EHS Project - Outline of the SAP configuration allowing us to use the the SAP

Document Management System with the EHS applications (inspections etc).

Prototype configuration in SF8 as of February 8, 2005

Most of the configuration is done in the IMG, under

Cross-Application Components->Document Management System.

The important steps are:

• Control Data:
o Define document types
o Define number ranges
• General Data:
o Define data carrier
o Settings for Storage Systems
o Define workstation application
In “Define document types” we created document type TST.
A DMS document takes most of its parameters from this configuration:
- Description (purpose of these documents, i.e. inspections, or all EHS, etc.)
- Use KPro (i.e. store documents in an external system, not using SAP nor ArchiveLink)
- Status change, revision levels, versions, change docs.
- Number range.

The document type describes the common parameters

It is essential to check ‘Use KPro’. This triggers a different set of functionality in SAP,
which allows us to store the document in iXOS without Archivelink, and allows for more
than 2 files to be stored within a DMS document.

For TST, we used an internal number range with a prefix, but also allowed the possibility
of an external number range. It will depend on the requirements what to use here. We
may want to s

We did not configure statuses properly, but that is what we did:

Under object links we configured the following entries. It is not yet clear if we need this
for EHS purposes.

Under General Data->Define data carrier we created the following entries:

Data carrier type Archive=BA.

Under this data carrier type, we defined Data Carrier ‘BA’.
This must coinside with a content repository (see below).
Vaults are archives that are not accessible online. We didn’t configure anything here.

Before the documents are stored in the archive (iXOS), they are typically found in the
user’s front-end computer. The entry ‘External DMS’ is used to control this.
We created Data Carrier type ‘ED’, and with this, data carrires ‘ABCD’ and ABCD2’.
For reasons described below, only ABCD is the only functional one.

The data carrier ‘BA’ defined above must point to a ‘Content Repository’ with the same
name. Content Repository ‘BA’ was configured by Ron Parker.
 The parameters of the content repository are defined such that a SAP knows the
address of the storage system, uses HTTP protocol for communication, and knows
that this is for DMS purposes. The use of HTTP allows us to use secure HTTP.
Security is achieved through certificates installed in the SAP and content server.
The content server ‘Yucca’ is the machine where the iXOS application runs.

Another Content Repository is defined for storing documents in the SAP database.
This is not the method to be used beyond prototyping, but has been useful for comparison
between storing in iXOS and in SAP.
Storage categories are used to group Document Areas that use the same Content
Repository (for our purposes, Document area DMS, content repository BA).
Only one entry is needed here, so far defined as DMS_C1_ST. Other entries were found
in the table as delivered.
Each DMS document can contain a number of files. To these files, information can be
attached to facilitate their retrieval. Mostly, when a file is stored, the user has to choose
an application that can open the file later.
The following application/file-types are relevant for EHS:
GIF, JPG, PDF, TXT, WRD, XLS. They will be later downloaded in the users frontend
computers with their corresponding extensions. Moreover, by checking ‘NoRename’, the
files will be downloaded with the same name as they are found in the archive (overriding
any file in the same name).

The entry below is probably to be removed – it must correspond to obsolete data.

An important setting not found through the IMG path is below. Since the retrieval of files
is likely to be done via an arbitrary front-end computer, the data carrier ‘ABCD’ which
defined above (see ‘Data Carriers’) needs to be given he Net Address ‘DEFAULT’.
It is not clear if we need more than one entries with address ‘DEFAULT’ but we
definitely need at least one.
Notes:

1. Even though it was initially thought that we will connect to iXOS via the Archivelink
interface, we didn’t have to in the end. Therefore, no customizing under ‘Basis
components’ -> Basis Services -> SAP Archivelink was necessary.

2. By logging into yucca and using a tool called iXOS administration, we can see the
archive ‘BA’ defined in iXOS, and confirm that it is the receiver of the DMS documents.

Below is the a document called ‘SALMA1.DOC’ stored in the iXOS repository, under
archive BA. It is given an internal document number by SAP, so that SAP knows how to
retrieve this document from the DMS system.