an SAP DIR is

created for it. Values can be set for DocumentType, DocumentDescription,DocumentNumber, and DocumentStatus. For example, the rule DocumentDescription = “Related SOP for %s”, object_name will build a DIRdescription containing the object_name attribute from the Documentumdocument.

• Lookup Key Values: In order for the Documentum object to be linked to anSAP object, Content Services must be able to find the related object inSAP. Here you specify a lookup into SAP which identifies the single objectwhich the document should be linked to. For example, key.Material="%s",object_name will instruct Content Services to link the Documentum object



to a SAP material which has the material name equal to the Documentumobject_name.

11. Click the appropriate button to Save, Cancel, Copy or Delete the Link Action.

Automated early archiving using the Agent component

The Agent component can now be used to automate the movement of incoming TIFFimages to SAP work items. This is done by configuring a Link Documentum action usingparameters similar to the following example:SAP Object Type = Image assign sap workflowDctm Query = SelectInvoiceFolders

Create a DocumentumQuery that returns the object name and object ID of the documentsto be sent to SAP, for example "select r_object_id,object_name from sap_invoice wherefolder(’/SAP/Invoices’)Key.DocumentType=ZFIINVOICE (enter your custom SAP document type forincoming TIFF images)Key.Objecttype=BKPF (enter your SAP object type)Key.ArchiveId=Q2Key.Drl=Drl

Checking the integrity of linked documentsAfter the Agent has automatically linked the SAP and Documentum object, it istechnically possible to manually edit or delete DIRs in SAP. It is therefore possibleto change/delete links from SAP without receiving a notification of this withinDocumentum. To help ensure the integrity of the links between SAP and Documetum, itis possible to write a rule to perform an integrity check between the two systems. ContentServices for SAP does not attempt to fix problems: it just reports them.

The aim of this action is to generate a report that details any mismatches betweenDocumentum and SAP. The action builds two lists and looks to see whether there is aDocumentum object (documents, folders, queries, etc.), related to each retrieved DIR. Inthe end, all DIRs that have no Documentum object linked to them are listed in a report. Ifthere is no DIR for a Documentum object, the relation to this object is listed in a report.This is shown in the following illustration.



Figure 7-5. Integrity checking

Precondition.

To configure a Check DIR action, you will need a Documentum query and an SAP queryboth previously configured.

Use the following procedure to check integrity of objects in both systems:


2. Click Actions and ensure that the Check Document Info Records tab is open.

3. Choose Create a New Configuration from the Choose an Action: drop-down listor choose an existing integrity action.The Check DIRs window appears.



4. Enter a name for the query In the Name: field.



7. Click the appropriate button to Save or Cancel the check.

Replication of information betweenDocumentum and SAP

Content Services provides a facility for maintaining the integrity of documents held inSAP with those stored in Documentum.

Replication is the duplication of data held in one system into another system.

The replication process, once started updates all objects not matching the set conditionsand not yet updated.

Replicating SAP objects

Replication creates images of SAP objects in Documentum. For example you may wantto replicate invoice information into archived images in Documentum.

In the following example you want to replicate all pumps within SAP as folders inthe /SAP/Material folder (in the Documentum repository) in order to store additionaldocuments to each pump in that folder. Replicating here means, that the folder shouldhave the same attributes, as the actual SAP object has, in order to be able to search for aspecific pump in the repository as well. When the folders are generated you would beable to link them back to the SAP pump objects.


• An SAP Query “Select all pumps” selects materials with the following condition:Description = pump*

This query (Querytype: Material by Description) returns the following attributes:Description, Type, Industry, Material

• Documentum Object Type “dm_folder” is the Documentum Object Type that youwant to represent the SAP pumps in the repository.

• Replicate SAP Action “Replicate material folder” has the following rules:



The Object Key rules are used to check whether there is a dm_folder object withthe path /SAP/Material and the object_name matching the material attribute of thecurrent pump object in SAP.

object_name = "%s", Material

FOLDER = "/SAP/Material"

The Update Condition rules are used to check whether the attributes of the folder haveto be updated (only validated if “update object” is checked). Here you only updatethe folder if the title of the folder is empty.

The Map Rules are used to define the mapping of the SAP attributes to theDocumentum attributes.

object_name = "%s", Material

title = "%s", Description

FOLDER = "/SAP/Material"

The result is:

The Replicate SAP action runs “Select all pumps” (SAP Query), returning a number ofSAP material objects with their description matching “pump*”.

For each object returned, the Replication action checks whether the dm_folder objectalready exists. Assuming the attribute Material of the first pump is “Pump One” thequery looks like this:Select r_object_id from dm_folder where object_name ='Pump One'and folder('/SAP/Material')

If the folder does not exist (no record returned), the action checks whether it shouldcreate one (“create object” is checked). Otherwise it checks the update condition(“update object” is checked). In this case the action looks whether the title of the returneddm_folder is empty.

If the folder has to be created or updated, the action maps the SAP attributes to thespecified Documentum attributes.

Object_name = "Pump One"

Title = "Electr. Pump"

FOLDER



Note: FOLDER is a special attribute since it does not really exist. The action creates thedm_folder object in the specified repository folder if a creation is necessary.

This loop will be repeated for each object returned by “Select all pumps” (SAP Query),thereby establishing the goal.

Figure 7-6. Replication result

To configure a Replicate SAP action, you will need a previously configured SAP query.In order to specify a workflow it has also to be previously defined.

Use the following procedure to replicate SAP objects in Documentum:


2. Click Actions and ensure that the Replicate SAP tab is open.

3. Choose Create a New Configuration from the Choose an Action: drop-down listor choose an existing replication action.



The Replicate Action window appears.


5. Choose the Object Type from the drop-down list.



8. Check the Update Object box, if required.

9. Check the Create Object box, if required.

10. For each of the Object Key, Update Condition and Map Rule that you want to define:





11. Click the appropriate button to Save or Cancel the action.

Replicating Documentum Objects

In the following example, you want to update the Status of Document Info Record (DIR)attribute in SAP to reflect a change in the status of the Documentum object. Replicationin this example means updating SAP objects, not creating new ones. This example can befound as a configuration object in WebAdmin, called Update DIR status. We will executea Documentum query and update the related DIRs to reflect a change in document status.


• A Documentum Query “SelectMaterialFolders” selects objects of type dm_folderwhere the folder’s location has to be /SAP/Material.select r_object_id,object_name from dm_folder where folder('/SAP/Material')

• An SAP Object Type: “Document info record” is the SAP Object Type that you wantto update in SAP.

• Replicate Documentum Action “Update DIR status” has the following rules:

The Object Key rules are used to check whether there is an SAP object for the currentdm_folder with the document number attribute matching the folder’s object_ID.



DocumentNumber = “%s”, r_object_id

DocumentType = “DRW”

DocumentPart = “000”

DocumentVersion = “00”

The Update Condition rules are used to check whether the attributes of the SAP objecthave to be updated (only validated if “update object” is checked.) This means weupdate the DIR only if its status is “AA”.

DocumentStatus = “AA”

TheMap Rules are used to define the mapping of the Documentum attributes tothe SAP attributes.

DocumentStatus = “IA”

The Replicate Documentum action runs “SelectMaterialFolders” (Documentum Query),returning the sub folders of /SAP/Material.

For each folder returned, the Replication action checks whether the correspondingMaterial Master object exists in SAP. If it does, the DocumentStatus attribute for the DIRwill be checked to see if it is “AA”. If it is, the status will be updated to “IA”.

Use the following procedure to replicate Documentum objects in SAP:


2. Click Actions and ensure that the Replicate Documentum tab is open.

3. Choose Create a New Configuration from the Choose an Action: drop-down list orchoose an existing action.The Replicate Action window appears.


5. Choose the SAP Object Type from the drop-down list.



8. Check the “Update object links” box, if required.

9. Check the “Create object links” box, if required.

10. For the Object Key, Update Condition and each Map Rule you want to define:







11. Click the appropriate button to Save or Cancel the action.

Replicating custom DMS attributes from EMCDocumentum to SAP

Content Services for SAP allows you to replicate custom DMS attributes from EMCDocumentum to SAP.

This section contains the following topics:• Configuring classification attributes for sap_query_type_plm query types, page 80• Replicating custom DMS attributes to SAP custom tables, page 82

Conguring classication attributes for sap_query_type_plm querytypes

Content Services for SAP supports custom DMS classification attributes. CustomDMS classification attributes can be set for the CLASSIFICATIONVALUES andCLASSALLOCATIONS table parameters of BAPI_DOCUMENT_CHANGE/CREATE.

To congure classication values for sap_query_type_plm query types:

1. Browse to the directory where you extracted the contents of Content Services forSAP’s installer archive, and open the custom.xml file for editing.

2. In the custom.xml file, use the following convention to configure thesap_query_type_plm query type to the corresponding custom DMS classificationattributes:<VALUE><VariableName>=CHARACTERISTICVALUES.<CLASSTYPE>.<CLASSNAME>.<CHARACTERISTICNAME>.DELETIONFLAG>,SIZE></VALUE>

For example, you can set classification values and class allocations as follows:<VALUE>Instruction=CHARACTERISTICVALUES.017.SPEC_APPEARANCE.CHARNAME_INSTRUCTION.0,30</VALUE>

A sample sap_query_type_plm definition would be as follows:



<?xml version="1.0"?><REQUEST ON_ERROR="abort"><OBJECT_CREATE ON_EXIST="version">

<API_CONFIG TYPE="sap_query_type_plm" CLASS="sap"><ATTRIBUTE NAME="object_name" IS_KEY="true">Document Info RecordPLM</ATTRIBUTE><ATTRIBUTE NAME="function_module_create">BAPI_DOCUMENT_CREATE</ATTRIBUTE><ATTRIBUTE NAME="function_module_update">BAPI_DOCUMENT_CHANGE</ATTRIBUTE><ATTRIBUTE NAME="sap_object_type"></ATTRIBUTE><ATTRIBUTE NAME="query_parameters" IS_REPEATING="true"><VALUE>DocumentType=DOCUMENTDATA.DOCUMENTTYPE,3</VALUE><VALUE>Description=DOCUMENTDATA.DESCRIPT_D,40</VALUE><VALUE>DocumentNumber=DOCUMENTDATA.DOCUMENTNUMBER,25</VALUE><VALUE>DocumentVersion=DOCUMENTDATA.DOCUMENTVERSION,2</VALUE><VALUE>DocumentPart=DOCUMENTDATA.DOCUMENTPART,3</VALUE><VALUE>DataCarrier1=DOCUMENTDATA.DATA_CARR,2</VALUE><VALUE>WSApplication1=DOCUMENTDATA.DISP_APPL,10</VALUE><VALUE>DocFile1=DOCUMENTDATA.ORIGINAL,255</VALUE><VALUE>STATUSEXTERN=DOCUMENTDATA.DOC_STATUS,2</VALUE><VALUE>USERDEFINED1=DOCUMENTDATA.USERDEFINED1,14</VALUE><VALUE>USERDEFINED2=DOCUMENTDATA.USERDEFINED2,14</VALUE><VALUE>USERDEFINED3=DOCUMENTDATA.USERDEFINED3,14</VALUE><VALUE>USERDEFINED4=DOCUMENTDATA.USERDEFINED4,14</VALUE><VALUE>Laboratory=DOCUMENTDATA.LABORATORY,3</VALUE><VALUE>HostName=HOSTNAME,20</VALUE><VALUE>Color=CHARACTERISTICVALUES.017.SPEC_APPEARANCE.

CHARNAME_COLOR.0,30</VALUE><VALUE>Instruction=CHARACTERISTICVALUES.017.SPEC_APPEARANCE.

CHARNAME_INSTRUCTION.0,30</VALUE></ATTRIBUTE><ATTRIBUTE NAME="parameter_defaults" IS_REPEATING="true"><VALUE>DocumentType=DRW</VALUE><VALUE>DocumentVersion=00</VALUE><VALUE>DocumentPart=000</VALUE><VALUE>DataCarrier1=DOCUMENTUM</VALUE><VALUE>WSApplication1=DCM</VALUE><VALUE>SPEC_INSTRUCTION=DEFAULT_VALUE</VALUE></ATTRIBUTE><ATTRIBUTE NAME="result_parameters" IS_REPEATING="true"><VALUE>DocumentNumb=DOCNUMBER,25</VALUE>

</ATTRIBUTE><ATTRIBUTE NAME="key_attributes" IS_REPEATING="true"><VALUE>DocumentType=DOCUMENTTYPE,0,3</VALUE><VALUE>DocumentNumber=DOCUMENTNUMBER,3,25</VALUE><VALUE>DocumentPart=DOCUMENTPART,30,3</VALUE></ATTRIBUTE><ATTRIBUTE NAME="methods" IS_REPEATING="true"><VALUE>Create</VALUE><VALUE>Update</VALUE>

</ATTRIBUTE><ATTRIBUTE NAME="result_table">DOCUMENTSTRUCTURE,64</ATTRIBUTE>

</API_CONFIG></OBJECT_CREATE></REQUEST>



3. Browse to the directory where you extracted the contents of Content Services forSAP’s installer archive, and execute the setup.exe file.TheWelcome page of the installation wizard appears.

4. Click Next.The Setup Type page appears.

5. Select Docbase Configuration and click Next.The Select Components page appears.

6. Select CUSTOM.XML and click Next.The Docbase Login Parameters page appears.

7. Specify values as described in the following table:

Field Value

Docbase Name Name of the repository that you want to configure.

Docbase User Name Type dm_doclink_sap or workaround ID.

Password Password that corresponds to the value of theDocbase User Name field.

Domain Name of the domain in which the repository islocated.

Click Next.

8. In the Configure Docbase page that appears, review the settings that you specifiedand click ’Next.You have configured classification values for sap_query_type_plm query types;Content Services for SAP can now replicate custom DMS attributes of a documentfrom EMC Documentum to SAP.The classification values that you configured here are accessible from the RuleComposer section of the Link Documentum and Replicate Documentum tabs inWebAdmin.

Replicating custom DMS attributes to SAP custom tables

Content Services for SAP supports replicating DMS classification attributes from EMCDocumentum to SAP custom tables.

To replicate custom DMS attributes to SAP custom tables:

1. Start SAP GUI and connect to an SAP R/3 system.

2. In the command field, execute the /se80 transaction code.



3. Use the options available in theObject Navigator page to define a custom SAP table.Definition of a sample custom SAP table is as follows:

Field Element Type Length Description

MANDT MANDT CLNT 3 Client

DOKAR DOKAR CHAR 3 Document Type

DOKNR DOKNR CHAR 25 Document Number

DOKTL DOKTL_D CHAR 3 Document Part

DOKVR DOKVR CHAR 2 Document Version

DOKDSR DOKDSR CHAR 25 Document Description

4. Browse to the directory where you extracted the contents of Content Services forSAP’s installer archive, and open the custom.xml file for editing.

5. In the custom.xml file, specify entries that correspond to the definition of the customtable you created in step 2.The emphasized portion of the following sample snippet (from a custom.xml file)indicates how the entries in the custom.xml file correspond with the definition of thesample custom SAP table shown in step 2:<?xml version="1.0"?><REQUEST ON_ERROR="abort"><OBJECT_CREATE ON_EXIST="version">

<API_CONFIG TYPE="sap_query_type_plm" CLASS="sap"><ATTRIBUTE NAME="object_name" IS_KEY="true">Document Info RecordPLM</ATTRIBUTE><ATTRIBUTE NAME="function_module_create">BAPI_DOCUMENT_CREATE</ATTRIBUTE><ATTRIBUTE NAME="function_module_update">BAPI_DOCUMENT_CHANGE</ATTRIBUTE><ATTRIBUTE NAME="sap_object_type"></ATTRIBUTE><ATTRIBUTE NAME="query_parameters" IS_REPEATING="true"><VALUE>DocumentType=DOCUMENTDATA.DOCUMENTTYPE,3</VALUE><VALUE>Description=DOCUMENTDATA.DESCRIPT_D,40</VALUE><VALUE>DocumentNumber=DOCUMENTDATA.DOCUMENTNUMBER,25</VALUE><VALUE>DocumentVersion=DOCUMENTDATA.DOCUMENTVERSION,2</VALUE><VALUE>DocumentPart=DOCUMENTDATA.DOCUMENTPART,3</VALUE><VALUE>DataCarrier1=DOCUMENTDATA.DATA_CARR,2</VALUE><VALUE>WSApplication1=DOCUMENTDATA.DISP_APPL,10</VALUE><VALUE>DocFile1=DOCUMENTDATA.ORIGINAL,255</VALUE><VALUE>STATUSEXTERN=DOCUMENTDATA.DOC_STATUS,2</VALUE><VALUE>USERDEFINED1=DOCUMENTDATA.USERDEFINED1,14</VALUE><VALUE>USERDEFINED2=DOCUMENTDATA.USERDEFINED2,14</VALUE><VALUE>USERDEFINED3=DOCUMENTDATA.USERDEFINED3,14</VALUE><VALUE>USERDEFINED4=DOCUMENTDATA.USERDEFINED4,14</VALUE><VALUE>Laboratory=DOCUMENTDATA.LABORATORY,3</VALUE><VALUE>HostName=HOSTNAME,20</VALUE><VALUE>Color=CHARACTERISTICVALUES.017.SPEC_APPEARANCE.

CHARNAME_COLOR.0,30</VALUE><VALUE>Instruction=CHARACTERISTICVALUES.017.SPEC_APPEARANCE.



CHARNAME_INSTRUCTION.0,30</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI>=

ZCUSTOM_BAPI.BAPI_NAME,30</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI_Table>=

ZCUSTOM_BAPI.TABLE_NAME,30</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI_Client>=

ZCUSTOM_BAPI.BAPI_CLIENT,3</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI_Document_Type>=

ZCUSTOM_BAPI.BAPI_DOCUMENTTYPE,3</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI_Document_Number>=

ZCUSTOM_BAPI.BAPI_DOCUMENTNUMBER,25</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI_Document_Part>=

ZCUSTOM_BAPI.BAPI_DOCUMENTPART,3</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI_Document_Version>=

ZCUSTOM_BAPI.BAPI_DOCUMENTVERSION,2</VALUE><VALUE><Meaningful_Display_Name_for_Custom_BAPI_Document_Description>=

ZCUSTOM_BAPI.BAPI_DOCUMENTDESCRIPTION,25</VALUE></ATTRIBUTE><ATTRIBUTE NAME="parameter_defaults" IS_REPEATING="true"><VALUE>DocumentType=DRW</VALUE><VALUE>DocumentVersion=00</VALUE><VALUE>DocumentPart=000</VALUE><VALUE>DataCarrier1=DOCUMENTUM</VALUE><VALUE>WSApplication1=DCM</VALUE><VALUE>SPEC_INSTRUCTION=DEFAULT_VALUE</VALUE></ATTRIBUTE><ATTRIBUTE NAME="result_parameters" IS_REPEATING="true"><VALUE>DocumentNumb=DOCNUMBER,25</VALUE>

</ATTRIBUTE><ATTRIBUTE NAME="key_attributes" IS_REPEATING="true"><VALUE>DocumentType=DOCUMENTTYPE,0,3</VALUE><VALUE>DocumentNumber=DOCUMENTNUMBER,3,25</VALUE><VALUE>DocumentPart=DOCUMENTPART,30,3</VALUE></ATTRIBUTE><ATTRIBUTE NAME="methods" IS_REPEATING="true"><VALUE>Create</VALUE><VALUE>Update</VALUE>

</ATTRIBUTE><ATTRIBUTE NAME="result_table">DOCUMENTSTRUCTURE,64</ATTRIBUTE>

</API_CONFIG></OBJECT_CREATE></REQUEST>

6. Browse to the directory where you extracted the contents of Content Services forSAP’s installer archive, and execute the setup.exe file.TheWelcome page of the installation wizard appears.

7. Click Next.The Setup Type page appears.

8. Select Docbase Configuration and click Next.The Select Components page appears.

9. Select CUSTOM.XML and click Next.The Docbase Login Parameters page appears.



10. Specify values as described in the following table:

Field Value

Docbase Name Name of the repository that you want to configure.

Docbase User Name Type dm_doclink_sap or workaround ID.

Password Password that corresponds to the value of theDocbase User Name field.

Domain Name of the domain in which the repository islocated.

Click Next.

11. In the Configure Docbase page that appears, review the settings that you specifiedand click ’Next.Content Services for SAP has now been configured to replicate custom DMSattributes of a document from EMC Documentum to SAP custom tables.The classification values that you configured here are accessible from the RuleComposer section of the Link Documentum and Replicate Documentum tabs inWebAdmin.

Note: Special processing rules are defined for the following attributes:• DOCUMENT_TYPE• DOCUMENT_NUMBER• DOCUMENT_PART• DOCUMENT_VERSIONThe values for these attributes can be set to the corresponding values for the SAPDIR object that is created or updated. Invoke the special processing rules by settingthe following symbolic values:

Attribute Symbolic Value

Document Type @DOCTYPE

Document Number @DOCNUMBER

Document Part @DOCPART

Document Version @DOCVERSION

Depending on your requirements, set these symbolic values in the Rule Composersection of the Link Documentum and Replicate Documentum tabs in WebAdmin.



Working with the FILTER attribute

The FILTER attribute is a symbolic target that specifies an external command line torun when creating links.

The FILTER attribute conforms to the following syntax:<Path> <Arg1> <Arg2> <ArgN> <r_object_ID> <Repository><User Name> <Password>The parameters used in the syntax are described in the following table:

Parameter Description

Path Fully qualified path to an executable

Arg1, Arg2,...ArgN Arbitrary parameters as defined by your filter program

r_object_id r_object_id of the current object

Repository Name of the repository where you would like to runthe executable

User Name User name used to connect to the repository

Password Password that corresponds to the user name describedin this table

You can use these parameters to pass additional values to the external filter; use theprintf()–format string for this purpose.

If the execution is successful, the external filter returns 0 as the exit code; if unsuccessful,it returns a non–zero value as the exit code.

Using Auto Manage to execute ContentServices for SAP actions

Jobs can be made to run automatically at regular intervals by creating an Agent to run adefined action.

• Jobs run Agents.• Agents execute actions.• Actions perform linking, replication, or integrity checkingJob progress and status can be monitored.

The following illustration shows the relationship between these parts.



Figure 7-7. Agent services

Creating, viewing, and editing an Agent

Agents run actions and define on which server and what user an action will run. If anaction was meant to run on several servers, each server has to have an Agent configured.You should be careful choosing an SAP user since the Agent will run the action with theaccess rights this user has on the SAP Server defined in the Agent.

Additionally a report template can be configured, defining how the Agent’s report fileis displayed. The reports are stored in /System/sysadmin/Reports on the Documentumrepository running the job that invokes the Agent.

The report format is XML. The template can be any file with a “<DM_XML_INCLUDE>”tag that will be replaced with the XML-report generated by the Agent.

Note: The XML-report has no XML header tag [<?xml version="1.0"?>]) New reporttemplate files have to be stored in /System/Content Services/DCTM/Template/Report.

To configure an Agent, you will need a previously configured Action as well as apreviously defined SAP Server and SAP user.

Use the following procedure to create, view, or edit an Agent:


2. Click Auto Manage and ensure that the Agents tab is open.

3. Choose Create a New Configuration from the Choose an Agent: drop-down list orchoose an exiting Agent to view or edit.The Agent window appears.

4. Enter a name for the Agent In the New Agent’s Name: field.

5. Choose the Action required by the Agent from the drop-down list.



6. Choose the SAP Server where the Agent is running from the drop-down list.

7. Choose the SAP User with the rights to run the Agent from the drop-down list.

8. Choose the template to be used from the drop-down list.

9. Click the appropriate button to Save, Cancel, Copy or Delete the Agent configuration.

Creating, viewing, and editing jobs

There are two running modes available for a job. When started in “execute job” mode,the job is actually executed. If the job runs in “write job’s report” mode, only the reportis written and no objects are actually altered. This mode is recommended to test jobsbefore changing any data.

The Trace Level defines the granularity of the Logfile written when executing the job

Note: There is a difference between a Report and a Logfile. In the report there aremessages from the Agents/actions. The Logfile contains the messages of the Job, failurereasons for example.

It is helpful to have a description of the job, explaining what the job is meant to do.

A job can be scheduled to start on a defined date (Activation Date) and to expire on adefined date (Expiration Date). The format of the date is “day, month, year” and theformat of the time is “hours: minutes: seconds”. The activation date can be copied to theexpiration date with the arrow button on the right side of the expiration date row.

The frequency of invoking the job can be defined with an interval. The interval consistsof a number and a measurement. There following measurements are available:

• minute(s)• hour(s)• day(s)• week(s)• month(s)• years(s)• the day of the week• the day of the month• the day of the yearThere can be a number of runs defined, deactivating the job after having completed thedefined number of runs. If 0 is defined, the job runs with no limitations.

To configure a Job, you will need a previously configured Agent.



Use the following procedure to create, view, or edit Content Services jobs:


2. Click Auto Manage and ensure that the Jobs tab is open.

3. Choose Create a New Configuration from the Choose a Job: drop-down list orchoose an existing configuration to view or edit.The Job window appears.

4. Enter a name for the Job In the New Job’s Name: field.

5. For each Agent needed to run the job choose the Agent from the drop-down list andclick the right arrow to add them to the Agents to run list.

6. Choose the person or group to notify from the drop-down list.

7. Check the Active box if required.

8. Check the Deactivate upon failure box if required.

9. Choose the Running Mode from the drop-down list.

10. Choose the Trace Level from the drop-down list.

11. Enter a Description of the job.

12. Enter the Activation and Expiration dates and times.

13. Enter the run Frequency and choose the units of time from the drop down list.

14. Enter the maximum number of runs to be made.

15. Click the appropriate button to Save, Cancel, Copy or Delete the Agent configuration.

Checking job status

Use the following procedure to check the Content Services job status:


2. Click Auto Manage and ensure that the Jobs Overview tab is open.The Job Overview window appears.For each job, the color of the lights to the left of the Job’s Name indicate the currentstatus, green for active and red for inactive.The job’s configuration can be displayed by clicking on the link button, the job’slogfile can be displayed by clicking on the logfile button.

3. Click on the status button to view the current status of the job.The Job’s Current Status window appears.



The status window shows when the job was invoked the last time (Last Run), whenit actually completed running (Last time completed) and when the job is scheduledto be started again (Next Invocation). The return message and code are displayed aswell as the number of times it has been invoked and the r_object_id of the logfile(Last Document ID).Refer to the Documentum Content Server User Guide or Reference Manual for moreinformation on job status attributes [dm_job].

Checking job log les

Use the following procedure to check job log les:


2. Click Auto Manage and ensure that the Jobs Overview tab is open.The Job Status Overview window appears.For each job, the color of the lights to the left of the Job’s Name indicate the currentstatus, green for active and red for inactive.

3. Click on the Logfile button to view the current logfile of the job.The Job’s Logfile window appears, which contains messages (according to the tracelevel defined for the job) about job actions and errors. At the end of the log file is thenumber of error and warnings . Checking this is useful for big log files.Info messages are preceded by

, error messages have an error icon

and a red background.As a default the CURRENT logfile is displayed initially. By selecting a differentversion of the logfile, previous runs of the job can be investigated.


Chapter 8Conguring the Manage and ViewComponents

The Manage component supports Content Services for SAP’s certified SAP DMS and PLM interfaces.This functionality requires the Desktop Client, and thereby, a Documentum Foundation Suite license,to operate.

This chapter describes how to set the defaults for the Manage component and the configuration of theView component. The contents are:

• Configuring the Manage component. Refer to Configuring the Manage component, page 91.• Configuring the View component. Refer to Configuring the View component, page 95.

Conguring the Manage componentUse the following procedure to congure the Manage component:

1. Connect to WebAdmin. Refer to the “Logging in to WebAdmin” section of theContent Services for SAP Administration Guide.

2. Click Clients and ensure that the Manage Type Defaults tab is open.

3. Choose the type from the Choose a Document Type: drop-down list.The Manage window appears.The field names are described in the following table.


Conguring the Manage and View Components



Document Type Name of the Documentum object type youwant to configure. Enter dm_document todefine default settings for all documenttypes. If not explicitly configured, thedocument type is automatically inheritedby all sub-types of this document type.

SAP Document Type Defines which SAP document type isassigned to the DIR created in SAP. Thisparameter cannot be selected by theuser. Default value is DRW if no value isentered in this field. Verify that the typedefined in this field exists in SAP.

Note: Since the PLM type objects areusually drawings, a default value of“DRW” is used. You can always overridethis setting in the Query Conditions fieldof the SAP Query Composer (refer to the“Creating, Viewing, and Editing an SAPQuery” section of the Content Services forSAP Administration Guide).

Example 8-1.You can assign the value ofDocumentTypeas DES for a DES document type.

For all document types, you can set thevalue of DocumentType as one of thefollowing:• DocumentType=*• DocumentType= In this case, no valuehas been assigned to the parameter.The value for the parameter has beenset to blank.




Description Attribute Defines the name of the attribute thatcontains the description value. Thisvalue can subsequently be modified bythe user. For example, a descriptionof object_name specifies that the objectname is stored in the DIR. This attributeis mandatory. Default value if notconfigured is object_name.

Required Version Defines a set of version labels requiredfor releasing a document to SAP. Managedoes not allow you to link an object thatdoes not match one of the configuredvalues. For example, entering RELEASEDinto this field means that releaseddocuments require a version label ofRELEASED in the document versionattribute. By default, this feature is turnedoff when this attribute field is empty.

Required Status Defines the status flags that a documentmust have before it can be released toSAP. Manage does not allow you tolink an object that does not match thestatus configured in this attribute. Forexample, if you define the Required Statusas Released, Manage requires that thea_status attribute in the document to alsohave a value of Released. By default, thisfeature is turned off when this attributefield is empty.

Required Folder Defines one or several folders that thedocument must be linked to before itcan be released to SAP. Manage does notallow you to link an object that does notexist in one of the configured folders.For example, a value of ’/SOP/Released’entered in this field requires that releasedobjects be located in this folder. Bydefault, this feature is turned off whenthis attribute field is empty.

Possible Format Defines the set of content types fromwhich the user can select. These content




types must be present in the object whenreleased to SAP. The first item is thepreferred one. The set of Possible Formatsis mapped to the list of currently availableformats retrieved from the object. Thedefault is that all renditions and theprimary content type are displayed if thisfield is left empty. The recommendedvalue for his field is primary content type.Special values that may be entered for thisfield include dms_object_content, whichselects the primary content type, anddms_best_format, which forces the viewerto decide what format to use.

4. Enter the mnemonic for the SAP document type.

5. Choose the Description Attribute from the drop-down list.

6. For each of the Required Version Label, Status Label and Folder Path in repository,enter the required value and click on the corresponding right arrow to add the valueto the list.

7. For each Possible format, choose the Available Format from the drop-down list andclick the right arrow to add it to the Possible Format list.

8. Enter a Possible Version Label and click the right arrow to add it to the PossibleVersion list.

Note: You can rearrange the order these items with the up/down arrow or deletethem with the delete button

9. Click the appropriate button to Save, Copy or Delete the configuration.

Using the PLM interface in pre-4.7 SAP systemsIf you want to use Manage with the PLM interface in pre-SAP 4.7 systems, the followingsteps must be completed on the users workstation after Manage has been installed.

To congure Manage for use with the PLM interface in pre-SAP 4.7 systems

1. Go to Start > Run > regedit

2. Go to HKEY_LOCAL_MACHINE\SOFTWARE\Documentum\DocLinkServer\Install\UseNewInterface



3. Change the UseNewInterface registry key value to TRUE

4. If the View component has been launched on the workstation, open the TaskManager and end the dmapi.exe process.

5. Launch the View component again. The PLM interface will now be used for alldocument releases to SAP. Only the SAP Query Types labeled PLM will functionnow.

Conguring the View componentUse the following procedure to congure the View component:

1. Connect to WebAdmin. Refer to the “Logging in to WebAdmin” section of ContentServices for SAP Administration Guide.

2. Click Clients and ensure that the View tab is open.The View window appears.The field names are described in the following table.



Best Formats Defines a list of Documentum contenttypes to be used when the Managecomponent has defined Best Format. Thefirst value defined is the most preferredformat, and the last value defined the leastpreferred format. If this attribute is emptyor if the object is not configured, then theView component uses the default contenttype or the content type defined by theManage component.

For example, if Best Formats is definedas PDF, HTML, the View component firstchecks for PDF content. If PDF content isnot available, View then checks for HTML.If neither content type is available, Viewuses the default format (e.g. WinWord). Ifthis attribute is not configured, then Viewdisplays the main document content.




Filter Formats Defines the formats to generated with aDocumentum Content Server filter. Theformats defined here must be a sub-setof the formats defined in Best Formats.Any format configured here forces thefilter mechanism to executed to generatethe required rendition. Has no effectif not configured. You must have thecorresponding filter installed on the serverin order to use this feature.

For example, you may have aWord-to-HTML filter installed onthe Documentum Content Server. Thepreferred format configured in BestFormats is HTML. When viewing aWinWord document linked with the BestFormat, the View component does not finda HTML rendition, and displays the Worddocument. Because HTML is configuredas a filter format, View now launches thefilter on the Documentum Content Serverand displays the document in HTML.

Attributes to Display The attributes defined here will be usedas column header in View’s outline viewor will be displayed upon request inWebView.

Force Login If this attribute is selected, the usermust enter a password each time adocument is launched. This is useful in anenvironment where several people sharethe same workstation. This attribute isturned off by default.

3. For each of the formats and attributes that you want to define:

a. Choose the item from the drop-down list.

b. Click the right arrow to add the rule to the relevant list.



4. Click the appropriate button to Save the configuration.




Index

Aactions, 58Actions page, 23activation date, 88additional actions, 37, 51Administrative Console, 15administrative tasks, 23Agent component, 29Agent services, 14, 21, 29, 57Agents, 58ALF class, 16ALF format, 16archive configuration object, 55Archive Link page, 23archived and deleting documents,

deleting, 36archived data, 16$ARG#s, 68arrow button with a +, 25arrow buttons, 25attribute, 93attribute map, 69, 72attributes, 36, 50, 65, 75

local_diskfull_limit, 41attributes to display, 96Auto Manage, 69Auto Manage page, 23

BBAPI, 59bar codes, 55barcodes, 33, 45, 55batch linking, 57best format, 72best formats, 95

CCAD Applications, 64CAD Interface, 64

cancel button, 25capture operator, 7carrier types, 65checking integrity of linked objects, 58checking job status, 57class

ALF, 16FAX, 16OTF, 16REO, 16

Clients page, 23column header, 96condition composer, 60configuration procedures, 55configure archives, 33, 45configuring a job, 57configuring queries, 57, 59configuring workflows, 57, 59connection to SAP, 21Content Services, see Content Services for

SAPContent Services for SAP, 7

defined, 13Content Services for SAP administrator, 7Content Services for SAP Archive, 29content types, 94copy button, 25creating an Agent, 57, 87creating an SAP User, 30creating links, 7CS for SAP, see Content Services for SAPcustom attribute, 55custom attributes, 36, 50custom filter, 36, 39, 50, 53

Ddate format, 88delete button, 25deleting

archived and linked documents, 36


Index

description attribute, 93DIR, 65, 92DIR attributes, 68, 72disconnect due to inactivity,

WebAdmin, 22display details button, 25dm_archive, 38, 52dm_doc_type, 38, 52dm_document, 52DMCL, 41dmcl.ini, 41DMS, 65document

incoming, 16outgoing, 16scanned, 16supported formats in SAP, 16

document controller, 7document format, 72document formats, supported in SAP, 16document type, 36, 53, 92DocumentDescription, 65DocumentNumber, 65DocumentStatus, 66DocumentType, 65Documentum content types, 95Documentum object type, 92Documentum page, 23Documentum query, 59, 61, 69, 74DQL query, 61DQL statement, 61

Eearly archiving, 55editing an Agent, 87editing an SAP User, 30editing connections to an SAP server, 29error, 52executing Content Services for SAP

actions, 57expiration date, 88external filters, 51external filters. See filter programs, 37

FFAX class, 16filter attributes, 49filter formats, 96

filter programs, 37 to 38, 51 to 53filters, 37, 51filters, custom, 37, 51force loggin, 96format, 72

ALF, 16PDF, 16REO, 16Tiff, 16

format string, 72

Hhost name, 30HTML, 72, 95HTML renditions, generating, 37, 51

Iidentifying documents, 55iInspection lots, 53iIntegrity of linked objects, 57information availability, 57information integrity, 57Inspection Lots, 39integrity checking, 86integrity of documents, 75intended audience, 7introducing

WebAdmin, 21IP address, 30

Jjob runs, 88job status button, 25jobs, 58jobs running modes, 88

Llate archiving, 55linking, 86linking documents, 55linking Documentum to SAP, 58linking objects, 57 to 58, 64linking processes, 57linking SAP to Documentum, 58local_diskfull_limit, 41log file, 52log file button, 25


Index

logfile, 88logfile button, 89login parameters, 29logon details, 29lookup key values, 72

Mmaintaining links, 7make_html (filter option), 37, 51make_pdf (filter option), 37, 51make_text (filter option), 37, 51Manage, 91Managing

temporary disk space, 41manual contents, 8map rule, 78

Nnative format, 72

Oobject key, 78object_id, 38, 52opening screen, 22OTF class, 16

Ppath, 38, 52PDF, 72, 95PDF format, 16PI sheet, 53PI Sheet, 52PLM Interface, 65possible format, 94preconfigured archives, 50preferred format, 95prerequisites

system administrator, 7Print Lists, 16

ALF class, 16ALF format, 16

productivity, 57profile object, 41, 55purpose of the guide, 7

Qqueries, 58query result, 62

Rreleasing documents to SAP, 7remove item button, 25rendition, 72renditions, 94REO class, 16REO format, 16Replicating Documentum in SAP, 58replicating Documentum objects

example, 78replicating objects, 58replicating SAP in Documentum, 58replicating SAP objects, 77replicating SAP objects example, 75replicating systems, 57, 75replication, 86replication from SAP to Documentum, 57report template, 87Reports, see Print Listsrepository_name, 38, 52repository_password, 38, 52repository_user, 38, 52required folder, 93required status, 93required version, 93RFC destination, 45, 55rule composer, 65

SSample PI Sheet, 39SAP

supported document formats in, 16SAP CAD interface, 59SAP connection parameters, 69SAP document type, 92SAP document Type, 50SAP object, 69SAP page, 23SAP queries, 59SAP query, 74SAP records, 55SAP router, 30SAP server, 29, 59SAP table query, 59


Index

SAP user, 29, 59, 87save button, 25scanning documents, 7scheduled events, 58server details, 29server name, 30specific method, 36, 50standard user, 7status flags, 93status screen, 90supported document formats in SAP, 16

ALF class, 16ALF format, 16FAX class, 16OTF class, 16PDF format, 16REO class, 16REO format, 16Tiff format, 16

system administrator, 7prerequisites, 7

system name, 30system number, 30

Ttemporary disk space

local_diskfull_limit, 41managing, 41

test a query button, 25test results, 61

testing the query, 61text renditions, generating, 37, 51Tiff format, 16time format, 88trace level, 88

Uupdate condition, 78user roles, 7

Vversion, 72version labels, 93viewing an Agent, 87viewing an SAP User, 30viewing connections to an SAP Server, 29

WWebAdmin, 15

disconecting, 21 to 22disconnect due to inactivity, 22introducing, 21logging on, 21

workflow, 36, 50, 63workflows, 58

XXML, 87
