PBS ContentLink

Easy and Flexible Connection

between Storage, SharePoint® and SAP® Solutions
 Enterprise Content Management
with PBS ContentLink and External Storage Systems

Table of Contents Too little importance is often given to

data archiving in many SAP environ-
As communication solution between
SAP and storage systems, PBS Con-
ments. This is without good reason, tentLink enables a direct, cost-efficient
PBS ContentLink – because a consistent archiving strategy usage of modern fixed content storage
Enterprise Content Management with
Efficient Usage of Modern Storage Systems as an Archive............ 3 can strengthen and enhance the systems of leading manufacturers on
PBS ContentLink and External Storage Systems..............................3
efficiency of a productive system. Such the basis of SAP ECM standard functio-
Direct Compliant Usage of SAP ECM functionality ......................... 4 a strategy helps to shape business nality, which prevent automatically the
Direct Compliant Usage of SAP® ECM functionality.........................4
processes in an integrated way on the overwriting or deletion of archive infor-
Cost Savings and Increase in Performance .................................... 6 basis of unstructured and structured mation. The lean architecture ensures
Cost Savings and Increase in Performance .....................................6
data. Using modern technologies en- the implementation of a future-proof
Flexible Retrieval .............................................................................. 7 sures fast and companywide access to ECM strategy on the basis of the SAP
Flexible Retrieval ...............................................................................7
all archive data with low infrastructure protocols ArchiveLink and ILM WebDAV
Information Lifecycle Management – and operating costs. for the transfer of archive data. Com-
Information Lifecycle Management .................................................8
the Interaction makes the Difference .............................................. 8 SAP provides a whole range of Enter- pared to classical ECM solutions, PBS
prise Content Management functions ContentLink enables the implementa-
Integration with MS SharePoint® ......................................................9
Special PBS ContentLink Features ................................................... 9 in the standard with its SAP NetWeaver tion of ECM processes with consider-
technology platform and its numerous ably lower maintenance and operatio-
Enhanced PBS ContentLink Features .............................................10
Implementation Scenarios – applications. The storage of archive nal costs, as it does not require an own
Embedding in the SAP Infrastructure ............................................ 10 data alone requires the use of external database. Furthermore, PBS Content-
Implementation Scenarios...............................................................11
archive or storage systems that can Link enables an integration with
System Requirements .................................................................... 11 be acquired via third party suppliers. Microsoft SharePoint.

Company Profile ............................................................................. 12

SAP System
PBS SAP ArchiveLink PBS
ContentLink Storage
ContentLink Storage API
Retrieval System
Storage SAP ILM WebDAV (Server)
Administration

Microsoft
SharePoint
Scan Systems

Figure 1
PBS ContentLink (PCL) is a lean software solution for compliant archiving of structured and unstructured SAP data
on external storage systems and for integration with MS SharePoint (please see the product specification for more
details about the supported storage systems). It supports all SAP archiving scenarios and was certified by SAP for
both storage protocols ArchiveLink and ILM WebDAV.
2 3
 Direct Compliant Usage
of SAP ECM functionality
As an interface between SAP applica-
tions and compliant storage systems
PBS ContentLink provides simultane-
ously reliable data storage with fast
data access. This enables you to store
documents and files via a direct access
from an SAP system in a storage sys-
tem and import them again.
The archive data is stored in an un-
changeable format to fulfill legal and
regulative requirements. Data and
documents can be evaluated at any
time in their original format. This is
ensured by the respective fixed content
storage system.
SAP Data Archiving
SAP Print Lists
SAP Data Extraction (DART)
SAP Business Documents
Incoming Document Processing
SAP Workflow Integration
SAP Document Finder & TREX Full text search
SAP Document Management
SAP Records & Case Management
Figure 2
4 5
The combination of the SAP ECM
standard with PBS ContentLink
provides the following functions with-
out the need to run an external ECM
system:
PBS ContentLink
SAP Data Archiving
When PBS ContentLink is used for
storing data, the files are archived on
the storage system taking into con-
sideration legal and internal storage
guidelines. You can, however, access
them quickly and easily at any time.
SAP Data Extraction (DART)
Are you one of the SAP customers
who use DART for a data extraction
during tax audits? Using PCL you can
archive all DART files in a compliant
and – at the same time – compressed
way. This results in a memory space
saving of about 90 percent.
SAP Business Documents
In addition to manually linking original
documents to the SAP documents
from different application modules you
can save completely automatically, for
example, outgoing invoices using PBS
ContentLink.
Incoming Document Processing
If you use an SAP ArchiveLink-compa-
tible scan system, you can implement
incoming scenarios in an inexpensive
way using PBS ContentLink.
SAP Document Finder &
TREX Full Text Search
You can search for stored and also ar-
chived documents with the “Document
Finder”, and use keywords or a full text
search via TREX. The search criteria can
be adapted to meet your needs.
SAP Print Lists
You can store print lists in compressed
form using PBS ContentLink, which
results in a 90 percent memory space
saving. You can access print lists that
were archived in PCL directly via the
SAP frontend or a web application.
SAP Document Management
PBS ContentLink enables status-
dependent document storage using
SAP document management and a
modern storage system. You can
define, for example, write protection
and a minimum retention period for
released objects.
SAP Records & Case Management
You can define in the Customizing for
SAP Records & Case Management that
via SAP KPro linked documents are
stored in a manner acceptable for
auditing purposes using PBS Content-
Link.
SAP Workflow Integration
By using early archiving scenarios, PBS
ContentLink is integrated seamlessly
with SAP workflows. You can, for
example, implement easily an invoice
verification.
PBS ContentLink connects SAP pro-
cesses with your corresponding
documents. Company documents are
connected with the respective busi-
ness objects and the related business
processes.
 Flexible Retrieval
SD sales orders and goods receipts different views of an index. Frequently
from the SAP database and displays used search criteria is saved as user-
the linked original document. specific variants.
In addition to compliant data storage, Having define

Cost Savings Flexible Retrieval

The ContentReader, which is part of
PBS ContentLink, enables you to
A particular
perform
advantage
the retrieval
a retrieval
lists also belongs
is the abilityand
of documents
via already
to print
to the archived
central re-
generated the
either easily s
and Increase in Performance define in an extremely flexible manner, SAP database
quirements dataofthat
thewas userindexed
departments. data via the S
special retrieval indices, selection using the ForPBS archive
example, theadd ons. This
retrieval of goods web interface
PBS ContentLink contributes to massive cost savings mainly with the screens, andtooutput
In addition listsdata
compliant including
storage, Having enables
defined a seamless,
receipts
the indicesforand configurable
sales orders in a specific
functions below: the retrieval
variant controlofand
documents
a detailed authori- generated
and print theperiod.
retrieval index data
via current
Thisyou can
and archived
retrieval is executed via The control via
lists also belongs to the central re- either easily search for the required
zation concept. Thanks to the definition database SD data,
sales documents
orders and goods receipts
and print different views
• Pure interface for directly connecting • Monitoring of the PCL server and of quirements of the user departments. data via the SAP GUI or the supplied
modern fixed content storage sys- the connected storage system via of hierarchical
For example, the dependencies in an
retrieval of goods lists. PBS
web interface. from the SAP
archive add database and displays
ons are software used search c
tems to SAP systems without using the SAP system index you can
receipts alsoorders
for sales easily in display packages
a specificcom-The control viathe
index linked
that areoriginal
variants enablesdocument.
developed in an specific varian
a separate database plexperiod.
documentThis retrieval is executed
structures thus different
and via views ofway
identical an index. Frequently
to the SAP modules, and
• Data compression for an optimal SD sales orders and goods receipts used search criteria
The is saved as user- which is part of
ContentReader, A particular ad
create user-specific document and that provide seamless data access
• Modern software architecture for usage of storage platforms from the SAP database and displays specific variants.
printthelist retrievals. PBS archiving
even advantage
after ContentLink, hastoenables you to
taken place. perform a retr
scalability and high availability linked original document. A particular is the ability
• Extensive functionality for the re- The ContentReader, which is part of perform a retrievaldefine via in an extremely
already archived flexible manner, SAP database
trieval of data, documents, and print PBS ContentLink, enables you to SAP databasespecial data thatretrieval
was indexedindices, selection using the PBS

Cost Savings and lists via the SAP system. define in an extremely flexible manner,
special retrieval indices, selection
screens, and output lists including
using the PBSscreens,
enables a seamless,
archive add and
variantconfigurable
ons.output
This lists including
control and a detailed authori-
retrieval via current and archived
enables a sea
retrieval via c

Increase in Performance
Monitoring and administration are
executed directly in the SAP system.
tion are kept to a minimum, which
results in a considerable reduction in
variant control and a detailed authori-
zation concept. Thanks to the definition
zation concept. Thanks to the definition
database data, documents and print
of hierarchical
lists. PBS ContentLink can be used dependencies
in in an
database data
lists. PBS arch
PBS ContentLink does not need its costs for your SAP archive data of hierarchical dependencies in an combination with index PBSyouNAI incan also
order to easily display com- packages tha
ownPBS
userContentLink contributes
interface. Thus costs for to the massive cost savings during
management. index you can also easily display com- plex document
speed up the retrieval of documents structures
and and thus identical way
the implementation of archiving scenarios with the integral plex document structures and thus print lists. Please see the NAI White Paper
installation, configuration and opera- create user-specific document and that provide s
functions below:
create user-specific document and for more information about the PBS
print list retrievals. even after arc
Costs per month Legacy Archive Solution PBS ContentLink Savings print list retrievals. Nearline Analytic Infrastructure (NAI).
Hosting costs for server hardware 13,101 EUR 2,033 EUR 85 %
Outsourced archive server administration cost 3.883 EUR 0 EUR 100 %
Unscheduled maintenance and upgrades 160 hours 4 hours 98 %

Figure 3
The overall costs for PBS ContentLink are significantly lower compared to other archiving solutions, which
is clearly shown by the table above displaying data from a customer installation.

Figures 5
A search performed via the supplied web interface provides you
the same convenient retrieval options as via the SAP GUI including
variant control, archive data access and authorization concept.

Figures 5
A search performed via the supplied web interface provides you the same convenient retrieval options as via
the SAP GUI including variant control, archive data access and authorization concept.

Figure 4 SAP System

PBS ContentLink demonstrates excellent performance Figure 6
PBS
values and high scalability thanks to its multithreading ContentLink PBS PBS ContentLink can be used in combination with the
architecture. The graphic displays the results of PBS NAI Retrieval archive PBS archive add ons to expand a search also to archi-
Storage add ons ved data. In combination with PBS NAI, a considerably
comparable measurement values of PCL with two F
Administration
classical ECM systems. faster access can be achieved.
A
6 7
t
v
 Information Lifecycle Management Integration
Information Lifecycle Management – with Microsoft SharePoint®
the Interaction makes the Difference
Storage systems also have to meet This process has to be triggered PBS ContentLink provides a connec- SAP systems can also be connected
various requirements
Storage fromhave
systems also to meet explicitly
a compli- by the application
This process system.
has to be triggered tion not only between SAP and all to a Microsoft SharePoint server using
ancevarious
and audit perspective. This
requirements from a compli-also explicitly by the application system. well-known storage systems. In additi- PBS ContentLink.
includes the final deletion of structured
ance and audit perspective. This also PBS ContentLink also supports current on to pure storage systems,
and includes
unstructured archive
the final dataofafter
deletion structured SAP developments
PBS ContentLink related to their In-
also supports current
the legal retention periods have
and unstructured archive data after ex- formation Lifecycle Management
SAP developments related to their In- solu-
pired. A particular challenge here
the legal retention periods have ex- is tion. Among these
formation are the
Lifecycle SAP Reten- solu-
Management
the synchronized deletion of SAP
pired. A particular challenge here is da- tion tion. Among these are Retention
Manager and the SAP the SAP Reten- SAP System
tabase documents with related
the synchronized deletion of SAP da-origi- Warehouse.
tion Manager and the SAP require
Both components Retention PBS PBS Unstructured MS Office
ContentLink
nal documents. PBS provides you anorigi- an SAP WebDAV Both interface to connect ContentLink MS SharePoint MS Outlook
tabase documents with related Warehouse. components require Retrieval
Storage (Server) etc.
SAP-compliant solution based
nal documents. PBS provides you an on the to a fixed content storage system.
an SAP WebDAV interface to connect Administration Data

SAP SAP-compliant
customizing of solution
object links during
based on the PBS ContentLink
to supports
a fixed content not only
storage system.
the maintenance
SAP customizing of retention
of objectperiods.
links during the widely-used ArchiveLink
PBS ContentLink supports butnot
also
only
When doing this, PBS follows the
the maintenance of retention periods. idea the ILM WebDAV procedure for
the widely-used ArchiveLink but also storing
Structured Data
of connecting SAP business objects
When doing this, PBS follows the idea archive
the data.
new ILMThusWebDAV
all ILM scenarios
procedureare for Storage
withofruntime information and passing
connecting SAP business objects supported directly by the simultaneous
storing archive data. Thus all ILM System
this on
withtoruntime
the storage system via
information andPBS passing support of bothare
scenarios protocols.
supported directly by
ContentLink.
this on to the storage system via PBS the simultaneous support of both
The fixed content storage system being
ContentLink. An example
protocols.is the storage of FI docu-
usedThethen adopts
fixed the storage
content retention periodbeingments with defined retention period
system Figure 8:
for each
usedstored object the
then adopts andretention
protects it periodvia SAP WebDAV is
An example andthethe simultaneous
storage of FI docu- Connection of an SAP system to Microsoft SharePoint using PBS ContentLink. From the SAP system, unstructu-
against overwriting within this period.
for each stored object and protects it connection with original documents
ments with defined retention period red data is stored in SharePoint and structured data is stored in an external storage system.
The object can only be removed from
against overwriting within this period. that areSAP
via stored via ArchiveLink.
WebDAV After
and the simultaneous
the storage system by a final deletion
The object can only be removed from the legal retention period has
connection with original documentsexpired,
afterthe
thestorage
retention period has expired.
system by a final deletion PBS ContentLink
that are stored enables you to carry
via ArchiveLink. After
after the retention period has expired.out athe synchronized
legal retention finalperiod
deletionhasofexpired,
archived SAP FI documents
PBS ContentLink enables and
youtheto carry
related original documents.
out a synchronized final deletion of For this purpose, you set up a PBS PBS ContentLink enables a clearly
archived SAP FI documents and the ContentLink instance and connect it to improved integration of SAP and
related original documents. both the SAP system and the Share- Microsoft applications. For example,
Point server. In order to transfer data detailed searches for SAP documents
to the SharePoint server, a connector and SAP print lists can be perfor-
script needs to be installed on the med in SharePoint. The transfer of
SharePoint server. Once these pro- unstructured data between SAP and
visions have been made, all unstruc- SharePoint can be monitored via the
tured data created within an SAP PCL cockpit. While structured data is
system can be stored directly in the stored in an external storage system,
SharePoint server and processed which does not affect SharePoint,
Figure 7 further. Thus in SharePoint, you can unstructured data is stored in Share-
PBS ContentLink
Figure 6 enables the definition of retention retrieve documents which have been Point, involving an efficient integration
periods
PBSthat are transferred
ContentLink enablesdirectly to the storage
the definition of retention
system. Valuesthat
for are
financial accounting andtosales
stored there as well as documents between the SAP system and Share-
periods transferred directly the storage
documents
system.areValues
defined
forinfinancial
the table.
accounting and sales coming from SAP systems. In this way, Point.
8 documents are defined in the table. 9
8
 Special PBS ContentLink Features
Enhanced Implementation Scenarios
ZERO Administration Monitoring in the SAP System
Since PBS ContentLink does not need a separate The SAP application support is not only able to
database, virtually no administration is necessary monitor the status and the usage of the PBS
PBS ContentLink Features
while operating the system. Even the effort required ContentLink server but also the connected storage
for planned maintenance (for example, upgrade or system via the PCL Cockpit. Log files can be down-
HW migration) is manageable.
Programming Interface loaded
High via this Cockpit for an error analysis.
Availability PBS ContentLink enables you to set tentLink can be used in the same way in
PCL contains an ABAP API with which customer- In addition to the modern hardware virtualization, up a connection between one storage other SAP systems such as SAP NetWea-
High Availability
specific programs can be used to read and set, for PBSProgramming
ContentLink alsoInterface
supports classical scenarios system and multiple SAP systems. ver Business Warehouse.The figure also
In addition to the modern hardware virtualization,
example, the status of stored objects or the mini- PCL contains an
such as hot/cold standby ABAP for API with which
implementing customer-
a high shows how archived data from a pro-
PBS
mumContentLink
retention periodalsoinsupports
the storageclassical specificenvironment.
system.scenarios availability programs can be used to read and set, for A typical SAP environment contains de- duction system can be read from other
such as hot/cold
Fixed content standby
storage systemsfor implementing
generally control in-a high example, the status of stored objects or the mini- velopment, test, QA and production systems. This feature enables evaluations
availability environment.
ternal replication mechanisms that form a basis for mum retention period in the storage system.
Caching systems. Each of these SAP systems can in mirrored systems without increasing
safeguarding system stability. Redundant storage sys- To improve the reading speed, the data can be be connected individually via a the load in the production system. The ar-
Caching
tems can be populated with data directly or synchro- Software
written Replication
to the local cache of the PBS ContentLink specific PBS ContentLink program in- chived data only needs to be kept once.
To improve the reading speed, the data
nously with PBS ContentLink. You do not need the in- can be server. The cache optimizersystems
Fixed content storage ensures generally
that always control in- stance and a corresponding content Operating costs can be reduced sig-
written to the local
ternal mechanism cache
of the of thestorage
connected PBS ContentLink
system the ternal replication
latest files mechanisms
of specific data archivingthatfiles
formarea in
basis for repository (SAP ArchiveLink customizing nificantly by intensive archiving in the
server. The this.
when doing cacheThisoptimizer ensures
functionality thatcon-
can simplify always the safeguarding
cache of the PBS system stability.server
ContentLink Redundantin orderstorage sys- parameters) to the storage system. production system. This effect is multi-
the latest files of specific data archiving
siderably the management of the storage system. files are in tems can be populated with data
to achieve optimal performance. In addition, PBS directly or synchro- plied by each mirror system.
the cache of the PBS ContentLink server in order ContentLink nously with PBS ContentLink.
supports the SAP Cache You do not
server to need the in- The figure shows a typical SAP system
to achieve optimal
Monitoring in the SAPperformance.
System In addition, PBS accelerate ternal mechanism
accesses from ofconnected
the connected storage system
WAN networks. environment. In addition to the usage A further benefit can be achieved by
ContentLink supports
The SAP application the SAP
support is notCache server
only able to to when doing this. This functionality can simplify con- in the production environment it is also using the same storage system simul-
accelerate
monitor theaccesses
status andfrom connected
the usage of theWAN siderably the management of the storage system.
PBS networks.Scalability possible to develop, test and evaluate taneously from other applications. These
ContentLink server but also the connected storage PBS ContentLink is installed in instances. Each in- archive scenarios on the basis of the include for example email archiving
Retention
system via the Management
PCL Cockpit. Log files can be down- Scalability
stance supports a separate repository. Since these respective storage platform. PBS Con- systems and file server systems.
loaded via this
Retention Cockpit
periods canfor
beandefined and set generi- instances
error analysis. are independent
PBS ContentLink of one other,
is installed they canEach in-
in instances.
cally via the ILM protocol WebDAV 2.0 in the latest be combined, for example
stance supports on one repository.
a separate server, or also Since these
ZEROrelease.
SAP Administration
PCL fully supports this functionality distributed instances on different servers. PCL
are independent of can
onebe scaled
other, they can
SAP ERP SAP ERP SAP ERP
Sincewas
and PBScertified
ContentLink for does not need a separate
this accordingly. Moreover, in various combinations.
be combined, for example on one server, or also
database, virtually no administration is necessary
PCL also enables the use of retention periods for distributed on different servers. PCL can be scaled Development Test / QA Production
while
the operating the
ArchiveLink system. on
protocol Even thebasis
the documentData
effortofrequired in Security
various combinations.
for planned
type maintenance
and category from(for
SAPexample,
ERP 4.6C.upgrade or Access protection is ensured during storage via read write
HW migration) is manageable. PBSData
ContentLink
Securitynot only by using signed URLs,
but Access
also by checking
protectiontheisIPensured
addresses that try
during to
storage via PCL Instance 1: PCL Instance 2: PCL Instance 3:
access.
PBSThe data integrity
ContentLink notisonly
checked whilesigned
by using readingURLs, Content Content Content
by an MD5 Hash.
but also by checking the IP addresses that try to Repository D1 Repository S1 Repository P1
access. The data integrity is checked while reading
Retention
by an MD5 Management
Hash. PBS ContentLink
Retention periods can be defined and set generi-
cally via the ILM protocol WebDAV. PCL fully sup-
ports this functionality and was certified for this Storage System
accordingly. Moreover, PCL also enables the use of
Figure 7periods for the ArchiveLink protocol on
retention
The PCL server can be monitored directly via the connected SAP Other applications such as mail, file server, etc.
the system
basis of document type and category from SAP
using the PCL cockpit. In this way, the server can be
ERPmonitored
4.6C. directly by SAP administrators.
Figure 9 9
The PCL server can be monitored directly via the connected SAP Figure 10
system using the PCL cockpit. In this way, the server can be PCL can be used very flexibly in SAP system landscapes. For example, test and QA systems can have read access
monitored directly by SAP administrators. to productive data but, at the same time, create and read own archive data via separate content repositories.
10 11
PBS Software GmbH
PBS Software GmbH
PBS Software is a leading provider of add-on software for PBS Software GmbH
PBS Software is a leading provider of rage concept that enables completely
SAP solutions for areas like data archiving, extraction and
add-on software for SAP solutions for new ILM application scenarios together Schwanheimer Strasse 144 A
storage,
areas asarchiving,
like data well as extraction
system closings.
and withThe company has
the column-based beenserver
analytics 64625 Bensheim, Germany
storage, as well as system closings. The Sybase IQ.
known has
company to be
beenanknown
expert onancomplex,
to be ex- integrated data access
pert on complex, integrated data ac- PBS develops pragmatic ILM tools in
to both archived and nearline data in SAP applications for phone: +49 (0) 62 51 / 174 - 0
cess to both archived and nearline data close collaboration with SAP and sup-
inmany years. In addition
SAP applications to classical
for many years. In SAP
ports the data archiving,
new SAP the as an
ILM solution fax: +49 (0) 62 51 / 174 - 174
addition to classical SAP data archiving, SAP SOFTWARE SOLUTION PARTNER.
extensive PBS solutions also support the SAP BW-specific
the extensive PBS solutions also sup- For further information:
e-mail: info@pbs-software.com
nearline
port the SAPstorage concept
BW-specific that
nearline sto-enables completely new ILM
www.pbs-software.com. www.pbs-software.com
application scenarios together with the column-based ana-
lytics server Sybase IQ.
PBS Software GmbH
Schwanheimer Strasse 144 A phone: +49 (0) 62 51 / 174 - 0 info@pbs-software.com
PBSBensheim,
64625 develops pragmatic
Germany fax:ILM+49
tools
(0) 62 in
51 /close
174 - 174collaboration
www.pbs-software.com
with SAP and supports the new SAP ILM solution as an SAP
SOFTWARE SOLUTION PARTNER.

For further information: www.pbs-software.com.

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