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An A to Z Guide to
Understanding and
Implementing SAP Content
Server and Third-Party
Content Management Tools

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Deepak Sood
Auritas

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2008 Wellesley Information Services. All rights reserved.

What Well Cover

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What is Content Management?

Content management linked applications
Third-party storage options
SAP Content Server
Comparing storage option features
Case study
Wrap-up

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1

What Is Content Management?

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Content management is a set of processes and

technologies that support the evolutionary lifecycle of
digital information
The scope of content management has increased from
simple document imaging and data archiving to include:

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Workflow
DMS (Document Management System)
PLM (Product Lifecycle Management)
KM (Knowledge Management)
Knowledge Provider (KPro)
cFolders (Collaboration Folders)

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What Is Content Management? (cont.)

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Content Management historically has been referred

to as:

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Scanning
Imaging
Workflow
Groupware
Intranet solutions
Electronic archiving
Output management

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Content Management Components

Enterprise Document Management

Check-in/check-out
Version management
Access protection
Routing (workflow)
Self-descriptive information objects

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Rendition
Streaming of digital content (image, audio, video )

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Data Management

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Web Content Management

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Data archiving
Residence, retention, and destruction

Digital Asset Management

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Enterprise Document Management in SAP

SAP Imaging

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Incoming document imaging

f Early archiving
f Late archiving
f Late archiving with bar code
Outgoing document imaging
f Purchase order
f Billing documents
f Dunning

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SAP DMS

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Attributes, relationships, versions, context resolution, and

content models

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Web Content Management in SAP

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K-Pro
Knowledge Management
Knowledge Warehouse
SAP Records Management
SAP Portals

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Personalization
Content authorizations
Permissions
Workflow
Collaboration folders (cFolders)
Knowledge catalog

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Data Management in SAP

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Information Lifecycle Management

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Data archiving
Data retention
Data destruction
File routing

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Do You Need Content Management?

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Content Management systems solve the time consuming

and expensive nature of managing content
Content Management organizes data and documents on
a single platform
Content Management improves the accuracy and
reliability of corporate disclosures
Content Management is becoming critical for corporate
and criminal fraud accountability, auditor independence,
and corporate responsibility

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What Well Cover

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What is Content Management?

Content management linked applications
Third-party storage options
SAP Content Server
Comparing storage option features
Case study
Wrap-up

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Content Management-Linked Applications in SAP

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SAP R/3
SAP Solution Manager
SAP NetWeaver BI, SRM, CRM
SAP Portal
SAP NetWeaver

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Knowledge Management
Knowledge Warehouse
Collaboration folders

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What Is ArchiveLink?

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An interface, as well as a service, for facilitating the

process-driven management of business documents
A service integrated in the SAP Web Application Server
for linking archived documents and the application
documents entered in the SAP system
Use it to link to and retrieve business-related documents
from application objects, attributes, and workflow
Retrieve non-business-related documents via attributes
or even via full text search (if provided by a third-party
tool) of the external content management system

Further search functions are provided with the Document

Finder, generally available with SAP Web Application Server
Release 6.10

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Use SAPs ArchiveLink to Integrate Documents

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Print lists

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FI

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SD
MM
CO

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Inbound
Documents

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ArchiveLink

SAP

QM

Outbound
Documents

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SAP Content
Server

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...

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Archive Files

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What Well Cover

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What is Content Management?

Content management linked applications
Third-party storage options
SAP Content Server
Comparing storage option features
Case study
Wrap-up

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13

Third-Party Solutions

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135 ArchiveLink certified solutions worldwide

More than 50 vendors worldwide
29 solutions and 21 ArchiveLink vendors in the United
States

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Third-Party Solution Vendors

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Commonly used third-party solution vendors

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Open Text
IBM CommonStore
EMC Documentum
FileNet (acquired by IBM)
Easy Software
SAPERION
Mobius
AXS-One

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Third-Party Solution Vendors (cont.)

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www.sap.com/ecosystem/customers/directories/SearchSolution.epx

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Typical Architecture of Third-Party Storage Medium

Client
Client

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Index
Index Database
Database

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Archiving

Retrieval

User Administration

Mirroring

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Caching
Document Mgmt.

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Event Logging
Cartridge Mgmt.

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Protocol

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Migration System

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Jukebox
Jukebox
(CD)
(CD)

Jukebox
Jukebox
(Worm)
(Worm)

Hard
Hard Disk
Disk

EMC,
EMC, Hitachi,
Hitachi, IBM
IBM
Storage
Storage solutions
solutions
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What Well Cover

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What is Content Management?

Content management linked applications
Third-party storage options
SAP Content Server
Comparing storage option features
Case study
Wrap-up

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SAP Content Server

SAP Content Server is a separate server instance used

to store documents or other types of content related to
SAP applications
It can be accessed via the Knowledge Provider (KPro)
or via ArchiveLink

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KPro and ArchiveLink are central ABAP-implemented

(business) services of SAP Web Application Server

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KPro and ArchiveLink make use of a common interface,

the HTTP Content Server Interface

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http://service.sap.com/contentserver

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SAP Content Server Details

Latest version

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Unix, Windows, Linux

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SAP Note 622509

Storage options

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SAP Content Server 6.40

Operating systems

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Database (SAPDB) or file system

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Single instance max footprint

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64 terabytes

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SAP Content Server Details (cont.)

Web server options

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IIS Server, Apache Webserver

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Works with SAP versions 4.5 and above

ArchiveLink version

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Http version only

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SAP Content Server Architecture

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SAP Content Server Feature Details

Built-in features

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Print list
Outgoing documents
DMS documents
DART
Portal access
Archive files

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Customization needed

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Incoming documents
Write-once media storage

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SAP Content Server Configuration

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Transaction code: OAC0

Repository configuration in SAP

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SAP Content Server Configuration (cont.)

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Transaction code: CSADMIN

Content Server Administration from SAP

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Content Server Configuration with Other Environments

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Knowledge Management Platform

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Source: SAP

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SAP Content Server and the Portal

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Portal

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Portal UI

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What Well Cover

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What is Content Management?

Content management linked applications
Third-party storage options
SAP Content Server
Comparing storage option features
Case study
Wrap-up

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Features Requirements for a Storage Solution

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Scalability
Operation systems
Data volume handling
Disaster recovery
Fail over
Performance
Hardware requirements
Pricing
Cost for adding extra modules like imaging, OCR,
outgoing documents, and print list

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Features Requirements for a Storage Solution (cont.)

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Ability to manage non-SAP data

OCR and indexing capabilities
Flexibility to store multiple storage media
Language
Company stability
Security
Administration of archive server
Training for software
Complexity of products
Typical issues (technical problems)

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Features Requirements for a Storage Solution (cont.)

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Gateway requirements
Communication requirements for multiple SAP instances
Support
Web-interface
View point of customers who installed the software
ISO 9001 standards (if needed)
Compatibility
Environmental issues (power, cooling, space, etc.)
API information

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Summary: SAP Archiving Alternatives

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Basic File System

SAP Content
Server

Third-Party
Archiving
Solution

Archive Files and Delete Methods

Yes

Yes

Yes

Retrieval Methods

Yes

Yes

Yes

Inbound Documents and Imaging

No

Yes (Auritas)

Yes

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Outbound Documents and Print lists

No

Yes

Yes

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Archive Server (Storage System)

No

Yes

Yes

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Optical Media (WORM*, CD) and Tape

No

No

Yes

None

None

Yes

Multiple SAP Systems with Single Server

No

Yes

Yes

SAP Support

No

Yes

No

Multiple Media Types with Single Server

No

No

Yes

Software Cost

* WORM = Write Once Read Many

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What Well Cover

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What is Content Management?

Content management linked applications
Third-party storage options
SAP Content Server
Comparing storage option features
Case study
Wrap-up

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Case Study

Goal

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A global chemical manufacturing company faced a challenge to

decommission a legacy SAP R/3 3.1I system by migrating
business information to an SAP R/3 4.6B environment

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Challenges

Technical issues
f To evaluate the potential approaches and choose the best for
strategic direction
Business requirements
f To ensure ready availability of 3.1I data to business
whenever required from 4.6B system
Regulatory compliance
f To continue to comply with local, state, federal, and internal
safety and regulatory requirements
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Existing Software Architecture

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Case Study
1

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Available Options

Brief Description

Pros

Conventional approach
(option A)

Migrate 3.1I legacy data to a

4.6B system in as-is format

a)

Simple and known

technique

Cons
a)

b)

c)

d)
e)

Auritas approach
(option B)

Migrate 3.1I legacy data to an

alternative media that would
be readily accessible from
4.6B system

a)

b)

c)

d)

e)

Decent and highly

interactive solution
Fully regulatorycompliant
No additional 4.6B
database and
hardware load
Quicker turn-around
time
Overall less
expensive than other
approaches

a)

b)

Contradictory with 4.6B

data archiving strategy
High development and
testing cost
Slower performance
due to additional 3.1I
data in 4.6B system
More time consuming
Difficult to reproduce
the old document in
as-is form

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Additional hardware
cost for content
server/third-party
solution
Reporting gap, in
certain cases

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High-Level Project Execution Plan

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Determine precise project scope (which documents/data

need migration)
Prepare project plan and form project team
Develop objects and prepare configuration
Test objects in R/3 3.1I and 4.6B for sanity and stress
Advise stakeholders on proposed plan and
decommissioning date of 3.1I system
Execute mass-migration
Verify 31.I data from 4.6B system
Shut down 31.I system

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Project Post-Mortem

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Migration activity conducted by four-member team (one

manager, two technical team members, one lead) in just
seven weeks
No major business issues were revealed during or after
the migration
No increased database load observed on 4.6B system
due to the migration
No issues were found in the performance of existing
jobs and processes
High ROI

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What Well Cover

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What is Content Management?

Content management linked applications
Third-party storage options
SAP Content Server
Comparing storage option features
Case study
Wrap-up

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Resources

ArchiveLink information

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www.sap.com/platform/netweaver

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SAP NetWeaver Knowledge Management

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www.service.sap.com/archivelink *
www.service.sap.com/ilm *
www.service.sap.com/contentserver *

SAP NetWeaver information

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www.sdn.sap.com/irj/sdn/nw-cm

Auritas Webinars

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www.auritas.com

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* Requires login credentials to the SAP Service Marketplace
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7 Key Points to Take Home

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Perform a detailed analysis to identify the right kind of

storage solution for your companys requirement
Unified access to data and documents brings high
efficiency to business processes
A storage solution is not required for data archiving
implementation
Outgoing documents and print list can be implemented
using SAP Content Server

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7 Key Points to Take Home (cont.)

The out-of-the-box Content Management in Knowledge

Management has several layout sets, collection
renderers, resource renderers, commands, and
properties
Data destruction is as important as data retention

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Identify a procedure to destroy data once retention has expired

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OCR can accelerate data entry through data capture

and integration

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Your Turn!

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www.auritas.com

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How to contact me:

Deepak Sood
dsood@auritas.com
(407) 688-7226

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