Employee File Management 4.0.1 - Administration

OpenText Employee File Management
Administration Guide
The OpenText Employee File Management administration
guide describes the administration of OpenText Employee File
Management 4.0 SP1.
EIM040001-AGD-EN-1

EIM040001-AGD-EN-1
Rev.: 26. Mar. 2014
This documentation has been created for software version 4.0.1.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
Open Text SA
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Tel: 35 2 264566 1
Open Text Corporation
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Tel: +1-519-888-7111
Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440
Fax: +1-519-888-0677
Email: support@opentext.com
FTP: ftp://ftp.opentext.com
For more information, visit http://www.opentext.com
Copyright 2014 by Open Text Corporation

OpenText is a trademark or registered trademark of Open Text SA and/or Open Text ULC. The list of trademarks is not
exhaustive of other trademarks, registered trademarks, product names, company names, brands and service names
mentioned herein are property of Open Text SA or other respective owners.
Disclaimer
No Warranties and Limitation of Liability
Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.
Table of Contents
1
About OpenText Employee File Management ........................ 9
1.1
What is OpenText Employee File Management? ................................. 9
Getting started ......................................................................... 11
2.1
Using the IMG function .................................................................... 11
Customizing Solution Framework ......................................... 13
3.1
3.1.1
3.1.2
3.1.3
3.1.4
3.2
3.2.1
3.2.2
3.2.3
3.2.4
3.3
Customizing Solution Extensions .....................................................

Customizing user exits ....................................................................
Enabling thumbnail view ..................................................................
Changing appearance .....................................................................
Adding function codes .....................................................................
Customizing SAP workflow ..............................................................
Activating activity workflows .............................................................
Maintaining activity profiles ..............................................................
Customizing delete workflow ............................................................
Maintaining E-mail texts ...................................................................
Workflow monitoring ........................................................................
Customizing Employee File Management ............................. 33
4.1
4.1.1
4.1.2
4.1.3
4.1.3.1
4.1.3.2
4.1.3.3
4.1.4
4.1.5
4.1.6
4.1.7
4.1.7.1
4.1.7.2
4.1.7.3
4.1.7.4
4.2
4.2.1
4.2.2
4.2.3
4.3
4.3.1
Defining basic settings .....................................................................

Customizing display and defaults .....................................................
Enabling basic settings for Object Selections ....................................
Customizing logging ........................................................................
Enabling logging .............................................................................
Using logging classes ......................................................................
Deleting log entries .........................................................................
Configuring business document types ..............................................
Restricting available document types ................................................
Customizing sorting of documents ....................................................
Customizing Archive Link settings ....................................................
Defining content repositories ............................................................
Creating document types .................................................................
Creating link entry ...........................................................................
Arranging the document types for HR ...............................................
Integrating DesktopLink ...................................................................
Creating an EFM-specific DesktopLink scenario ................................
Assigning an EFM view to a DesktopLink scenario ............................
Maintaining EFM DesktopLink user exits ..........................................
Maintaining EFM Cockpit .................................................................
Subscreen customizing ...................................................................
33
33
36
37
38
39
42
43
48
50
50
51
51
52
52
55
55
55
56
56
57
iii
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13
13
15
16
18
20
20
22
27
29
32
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4.3.2
4.4
4.5
4.6
4.7
Button customizing ..........................................................................

Customizing folder structure ............................................................
Customizing reports ........................................................................
Customizing user exits ....................................................................
Customizing workflow settings .........................................................
Customizing guest user access ............................................. 75
5.1
5.1.1
5.1.1.1
5.2
5.2.1
5.2.2
5.2.3
5.2.4
5.2.5
5.2.6
5.2.7
5.2.8
Customizing guest users using Guest User Ticketing System (GTS). ..

Customizing guest user ticket ..........................................................
Customizing E-mail subject and body using placeholders ..................
Customizing guest user access based on guest user accounts ..........
Customizing guest user basic settings ..............................................
Maintaining guest user number range ...............................................
Maintaining guest user accounts ......................................................
Defining guest user scenarios ..........................................................
Maintaining access type specific settings ..........................................
Maintaining E-mail subjects .............................................................
Maintaining E-mail footers ...............................................................
Maintaining guest user access for EFM Web UI ................................
Customizing for starting EFM from HR transactions ........... 95
Integrating EFM in HCM Processes & Forms ....................... 97
7.1
7.2
7.3
7.4
7.5
Activating the EFM integration ......................................................... 97

Customizing Processes & Forms scenarios for EFM .......................... 98
Available user exits ......................................................................... 99
Enhancement spot HRASR00_ATTACHMENT_HANDLING ............ 101
Monitoring and restarting the HCM Processes & Forms integration .. 102
Integrating EFM in SAP ESS/MSS/HRA ............................... 103
8.1
8.2
8.2.1
Integration scenarios .....................................................................

ESS integration .............................................................................
ESS WDJ portal business package Homepage Framework
customizing ..................................................................................
ESS WDA application configuration .............................................
ESS WDA portal business package Launchpad customizing .........
ESS WDA without Portal ECC role menu customizing ..................
MSS integration ............................................................................
MSS WDJ portal business package Homepage Framework
customizing ..................................................................................
MSS WDA portal business package Launchpad customizing ........
ESS WDA without Portal Launchpad customizing .........................
HRA integration ............................................................................
HRA WDJ portal business package portal content customizing .....
8.2.2
8.2.3
8.2.4
8.3
8.3.1
8.3.2
8.3.3
8.4
8.4.1
iv
58
60
64
66
72
76
76
80
83
84
86
87
87
88
90
91
92
104
105
105
106
107
108
108
108
109
114
115
116
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8.4.2
HRA WDA without Portal ECC role menu customizing .................. 117
UWL customizing for workflows .......................................... 119
10
Integrating EFM in the Employee Interaction Center (EIC) 121
10.1
10.2
10.3
Customizing integration ................................................................. 121

Changing URL parameters at runtime ............................................. 123
Roles ........................................................................................... 124
11
Customizing the EFM Web UI ............................................... 125
11.1
11.2
11.2.1
11.2.2
11.2.3
11.3
11.4
11.5
11.6
11.6.1
11.6.2
11.7
11.7.1
11.7.2
11.8
11.8.1
11.8.2
11.8.3
Checking prerequisites ..................................................................

Configuring Web Viewer ................................................................
Activating function .........................................................................
Defining local cache settings ..........................................................
Defining thumbnail cache settings ..................................................
Using default configurations ...........................................................
Customizing guest user access ......................................................
Using URL syntax .........................................................................
Customizing Web Dynpro application .............................................
Managing configurations ................................................................
Defining thumbnail settings ............................................................
Customizing the Upload and Assign Documents application ............
Maintaining hyperlinks ...................................................................
Customizing using Web Dynpro configurations ................................
Customizing Document Upload and Inbox application ......................
Maintaining hyperlinks ...................................................................
Customizing Document Inbox using Web Dynpro configurations ......
Customizing Document Upload using Web Dynpro configurations ....
12
Implementing scenarios ....................................................... 145
12.1
12.1.1
12.1.1.1
12.1.2
12.1.3
12.2
12.2.1
12.2.2
12.2.3
12.2.3.1
ArchiveLink Scanning .................................................................

Prerequisites ................................................................................
Customizing in SAP ......................................................................
Using ArchiveLink Scanning scenario ..........................................
Redirecting scanned documents to Document Inbox .......................
ArchiveLink Late archiving with bar code ......................................
Prerequisites ................................................................................
Customizing OpenText Imaging Enterprise Scan .............................
Using ArchiveLink late archiving scenario ....................................
Logging bar code archiving ............................................................
13
Maintaining Document Upload and Inbox application ....... 157
13.1
13.2
Setting authorizations .................................................................... 158

Maintaining ticket number range ..................................................... 159
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125
126
126
126
128
129
130
133
134
135
136
137
138
141
142
142
143
143
145
145
145
147
149
150
150
151
153
155
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vi
13.3
13.3.1
13.4
13.5
13.6
13.7
13.8
13.8.1
13.9
13.10
Maintaining Document Inbox channels and settings .........................

Settings for File upload and Scanning inbox channels .....................
Maintaining document classes for conversion exits ..........................
Maintaining E-mails .......................................................................
Maintaining ticket subject ...............................................................
Maintaining application title and subtitle ..........................................
Maintaining document types for ESS/MSS document upload ...........
Restricting document types and tickets in Document Inbox ..............
Maintaining file format categories ...................................................
Maintaining default variants ...........................................................
14
Integrating SuccessFactors ................................................. 175
14.1
14.2
14.3
14.4
Setting authorizations ....................................................................

Maintaining ticket number range .....................................................
Defining import profile ....................................................................
Defining document mapping ..........................................................
15
EFM Records Management ................................................... 181
15.1
15.2
15.3
15.3.1
15.3.2
15.4
15.4.1
15.4.2
15.4.3
15.4.4
15.4.5
15.5
15.6
15.7
15.7.1
15.7.2
15.8
15.8.1
15.8.2
Checking prerequisites ..................................................................

Roles and Authorizations ...............................................................
Creating users and assigning roles .................................................
Customizing SAP users and roles ..................................................
Customizing OTDS/Content Server users .......................................
Customizing ECMLink infrastructure ...............................................
Configuring RFC destinations ........................................................
Configuring logical ports ................................................................
Configuring Enterprise Library server settings .................................
User impersonation and user mapping ...........................................
Verifying customizing using diagnostic report ..................................
Customizing Document Declaration ................................................
Customizing Retention Management for HR documents ..................
Customizing full text search ...........................................................
Configuring EFM Search on Content Server side ............................
Configuring full text search on SAP side .........................................
Troubleshooting ............................................................................
Checking Customizing ...................................................................
Troubleshooting at runtime ............................................................
16
Customizing ArchiveLink PLUS attributes ......................... 211
17
Maintaining mobile application ............................................ 215
17.1
17.1.1
Customizing screen layouts for EFM mobile application ................... 217

Customizing Search Employee dialog ............................................. 218
160
163
165
166
167
168
169
170
171
171
175
175
176
179
181
182
184
184
184
185
185
186
187
188
190
191
198
204
204
205
208
208
209
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17.1.2
Customizing Employee file hit list and Employee information panel .. 219
18
EFM license report ................................................................ 221
18.1
18.2
Integrating EFM license measurement in SAP System

Measurement ................................................................................ 221
Enhanced EFM license report ........................................................ 223
19
Security .................................................................................. 225
19.1
19.2
19.3
19.4
Specific EFM checks .....................................................................

Standard HR/AL checks ................................................................
Enabling signature verification for Web Viewer application ...............
Enabling time-dependent authorization checks ................................
20
Appendix ................................................................................ 235
20.1
20.2
20.3
20.4
20.5
20.6
20.7
Periodical maintenance tasks .........................................................

Copying IMG customizing ..............................................................
Application log ..............................................................................
Backup and recovery .....................................................................
Single sign-on between EIC system connections .............................
Supportability ................................................................................
Troubleshooting ............................................................................
235
235
236
238
239
239
239
GLS
Glossary
243
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231
233
233
vii
Chapter 1
About OpenText Employee File Management

1.1 What is OpenText Employee File Management?
OpenText Employee File Management (EFM) provides employees in the Human
Resources (HR) department access to all HR-related documents in an electronic
personnel file. Thus, working with paper documents can be reduced to a minimum.
EFM offers data protection that guarantees only authorized employees can access
the documents. Combined with OpenText Archive and Storage Services, EFM
provides secure long-term storage.
EFM provides a clear folder structure of content such as original documents, master
data, employee-related emails and Microsoft Office documents in SAP. Double-click
on a document opens it in the appropriate viewer. The search function makes
retrieving information on employees easier.
EFM provides a direct link to the SAP ERP Human Capital Management (HCM)
objects. So, you can access the corresponding SAP transaction to view, change, or
create data records. Creation of documents is supported by integration of an upload
function in Employee-Self-Service (ESS) and Manager-Self-Service (MSS); a central
Document Inbox manages typical document workflows.
For quick and easy access to documents in a web-based environment, EFM offers the
EFM Web UI, including a feature that allows you to browse through thumbnails of
the documents. The EFM Web UI is based on the SAP Web Dynpro technology.
For mobile access to documents, EFM provides a document viewer with extensive
filtering capabilities. Currently, Android-based devices and the iPad are supported.
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Chapter 2
Getting started
Employee File Management is delivered with a set of default parameters which
should work with most application scenarios. Only those settings and values which
are unique to your system environment must be customized.
Note: For more details on project-specific customizing, refer to your OpenText
customer support.
2.1 Using the IMG function

You start all tasks described in the following from a central menu in SAP's
Implementation Guide (IMG) function.
To invoke the IMG:
1.
Execute the SPRO transaction and click the SAP Reference IMG button.
2.
Navigate to the OpenText Business Suite for SAP Solutions activity and open
it.
3.
Navigate to the entry of the required IMG activity either in the Solution
Framework or in the Employee File Management (EFM) section and click the
icon.
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11
Chapter 3
Customizing Solution Framework

In addition to the specific settings for Employee File Management, you can
customize general settings for the OpenText Business Suite for SAP Solutions which
also influence Employee File Management.
3.1 Customizing Solution Extensions

3.1.1
Customizing user exits

User exits enable you to modify and enhance standard DocuLink functions.
Employee File Management is delivered with a set of user exits; they can be
classified either as project-dependent user exits or attribute object dependent user
exits.
Note: User exits are intended to handle project-specific tasks by the OpenText
service. For more details on user exits, refer to your OpenText service.
To maintain project-dependent user exits:
1.
Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > User-Exits > Maintain DocuLink project
dependent user-exits activity and click the
2.
icon.
Do one of the following:
To maintain an user exit, activate the required user exit by selecting the
respective check box in the Active column.
To add an user exit, click the New Entries button and specify the parameters
for the user exit.
EFM 4.0 uses the $EIM project, version 5 and supports the following events:
AUTH_INIT
GET_AROBJ
MOVE_DOC_P
MOVE_DOC_S
NFUNCTION
NICON
N_CHA_TEXT
SELE_PRE
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Chapter 3 Customizing Solution Framework
SELE_SUF
TREE_BUT
To maintain attribute object dependent user exits:

1.
Navigate to the Maintain DocuLink attribute object dependent user-exits

activity and click the
2.
icon.
Do one of the following:
To add an user exit, click the New Entries button and specify the parameters
for the user exit.
EFM 4.0 uses the $EIM project, version 5 and supports the following
combinations of attribute object and event:
14
Attribute object
Event
DOCUMENTS
ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID
EPREL
CHANGE_SUF, CHECK_HITS, SELECT
HRSTAMM
SELECT
INFOERFA
SELECT
INFORECH
SELECT
OBJPSRECH
SELECT, CHECK_HITS
OBJPSERFA
SELECT, CHECK_HITS
PREL
CHANGE_SUF, CHECK_HITS, SELECT, OBJECT_ID
PRELALL
CHANGE_SUF, CHECK_HITS, OBJECT_ID, SELECT
PRELDOC
ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG
PRELDOCALL
ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG
PRELDSEARCH
CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG
PRELDSEARCHF
CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG
PRELSEARCH
SELECT
PRELSEARCHF
SELECT
SUBFOLDERRET
SELECT
SUBFOLDERDCI
SELECT
SUBINFOERFA
SELECT
SUBINFORECH
SELECT
TOPFOLDERDCI
SELECT
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3.1. Customizing Solution Extensions
3.1.2
Attribute object
Event
TOPFOLDERRET
SELECT
Enabling thumbnail view

You can enable and disable the thumbnail view for every EFM project view. In
addition, you can also enable single sign-on (SSO) in order to skip the logon screen
of the thumbnail view web application.
To activate the thumbnail view:
1.
Framework > Solution Extensions > Enable thumbnail view for DocuLink in
SAP GUI activity and click the
icon.
2.
Enter the DocuLink project and the respective view. To activate the thumbnail
view, select the check box in the enabled column.
3.
To skip the logon screen of the thumbnail view web application, select the check
box in the SSO column.
Note: Make sure that the SSO profile parameters of your SAP system are
set to the following values:
login/accept_sso2_ticket = 1
login/create_sso2_ticket = 2
In order to use the thumbnail view, you must also activate the Inplace Viewing option
in DocuLink. This option can be set for:
The complete DocuLink project; for details see section 8.3.3.1 General tab in
OpenText DocuLink for SAP Solutions - Customizing and Administration Guide (DCCGD).
A dedicated user; for details see section 13.2.2 Defining settings for current
project in OpenText DocuLink for SAP Solutions - User Guide (DC-UGD).
In addition, the thumbnail view may be deactivated for a specific DocuLink view in
the project customizing by the THMB functional code. For details see section 8.3.3.3
Excluded Functions tab in OpenText DocuLink for SAP Solutions - Customizing and
Administration Guide (DC-CGD).
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15
3.1.3
Changing appearance
You can customize items of the user interface related to the DocuLink system. These
items include the following:
Title bar
Defines the text displayed in the SAP window title.
Start picture
Defines the graphic file displayed in the SAP window.
View description
Defines the text summary displayed for the respective view.
To modify the title bar:

1.
Framework > Solution Extensions > Change DocuLink titlebar activity and
click the
2.
icon.
To modify an entry, select the required view and enter your text in the Titlebar
field.
To create an entry, click the New Entries button and specify the parameters for
the new title bar.
Note: Make sure you select the correct language for your text in the
column labelled L.
To modify the start picture:

1.
Framework > Solution Extensions > Change DocuLink start picture activity
and click the
16
icon.
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2.
To modify an entry, select the required row and enter the object name of your
picture in the Start picture field.
the new picture.
Tip: To upload a new image file to the SAP Web Repository, execute the
SMW0 transaction.
To upload a new image using the SMW0 transaction:

1.
Execute the SMW0 transaction.
2.
Select the Binary data for WebRFC applications option and click the
3.
Specify the package where the image should be added and click the
4.
Click the
5.
Enter a name and a description. Click the

the SAP Web Repository.
button.
icon.
button to create a new object.

button to upload an image file to
To modify the view description:

1.
Framework > Solution Extensions > Change DocuLink view description
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icon.
17
2.
To modify an entry, select the required row and enter your text in the
Description field.
the new view description.
Note: Make sure you select the correct language for your text in the
column labelled L.
3.1.4
Adding function codes

The CUxx function codes can be assigned to toolbars, thus providing a specific user
group with access to the required function. In addition, CUxx function codes can also
be assigned to specific node types. This offers a specific user group access to the
CUxx functions also on records of this node type in the tree view.
Note: The function code names CU01 through CU09 can be used for the product
and for providing customer extensions. The administrator is responsible for
preventing name collisions when adding new customer-specific function
codes.
Best practice to prevent collisions is to ensure that the product uses function
code names in ascending order starting with CU01 and to ensure that customer
extensions use function code names in descending order starting with CU08.
Currently EFM uses the function code names CU01 CU03.
Due to restrictions of the GUI, the function code CU09 is displayed as the
leftmost entry in the toolbar, while the function codes CU01 CU05 are
displayed to the right of the toolbar.
The function codes CU06 CU08 are only displayed in the context menu of the
respective tree items.
18
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To add function codes to DocuLink toolbar:

1.
Framework > Solution Extensions > Add function codes in DocuLink toolbar
2.
icon.
To modify an entry, select the required row and change the following
parameters:
CUxx Function Code
Defines the function code to be executed.
User group
Defines the user group which will be able to access the function code.
Disp FCode
Specifies whether entry is displayed in the toolbar.
Function Module
Defines the NFUNCTION user exit.
Active
Specifies whether NFUNCTION is active or inactive.
+
Specifies the icon to be displayed.
Text
Defines text for context menu. Also used for icon tooltip, if nothing is
defined in the Info. text field.
Icontext
Defines text displayed next to the icon.
Info. text
Defines text for icon tooltip.
Webenabled
Specifies whether icon is displayed in the web interface.
3.
the new element.
To add function codes at DocuLink node type:

1.
Framework > Solution Extensions > Add function codes at DocuLink
nodetype activity and click the
2.
icon.
To modify an entry, select the required row and change the following
parameters:
Node type
Defines the node where the function code will be displayed.
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19
Function code
Defines the function code to be executed.
User group
Defines the user group which will be able to access the function code.
Disp FCode
Specifies whether entry is displayed at the specified node.
Function Module
Defines the NFUNCTION user exit.
Active
Specifies whether NFUNCTION is active or inactive.
+
Specifies the icon to be displayed.
Quickinfo
Defines text of context menu for the icon in the tree view.
Function Module
Defines the NICON user exit.
Active
Specifies whether NICON is active or inactive.
3.
the new element.
3.2 Customizing SAP workflow

3.2.1
Activating activity workflows

To activate automatic workflow customizing:
1.
Framework > SAP Workflow > Check automatic workflow customizing
2.
icon.
Check that at least the Maintain Runtime Environment section is maintained.
In order to use an activity workflow, the agent assignment attributes of the

corresponding workflow template and standard task must be set to General Task.
To use an activity workflow:
1.
Framework > SAP Workflow > Set agent assignment attributes to General
Task activity and click the
2.
20
icon.
You must maintain the following workflow templates and standard tasks:
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3.2. Customizing SAP workflow
Follow-Up
Workflow Template 275221/Standard Task 275234
Delete with Approval
Workflow Template 275222/Standard Task 275235
Select the required task type, enter the respective number, and click the
button.
3.
Select the menu entry Additional data > Agent assignment > Maintain.
4.
Click the Attributes button in the toolbar. Ensure that the General Task is
selected.
5.
Repeat these steps for the remaining workflow templates and standard tasks.
In order to use activity workflows, you must maintain a number range.

To maintain number range for activity workflows:
1.
Framework > SAP Workflow > Maintain number range for activity workflows
icon.
2.
Enter /OTEB/SWF in the Object field.
3.
Click the Number Ranges button.
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21
4.
3.2.2
Click the
button and add an interval with the number 01.
Specify a number range that uses internal numbering.
Maintaining activity profiles

In this customizing step, you can maintain activity profiles that allow the user to
start SAP workflows from folder solutions like Employee File Management. An
activity workflow is started by marking a node or multiple nodes in the DocuLink
view belonging to the folder solution and then clicking on the corresponding toolbar
button that starts the activity workflow.
For each activity profile you can specify selectable nodetypes of the corresponding
DocuLink view. Only nodes that belong to these nodetypes can be selected when
starting the activity workflow.
For each activity profile you can specify pending activities that prevent the start of
the workflow belonging to the profile. For example, you might not want to start a
Follow-Up activity workflow for a document, if a Delete with Approval workflow is
pending for this document.
You can assign an activity profile to the toolbar button of a DocuLink project that
will start the activity workflow belonging to this profile.
Note: Toolbar buttons must be maintained in the IMG activity Solution
Extensions > Add function codes in DocuLink toolbar before they can be
assigned to activity profiles.
To be able to start the Follow-Up and Delete with Approval workflows, you must
have the corresponding authorizations. The authorizations are contained in the
following example roles; for details, see Security on page 225:
/OTEI/SWF_FOLLOW_UP_CREATE
/OTEI/SWF_DELETE_CREATE
To be able to process the Follow-Up and Delete with Approval workflows, you must
also have the corresponding authorizations. The authorizations are contained in the
following example roles:
/OTEI/SWF_FOLLOW_UP_PROCESS
/OTEI/SWF_DELETE_PROCESS
These roles can be specified in the corresponding activity profile definitions using
the IMG activity Solution Extensions > Maintain activity workflow customizing.
Customer-specific roles are supported, but they must be specified in the activity
profile definition.
The processor determination depends on the settings in the Processor role, Recip.
determination, Automatic Recip. determination, Rec. type in fail., Fail. recipient
ID and Four-eye principle customizing fields.
22
EIM040001-AGD-EN-1
The logic of the processor determination is shown in the following diagram:
To maintain an activity workflow customizing:

1.
Framework > SAP Workflow > Maintain activity workflow customizing
EIM040001-AGD-EN-1
icon.
23
2.
Select the required activity profile in the Activity profile definition table and
click the
3.
button.
Specify the following parameters:

Activity profile txt
Short text for this profile which is displayed in the title of the work item in
the SAP Business Workplace Inbox and the title of the activity dialog.
Activity type
Activity type for this profile. Enables to have multiple variants of
workflows, for example multiple Follow-Up workflows with different
authorization roles.
Workflow template
Workflow to be started by this profile.
Four-eye principle
Flag if creators of the activity can process the activity themselves or not. For
example, in approval workflows, the creators usually should not be able to
process/approve the workflow themselves).
DC visibility
Visibility of pending workflow activities in the DocuLink view.
24
EIM040001-AGD-EN-1
Processor role
Authorization role used to build the list of possible processors.
Auth. check class
Implementation class for performing authority checks.
Activity log class
Implementation class for performing activity logging.
Appl. log object, Appl. log subobject
Application log object and application log sub-object used for error logging.
Recip. determination
Defines the user exit that is used for the triggering.
Note: EFM provides the sample implementation /
OTEI/SWF_AGENT_DETERMINATION for this user exit; for details see
Customizing workflow settings on page 72.
If you want to use your own class, you have to use the interface /
OTEB/SWF_IF_AGENT_DETERMIN. Possible object types for workflow
recipients are:
O
Organizational Unit
Position
Job
Work center
US
User name
Person (PD master data)
Important
During the automatic recipient determination for workflows, the
function module SUSR_GET_USERS_WITH_SPEC_VALS determines the
users that are authorized to process the workflow. To execute this
function module, you need to maintain the following authorization
objects:
Object S_USER_AUT
ACTVT 03
AUTH
J_6NX_SWF
OBJECT
Object S_USER_PRO
ACTVT 03
PROFILE
These authorizations are required during the automatic recipient

determination for the batch user WF-BATCH.
EIM040001-AGD-EN-1
25
If no processor role is specified in the workflow profile, the user

who starts the workflow manually also needs these authorizations
to use the F4 help of the Recipient field.
Automatic recip. det
Specifies whether the automatic recipient detection specified in Recip.
determination is used. Otherwise, the user must determine the recipient
manually when creating the workflow. In this case, possible users are
defined either by an user exit implementation or by the roles customized.
Rec. type in failure, Fail recipient ID
Defines the recipient for the workflow in case the automatic recipient
determination fails; this may be either a single user or a user group (work
center, organizational unit, job, or position) from the pre-defined list.
All users specified with these fields receive the workflows for which the
automatic recipient determination failed without any further checks (such
as authorization checks or four-eye principle).
Customer spec action
Specifies the user exit which enables a customer-specific workflow action.
The additional button will be displayed at the processing of the workflow in
the toolbar. The class for this user exit has to implement the interface /
OTEB/SWF_IF_CUSTOMER_ACTION with the following methods:
IS_ACTION_ACTIVE
Called to decide if the button should be displayed or not (exporting

parameter PE_ACTIVE).
GET_LABEL
Returns the icon and label text of the button.
EXECUTE_ACTION
You have to implement the action which should be executed when the
user pressed the button. This action will be called in an additional
window without closing the workflow.
As a default, EFM comes with the /OTEI/SWF_CL_PERSONAL_ACTION class.

This implementation invokes the PA40 transaction in a second window. In
the standard customizing (BC set /OTEXEIM/SF_MNT_ACT_WF_CUST_040)
this is activated for the Follow-Up workflow.
Note: This function is not available for the EFM Web UI.
Send mail WF created
Defines if an email is sent for workflow creation.
Send process link
Defines if a link to the workflow item is displayed as last line of the email
body text sent.
Send mail WF process
Defines if an email is sent when the workflow process is complete.
26
EIM040001-AGD-EN-1
Email language
Defines which language is used as a default for the generated email
notifications.
LOGON
The default logon language of the recipient is used for email texts.
COMM
The communication language (defined in the user profile) of the

recipient is used for email texts.
In case the parameter is not maintained, the default logon language of the
recipient is used.
3.2.3
Customizing delete workflow

The customizing for the delete workflow options activates your own check
mechanism before the deletion of a document. Such a customer-specific check
mechanism can be used for the following:
Performing additional checks before deletion of documents.
Making it possible to delete records.
Implementing of customer-specific delete logic by substituting the default delete

logic.
To maintain a deletion workflow options:

1.
Framework > SAP Workflow > Maintain deletion workflow options activity
and click the
icon.
2.
To maintain an option, select the required entry, click

and modify the
parameters.
To create a new option, click the New Entries button and specify the parameters
for the deletion workflow.
3.
Specify the mandatory parameters for the required project and version in the
Project and Version field, respectively. This identifies the DocuLink project and
version for which you want to activate your own deletion logic.
4.
Optional you can specify a view in the View field.

If you leave it empty, the defined delete option will be used for all views of the
specified project and version.
5.
Select the Active check box to make the defined delete option active.
6.
Define the required behavior:

a.
For additional checks:
EIM040001-AGD-EN-1
Enter your class with the interface /OTEB/SWF_IF_DELETE_CHECK.
27
Implement CHECK_DELETION method in this class.

For enabling the deletion of records:
Select the Del record check box.
For replacing the standard document deletion with your own logic:
b.
c.
7.
Implementing a
customerspecific check
mechanism
Enter your class with the interface /OTEB/SWF_IF_DELETE_CHECK.
Implement DELETE_DOCUMENTS method in this class.
Select the Del. impl. check box.
Click the
button.
You must implement your check mechanism in a class using the interface /
OTEB/SWF_IF_DELETE_CHECK. For the check, the CHECK_DELETION method is called;
for the actual deletion, you must use the DELETE_DOCUMENTS method in the
DELETION step to implement your own deletion logic.
The CHECK_DELETION method has the following parameters:
Importing parameters:
PI_STEP
Specifies the currently executed step; the check can be executed before the
creation of a delete workflow (CREATION step), before the processor processes
the workflow (PROCESS step) and before the deletion of a document is
executed (DELETION step).
PIS_DC_INFO
Specifies the project info.
PIS_HEADER
Specifies the workflow header data.
PIT_DOCUMENTS
Specifies the selected documents.
Exporting parameters:
PES_MESSAGE
With parameter PES_MESSAGE you can return a message which should be

displayed. In the DELETION step it will be written to the SAP application log.
Changing parameters:
PC_DELETION_ALLOWED
Indicates if the deletion of the selected documents is allowed or not; default

value of this parameter is ABAP_TRUE.
Set the parameter to ABAP_FALSE if you do not want to delete the documents;
the effects this value depend on the respective step:
CREATION
It is not possible to create a deletion workflow for the selected

documents; the message in PES_MESSAGE is displayed.
28
EIM040001-AGD-EN-1
PROCESS
The workflow processor can display the workflow but the Delete button
is disabled; the message in PES_MESSAGE is displayed.
DELETION
The message in PES_MESSAGE is logged to the SAP application log. The

delete function is aborted and an internal error is raised; the workflow is
aborted and in an error status.
The DELETE_DOCUMENTS method has the following parameters:
Importing parameter:
PIS_DC_INFO
Specifies the project info.
PIS_HEADER
Specifies the workflow header data.
PIT_DOCUMENTS
Specifies the selected documents.
Exporting parameter:
PES_MESSAGE
With parameter PES_MESSAGE you can return a message which should be

displayed.
PE_RETURN
Return value, a value greater than 0 causes an abort of the workflow and the
SAP workflow will be in an error status.
3.2.4
Maintaining E-mail texts

For the automatic E-mail generation triggered by a workflow, you can maintain the
texts for the respective E-mail subjects and the body text. If you do not maintain any
texts, the following default texts will be used:
For emails after creation of the workflow:
Subject:
Please process [workflow profile name]- workflow: [workflow number]
Body text:
User [UserID creator] created [workflow profile name]- workflow (Subject:
[Subject of workflow] ) and selected you as processor.
For emails after processing of the workflow:
Subject:
[workflow profile name]- workflow (Subject: [Subject of workflow] ) is
finished.
Body text:
EIM040001-AGD-EN-1
29
User [UserID recipient] finished [workflow profile name]- workflow

(Subject: [Subject of workflow] ).
Note: For the email recipients, the email address of the SAP user profile is used
(as defined in the SU01 transaction).
To maintain text for the email subject:
1.
Framework > SAP Workflow > Maintain email subject texts activity and click
the
2.
icon.
To maintain a subject, select the required workflow activity, click , and

modify the text in the Mail subject field.
To create a new subject, click the New Entries button and specify the required
parameters.
To maintain text for the email body:

1.
Framework > SAP Workflow > Maintain email body texts activity and click the
icon.
2.
Specify the type of body text by selecting the parameters for the profile, mail
type and language from the drop-down lists and click the
3.
button.
Specify the required body text. You can use standard HTML tags for formatting.
Note: Start and end tags for <html> and <body> are added automatically.
30
EIM040001-AGD-EN-1
Line breaks will be converted automatically to the <br> tag.

4.
Click the
button.
Note: When you save the text, an entry for the transport will be created
automatically.
In addition, the BAdI /OTEB/SWF_MAIL can be used to change dynamically the email
recipients and the email texts. This BAdI uses the interface /OTEB/SWF_IF_EX_MAIL
with the method CHANGE_RECIPIENTS to change email recipients and the method
CHANGE_TEXTS to modify the email texts.
CHANGE_RECIPIENTS features the following parameters:
PI_MAIL_TYPE
Type of email; possible values are 01 - Mail after workflow creation and 02 Mail after workflow processing.
PIS_HEADER
Workflow header data.
PIS_PROFILE
Workflow profile.
PIT_DOCUMENTS
Selected workflow documents.
PCT_RECIPIENTS
Email recipients; default is the email address of the recipients as defined in the
user profile (SU01 transaction). Recipients can be deleted or others added and
email addresses can be modified.
CHANGE_TEXTS features the following parameters:
PI_MAIL_TYPE
Type of email; possible values are 01 - Mail after workflow creation and 02 Mail after workflow processing.
PIS_HEADER
Workflow header data.
PIS_PROFILE
Workflow profile.
PIT_DOCUMENTS
Selected workflow documents.
PIT_COMMENTS
Workflow comments.
PC_SUBJECT
Contains the email subject defined the IMG activity; can be modified as
required.
EIM040001-AGD-EN-1
31
PC_BODY
Contains the email body text defined the IMG activity; can be modified as
required.
3.3 Workflow monitoring

EFM offers administrators the possibility to monitor workflows. All workflows can
be listed and, if required, specific work items may be finished or forwarded. This
functionality, however, requires the proper authorizations.
Standard viewing of workflows requires the authorization for object J_6NX_SWF
(Authorization for xIM workflow activities) with the authorization level 02 (Process)
and 04 (Administration - Display). The ability to forward or finish a workflow
requires the additional authorization level 03 (Administration - Edit).
Note: If a workflow related to EFM can for some reasons not be finished in the
regular way by the processor, OpenText recommends using the /
OTEI/SWF_ADMIN transaction to finish the workflow and not the SAP standard
transactions.
To monitor workflows:
1.
Execute the /OTEI/SWF_ADMIN transaction.
2.
Enter the required selection criteria and click the
button.
A table with all workflow items that match the criteria is displayed.
3.
To display the details of a certain entry, select the respective row in the table
and click the
icon.
The Details dialog displays the details such as the status, the workflow ID, the
workflow creator, and the processor.
Depending on your authorization level, the Details dialog also offers the
possibility to finish or forward a workflow.
32
EIM040001-AGD-EN-1
Chapter 4
Customizing Employee File Management

From the central menu in the SAP's IMG function (see Using the IMG function
on page 11), you can specify the parameters for Employee File Management.
4.1 Defining basic settings

4.1.1
Customizing display and defaults

You can customize the display and default values of the HR-related data and
Employee File Management functions.
Basic settings can be project-specific and view-specific. All settings without specific
declarations for a project and/or view apply to all EFM projects and views
respectively. These default settings can be overwritten by project-specific and viewspecific entries.
In the EFM: General settings window, you can find the following EFM setting
types :
Switches that can be enabled or disabled by specifying the Value = X or leaving

the Value column empty.
Authorization levels that match the Authorization level field in the SAP HR
authorization objects. Common supported levels are W for write access, R for read
access or M for read access with entry helps.
Settings for which you need to enter specific text strings in the Value column.
To customize the display and defaults:

1.
Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Assign Values for Basic Settings
2.
icon.
To enable a setting, enter an X in the Value column.

To specify a level, enter R for read access, M for read access including entry
helps, and W for write access.
To specify a fixed value, enter the respective text string.
The following settings are available:
ARCH_HR_AUTH_LVL
Specifies the HR authorization level to be checked for:
EIM040001-AGD-EN-1
Filtering the list of document types displayed when archiving

documents.
33
Chapter 4 Customizing Employee File Management
Checking the HR authorizations before leaving the Attach <document

type> dialog and filtering the list of available subtypes in this dialog.
If no value is specified or if the entry does not exist at all, no HR-specific

authorization check is performed.
AUTH_CHECK_TYPE
Specifies the type of authority check executed:

STANDARD or no value
EFM standard HR authorization checks are executed (default

customizing)
TIME
Time-dependent HR authorization checks are executed.
OFF
No EFM standard HR authorization checks are executed, but user exit

implementations for authorization checks are still called.
Caution
If you define no authority check, anyone will have access. For
security reasons, OpenText strongly recommends to specify an
appropriate authority check.
CHECK_AUTH_0000
Specifies if the authorization for infotype 0000 is required to view an

employee.
CHECK_AUTH_0001

employee.
CHECK_AUTH_0002

employee. In older versions, only the authorization for this infotype was
checked.
CHECK_OBJPS
Checks if an HR object needs to be maintained in order to attach documents

to HR objects; switching this check off would allow you to attach for
example a certificate for a child that is not maintained yet in HR.
CHDT_HR_AUTH_LVL
Specifies the HR authorization level to be checked for showing the button

that allows changing the date of origin.
If no value is specified or if the entry does not exist at all, level W is checked.
DATE_ARCH
Displays date of archiving within the document label.
34
EIM040001-AGD-EN-1
4.1. Defining basic settings
DATE_OF_ORIGIN
Displays date of origin within the document label.
DEL_HR_AUTH_LVL
Specifies the HR authorization level required to approve deleting of

documents.
authorization check is executed.
EXPIRY_INTERVAL
Specifies an expiration interval for users with the authorization object

J_6NE_US (see Specific EFM checks on page 225) and the activity XSS.
These users can call the applications /IXOS/DC and /IXOS/DCVIEW directly
only with parameters which are generated by the SAP ESS/MSS portal
application. These parameters have an expiration interval which is set to the
default value 10 hours.
FULL_TXT_ENABLED
Enables the full-text search functionality. In addition, you must specify the
full-text search templates to be used in the OpenText Business Suite for
SAP Solutions > Employee File Management (EFM) > Records
Management > Maintain Search Templates for Attribute Search activity.
Search templates are project- and view-dependent and specify the Content
Server executing full-text searches. They are maintained using the
OpenText ECMLink for SAP Solutions > ECMLink > Maintain Search
Templates activity. For details, see Customizing full text search
on page 204.
FUTURE_DATE
Allows to set the date of origin in the future.
FUTURE_EMPLOYEES
Displays future employees whose entry date is in the future.
INITIALIZE_DATE
Presets the date of origin within mask for capturing HR specific values with
the current date.
PREFILL_SELSCR
Fills some fields in the search selection screen of EFM with pre-defined
values according to the respective user authorizations.
INBOX_SCANNING
Set value X to enable the creation of Document Inbox tickets for scanned
documents. For details, seeRedirecting scanned documents to Document

Inbox on page 149.
TEAMVIEW_ALL
Sets the object selection for the all employees search in the reporting and
MSS document upload applications, for example, MSS_TMV_EE_ALL.
EIM040001-AGD-EN-1
35
TEAMVIEW_DIR
Sets the object selection for the directly subordinate employee search in the
reporting and MSS document upload applications, for example,
MSS_TMV_EE_DIR.
XSS_UPL_MAX_FILE
Specifies the maximum file upload size (in MB) for the ESS/MSS Document
Upload applications.
Note: All *_HR_AUTH_LVL settings map to the Authorization Level field
of the HR: Master Data authorization object (P_ORGIN).
4.1.2
Enabling basic settings for Object Selections

EFM supports Object Selections. With Object Selections, you can restrict which
personnel files can be accessed by the user. Object Selections could be used in MSS
scenarios to prevent maintaining structural HR authorizations specifying the
subordinate employees of a manager. After enabling Object Selections, the list of
accessible personnel files results from intersection of HR authorizations and object
selection.
To enable Object Selections, proceed as follows:
1.
Navigate to OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic Settings and run the Assign Values for Basic
Settings activity.
2.
Include and enable the following basic settings for your Project and View:
3.
36
P_FILE_OBJS - enables and sets object selection for the EFM application in
SAPGUI and Web UI, for example, MSS_TMV_EE_DIR. Set the value to the
name of an object selection to enable the setting.
P_FILE_OBJS_OWN - if object selection is enabled for the EFM application,

set the value to X to add the current logged in user automatically to the
employee list calculated by the specified object selection.
In authorization object J_6NE_US, include the setting OBS. Assign J_6NE_US to

the user role to enable HR masterdata/personnel file selection based on Object
Selections.
EIM040001-AGD-EN-1
4.1.3
Customizing logging
Employee File Management provides a logging of all guest user, document-, and
workflow-related activities. This logging can be used by HR managers on a regular
basis to get an overview of the processed personnel files. An administrator can also
use this logging to get a chronological list of activities that may have caused an error
case.
The logging comprises the following activities:
01
Document created
02
Date of origin changed
03
Ticket created
04
Guest user account reactivated
05
Guest user logged in
06
Guest user login failed
07
Workflow initiated
08
Workflow processed
09
Document copied
10
Document moved - Source
11
Document displayed
12
Document moved - Destination
13
Document deleted
14
Barcode created
Note the following features and limitations of logging:
Logging can be customized to comply with the local or company-specific legal

constraints. For example, it might be required to disable the logging of HR
document-related activities. In the EFM default settings, all logging activities are
disabled.
Logged activities can be project-specific and view-specific. Settings without

declarations for project and view apply to all EFM projects and views
respectively. These default settings can be overwritten by project- and viewspecific entries.
Note: For Guest User Ticketing System (GTS) activities, you must maintain
the logging without declarations for project and view.
For the EFM document display, for every user session only one display action is
logged per document. This is irrespective of the component used for the display.
EIM040001-AGD-EN-1
37
4.1.3.1
Enabling logging
You may customize which EFM activities are logged and assign appropriate logging
classes. The actual management of logging classes and the creation of individual
logging classes is described in Using logging classes on page 39.
To enable logging for bar code archiving, seeLogging bar code archiving
on page 155.
To enable logging of activities:
1.
Management (EFM) > Basic settings > Configure Activity Logging activity and
click the
38
icon.
2.
Select the check box in the Enabled column for every activity that you want to
log.
3.
If necessary, set the appropriate activity-specific logging class in the Logging

Class column.
EIM040001-AGD-EN-1
For logging display events, you must configure the /

OTEI/OA_X_OA_OBJECTDISPLAY_01 function module.
To enable logging of display events:
1.
Execute the SE16 transaction and open the TOAEX table.
2.
Click the
button to create a new entry with the following values:
EXIT ID
OA_OBJECTDISPLAY_01
ACTIVE
X
EXIT FUB
/OTEI/OA_X_OA_OBJECTDISPLAY_01
3.
4.1.3.2
Click the
icon.
Using logging classes

The amount of logged information is determined by a so-called logging class.
Employee File Management is shipped with a default logging class which comprises
the following information:
Access type
The access type considers Standard, Guest User Employee, Guest User Manager
On-Site, and Guest User Manager Remote.
Activity
Action performed.
Personnel number
Number of the personnel file on which the action was accomplished.
SAP user name
Name of the technical SAP user who accomplished the action.
Date of activity
Date when the action was completed.
Time of activity
Time when the action was processed.
Document type
Document type of the managed HR document.
Document description
Description of the document type.
Document class
Document class of the managed HR document.
EIM040001-AGD-EN-1
39
Date of origin
Origin date of the managed HR document.
Workflow description
Description of the workflow activity profile.
Workflow status
Status of the workflow.
Process (Processes & Forms)
HCM process (from Processes & Forms integration) which archived the
document.
Reference number
Reference number of the HCM process.
Guest user account
The guest user account which was used during a guest user access.
Personnel no. of requester
The personnel number of the person who requested access to Employee File
Management.
Guest user - Request comment
Comment of the request for the guest user.
Workflow key
ID of the workflow.
Additional Information
Additional information which describes the logged activity in more detail.
The following additional information is also available but not displayed in the
default layout. You can display them by changing the layout of the ALV grid.
Project ID
ID of Employee File Management project.
View
View of the Employee File Management project.
Infotype
Infotype of the accessed personnel file.
Subtype
Subtype of the accessed personnel file.
Object identification
ID for subtype.
Content Repository Identification
ID of the content repository in which the document-related activity was
performed.
40
EIM040001-AGD-EN-1
Document ID
ArchiveLink ID of the managed HR document.
Storage date
Storage date of the managed HR document.
ID of activity log entry
Unique ID for the activity log entry.
You can also tailor the logging procedure according to your specific requirements,
and then replace the default logging with your own implementation.
Customer-specific logging implementations must deviate from the default
implementation/OTEI/CL_ACTIVITY_LOG and redesign the method /
OTEI/IF_ACTIVITY_LOG~ADD as shown in the following example:
METHOD /OTEI/IF_ACTIVITY_LOG~ADD .
IF pi_hr_object_info-infty <> 25.
CALL METHOD SUPER->/OTEI/IF_ACTIVITY_LOG~ADD
EXPORTING
PIS_HR_OBJECT_INFO = pis_hr_object_info
PI_ACTIVITY
= pi_activity
PIS_PROJECT_INFO
= pis_project_info
PI_GU_ACCOUNT
= pi_gu_account
PIS_DOC_INFO
= pis_doc_info
PI_ADD_INFO
= pi_add_info
PIS_WORKFLOW_INFO
= pis_workflow_info
PIS_PF_INFO
= pis_pf_info
.
ENDIF.
ENDMETHOD.
In this example for customer-specific logging, actions for the infotype appraisals are
not logged.
EIM040001-AGD-EN-1
41
4.1.3.3
Deleting log entries

EFM offers a configurable deletion for log entries. The settings must be customized
for the respective objects in the SAP IMG. The actual deletion process is then
triggered by one of the following:
Deletion of the respective document via the deletion workflow.
Move of a document.
Deletion of the document entries via the Disposition Run of Extended ECM.
Note: Deletion of entries after a document has been moved only works when
the logging for activity 10 Document moved - Source is activated.
To define deletion of log entries:

1.
Management (EFM) > Basic settings > Configure Activity Log Delete Options
2.
icon.
Define the document types for which the activity log entries are to be deleted.
You can define a specific setting for every view of a project.
Tip: You can also specify general entries without view (value 0 in View
column). These general entries are used if no specific entry for the view
exists.
3.
Click the
icon.
In addition, a clean up report is available with the /OTEI/ACT_LOG_CLEAN

transaction to delete the log entries for documents which do not exist anymore. The
deletion will be done accordingly to the customized delete options for the activity
log as described above.
Caution
Entries that are deleted with the /OTEI/ACT_LOG_CLEAN transaction cannot
be retrieved again.
To perform clean up report:
1.
Execute the /OTEI/ACT_LOG_CLEAN transaction.

The Employee File Management Activity log: Clean Up dialog opens.
42
2.
Specify the parameters for the required project and view in the Project and
View fields, respectively.
3.
Optionally, you can specify a range of document types in the Document type
field.
If you do not restrict the document types, all document types which have been
configured for deletion in the IMG customizing will be considered.
EIM040001-AGD-EN-1
4.
Click the
icon.
Before final deletion of the log entries, a dialog displays the selected log entries.
5.
4.1.4
Check the details and click the
button to delete.
Configuring business document types

Business document types consist of one or several document types. In the attribute
search and in the reporting transactions these document types will not be offered
anymore in the F4 helps of the selection screens but the business document types
will be displayed instead. The result lists will still display the document types.
To create business document type with a description:
1.
Management (EFM) > Basic settings > Configure Business Document Types
2.
icon.
In the Business document types folder, create your new business document
type with a description.
Tip: You can translate your business document type description using the
menu item Goto > Translation.
3.
Select the required business document type and double-click the Assign
Document types to business document types folder.
EIM040001-AGD-EN-1
43
4.
Assign one or several document types to your business document type. Each
assignment can be restricted by project, version and view; however, these
attributes are optional.
The standard implementation checks in ascending sequence:

1. For document types which fit exactly to the current project, version and view.
2. For a customizing with current project and version and an empty view.
3. For a customizing with current project and empty version and view.
4. For a customizing with empty project, version and view.
To activate the business document types:
1.
Management (EFM) > User-Exits > Maintain Project dependent User-Exits
2.
icon.
You must maintain and activate the /OTEI/EXIM_FILTER_DOCTYPES function

module for the used DocuLink project and the FILTER_DOC event.
Note: Alternatively, you can activate this user exit with a own
implementation to use a different logic for business document types. In
this case, the customizing defined in OpenText Business Suite for SAP
Solutions > Employee File Management (EFM) > Basic settings >
Configure Business Document Types would not be used.
Interface
description
The interface for the FILTER_DOC event features the following parameters:
Import parameters:
PI_PROJECT
Project ID.
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EIM040001-AGD-EN-1
PI_VERSION
Version of a project.
PI_VIEWID
View.
PI_SCENARIO
Scenarios for filtering of document types. Possible values:
REPORTING
User exit is called in context of reporting.
SEARCH
User exit is called in context of attribute search.
PI_CONTEXT
Situation for filtering of document types. Possible values:
F4
User exit is called before display of F4 help values.
SELECTION
User exit is called before document selection.
Changing parameters:
PCT_DOCTYPES
Document types which will be displayed in F4 help or for data selection.

Values can be changed by customer implementation without restriction.
Example 4-1: Business document types configuration
Result in attribute search:
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45
46
EIM040001-AGD-EN-1
Results in reporting:
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47
4.1.5
Restricting available document types

You can determine which document types are available for employees, depending
on their personnel area. In all scenarios where documents can be added, EFM then
checks this customizing and limits the available document types accordingly. You
can maintain restrictions for a specific project, view, version and personnel area.
To restrict available document types:
1.
Management (EFM) > Basic settings > Restrict Available Document Types
2.
48
icon.
EIM040001-AGD-EN-1
Project, Version, View

Specify the parameters for the required project, version, and view. If you do
not specify these parameters, the specified customizing will be used for all
EFM projects and views as long as no project- or view-specific settings are
customized.
PA
Defines personnel area; specify the personnel area of the employee to whom
the document should be assigned.
Doc. type
As document types you can either specify complete document types or
document type patterns (for example HRI*).
3.
Click the
icon.
To activate the user exit:

1.
Management (EFM) > User-Exits > Maintain Project dependent User-Exits
2.
icon.
You must maintain and activate your implementation for the user exit for the
used DocuLink project and the LIMIT_DOC event.
An example implementation is /OTEI/EXTT_U_LIMIT_DOCTYPE.
Notes
EIM040001-AGD-EN-1
Alternatively, you can activate this user exit with a own implementation
to use a different logic for business document types. In this case, the
customizing defined in OpenText Business Suite for SAP Solutions >
Employee File Management (EFM) > Basic settings > Configure
Business Document Types would not be used.
This user exit is not applicable to the Document Inbox application.

Instead, there you can use the BAdI /OTEI/INAPI to restrict access to
document types and ticket information. For more information, see
Restricting document types and tickets in Document Inbox
on page 170.
49
4.1.6
Customizing sorting of documents

You can maintain the sorting order and the sorting criteria for the documents
displayed in personnel files.
Note: This customizing does not set the sorting for the Search and All
Documents folder.
To customize sorting of documents:
1.
Management (EFM) > Basic settings > Configure Sorting for Documents
icon.
2.
To create an entry, click the New Entries button.
3.

Project, View
Specify the DocuLink project and the view ID of the DocuLink project used.
Sort Criteria
For the sort criteria, you can use document type description, date of origin
and storage date.
Sort Dir, Sort Order
Set the sort direction and the sort order. The Sort Order field defines the
sorting level (values 1, 2, 3) of the defined sort criteria. A sort order of 1
makes the defined criteria the primary sorting level.
4.
4.1.7
Click the
icon.
Customizing Archive Link settings

The OpenText Business Suite for SAP Solutions > Employee File Management
(EFM) > Basic settings > General Archive Link settings activity in the IMG provides
access to the corresponding SAP standard customizing procedures. You must
customize not only the HR standard but also ArchiveLink in order to make new
document types available to SAP HR (and therefore to Employee File Management).
The customizing comprises the following steps:
Defining content repositories.
Creating document types.
Creating the link entry.
Arranging the document types for HR.

Note: If document processing in SAP HR is used already, the corresponding
customizing may also be available.
50
EIM040001-AGD-EN-1
4.1.7.1
Defining content repositories

If it is not already available, define a content repository to be used for storing HR
documents. You must specify the connection parameters for the archive server to be
used.
To define a content repository:
1.
Management (EFM) > Basic settings > General Archive Link settings > Define
Content Repositories activity and click the
2.
4.1.7.2
icon.
Perform the SAP standard customizing. For details, refer to the SAP online help.
Creating document types

Document types classify documents that can be archived with SAP ArchiveLink.
Typical HR document types, for example, may be color photos (HRICOLFOTO) or
employment contracts (HRICONTRAC).
A document type defines the semantic aspect of a document and refers to one
document class.
The document class defines the technical aspect of the content that is the actual MIME
type of the content (for example, document class TXT uses MIME type plain/text).
Many standard document classes are already defined in SAP (for example DOC,
JPG, PDF, TXT). For example, HRICOLFOTO is a SAP standard document type to be
used with HR and refers to the document class JPG; short text for this type is 'color
photos'.
When archiving documents using ArchiveLink, you must select a document type.
This document type should have a document class assigned to it whose MIME type
matches the content you want to archive.
To simplify selection, add the document class to the short text defined for the
document type in order to indicate which technical type (MIME type) is assigned to
the document type. However, many standard types like HRICOLFOTO do not indicate
the MIME type. If you are creating your own document types you might want to
add this information (for example something like color photos JPG).
Within the SAP HR application, and also within Employee File Management, the
document type short text together with the date of origin and/or the storage date is
used to distinguish documents. Therefore, defining reasonable short texts for
document types simplifies your work.
To create document types:
1.
Management (EFM) > Basic settings > General Archive Link settings > Edit
Document Types activity and click the
2.
icon.
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51
4.1.7.3
Creating link entry

In order to assign documents to a certain object you have to maintain the
corresponding link entries. In the HR range, it is common to use the link table TAOHR
for this purpose. The link entry consists of object type, document type, status,
content repository, link table, and the period spent in months.
When creating a link entry, note the following:
The object type of the HR master records is always PREL.
The document types are drawn from the SAP standard customizing.
The status must be X for active.
At the content repository, register the used logical archive.
In the HR range, register TOAHR as link table.
Set the period spent in months to 0 for unlimited.
To create link entries:

1.
Management (EFM) > Basic settings > General Archive Link settings > Edit
Links activity and click the
2.
4.1.7.4
icon.
Arranging the document types for HR

This customizing allows to define the expected behavior (when archiving HR
documents) regarding subtypes, object IDs, date (of origin), and authority checks for
a given document type/infotype combination.
To arrange the document types:
1.
Management (EFM) > Basic settings > General Archive Link settings > Set Up
Optical Archiving in HR activity and click the
52
icon.
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2.
Modify the following parameters:
Obj. type
For EFM, the SAP object type is always PREL.
Document type
Document type to be archived in the range of HR. Each document type can be
used with one single infotype only.
Infotype
The data fields of the HR master records, time management and applicant data
are combined by logical criteria into infotypes (information types). Examples for
infotypes are family/reference person, organizational allocation or basic
pay.
The following name conventions apply for the infotypes:
Infotypes 0000 to 0999 for HR master records and possibly applicant data.
Infotypes 1000 to 1999 for RP planning data.
Infotypes 2000 to 2999 for time data.
Infotypes 4000 to 4999 for applicant data.
Infotypes 9000 to 9999 as customer reserve.
Subtype
The following entries are possible:
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53
The subtype must be stated at the allocation of the original.
The subtype may not be specified.
Direct value
The subtype is already preset at the allocation of the original and cannot be
overwritten.
Object ID
+
The object ID must be stated at the allocation of the original.
The object ID may not be specified.
Direct value
The object ID is already preset at the allocation of the original and cannot be
overwritten. Usually this will not be the case, since the object ID represents a
free subdivision of subtypes.
Date
For the time-dependent authorization check with the display or allocation of an
original, the date of origin of an original is brought up.
+
At the allocation of the original, the date of origin must also be stated.
At the allocation of the original, the indication of the date of origin is not
valid.
Authorization
This field specifies the authorization check during the collection of the document
at the scanning work center and the following allocation to this document type.
This parameter is not evaluated when entering with DocuLink.
54
EIM040001-AGD-EN-1
4.2. Integrating DesktopLink
4.2 Integrating DesktopLink

You can customize EFM-specific DesktopLink parameters that define the integration
of DesktopLink scenarios and user exits that jump directly to a specific EFM view for
attaching documents to HR. The customizing comprises the following steps:
Creating an EFM-specific DesktopLink scenario.
Assigning an EFM view to a DesktopLink scenario.
Maintaining EFM DesktopLink user exits.

Note: For more details on DesktopLink, see OpenText Archiving and Document
Access for SAP Solutions - Scenario Guide (ER-CCS).
4.2.1
Creating an EFM-specific DesktopLink scenario

You can create an EFM-specific DesktopLink scenario that jumps directly to a
specific EFM view for attaching documents to HR.
To create an EFM-specific DesktopLink scenario:
1.
Management (EFM) > DesktopLink Integration > Assign EFM view to EFM
DesktopLink scenario activity and click the
icon.
2.
Click the New Entries button.
3.
Enter a new scenario type (ID of the scenario).
4.
Enter an X in the active field. Enter some scenario text; this text will be shown in
a popup for selecting a scenario.
5.
Enter /OTEI/DESKL_K_DL_GET_95 in the Funct.mod. GET field. Enter /

IXOS/DC_K_DESKTOPLINK_INS in the Funct.mod. INS field.
You may leave the remaining fields blank.
4.2.2
Assigning an EFM view to a DesktopLink scenario

You can assign an EFM-specific DocuLink view to an EFM-specific DesktopLink
scenario.
Note: It is required that you have added an EFM-specific scenario containing /
OTEI/DESKL_K_DL_GET_95 as GET function module.
To assign an EFM view to a DesktopLink scenario:
1.
Management (EFM) > DesktopLink Integration > Assign EFM view to EFM
DesktopLink scenario activity and click the
2.
icon.
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55
4.2.3
3.
Choose an EFM scenario type.
4.
Choose the EFM view to be used for this scenario type by specifying the
DocuLink project, version, and view (for example $EIM, 05, 110).
Maintaining EFM DesktopLink user exits

You must enable DesktopLink-specific user exits for DesktopLink scenarios. This is
required
to log the creation of documents by DesktopLink in the activity log.
to make sure that an uploaded document is declared as record and available in

Content Server.
To activate the user exits for DesktopLink scenario:

1.
Management (EFM) > DesktopLink Integration > Maintain EFM DesktopLink
User Exits activity and click the
2.
3.
icon.
Customer Exit
Select the ENDE entry.
Scenario Type
Enter the DesktopLink scenario type (ID of the scenario).
sap object
Leave field blank, no entry.
Function module
Enter /OTEI/DESKL_ENDE as the name of the function module.
4.3 Maintaining EFM Cockpit

EFM features the EFM Cockpit as a tool for central access to your standard HR
functions. The EFM Cockpit provides a set of subscreens and buttons for commonlyused functions. The customizing allows you to define:
56
Display position of subscreens.
Type and content of subscreens.
Position, type and label of buttons.
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4.3. Maintaining EFM Cockpit
4.3.1
Subscreen customizing
To maintain subscreens:
1.
Management (EFM) > Cockpit > Maintain Subscreens activity and click the
icon.
2.

Position
Defines the position in the screen grid. The numbers are assigned as
follows:
Position 1
Position 2
Position 3
Position 4
Position 5
EFM View
Specifies the view to be displayed; if you use the default views, no more
options are required.
Scr./Report Name
Only required for customer-specific views; specifies screen and the report
name.
Note: The Employee Data subscreen is fixed in its position and size and
cannot be customized.
To maintain the Employee Data subscreen:
1.
Management (EFM) > Cockpit > Maintain Employee Data activity and click the
icon.
2.
Select which project and view is used for the data selection in the EFM Cockpit.
These settings are defined for example in the Customizing display and
defaults on page 33.
Displaying employee photo
The employee photo shown in the Employee Data sub screen is by default
determined by SAP standard customizing for photos. You have the option to
change the standard SAP document type for the employee photo:
EIM040001-AGD-EN-1
1.
Run transaction SM30 > table T77S0.
2.
In Group = ADMIN and Sem.abbr. = PHOTO, edit the document type.
3.
In the Employee Data subscreen, the changed document type is used for
the employee photo.
57
To maintain the Activities subscreen:

1.
Management (EFM) > Cockpit > Maintain Activity Data activity and click the
icon.
2.
Select which of the activities logged are displayed in the Activities subscreen.
For details, see Customizing logging on page 37.
3.
Specify the time interval in the No Of Days field and the number of entries in
the No Of Entries field.
Note: As an alternative, these settings can also be set with an
implementation of the BAdI /OTEI/CP_COCKPIT, method
SEL_ACTIVITIES. The values of the BAdI implementation will override
any settings of the IMG customizing.
4.3.2
Button customizing
The toolbar buttons may be customized in function and appearance. In addition, you
can assign specific views and/or projects to specific buttons.
To define buttons for toolbar:
1.
Management (EFM) > Cockpit > Maintain Toolbar Buttons activity and click
the
2.
icon.

Btn No
Select the respective button in the sequence.
Button ID
Select the button ID which specifies the button type. The following values
are available:
CUSTOMER
Customer-specific button implementation.
FULLTEXT
EFM Fulltext Search.
INBOX
EFM Document Inbox.
PA20
Invokes SAP transaction Display HR Master Data.
PA30
Invokes SAP transaction Maintain HR Master Data.
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EIM040001-AGD-EN-1
4.3. Maintaining EFM Cockpit
PA40
Invokes SAP transaction Personnel Action.
REPORTING
EFM Reporting
VIEW
EFM Personnel File.
Activate
Specify whether defined button is displayed in the toolbar.
Icon ID
Double-click to specify the icon for the button.
Function Module
This field is only required if you define a customer-specific button and you
have set CUSTOMER in the Button ID column.
Specify the function to be performed for this button. The EFM Cockpit then
triggers this function in a new mode.
Button Text
Define the button label to be displayed.
Quickinfo
Define the tooltip to be displayed.
For the buttons with the button IDs INBOX and VIEW, you must also maintain the
respective project and view.
To maintain project information for buttons:
1.
Management (EFM) > Cockpit > Maintain Project Information for Buttons
2.
icon.

Btn No
Specify the button using the Button Text description string defined in the
Maintain Toolbar Button activity.
Prj Detail
Define whether a project or a view is used.
Value
Specify the value for the project or view defined in Prj Detail column.
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59
4.4 Customizing folder structure

In addition to the infotype structure, you may customize a flexible folder structure. A
flexible folder structure provides an alternate view on HR documents, independent
of the infotype structure. This view only seems to be independent from the infotype
structure. As document types are assigned to infotypes in the HR customizing (see
Arranging the document types for HR on page 52), these document types are in
turn assigned to the folders defined in the flexible folder structure. Therefore, only
documents with document types assigned to some specific folder will be visible
within this folder.
The flexible folder customizing uses the SAP view cluster technology and makes it
possible to group documents belonging to different infotypes into one folder.
However, you still must specify a document type when you archive a document.
Based on the HR customizing for this document type, the document is attached to a
corresponding infotype, subtype, and object; however, you will not notice this in the
flexible folder structure view.
Note: The folder structure comprises a maximum of two levels; documents can
be attached to both levels. By project-specific customizing, several folder
structure configurations can be created in one system, for example a folder
structure for a personnel file and another one for a pensioner's file.
For a top-level folder, you can define an arbitrary number of sub-folders. For a toplevel or sub-level folder, you can assign an arbitrary number of document types. For
each document type, you must create an entry in the table.
To define a flexible folder structure:
1.
Management (EFM) > Folder structure > Define flexible folder structure
60
icon.
EIM040001-AGD-EN-1
4.4. Customizing folder structure
2.
To create a new folder structure configuration, double-click the Folder structure

configurations tree item and click the New Entries button. Specify the name
and the ID for the new folder structure.
Tip: All the folder names are language-dependent. They can be
maintained in all target languages using the menu item Goto >
Translation.
3.
To define the top level of the flexible folder structure, select the flexible folder
configuration that you want to add top folders to and double-click the Top
folders tree item. You must specify an unique folder ID and a name for the
folder.
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61
62
4.
To assign document types to a top folder, select the top folder and double-click
the respective Document types tree item. Assign the required document types
available in the folder.
5.
To define the sub-level (second level) of the flexible folder structure, select the
top-level folder that you want to add sub-folders to and double-click the Sub
folders tree item. The procedure is similar to the Top folders.
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4.4. Customizing folder structure
6.
To assign document types to a sub-folder, select the sub-folder and double-click

the respective Document types tree item. Assign the required document types
available in the folder.
7.
To assign a folder structure configuration to an EFM view, double-click the

Folder structure views tree item and select the required view. Specify the folder
configuration ID to be used with that view.
Note: Only the views 110, 120, and 130 of the standard project $EIM are
intended for flexible folder structures. As a default, only the view 110 is
available; the other views must be activated in DocuLink.
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63
4.5 Customizing reports

EFM enables you to generate reports based on the document type. These reports
allow the HR Administrator to check the following:
Existence of documents.
Validity of documents.
Missing documents.
The lines of the result table are colored according to the document status. In
addition, it is possible to download the report results for further evaluation.
The customizing also determines which of the following additional functions are
available for the user:
Direct view of the existing documents from the report using a hyperlink and a
button.
Jump to the HR data of the selected employees using a hyperlink and a button.
View the personnel file of an selected employee in EFM using a button.
You can also define the DocuLink project and view which should be used to call
EFM.
64
EIM040001-AGD-EN-1
4.5. Customizing reports
To customize reports:
1.
Management (EFM) > Reporting > Report options activity and click the
icon.
2.
Maintain one or more of the following options:

Action User Exit for WebUI
Defines user exit in the EFM Web UI; default user exit is /
OTEI/RP_WD_U_ACTION. Handles the Display Document, Display
Personnel File, and Display HR Masterdata user actions.
The default user exit can be overwritten by a customer-specific
implementation.
Button for calling result diagram
Defines switch button for displaying of result diagram on/off.
Button for displaying document
Defines switch button for displaying of document on/off.
Button for calling EFM
Defines switch button for calling EFM on/off.
Button for calling PA20
Defines switch button for PA20 transaction on/off.
Project
Specifies DocuLink project used.
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65
Hotspot for displaying document

Defines switch hotspot for displaying of document on/off.
Hotspot for calling PA20
Defines switch hotspot for PA20 transaction on/off.
View
Specifies view ID of the DocuLink project used.
4.6 Customizing user exits

User exits offer a powerful means to modify and enhance standard Employee File
Management functions. The following user exits classes are available:
Authorization user exits

For additional authorization checks to restrict the access to documents and
employees; the implemented user exits are only called when the standard
authorization checks have been successful.
User exits related to document changes
Project-dependent user exits
Attribute object dependent user exits

Note: User exits are intended to handle project-specific tasks by the OpenText
service. For more details on user exits, refer to your OpenText service.
To maintain authorization user exits:

1.
Management (EFM) > User-Exits > Define Authorization User-Exits activity
and click the
66
icon.
EIM040001-AGD-EN-1
4.6. Customizing user exits
2.
To add an user exit, click the New Entries button and specify the parameters for
the user exit.
3.

Project, Version
Customizing depends on the DocuLink project and version.
User-Exit
Defines if the user exit is called to restrict the access to an employee (value
EMPLOYEE) or to a document (value DOCUMENT).
Active
Allows you to activate/deactivate an user exit without deleting an entry.
Function Module
Defines the name of the function module which contains the user exit
implementation you want to use.
Note: This function module requires the following interface:
Importing parameters:
PI_ACTIVITY TYPE /OTEI/E_AUTH_ACTIVITY
PIS_DOCUMENT_INFO TYPE /OTEI/S_HR_DOCUMENT_INFO
PIS_OBJECT_INFO TYPE /OTEI/S_HR_OBJECT_INFO
PIS_DOCULINK_INFO TYPE /OTEB/SWF_S_DOCULINK_INFO
Exceptions:
NO_AUTHORIZATION Raise the exception NO_AUTHORIZATION
when your authorization check fails.
An example implementation is delivered with the /
OTEI/EXTT_U_AUTH_DOCU function module.
To maintain document change user exits:

1.
Management (EFM) > User-Exits > Define Document change User-Exits
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icon.
67
2.
In the Scenario field, you can define the document change scenarios for which
you want to activate user exits and thus different behaviors.
The following scenarios are available:
COPY
Copy of a document.
DISPLAY
Display of document attributes.
EDIT
Edit of document attributes.
MOVE
Move of a document.
SCAN
Archive a document using a scan scenario.
STORE
Archive a document using a file upload scenario.
Note: All scenario customizing depends on the DocuLink project, view
and version; the parameter version and view are optional. If these are not
set then the entry is a general entry for all views and versions of a project
and will be used when no more specific entry for this project, version, and
view exists.
3.
68
For each scenario entry, you can specify in the User Exit Class field the class
that implements the user exits. This class must use the /
EIM040001-AGD-EN-1
OTEI/IF_DOCUMENT_CHANGE interface; methods of this class are currently only
used in SAP GUI.
4.
For each scenario entry you can activate or deactivate the following settings:
Rec change
If activated, allows the scenario also to be executed for records (disables the
standard checks for records). This is required for the EDIT, MOVE and COPY
scenarios.
The standard check for records considers all documents with a record
management classification as records.
Use AR OBJ
Activates usage of the GET_AR_OBJECTS2CLASSES method of the user exit
class. This method allows to change the documents which were determined
by the EFM standard implementation.
Use TITLE
Activates usage of the GET_UI_TITLE method of the user exit class. This
method allows to replace the standard UI titles of the document change
dialogs.
Use BF ST1
Activates usage of the BEFORE_STAGE1 method of the user exit class. This
method is called at the beginning of the scenario and can be used to
implement own checks, for example.
Use AF ST1
Activates usage of the AFTER_STAGE1 method of the user exit class. This
method is called after the execution of the STAGE1 standard method. The
STAGE1 method normally contains some checks before execution of an
action.
Use BF ST3
Activates usage of the BEFORE_STAGE3 method of the user exit class. This
method is executed directly before the STAGE3 method. In STAGE3 method
normally the actions for the current scenario are executed.
Use AF ST3
Activates usage of the AFTER_STAGE3 method of the user exit class. This
method is called after the execution of the STAGE3 method.
Use SUB SC
Activates usage of the GET_SUBSCREEN2 method of the user exit class. This
allows you to replace the subscreen which normally contains the HRspecific data.
The activation of the user exits for the methods BEFORE_STAGE1, AFTER_STAGE1,
BEFORE_STAGE3 and AFTER_STAGE3 will replace the EFM implementation of
these methods.
The methods GET_AR_OBJECTS2CLASSES, GET_UI_TITLE and GET_SUBSCREEN2
allow you to overwrite the results of the EFM implementation of these methods.
EIM040001-AGD-EN-1
69
To maintain project-dependent user exits:

1.
Management (EFM) > User-Exits > Define Project dependent User-Exits
2.
icon.
The following project-dependent user exits are available:

GET_DATA
Gets additional key data for HR archiving. You can change HR-specific data
like subtype, object ID or date of origin before archiving the document.
Example: /OTEI/EXTT_U_GET_DATA
FILTER_DOC
Changes document types displayed in F4 helps and before document
selection for attribute search and reporting.
Example: /OTEI/EXIM_FILTER_DOCTYPES
LIMIT_DOC
Restricts available document types at document assignment. An activation
of this user exit disables the corresponding customizing settings in the
OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Restrict Available Document Types
activity.
Example: /OTEI/EXTT_U_LIMIT_DOCTYPE
To maintain attribute-object-dependent user exits:

1.
Management (EFM) > User-Exits > Define Attribute object dependent UserExits activity and click the
2.
icon.
The following attribute-dependent user exits are available:

SELECT
Additional master data selection; you can replace the standard selection.
Attribute: HRSTAMM
Parameters:
PT_SELVALUE gives you the selection criteria entered on the selection

screen in a structured format.
PT_SELCONDS contains the selection criteria PT_SELVALUE as an SQL

WHERE clause.
PE_COUNT should return the number of hits which should be displayed

in the tree.
PET_VALUES returns the hits which should be displayed.
Example: /OTEI/EXTT_U_SELECT
70
EIM040001-AGD-EN-1
SELE_PRE
Populates the selection screen; you can replace the standard pre-selection. It
will not be called in case of a guest user access.
Attribute: HRSTAMM
Parameters:
PC_TITLE sets the title of the selection screen dialog.
In PT_RANGETAB, you can pre fill the selection criteria.
PT_NOINPUTFIELDS defines which fields cannot be changed at the
selection screen.
PT_ICON_EXCLUDE allows you to exclude some restriction types for

specific parameters.
PE_SKIP_SCREEN set to X, this parameter skips the selection screen and
directly executes the selection with the selection criteria you set.
Example: /OTEI/EXTT_U_SELE_PRE
CHECK_AUTH
Additional authorization check; raises the exception NO_AUTHORIZATION if
your authorization check fails.
Attributes: HRSTAMM, INFORECH, INFOERFA , PRELDOCALL, SUBINFORECH,
SUBINFOERFA, PRELDOC, DOCUMENTS
Example: /OTEI/EXTT_U_CHECK_AUTH
AUTH_EMP
Additional authorization check before displaying of an employee. You can
implement this user exit to execute additional authorization before
displaying an employee. This user exit will not replace the standard
authorization checks.
Parameters:
PI_PERNR: Gives you the personal ID of the employee which should be
PI_STRUCNAME: Contains the name of the structure that is displayed.
PC_RC: If you set this parameter to a value greater than 0 then this
displayed.
employee will not be displayed. By deleting/changing values in

structure PCF_HIT you may prevent certain field values from being
displayed.
Attribute: HRSTAMM
Example: /OTEI/EXTT_U_AUTH_EMP
AUTH_DOCU
Additional authorization check before displaying of a document. In this
user exit you can execute additional authorization checks before displaying
a document.
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71
To prevent the display of the document, you must raise the exception
NO_AUTHORIZATION.
Parameters:
PI_ACTIVITY may contain the following values:
01 Display HR master data.
02 Maintain HR master data.
03 Display HR document.
04 Attach HR document.
05 Change date of origin on HR document.
06 Delete HR document.
PIS_DOCUMENT_INFO contains all relevant information about the
PIS_OBJECT_INFO contains the information on the SAP object.
PIS_DOCULINK_INFO contains the data of the employee.
document.
Attributes: PRELDOCALL, PRELDOC, DOCUMENTS

Example: /OTEI/EXTT_U_AUTH_DOCU
4.7 Customizing workflow settings

The workflow recipients settings are used by the class /
OTEI/SWF_CL_AGENT_DETERMINATION which in turn can be used as a user exit class
in the OpenText Business Suite for SAP Solutions > Solution Framework > SAP
Workflow > Maintain activity workflow customizing activity; for details see
Maintaining activity profiles on page 22. With these settings you define if function
class /OTEI/SWF_CL_AGENT_DETERMINATION should return the assigned payroll
administrator or HR Administrator of the selected employees as a workflow
recipient (HR organizational assignment).
Note that the default user WF-BATCH requires read authorizations for the infotypes
0001 and 0002 to execute /OTEI/SWF_CL_AGENT_DETERMINATION properly.
Note: If you use your own implementation of the function class (user exit), this
user exit is also executed in context of WF-BATCH user. Depending on the
implementation, the WF-BATCH user requires the corresponding
authorizations.
To maintain workflow settings:
1.
Management (EFM) > Workflow settings > Maintain workflow recipients
72
icon.
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4.7. Customizing workflow settings
2.
Select an activity profile and assign a required rule in the Grp (group) and
Recipient fields. You can maintain different rules for each profile and
administrator group. An entry in the Activity profile field is mandatory.
If you leave the Grp field empty, the respective customizing will be used for
every administrator group that does not have a specific customizing.
3.
Click the
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icon.
73
Chapter 5
Customizing guest user access

HR applications sometimes require functions that exceed the everyday business of
handling HR records. These exceptions include the following:
Employees wishing to view their own HR file (local one-time access in the HR
department).
Managers who need to check an employee's file, which includes the following:
Local access with validity period in the HR department.
Remote access with validity period.
To fulfill these requirements, Employee File Management provides the concept of a

guest user.
You have the following options to create guest user access:
Using Guest User Ticketing System (GTS)

The HR manager creates the ticket and defines which documents and employees
are accessible for the guest user. The guest user can access all documents and
employees that the ticket creator has listed in the ticket. The HR manager can
write a comment for the guest user when creating a ticket. If the guest user writes
a comment in the ticket, an E-mail notification is sent to the HR manager.
Using Guest User Access based on Guest User Accounts

This option uses a guest user account that is linked to specific access type and
optional to an SAP user. In general guest user access is based on a SAP user that
has permissions to access all employees but is restricted to access only
documents with certain infotypes/subtypes or document types. By specifying
guest user account ticket/PIN, the access for the guest user is further restricted to
a certain employee. The guest user can access only one employee and the
documents defined by the permissions of the SAP user.
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75
Chapter 5 Customizing guest user access
5.1 Customizing guest users using Guest User

Ticketing System (GTS).
5.1.1
Customizing guest user ticket

The customizing comprises the following steps:
maintaining number range for guest user tickets.
maintaining the content types you want to provide access to in the guest user
ticket, for example, folders or files.
maintaining titles for guest user ticket logon screen in Web UI.
customizing settings and content for E-mail notifications.
You find the customizing dialogs in IMG > OpenText Business Suite for SAP
Solutions > Employee File Management > Guest User Ticketing System (GTS).
To maintain number range for guest user ticket:
1.
Run the Maintain number range for guest user ticket activity.
2.
In the Object box, enter /OTEI/GTS and click
3.
Click the Change Intervals button to add/edit the number range for your ticket
numbers.
Range.
Add interval 01 and specify a number range.
4.
Click
Save and
Back.
5.
Click the NR Status button. The NR Status field contains the last assigned
number for a ticket and is computed automatically if you use an internal
number range. The Ext check box indicates if the number range interval is
external or internal.
To maintain content types for guest user access:

1.
Run the Maintain screen field labels activity.
2.
In the Screen Field Name box, select your content type from the drop-down list.
In the Field Label box, enter a name for the content type.
76
EIM040001-AGD-EN-1
5.1. Customizing guest users using Guest User Ticketing System (GTS).
The maintained entries are provided as selection list in the guest user ticket
creation.
You can provide the following options during ticket creation:
Content: Documents you can select the documents you want to give access
to. For example, you can grant access to a specific appraisal document.
Content: Files you provide access to the complete employee file without
restriction to certain folders or documents.
Content: Folders you can select the documents you want to give access to.
The difference to the Content:Documents option is that the documents
shown in the list are selected automatically. Use this if you want to give
access to all documents of some folders. You can deselect specific documents
to deny access to those documents. Use Content:Documents if you want to
give access to specific documents within some folders only. For example,
you can grant access to all appraisals, but exclude a specific one.
Content: Template you can select the folders to give access to all
documents contained in those folders. The difference to Content:Documents
and Content:Folders is that you do not select specific documents but entire
folders. For example, you can grant access to all appraisals.
To customize titles for guest user ticket Web UI logon screen:

1.
Run the Maintain titles for web UI logon screen activity. In this dialog, you can
customize title and subtitle for your guest user ticket system Web UI logon
screen. You can customize your titles for different languages.
2.
Click New Entries.
3.
In the Language box, select your language from the drop-down list.
In the Title box, enter the text you want to display in the logon screen. In the
Subtitle box, enter your text for the sub title.
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77
4.
Click
Save.
Customizing E-mail notifications

The guest user ticket system (GTS) supports sending E-mail notifications. Two types
of E-mails can be sent:
Information on how to access the ticket is sent to the ticket requester in two
separate mails. The first E-mail contains the ticket number and PIN. The second
E-mail contains the access link to access the guest user ticket.
The second type of E-mail is sent if the requester enters comments for the HR
administrator during processing the ticket. In that case, an E-mail containing
these comments is sent to the HR administrator.
In general, the system tries to read the E-mail addresses either from subtype 0010
=E-mail of infotype 105 =Communication maintained for the corresponding
requester/HR manager or from the user address data maintained in transaction
SU01.
To maintain settings for E-mail notification:
1.
Run the Maintain settings for email notification activity.
2.
The dialog opens in the Basic Settings for Email Notification sub dialog.
In the Email Setting box, select your entry from the drop-down list. You have
the following options:
78
No email notification no E-mail notification is sent after ticket creation or

when entering comments for the HR administrator.
No change of email address you cannot edit the E-mail address during
ticket creation. If the system cannot determine an E-mail address, no E-mail
will be sent.
Change if address not maintained You can edit the E-mail address during
ticket creation if the system cannot determine an E-mail address, for
example because no E-mail is maintained in infotype 105 =
Communication. The domain part of the address cannot be specified
freely, but only selected from the list of supported domains. This is used to
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restrict sending E-mails to certain domains, for example to restrict sending

E-mails to the company domain.
Allow overwrite, if address maintained you can still change the E-mail
address during ticket creation, even if the system can determine an address.
3.
Select the From Infotype 105 check box if you want to obtain the E-mail address
from the Subtype 0010 E-mail of Infotype 105 for the ticket requester/HR
administrator. If the check box is deselected, the address is read from user data
(transaction SU01).
4.
Double-click the Define Domains for Email Notification sub dialog. In the
Email domains list, enter the domains you want to support in the E-mail
notification procedure. You can select only from a list of these domains when
entering E-mail addresses manually during ticket creation.
5.
Click
Save.
To maintain subject and body for E-mail notification:

1.
Run the Maintain subject and body for email notification activity.
2.
Enter the following settings:
Interface select the WebLink interface.
Language select the language for which you want to maintain an E-mail
subject and body. E-mail notifications are sent in the language of the user
that created, changed, or accessed the ticket.
Note: Note that you need to customize each E-mail type for each
language.
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E-mail type select the E-mail type you want to customize. You must
customize all three E-mail types:
First notification mail containing ticket and PIN details E-
Second notification mail containing GTS access details E-mail
mail notification for ticket requester containing ticket number and PIN.
notification for ticket requester containing URL for accessing guest user
ticket.
79
Notification mail for Administrator E-mail notification for ticket
creator if the guest user has written a comment in the guest user ticket.
Email Subject specify E-mail subject. For details, see Customizing E-mail
subject and body using placeholders on page 80.
Email Body enter a text for the E-mail body. For details, see Customizing
E-mail subject and body using placeholders on page 80.
Note: If you want to view an existing configuration, do the entries for
Load. If a configuration for
Interface, Language and Email Type. Click
this language and E-mail type already exists, the corresponding Email
Subject and Email Bodydisplays.
5.1.1.1
Customizing E-mail subject and body using placeholders

You can use the following placeholders to display parameters, for example
employee name, ticket or PIN number in the E-mail subject and body:
{TICKETNO} is replaced by the ticket number.
{PIN} is replaced by the PIN number the guest user needs to access the guest
user ticket.
{EMPLOYEES} is replaced by the employee name or employee name list that has
been requested during ticket creation.
{WEBLINK_URL} is replaced by the URL starting the guest user ticket
application.
Rules for using parameters - Which parameters can be used depend on the E-mail
type and if the parameter is used in E-mail subject or body. Note the following
behavior:
First notification E-mail you can use only {TICKETNO} and {PIN} in the E-mail
body. In the E-mail subject, you can use only {TICKETNO}.
Second notification E-mail you can use {TICKETNO}, {EMPLOYEES} and

{WEBLINK_URL} in the E-mail body. In the E-mail subject you can use only
{TICKETNO}.
E-mail notification for HR manager You can only use the {TICKETNO} placeholder.
The comments the guest user has written in the guest user ticket are simply
appended to the E-mail body.
Example 5-1:
First notification E-mail:

Configuration with placeholders:
80
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Corresponding E-mail:
Second E-mail notification:

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81
E-mail for ticket creator:

82
EIM040001-AGD-EN-1
5.2. Customizing guest user access based on guest user accounts
5.2 Customizing guest user access based on guest

user accounts
Customizing guest users by using an SAP user is based on the following
mechanisms:
SAP users with corresponding authorizations are used for technical access. The
authorizations assigned to the SAP user define what the user can see and do
within the EFM view in general (for example corresponding authorizations
ensure that the entire check-in sub-tree is not visible for all guest users). From the
authorizations' point of view, one SAP user can access multiple employees. You
must create different SAP users for employee access and manager access. They
differ in the set of roles assigned to them (for example managers must not see
certain infotypes due to legal restrictions).
The combination of a guest user account and PIN (guest user ticket) is used to
determine the single personnel file the respective guest user account may access.
At a specific time, one guest user account provides access to one personnel file.
Only after the guest user account is refreshed (either manually, because the
EIM040001-AGD-EN-1
83
validity has expired or because the one-time ticket was accessed), this guest user
account can be used for accessing another personnel file.
Note: Do not confuse the guest user account and the SAP user an SAP user
account is required to use the guest user account, but the guest user account is
not an SAP user.
EFM is delivered with the following default guest user roles:
Role for creating a guest user ticket.
/OTEI/GU_TICKET_CREATOR_MENU
/OTEI/HR_GUEST_CREA
Roles for accessing EFM through DocuLink as guest (employee or manager)
/OTEI/GU_ACCESS_MENU
/OTEI/DC_BROWSE_GUEST
/OTEI/WV_DISPLAY_GUEST
Even though you will not use these roles directly, you may use these roles as a
template for your own definitions. These roles and the corresponding authorization
objects are also described in Security on page 225.
In addition, corresponding HR and ArchiveLink authorizations are required.
Because the requirements for those authorizations are customer-specific, OpenText
does not provide example roles containing those kinds of authorizations.
5.2.1
Customizing guest user basic settings

To customize basic settings:
1.
Management (EFM) > Guest User > Basic settings > Assign values for basic
settings activity and click the
84
icon.
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2.
To activate a setting, enter an X in the Value column.

The following settings are available:
EMAIL_EMPNAME
Employee name.
EMAIL_EMPORGUNIT
Employee org. unit.
EMAIL_EMP_DOB
Employee date of birth.
EMAIL_PA015_CHG
Specifies whether the generated email may be sent to an address other than
the one defined in the infotype 0105 Communication. If this setting is
enabled, the defined address is used as default but may be modified.
EMAIL_SUBJECT
Defines the email subject. This setting is used as fallback only. Instead, use
setting in activity OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Guest User > Maintain subject for email
notification, see Maintaining E-mail subjects on page 90. In this activity,
you can specify language specific email subject texts.
EXIT_AUTH_CREATE
Specifies a function module that checks the authorization for generating a
guest user ticket. The default is /OTEI/EXIM_U_GU_CHECK_AUTH.
LOGIN_ATTEMPTS
Specifies the number of logon trials before the guest account is deactivated.
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85
VALID_TO_DAY
Specifies the default expiry period for the ticket (in days). This value is used
to compute the default entry in the Valid to field in the ticket creation
dialog. This default may be overwritten during ticket creation.
5.2.2
Maintaining guest user number range

To maintain number ranges:
1.
Management (EFM) > Guest User > Maintain guest user number range activity
and click the
86
icon.
2.
Enter the /OTEI/GULG (GuestUser: Key for log entry) object.
3.
Click the Number ranges button.
4.
Click the
5.
Select the interval 01 and use internal numbering to maintain the number range.
button.
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5.2.3
Maintaining guest user accounts

To maintain guest user accounts:
1.
Management (EFM) > Guest User > Maintain guest user accounts activity and
click the
2.
5.2.4
icon.
To create an entry, click the New Entries button. Specify the name for the new
guest user and the access type this guest user is intended for.
Optionally, you can specify an SAP user. If an SAP user is specified, this SAP
user must be used to logon to SAP in order to access guest user tickets created
for this guest user.
Defining guest user scenarios

The guest user scenario defines the DocuLink view available to the guest user.
To define guest user scenarios:
1.
Management (EFM) > Guest User > Define scenario activity and click the
icon.
The scenarios available for ticket creation are displayed.
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87
2.
5.2.5
To modify an existing entry, specify the parameters in the Project and/or View
field. The View field defines the view to be used when the guest user accesses
the defined scenario.
the new entry.
Maintaining access type specific settings

You have the following options:
For the guest user access, you can define language-dependent labels.
In scenarios that send email notifications to guest user ticket users, the email
address must be specified manually during ticket creation, if there is no email
address maintained for the ticket user. You can customize a range of domains to
enable the selection of the domain part of the email address from a domain list.
To maintain access type specific settings:

1.
Management (EFM) > Guest User > Maintain access type specific settings
88
icon.
EIM040001-AGD-EN-1
2.
Double-click the Access type tree item.

Edit the following:
Access type - You can maintain additional access types.
Req. field - Select
Requester fields are not available if this field should not be
Entries in Requester fields are optional if this field can be
Entries in Requester fields are required if this field must be
available.
maintained.
maintained.
Send email - select the check box if an email should be sent.
One time - select the check box if the access should be used only once. If the
check box is deselected, unlimited access is possible during the validity time.
Description - The description is maintained in the current logon language.

To maintain other languages:
a. Select your entry.
b. In the main menu, click Goto > Translation.
c.
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In the Maintain Texts in Other Languages dialog, maintain other

languages for your access type.
89
d. Click
3.
5.2.6
OK.
In the tree menu, double-click Domains for eMail notification. The email
domain settings define which email domains are allowed in the email adresses.
the new entry.
Maintaining E-mail subjects

You can maintain language specific subject texts for E-mail notifications.
To maintain E-mail subjects:
1.
Management (EFM) > Guest User > Maintain subject for email notification
icon.
2.
Create or edit your entry by specifiying Access type, Guest user account. In the
Subject field, enter your subject text.
3.
To create a localized variant of your entry, click Goto > Translation in the menu
bar. Select one or more languages from the list and click
90
OK.
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5.2.7
4.
In the Maintain Texts in Other Languages dialog, enter the localized text for
your E-mail subject for the selected languages.
5.
Click
OK.
Maintaining E-mail footers

To maintain an email footer:
1.
Management (EFM) > Guest User > Maintain footer for email notification
icon.
2.
Select the language to be used.
3.
Select the access type for the email notification from the Access type drop-down
list.
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91
5.2.8
4.
Optionally, you can select the guest user account this footer will belong to. If no
guest user account is specified, the footer is valid for all guest user accounts of
the specified access type.
5.
Click the Load button. Either enter or modify the required text for the email
footer in the corresponding field.
6.
Click the Save button.
Maintaining guest user access for EFM Web UI

For every log-in language you can define a title, subtitle, and an explanatory text for
the log-in page of the web-based guest user access. Title and subtitle are
unformatted text strings. The description may be formatted with standard HTML
tags; for details see the respective SAP documentation.
To maintain the EFM Web UI:
1.
Management (EFM) > Guest User > Maintain guest user access for web UI
92
icon.
2.
Select the language to be used.
3.
Enter or modify title and subtitle.
4.
Enter or modify the required text for the log-in page in the Description field.
The description may be formatted with standard HTML tags.
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5.
Click the Save button.
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93
Chapter 6
Customizing for starting EFM from HR transactions

In order to start the EFM (infotype structure) view from the HR transaction (PA20/
PA30), you must configure the DocuLink object service that allows you to start a
DocuLink view from GOS.
The EFM view may be opened either in the existing window, in a new window, or as
a popup window. To specify the required mode, you must maintain the productive
$EIM DocuLink project using the J6NP transaction and the GOS button.
The same customizing can be used to add or remove EFM views from the GOS
menu.
Note: For more details see section 15.3 Providing DocuLink as a GOS in
OpenText DocuLink for SAP Solutions - Customizing and Administration Guide
(DC-CGD).
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95
Chapter 7
Integrating EFM in HCM Processes & Forms

EFM offers an integration into SAPs HCM Processes & Forms. By activating this
integration it is possible to archive documents of a Processes & Forms scenario, with
attachments and the interactive form, as documents in EFM.
7.1 Activating the EFM integration

You must activate the EFM integration to make sure that the EFM function module
will be called when the HCM Processes & Forms process is completed.
Activating the EFM integration:
1.
Execute the SWETYPV transaction.
2.
Maintain the entry with the following parameters:

Object Type field
CL_HRASR00_WF_PROCESS_OBJECT
Event field
COMPLETED
Receiver Type field
HR ADMINISTRATIVE SERVICES
3.
In the Receiver Function Module field, replace the function module
HR_ASR_START_PERSFILE_CREATION with the EFM function module /

OTEI/PF_START_PERSFILE.
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97
Chapter 7 Integrating EFM in HCM Processes & Forms
Note: The function module /OTEI/PF_START_PERSFILE handles only the

scenarios customized for EFM.
7.2 Customizing Processes & Forms scenarios for

EFM
The customizing of Processes & Forms (PF) scenarios for EFM must be maintained
in the SAP IMG.
To customize Processes & Forms scenarios for EFM:
1.
Management (EFM) > HCM Processes & Forms Integration > Connection
between HR and Processes & Forms documents activity and click the
2.
98
icon.
Create an entry for each document type of a process you want to archive and
display in EFM. You must enter the HCM PF process, if you want to archive the
interactive form or an attachment, and the document type. The Subtype and
Object ID fields are optional and define where the documents should be
assigned to.
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7.3. Available user exits
Example 7-1:
The above example is the customizing for the interactive form and an
attachment of the BIRTH_OF_CHILD_01 process.
The attachment SBIRTHCRTF of the process BIRTH_OF_CHILD_01 is
archived as document type ZBIRTH_ATT for subtype 2. The object ID
remains empty, because every new child will get a higher object ID and
therefore it is not possible to enter a fixed value.
The interactive form (Int. form field) of the process is archived as document
type HRIBESCHKI, also for subtype 2 (Child).
Notes
The subtype and object ID defined in this view will only be used if the
corresponding document types (in this example ZBIRTH_ATT and
HRIBESCHKI) have the value + for subtype and if the object ID is
maintained in table T585O (HR Optical Archiving: Configuration Table for
PREL and PAPL) for object type PREL. The info type is also read from table
T585O.
For the FPM forms (PF as Web Dynpro ABAP (WDA) application), EFM
supports the storage of attachments in the EFM personnel file. The form
itself cannot be stored as a document.
7.3 Available user exits

The HCM Processes & Forms integration offers the following user exits:
SET_OADTM
Sets date of origin.
CON_FORMAT
Converts document format.
SET_OADTM
With SET_OADTM you can overwrite the date of origin. This user exit will only be
called if the customizing in table T585O for the document type has the value + in the
Date field. If the user exit is not implemented, the date of origin is set to the system
date.
This user exit implements the following interface.
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99
Parameter
Parameter
type
Data type
Description
PIS_EIM_PROCESS
Importing
/OTEI/PF_TASREIM
EFM customizing for

the current document
type
PI_DOC_TYPE
Importing
TOADD-DOC_TYPE
Document type
PC_OADTM
Changing
OADTM
Date of origin
With PC_OADTM you can change the date of origin. PIS_EIM_PROCESS and
PI_DOC_TYPE deliver all information necessary about the actual process and the
document type used.

CON_FORMAT
With CON_FORMAT you can convert an attachment or an interactive form to a different

format before it is archived.
For example, it should be possible for an user to attach MS Word documents to the
process, but you only want to archive PDF documents. In this case you could use the
user exit to convert the document format, for example with OpenText Rendition
Server, to the PDF format.
This user exit implements the following interface.
Parameter
Parameter
type
PI_ATTACHMENT_TYP Importing
E
100
Data type
Description
/OTEI/PF_TASREIM- HCM PF attachment

type.
ATTACHMENT_TYPE
PIS_ATTRIBUTES
Importing
HRASR00PROCESS_AT HR Administrative
Services: Process
TR
Attributes.
PIT_BAPICONTEN
Importing
File content as RAW

/
OTEI/PF_TT_BAPICO table.
NTEN
PET_DOCS_BIN
Exporting
Converted file content

/
IXOS/BF_TT_DOCS_B in RAW table.
IN
PC_OBJECT_ID
Changing
SAPB-SAPOBJID
SAP ArchiveLink
object ID (object
identifier).
PC_DOC_TYPE
Changing
TOADD-DOC_TYPE
HR document type.
PC_DOC_STRING
Changing
XSTRING
File content as
XSTRING.
PC_DOC_CLASS
Changing
BAPIDCLASS
PF document type.
PCT_COMPONENTS
optional
Changing
BAPIDOCCOMPT
File information for

attachments.
PCS_FORM optional
Changing
/OTEI/PF_S_FORM
File information for

interactive forms.
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7.4. Enhancement spot HRASR00_ATTACHMENT_HANDLING
Parameter
Parameter
type
ERROR
Exception
Data type
Description
An error occurred at
conversion; it must be
raised to allow restart
of process.
The PI_ATTACHMENT_TYPE and PIS_ATTRIBUTES parameters give you all the

information necessary about the actual document, and the process to determine
whether a conversion should be performed and which kind of conversion is
required.
The PC_OBJECT_ID, PC_DOC_TYPE, and PC_DOC_CLASS parameters are filled with the
values before the conversion. To avoid problems when the documents are arched,
the values must be changed according to the conversion performed.
The PCT_COMPONENTS and PCS_FORM parameters include information for the
attachment (PCT_COMPONENTS) and the interactive form (PCS_FORM) respectively.
These parameters must be updated after a conversion.
The content of the file is imported with the parameters PIT_BAPICONTEN and
PC_DOC_STRING. You can either return the converted file with the PC_DOC_STRING
parameter as XSTRING or with the PET_DOCS_BIN parameter as a RAW table. If
PC_DOC_STRING is filled, then the content of this parameter will be archived.
Therefore, you must clear this parameter if you want to return the converted file
content by PET_DOCS_BIN parameter.
Tip: An example for the conversion of a Word document to PDF using LARS is
implemented in function module /OTEI/PF_EXTT_CON_FORMAT.
7.4 Enhancement spot

HRASR00_ATTACHMENT_HANDLING
With SAP ECC 6.0 EhP4, SAP offers the HRASR00_ATTACHMENT_HANDLING
enhancement spot to check the attachments when the user wants to attach
documents to the process. In addition, the enhancement spot offers the possibility to
prevent users from attaching documents.
Regarding the EFM integration, it is helpful to check with this enhancement spot
whether the attachment has the correct MIME type. This is defined in the HCM
Processes & Forms Integration customizing for the actual process and attachment
type.
To implement this check, you must implement the HRASR00_ATTACHMENT_HANDLING
enhancement spot and call /OTEI/PF_HRASR00_ATTACHMENTS function module in
the IF_HRASR00ATTACHMENT_HANDLING~CHECK_ATTACHMENT_MIMETYPE method.
The OTEI/PF_HRASR00_ATTACHMENTS function module checks if at least one of the
attachment types that is customized for the HCM Processes & Forms integration is
connected to the used MIME type.
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However, this enhancement spot does not provide any information about the
process used or the attachment type. It can only be checked in general if an
attachment type for this MIME type is configured.
7.5 Monitoring and restarting the HCM Processes &

Forms integration
The document archiving starts when the process was completed by the last
processor and is performed in the background. Therefore, it is not possible to give
the user a direct feedback if an error occurs during archiving.
In the /OTEI/PF_RESTART transaction, the administrator can get an overview of all
processes completed which are related to EFM. The reference number is usually
displayed when an user starts a process in order to identify it again. End date and
end time show the exact time when the EFM part of the process finished. The Form
finished, Attachment finished, and Finished flags report the status of the
processing. First the interactive form is archived and then all attachments are
archived. After all documents are archived according to the customizing, the whole
process is set to finished.
An administrator who has the /OTEI/ADMINISTRATION role can restart processes
that are not finished. At a restart, the program checks the current status of the
process and continues with the step where the process encountered an error. The
processor and the date of the re-processing are logged in the Processor and Restart
date fields. It is possible to restart a process several times.
In addition, EFM offers the /OTEI/PF_VIEW_RESTART role which allows to view the
logs in the /OTEI/PF_RESTART transaction, but not to restart a process. This may be
useful for business users who can monitor their processes and, in case of an error,
contact an administrator to check the problem and restart the process.
All error and warning messages are logged in the SAP application log (object /
OTEI/EIM, sub-object /OTEI/PF). Also, the restart of processes is logged in the SAP
application log.
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Chapter 8
Integrating EFM in SAP ESS/MSS/HRA

EFM can be integrated in Employee-Self-Service (ESS), Manager-Self-Service (MSS),
and HR Administrator (HRA):
ESS gives employees access to their own personnel file.
MSS gives managers access to the personnel files of their respective employees.
HRA gives administrators access to the personnel files of all employees they are
authorized to access.
ESS/MSS/HRA can be run either using a corresponding business package on an SAP

NetWeaver Portal that is connected to a SAP ECC system or can be run directly on
an SAP ECC system without using the portal.
When using the SAP NetWeaver Portal, ESS/MSS/HRA can either be accessed via a
browser or via the SAP NetWeaver Business Client (NWBC) using a portal
connection.
If no portal is used, ESS/MSS/HRA can be accessed via a NWBC fat client using an
ABAP connection or via the HTML version of NWBC provided by the NWBC
system.
Note: SAP does not support each variant on every platform:
The ABAP variant of ESS/MSS is available on SAP ECC 6.0 EhP5 or higher.
The ABAP variant of HRA is available on SAP ECC 6.0 EhP6 and HR
Renewal 1.0 or higher.
Refer to the corresponding SAP documentation for the most current

information on how to run and access ESS/MSS/HRA.
The customer has to decide how to run and access ESS/MSS/HRA; EFM can be
integrated in all scenarios. However, the customizing provided by SAP to integrate
into ESS/MSS/HRA is different for each scenario.
Note: Depending on the way ESS/MSS/HRA is run on your system, the user
interface will look different.
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Chapter 8 Integrating EFM in SAP ESS/MSS/HRA
8.1 Integration scenarios

When using the SAP NetWeaver Portal, the integration of EFM into the ESS/MSS/
HRA navigation menus depends on the type of portal business package used.
Integration of EFM into ESS/MSS portal business packages using Web Dynpro
Java (WDJ) is customized in the SAP Homepage Framework.
Integration of EFM into ESS/MSS portal business packages using Web Dynpro
ABAP (WDA) is customized in the SAP Launchpad customizing (LPD_CUST
transaction)
Integration of EFM into HRA portal business package using Web Dynpro Java
(WDJ) is customized by adding the EFM workset provided with the EFM
Enterprise Portal Archive (EPA) to the HRA portal role.
The following scenarios are supported when using portal business packages:
Scenario
Portal Business Package
Portal Role (unique name of portal role)
ESS
BP_ERP05_ESS
type = WDJ
version >= 1.0 SP14
pcd:portal_content/com.sap.pct/every_user/
com.sap.pct.erp.ess.bp_folder/com.sap.pct.erp.ess.roles/
com.sap.pct.erp.ess.employee_self_service
BPERPESSWDA
type = WDA
version >= 1.50 SP3
pcd:portal_content/com.sap.pct/every_user/
com.sap.pct.erp.ess.wda.bp_folder/
com.sap.pct.erp.ess.wda.roles/
com.sap.pct.erp.ess.wda.Employee_Self_Service_WDA
BP_ERP05_MSS
type = WDJ
version >= 1.0 SP14
pcd:portal_content/com.sap.pct/line_manager/
com.sap.pct.erp.mss.bp_folder/com.sap.pct.erp.mss.
15.bp_folder/com.sap.pct.erp.mss.roles/
com.sap.pct.erp.mss.manager_self_service
BPMSSADDON
type = WDA
version >= 1.0 SP1
pcd:portal_content/com.sap.pct/line_manager/
com.sap.pct.erp.mss.bp_folder/com.sap.pct.erp.mss.
15.bp_folder/com.sap.pct.erp.mss.roles/
com.sap.pct.erp.mss.manager_self_service
BP_ERP05_HR_ADMINISTRATOR
type = WDJ
version >= 1.42 SP2
pcd:portal_content/com.sap.pct/specialist/
com.sap.pct.erp.hradmin.bp_folder/
com.sap.pct.erp.hradmin.15.bp_folder/
com.sap.pct.erp.hradmin.15.roles/
com.sap.pct.erp.hradmin.11.HRAdministrator
MSS
HRA
Note: The numbers in the unique name of the portal role reflect the version of
the corresponding business package. Depending on the version used on your
system, the numbers may be different.
If ESS/MSS/HRA is accessed without the SAP NetWeaver Portal using a NWBC fat
client with ABAP connection or if it is accessed via the HTML version of NWBC,
EFM needs to be integrated into the navigation menu defined in the corresponding
SAP ECC role (PFCG transaction).
The following scenarios are supported when accessing SAP ECC directly:
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8.2. ESS integration
Scenario
SAP ECC Example Roles from SAP
ESS
SAP_EMPLOYEE_ESS_WDA_3
MSS
SAP_MANAGER_MSS_NWBC_3
HRA
SAP_ASR_HRADMIN_HCM_CI_3
Note: Numbers in the example roles provided by SAP reflect the version of the
WDA component installed on your system. The roles listed above are available
on an SAP ECC 6.0 EhP6 system with HR Renewal 1.0 installed.
In any case, the menu available to the user depends on the SAP NetWeaver Portal
role or the SAP ECC role assigned to the user.
8.2 ESS integration

In this scenario, the employee using ESS can access his own personnel file.
This integration is done by adding corresponding services to the ESS navigation
menu or overview page.
8.2.1
ESS WDJ portal business package Homepage

Framework customizing
The Homepage Framework customizing for accessing the personnel file is added by
activating the corresponding BC set /OTEXEIM/EFM_ESS_MSS_040 (see section 4.2
Activating BC sets in OpenText Employee File Management - Installation Guide (EIMIGD)).
The following elements are added to the Homepage Framework customizing by the
BC set:
Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV
Service group /OTEI/EIM_ESS_SERVICE_GROUP
Resource /OTEI/EIM_ESS_DISPLAY_FILE_RES
You can modify the default settings provided by the BC set. For example, the view
to be used (view 100/infotype structure or view 110/folder structure) can be changed
in the resource definition. The service text and description that appears in the menu
can be changed in the service definition.
The Homepage Framework customizing can be found in the SAP IMG in different
places. One central place to access it is the IMG activity Cross Application
Components > Homepage Framework.
Note: This scenario works with the following authorization roles:
/OTEI/XSS_NO_RESTRICTION
Full HR authorizations must be maintained for each employee user.
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/OTEI/XSS_RESTRICTION
Employee selection is set by the portal; no HR check is executed for the

employee user.
8.2.2
ESS WDA application configuration

Currently, no default configuration for the Web Dynpro ABAP application /
OTEI/ESS_DC_INT is shipped with EFM yet.
Therefore, the following configuration hides the hyperlinks for Home and Close and
allows display of thumbnails and tree.
To configure ESS WDA application
1.
Launch the application configurator with the following URL:

<protocol>://<server>:<port>/sap/bc/webdynpro/sap/
configure_application
2.
Specify /OTEI/ESS_DC_INT as application name, enter a new name and create a

new configuration.
3.
Optionally, you can assign the configuration to some development package or

define it as a local object.
4.
Assign the component configuration /OTEI/HRADMIN_DC_INT_DEFAULT to the

entry with the component usage PROJECT from the table of Web Dynpro
components. Depending on the EhP level of your system, the configuration
differs:
EhP5
Just specify the component configuration in the Configuration column.
EhP6
Select the corresponding entry and click on the Assign Configuration
Name button right above the column header of the table.
5.
Assign the component configuration /OTEI/HRADMIN_DC_INT_DEFAULT to the

entry with the component usage MAIN_HEADER in the same way as in the
previous step.
6.
Save the configuration.
The corresponding component configurations contain reasonable configurations for

the ESS scenario.
This application configuration can now be used in Launchpad or PFCG Role
customizing.
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8.2. ESS integration
8.2.3
ESS WDA portal business package Launchpad

customizing
EFM can be integrated into the ESS MENU launchpad in the LPD_CUST transaction
(Role =ESS, Instance=MENU). Navigate to the folder where you want the EFM
personnel file service to appear and add a new application.
The following parameters must be specified (use default values for all other
parameters):
Link Text
Text appearing in the menu e.g. Personnel file.
Description
Description appearing in overview page e.g. You can display the OpenText
personnel file here.
Application Type
WDA Web Dynpro ABAP
Namespace
OTEI
Application
ESS_DC_INT
System Alias
SAP_ECC_HumanResources
Target App. Parameters
PROJECT=
$EIM&VIEWID=110&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PER
NR&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE1=N_1_1_A
Configuration
Customer-specific Web Dynpro ABAP application configuration for /
OTEI/ESS_DC_INT (as described in ESS WDA application configuration
on page 106).
Use the context menu on the new application to enable the Quicklink functionality.
Note: This scenario only works with the authorization role /
OTEI/XSS_NO_RESTRICTION.
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8.2.4
ESS WDA without Portal ECC role menu customizing

EFM provides the /OTEI/ESS_NWBC role through the BC set /
OTEXEIM/EFM_NWBC_ROLES_040. This role contains the menu entries for the EFMspecific web application.
This single role can be added to the composite role used for the SAP ESS scenario;
for example a customer-specific copy of the SAP example role
SAP_EMPLOYEE_DE_ESS_WDA_3 provided on SAP ECC 6.0 EhP6.
The next step is to import the menu from the single role into the menu of the
composite role. When executing the import, the system asks whether you want to
Reimport or Merge; at that point, select Merge. The new menu options are
visualized in a separate folder in the role menu. Now you can drag&drop the
OpenText Personnel File service to the location in the Employee Self-Service menu
structure where you want EFM to appear.
Edit the details for the OpenText Personnel File menu entry using the context menu
and specify your customer-specific Web Dynpro ABAP application configuration (as
described in ESS WDA application configuration on page 106) in the
Application Config field.
8.3 MSS integration

In this scenario, a manager can access the personnel file of employees he is
responsible for.
In all integration variants, the manager can select an employee in the MSS context
and display the personnel file for this employee.
8.3.1
MSS WDJ portal business package Homepage

Framework customizing
In the WDJ variant of the portal business package, the manager can additionally use
the EFM personnel file search that allows to browse quickly through personnel files
of different employees. This is a special dialog that shows a list of employees the
manager is responsible for at the top of the dialog and the personnel file of the
employee selected in this list at the bottom of the dialog.
The Homepage Framework customizing for accessing the personnel file is added by
activating the corresponding BC set /OTEXEIM/EFM_ESS_MSS_040 (see section 4.2
Activating BC sets in OpenText Employee File Management - Installation Guide (EIMIGD)).
The following elements are added to the Homepage Framework customizing by the
BC set:
108
Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV for personnel file
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8.3. MSS integration
Service /OTEI/EIM_ESS_DISPLAY_FILES_SRV for personnel file search
Service group /OTEI/EIM_ESS_SERVICE_GROUP
Resource /OTEI/EIM_MSS_DISPLAY_FILE_RES for personnel file
Resource /OTEI/EIM_MSS_DISPLAY_FILES_RES for personnel file search
You can modify the default settings provided by the BC set. For example, the view
to be used (view 100/infotype structure or view 110/folder structure) can be changed
in the resource definition. The service text and description that appears in the menu
can be changed in the service definition.
The Homepage Framework customizing can be found in the SAP IMG in different
places. One central place to access it is the IMG activity Cross Application
Components > Homepage Framework.
Note: This scenario works with the following authorization roles:
Full HR authorizations must be maintained for each manager user.
Employee selection is set by the portal; no HR check is executed for the

manager user.
8.3.2
MSS WDA portal business package Launchpad

customizing
EFM can be integrated into the employee context menu of the Team Hierarchy
component on the MSS home page.
In order to configure this integration, you must implement a corresponding
enhancement spot and add EFM into the MSS EMPLOYEE_MENU launchpad in the
LPD_CUST transaction (Role =MSS, Instance=EMPLOYEE_MENU).
Note: Because the enhancement spot HRMSS_MODIF_BUSINESS_PARAMS is part
of the optional software component EA-HR_MSS, EFM cannot know whether
this component is installed in the customer system. Therefore, EFM cannot ship
an implementation for this enhancement spot.
To integrate EFM in the EA-HR_MSS component:
1.
Execute the SE18 transaction and select the HRMSS_MODIF_BUSINESS_PARAMS

enhancement spot.
2.
Create a new implementation for this enhancement and create a BAdI

implementation for this enhancement.
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109
3.
Insert the following code in the
IF_HRMSS_MODIF_BUSINESS_PARAMS~GET_APPLICATION_PARAMS method of
your BAdI implementation class:
DATA: l_pernr TYPE pernr_d,

l_mem_id TYPE text10,
l_emp_name TYPE emnam,
ls_p0001 TYPE p0001,
ls_bus_params TYPE apb_lpd_s_params,
lt_p0001 TYPE STANDARD TABLE OF p0001.
READ TABLE it_bus_params INTO ls_bus_params WITH KEY key =
'PERNR_MEM_ID'.
IF sy-subrc = 0. "PERNR already available in parameters
CALL METHOD cl_hress_employee_services=>set_pernr_to_memory
"Set Pernr to memory id(ESS)
EXPORTING
iv_pernr = iv_object_key
RECEIVING
rv_mem_id = l_mem_id.
l_pernr = iv_object_key.
ls_bus_params-key = 'PERNR_MEM_ID'.
ls_bus_params-value = l_mem_id.
MODIFY it_bus_params FROM ls_bus_params TRANSPORTING value
WHERE key = 'PERNR_MEM_ID'.
CALL FUNCTION
EXPORTING
pernr
infty
begda
endda
TABLES
infty_tab
EXCEPTIONS
OTHERS
110
'HR_READ_INFOTYPE'
=
=
=
=
l_pernr
'0001'
sy-datum
sy-datum
= lt_p0001
= 0.
EIM040001-AGD-EN-1
READ TABLE lt_p0001 INTO ls_p0001 INDEX 1.

l_emp_name = ls_p0001-ename.
CALL FUNCTION 'HR_ASR_WDA_CLEAR_EMPLOYEE'.
CALL FUNCTION 'HR_ASR_WDA_SET_EMPLOYEE'
EXPORTING
pernr = l_pernr
ename = l_emp_name.
ELSE. "Parameter for PERNR has to be set
CALL METHOD cl_hress_employee_services=>set_pernr_to_memory
"Set Pernr to memory id(ESS)
EXPORTING
iv_pernr = iv_object_key
RECEIVING
rv_mem_id = l_mem_id.
l_pernr = iv_object_key.
ls_bus_params-key = 'PERNR_MEM_ID'.
ls_bus_params-value = l_mem_id.
APPEND ls_bus_params TO it_bus_params.
CALL FUNCTION 'HR_READ_INFOTYPE'
EXPORTING
pernr
= l_pernr
infty
= '0001'
begda
= sy-datum
endda
= sy-datum
TABLES
infty_tab = lt_p0001
EXCEPTIONS
OTHERS
= 0.
READ TABLE lt_p0001 INTO ls_p0001 INDEX 1.
l_emp_name = ls_p0001-ename.
CALL FUNCTION 'HR_ASR_WDA_CLEAR_EMPLOYEE'.
CALL FUNCTION 'HR_ASR_WDA_SET_EMPLOYEE'
EXPORTING
pernr = l_pernr
ename = l_emp_name.
ENDIF.
4.
Enter the filter criteria for your BAdI implementation as shown below.
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111
5.
Activate your BAdI implementation.

Check also that your BAdI implementation is activated in the IMG customizing
Personnel Management > Manager Self-Service (Web Dynpro ABAP) > Team
View > BAdI: Modify Parameters for Launchpad Applications.
To configure the employee menu:

1.
Execute the SPRO transaction and click the SAP Reference IMG button.
2.
Navigate to the Personnel Management > Manager Self-Service (Web Dynpro

ABAP) > Team View > Configure Menus for Team View activity and click the
icon.
3.
In the Overview of Launchpads window, select the entry for the MSS role and
the EMPLOYEE_MENU instance and click the
4.
icon.
Select the last entry of the Employee Navigation Menu and click the New
Application button. Enter a description for the link and enter the following
values:
Application Category
Select Webdynpro ABAP entry.
Namespace
Enter OTEI.
Application
Enter HRADMIN_DC_INT.
System Alias
Enter an active system alias in your environment, for example the standard
system alias SAP_ECC_HumanResources.
5.
Click the Show Advanced Parameters button and enter the following values:
Application Alias
Enter /OTEI/MSS.
Application Parameter
Enter the following value:
PROJECT=
$EIM&VIEWID=100&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PERNR&TOGG
LE_NODETYPE_INDEX=3&TOGGLE_NODETYPE1=N_1_1_A
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Configuration
Specify the configuration you want to use, for example /
OTEI/HRADMIN_DC_INT_DEFAULT.
6.
Click the
button.
When you start the SAP NetWeaver Business Client now as a manager, the link
you defined is available in the navigation menu for each employee and will call
the EFM application for the selected employee.
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8.3.3
ESS WDA without Portal Launchpad customizing

EFM integration without the SAP NetWeaver Portal uses the same Launchpad
customizing as the MSS WDA portal business package (see MSS WDA portal
business package Launchpad customizing on page 109).
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8.4. HRA integration
8.4 HRA integration

In this scenario, the HR administrator can access the personnel file for all employees
he has to administrate. The following services can be added to the navigation menu:
Process Personnel File
Opens the personnel file for the employee that is currently selected in the HRA
context.
Search Personnel Files
Opens the general EFM view that shows first the employee search mask which
allows restricting the number of personnel files to be opened.
Full Text Search
Opens the EFM full text search that can be used to search for specific documents
across multiple personnel files. The search area can be restricted by specifying
HR master data attributes or document attributes.
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8.4.1
HRA WDJ portal business package portal content

customizing
EFM is integrated in HRA Portal business packages using Web Dynpro Java (WDJ)
using an EPA file containing portal content. In the corresponding EFM workset for
HR Administrator (Content for Specialists), there are three services for processing
either one employee file (for selected employee) or multiple employee files
(according to specified selection criteria) or for performing a full-text search (this
requires Extended ECM for SAP Solutions and Records Management on Content
Server). This EPA file uses view 100 (infotype structure) as default.
You can modify this setting (for example to view 110/folder structure) in the iView
properties in the Application Parameters field. The service name can be specified in
the corresponding portal page.
Adding workset
to the HR Administrator role
After importing the com.opentext.efm_4_0_xss_hradmin.epa file (see section 5

Importing EPA archive for ESS/MSS and HR administrator in OpenText Employee
File Management - Installation Guide (EIM-IGD)), you must add the OpenText
Employee Information workset to the HR Administrator role.
To add the workset to the HR Administrator role:
1.
Open the HR Administrator role in the SAP portal editor. The HR

Administrator role for the business package 1.41 is located under the portal
content structure Portal Content > Content Provided by SAP > specialist > HR
Administrator > ERP 6.0 EHP4 > Roles.
2.
Select the Overview folder in the hierarchy of the HR Administrator role to

which the workset should be added.
3.
Navigate in the portal content structure to Portal Content > Content Provided
by Other Vendors > Content For Specialists > OpenText > HR Administrator >
Worksets. Right-click the OpenText Employee Information workset and select
the Add Workset to Role > Delta Link command.
After adding the OpenText Employee Information workset to the HR Administrator

role, a new section labelled OpenText Employee Information is added to the
Detailed Navigation pane of the SAP HR Administrator portal component.
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8.4. HRA integration
8.4.2
HRA WDA without Portal ECC role menu customizing

EFM provides the /OTEI/HRADMIN_NWBC role through the BC set /
OTEXEIM/EFM_NWBC_ROLES_040. This role contains the menu entries for the EFMspecific web application.
This single role can be added to the composite role used for the SAP HRA scenario;
for example a customer-specific copy of the SAP example role
SAP_ASR_HRADMIN_HCM_CI_3 provided on SAP ECC 6.0 EhP6.
The next step is to import the menu from the single role into the menu of the
composite role. When executing the import, the system asks whether you want to
Reimport or Merge; at that point, select Merge. The new menu options are
visualized in a separate folder in the role menu. Now you can drag&drop the HRA
service to the location in the HR Administrator menu structure where you want
EFM to appear.
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Chapter 9
UWL customizing for workflows

To process EFM-related workflows from SAPs Universal Worklist (UWL), it is
necessary to upload a specific customizing for the workflow tasks TS00275234 and
TS00275235. An example customizing with all necessary configurations is provided
in the XML file
UWL_Configuration_OpenText_Employee_File_Management_0400.xml.
Tip: You can copy the configuration file and modify it according to your needs.
Check the SAP documentation for more information about UWL configuration.
To upload the file:
1.
Log in to the SAP NetWeaver Portal and navigate to System Administration >
System Configuration > Universal Worklist & Workflow.
2.
Select the active System Alias with the WebFlow Connector connector type.
3.
Click the Click to Manage Item Types and View Definitions hyperlink.
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Chapter 9 UWL customizing for workflows
4.
Click the Upload New Configuration tab.
5.
Enter a name for the configuration in the Configuration Name field and click
the Browse button to specify the XML file
UWL_Configuration_OpenText_Employee_File_Management_0400.xml.
6.
In the Adapt to System field, choose the selected system alias.
7.
Click the Upload button.

You now find the uploaded customizing in the Current Configurations tab
with the name you entered.
8.
Navigate again to System Administration > System Configuration > Universal

Worklist & Workflow.
9.
Re-register the system alias of the WebFlow Connector and clear the cache of
the respective system alias using the function available through the Cache
Administration Page hyperlink.
Now the EFM workflow tasks can be processed directly from the UWL.
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Chapter 10
Integrating EFM in the Employee Interaction Center

(EIC)
With the Employee Interaction Center (EIC) integration it is possible for an EIC
agent to open EFM directly from the EIC either as a dialog or as integrated view of
EIC. In order to invoke EFM, a implementation of the transaction launcher is used.
10.1 Customizing integration

The integration comprises the following steps:
Definition of the logical system for the SAP system where EFM is running.
Configuration of the URL ID.
Definition of the navigation bar profile.
Configuration of the URL parameter.
To define the logical system:

1.
Maintain an entry for the logical system in the SALE transaction with the IMG
activity IDoc Interface / Application Link Enabling (ALE) > Basic Settings >
Logical Systems > Define Logical System.
2.
Create an RFC connection (connection type Connection to ABAP system) to the

logical system in the SM59 transaction. This RFC connection requires a service
user.
3.
Define the connection between the logical system and the RFC connection in the
CRMC_ABOXLSYSRFC view (SM30 transaction).
4.
Add the logical system in the CRMV_IC_BORADM view (SM30 transaction).
To configure the URL ID:

1.
Activate the BC set /OTEXEIC/EFM_TA_LAUNCH_040 in the SCPR20 transaction.

Note: When using SAP CRM 7.01 and higher versions, the BC set /
OTEXEIC/EFM_TA_LAUNCH_040 must be activated in Expert mode.
2.
Execute the SPRO transaction and navigate to the IMG activity Customer
Relationship Management > Interaction Center WebClient > Basic Functions >
Transaction Launcher > Define URLs and Parameters.
3.
Open the URL ID /OTEI/EIC in detail view and enter the logical system in the /
OTEI/EIC field.
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Chapter 10 Integrating EFM in the Employee Interaction Center (EIC)
4.
Save the URL ID.

Note: The BC set /OTEXEIC/EFM_TA_LAUNCH_040 also creates the transaction
launch IDs /OTEI/EIC_INPLACE and /OTEI/EIC_POPUP in the IMG structure
Customer Relationship Management > Interaction Center WebClient > Basic
Functions > Transaction Launcher > Copy/Delete Launch Transactions.
To define the navigation bar profile:
Activate the BC set /OTEXEIC/EFM_NAV_BAR_040 in the SCPR20 transaction.

With the activation of this BC set, the logical link IDs /OTEI/EIMI and /
OTEI/EIMP and work center IDs /OTEI/EIMI and /OTEI/EIMP are created in the
IMG activity Customer Relationship Management > Interaction Center
WebClient > Basic Functions > Define Navigation Bar Profile. These work
centers can now be assigned to navigation bar profiles.
To configure the URL parameters:

1.
Activate the BC set /OTEXEIC/EFM_URL_PARAMETER_040 in the SCPR20

transaction.
The BC set /OTEXEIC/EFM_URL_PARAMETER_040 creates the default entries in
the IMG structure Customer Relationship Management > OpenText Employee
File Management Integration > URL Parameters.
2.
The following parameters can be customized.

URL parameter
Default value
Description
Web Dynpro
configuration ID
/IXOS/DC_WD_DCVIEW_FULL(/
OTEI/EIC_POPUP)
/IXOS/
DC_WD_DCVIEW_EMBEDDED(/
OTEI/EIC_INPLACE)
Configuration of the /IXOS/DC_WD Web

Dynpro application
DocuLink project
$EIM
DocuLink project
Toggle nodetype
T_HRSTAMM
1st node which has to be expanded
Toggle nodetype
N_1_1_A
2nd node which has to be expanded
URL ID
/OTEI/EIC
Transaction Launcher URL ID
Project version
View ID
DocuLink project version (optional); if not

maintained, the active version of the
project will be used.
100
DocuLink project view ID
This customizing is related to the Launch transaction IDs /OTEI/EIC_INPLACE and /

OTEI/EIC_POPUP created with the BC set /OTEXEIC/EFM_TA_LAUNCH_040.
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10.2. Changing URL parameters at runtime
Note: The BC set /OTEXEIC/EFM_THEMES_040 sets a default usage of the

standard SAP Web Dynpro themes. This configuration can be modified in the
IMG structure Customer Relationship Management > OpenText Employee
File Management Integration > Webdynpro themes.
Configuration of
Web Dynpro
themes
10.2 Changing URL parameters at runtime

The URL parameters can also be changed at runtime with an implementation of the
BAdI /OTEI/EIC_URL_PARAMETER.
For this BAdI, the /OTEI/EIC_IF_URL_PARAMETER interface has to be used. The
parameter can be changed in the CHANGE_PARAMETER method which has the
following parameters.
Parameter
Data type
Parameter
type
Description
PI_TA_ID
CRMT_IC_LTX_ID
Importing
Transaction Launch ID.
PIT_ENTITIES
CRMTT_UI_DATA_C
ONTEXT
Importing
Related entities (for

example current
employee).
PC_PROJECT
/OTEI/
EIC_E_PARAM_VAL
UE
Changing
DocuLink project.
PC_VERSION
/OTEI/
EIC_E_PARAM_VAL
UE
Changing
Project version.
PC_VIEW
/OTEI/
EIC_E_PARAM_VAL
UE
Changing
View.
PC_CONFIGID
/OTEI/
EIC_E_PARAM_VAL
UE
Changing
Configuration ID.
PC_TOGGLE_N
/OTEI/
EIC_E_PARAM_VAL
UE
Changing
Node 1 to be
expanded.
PC_TOGGLE_N1
/OTEI/
EIC_E_PARAM_VAL
UE
Changing
Node 2 to be
expanded.
Changing
If not equal
ABAP_TRUE, the
result will not be
displayed.
PC_DATA_FLOW_CO ABAP_BOOL
MPLETED
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Chapter 10 Integrating EFM in the Employee Interaction Center (EIC)
10.3 Roles
The /OTEI/EFM_EIC_INTEG_BASIC role can be activated with the BC set /
OTEXEIC/EFM_ROLES_040. This example role provides the authorizations which are
additionally required to use the EFM integration in the EIC.
124
Role
Description
/OTEI/EFM_EIC_INTEG_BASIC
Authorization for work center IDs /

OTEI/EIMI and /OTEI/EIMP.
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Chapter 11
Customizing the EFM Web UI

Employee File Management features the EFM Web UI which allows to display
documents in a web-based environment, including a dedicated tree view and
browsing of document thumbnails. The EFM Web UI is based on the SAP Web Dynpro
technology.
11.1 Checking prerequisites

The EFM Web UI thumbnail view uses the Web Viewer component for image
rendering. In order to ensure adequate response times for rendering, check the
following prerequisites:
Load estimation
The load estimation for the Web Viewer must consider the following parameters:
Number of concurrent users.
Number of documents per DocuLink folder.
Typical size of documents (dpi and number of pages).
Typical document type (PDF, TIFF, JPG).
These parameters influence the overall performance of the Web Viewer.

Therefore, it may be essential to upgrade the hardware depending on the
number of concurrent users or the documents typically used.
Archive performance
Total performance of the thumbnail view relies essentially on the performance of
the archive used. Therefore, consider optimizing the archive performance first.
Web Viewer hardware configuration

Due to the performance requirements, client hardware upgrades such as more
memory or faster processors may become necessary.
Web Viewer software configuration

In order to use the Web Viewer for the thumbnail view, the Web Viewer
configuration file viewer.cfg must be modified with a number of options
related to cache settings. For more details, see Defining local cache settings
on page 126 and Defining thumbnail cache settings on page 128.
Tip: You can also customize settings for the thumbnail view which limit the
number of displayed documents per thumbnail view page; for details see
Defining thumbnail settings on page 136.
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Chapter 11 Customizing the EFM Web UI
11.2 Configuring Web Viewer

The Web Viewer uses different caching mechanisms to increase performance. The
settings for these mechanisms are defined in the viewer.cfg file.
Caution
As both the local and the thumbnail cache store archived content in the
local file system, take care that administration of the Web Viewer is only
performed by authorized personnel. It is recommended to disable public
access to the local cache folder.
11.2.1
Activating function
You must configure the /OTEI/OA_X_OA_OBJECTDISPLAY_01 function module which
activates the Web Viewer. This setting is required to trigger the parameters set in /
IXOS/OA_CUST_A customizing table.
Note: This entry is also used for logging. For details, see Enabling logging
on page 38.
To activate Web Viewer:
1.
Execute the SE16 transaction and open the TOAEX table.
2.
Click the
button to create a new entry with the following values:
EXIT ID
OA_OBJECTDISPLAY_01
ACTIVE
X
EXIT FUB
/OTEI/OA_X_OA_OBJECTDISPLAY_01
3.
11.2.2
Click the
icon.
Defining local cache settings

The Web Viewer local cache stores archived content in the file system. The
respective settings are defined in the LOCAL CACHE section of the viewer.cfg file.
Using the local cache improves the overall performance of the thumbnail view.
When activated by the LeaDocProvider.cache.dir parameter, the local cache
provides access to previously retrieved archived documents directly from the local
file system. The LeaDocProvider.cache.size parameter defines the size of the
local cache.
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11.2. Configuring Web Viewer
Tip: For easier maintenance, OpenText recommends defining a common

parent folder for both local and thumbnail caches.
Example 11-1: Local cache settings
# Description:
# Location of the cache. Use an absolute path to specify
where to
# store the temporary files. For windows systems you have to
mask
# the backslash; i.e. C:\\WebViewer\\cache
LeaDocProvider.cache.dir=C:\\WebViewer\\cache
# Description:
# Parameter if the cache directory should be initially cleaned
# during startup.
# Default is true
LeaDocProvider.cache.clean=false
# Description:
# Size in bytes for the cache.
# Default is 100*1024*1024 bytes
LeaDocProvider.cache.size=100485760
# Description:
# Cache's min file hold time (in ms).
# Default is 10 seconds
LeaDocProvider.cache.file.min_hold_ms=10000
# Description:
# The cache's small file limit (in bytes). Files smaller than
# this limit threshold will be preferably removed from cache.
# Default: 10 * 1024 bytes
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LeaDocProvider.cache.file.small_limit=10240
11.2.3
Defining thumbnail cache settings

The Web Viewer thumbnail cache stores the displayed thumbnails in the file system;
the respective settings are defined in the THUMBNAIL CACHE section of the
viewer.cfg file. Using the thumbnail cache improves the overall performance of the
thumbnail view.
When activated by the ThumbnailView.cache.dir parameter, you can specify the
size of the local cache and the number of thumbnails. These values may be checked
regularly using the ThumbnailView.cache.period parameter.
Tip: For easier maintenance, OpenText recommends defining a common
parent folder for both local and thumbnail caches.
Example 11-2: Thumbnail cache settings
# Description:
# Location of the thumbnail cache. Use an absolute path
# to specify where to store the image files.
# For windows systems you have to mask the backslash;
# i.e. C:\\WebViewer\\thumbnailcache
ThumbnailView.cache.dir=C:\\WebViewer\\thumbnailcache
# Description:
# Size in mbytes used for caching
# Default is 2048
ThumbnailView.cache.size=2048
# Description:
# Number of files used for caching
# Default is 8192
ThumbnailView.cache.files=8192
# Description:
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11.3. Using default configurations
# interval for cache cleaning in seconds

# Default is 1800 seconds (30 minutes)
ThumbnailView.cache.period=1800
# Description:
# Enforces use of thumbnail cache
# Default false
ThumbnailView.cache.force=false
11.3 Using default configurations

You can use default configurations for the Web Dynpro applications /ixos/dc and /
ixos/dcview. These configurations define default settings for all DocuLink projects
and DocuLink views.
The following default configurations are available:
For Web Dynpro application /ixos/dc:
/IXOS/DC_WD_DC_DEFAULT
Deactivates the tree and thumbnail view.
/IXOS/DC_WD_DC_FULL
Activates the tree and thumbnail view.
For Web Dynpro application /ixos/dcview:
IXOS/DC_WD_DCVIEW_DEFAULT
Deactivates the tree and thumbnail view.
/IXOS/DC_WD_DCVIEW_FULL
Activates the tree and thumbnail view.
/IXOS/DC_WD_DCVIEW_EMBEDDED
Activates and shows the tree and thumbnail view; hides the header and
footer.
The configurations can be controlled using the Web Dynpro configuration

parameter SAP-WD-CONFIGID. If this parameter is not set, the Web Dynpro
applications /ixos/dc and /ixos/dcview will use the default configurations /
IXOS/DC_WD_DC_DEFAULT and IXOS/DC_WD_DCVIEW_DEFAULT, respectively.
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11.4 Customizing guest user access

The EFM Web UI also provides a guest user access. The guest user access grants
access to EFM by indicating that a guest user account and a corresponding PIN
should be used. For using the web-based guest user access, OpenText recommends
configuring the so-called SAP Service Aliases.
An SAP Service Alias for EFM points to the /IXOS/DCVIEW Web Dynpro service and
allows using the guest user access directly using an URL without a login to the SAP
system. For an anonymous login, a technical SAP user has to be assigned to the
Service Alias.
Tip: OpenText recommends using the already created technical SAP users,
which have been mapped to appropriate guest user accounts.
Example: For a service dcview_manager which uses the technical SAP user manager,
the guest user login can then be accessed using the URL
<protocol>://<server>:<port>/sap/bc/dcview_manager?sap-client=800&
project=$EIM&VIEWID=100&sap-language=EN
To create an SAP Service Alias:

1.
Execute the SICF transaction. Select the SERVICE entry in the Hierarchy Type
field and click the
2.
130
button.
Select your virtual host and select the menu entry Service/Host > Create Service
to create a service.
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11.4. Customizing guest user access
3.
Create a Service Alias with a name consisting of the guest user account used or
the technical SAP user respectively; for example the name dcview_manager.
Select the Reference to Existing Service option and click the
4.
icon.
Select the Alias Trgt tab to define the assignment with the /IXOS/DCVIEW
service.
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131
5.
132
Select the Logon Data tab to assign the service to the specific SAP user who is
used for the EFM guest user account.
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11.5. Using URL syntax
6.
Click the
button and activate the service.
11.5 Using URL syntax

You can use the following URL syntax for EFM Web UI to place a link in an intranet
or a portal:
Display a list of all EFM Web UI-enabled DocuLink project views:
<protocol>://<server>:<port>/sap/bc/webdynpro/ixos/dc?saplanguage=EN
Example for URL:
http://vmmucr3qm8.opentext.net:8000/sap/bc/webdynpro/ixos/dc?saplanguage=EN
Access a specific Web UI enabled view:
<protocol>://<server>:<port>/sap/bc/webdynpro/ixos/dcview?saplanguage=EN&project=<DocuLink project>&version=<DocuLink project

version>&viewid=<DocuLink project view>
Example for URL of the standard EFM infotype structure view:
http://vmmucr3qm8.opentext.net:8000/sap/bc/webdynpro/ixos/dcview?
sap-language=EN&project=$EIM&version=03&viewid=100
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133
In a guest user scenario it is not recommended to use these URLs directly. Instead,
use an SAP Service Alias that points to the /IXOS/DCVIEW service. For details see
Customizing guest user access on page 130.
Note: Starting from SAP CRM 7.01 SP4 or SAP CRM 7.11 SP2, the old
rendering engine UR Classic is not supported anymore. Use the SAP rendering
engine Light Speed which is the default.
11.6 Customizing Web Dynpro application

You can tailor any of the Web Dynpro default configurations mentioned in Using
default configurations on page 129 in more detail either for a specific DocuLink
project or a specific DocuLink view.
This customizing requires the SAP authorization object S_WDR_P13N. When you log
in as an administrator using the Web Dynpro administration mode (add the
parameter sap-config-mode=X to the Web Dynpro URL), the EFM Web Dynpro
interface has a special Settings link entry.
The configuration customizing comprises the following:
134
Creating a new configuration.

Provides an additional configuration which is only valid for the current view.
Loading an existing configuration.
Deleting or resetting a configuration.

Only additional configurations may be deleted; the default configuration can
only be reset to the original values.
Applying current configuration to all users.

Manages the customizing settings available to the users.
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11.6. Customizing Web Dynpro application
You must use the tabs of the Settings dialog to access the different customizing
settings.
All customizings may be bundled for a transport by clicking the Save button. You
must specify a corresponding customizing transport.
11.6.1
Managing configurations
To define the default view:
1.
Click the General Settings tab.
2.
Select either the thumbnail view or the standard list view as the initial default in
the Default view drop-down list.
3.
Select one or more of the following parameters:

Enable Thumbnail View
Enables users to switch between list and thumbnail view under the View
menu.
Enable Tree
Enables users to activate the tree view under the View link.
Show Tree
Displays tree view as a default; requires that Enable Tree has been selected.
To create a new configuration:
1.
Click the Create button.
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135
2.
Specify a name for your configuration and enter the required parameters.
Configurations are only valid for the currently displayed DocuLink view; only
the default configurations are valid for all views of a DocuLink project.
To load a configuration:
1.
Click the Load button.
2.
Select one of the configurations and click the Load button again.
Each user who is already logged in has a personalized configuration. If you modify
configurations as an administrator, you must apply the modified configuration to all
users who already have personalized layout settings.
To apply a configuration:
11.6.2
1.
Modify a default configuration as required.
2.
Click the Apply to all button.
Defining thumbnail settings

The thumbnail view may be adapted to the performance available from the Web
Viewer server. You may define a set of maximum values for the number of
thumbnails displayed as a block on a page. These values apply to the number of
documents, the number of pages, and the number of folders.
If one of these maximum values is exceeded, the user must click a Next button to
display the next block of thumbnails.
The default maximum values are 10 documents or 30 document pages.
To define the thumbnail settings:
136
1.
Click the Thumbnail View Settings tab.
2.
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11.7. Customizing the Upload and Assign Documents application
Number of documents
Specifies the maximum number of documents visible as a block in the
thumbnail view.
Number of pages
Specifies the maximum number of pages visible as a block in the thumbnail
view.
Number of pages per document
Specifies the maximum number of displayed pages per document.
Number of folders
Specifies the maximum number of DocuLink folders visible as a block in the
thumbnail view.
Default layout
Specifies whether thumbnails are arranged vertically or horizontally.
Thumbnail size category
Specifies the initial size of the thumbnails; switches between Small, Medium,
and Large thumbnail size.
Page size category
Specifies the initial size of the page thumbnails; switches between Small,
Medium, and Large thumbnail size.
11.7 Customizing the Upload and Assign Documents

application
The EFM Web UI offers a Drag&Drop-style file upload component called the Upload
and Assign Documents application. By dragging documents from the file system it is
possible to upload documents automatically. The documents are transferred to a
user-specific upload buffer and can then be assigned to one or multiple employee
files.
The following prerequisites must be fulfilled:
The respective users require the corresponding authorization J_6NE_FU.
The authorization field ACTVT has to be set to UL(Upload).

Note: The Upload and Assign Documents application uses a component based
on Microsoft Silverlight 4. The Silverlight Web browser plug-in will be
installed automatically if it is not already installed on the local computer of a
user.
Errors during the upload are displayed within the file upload application and
are also logged into the SAP SLG1 logging with the sub-object /OTEI/FU_WD.
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137
11.7.1
Maintaining hyperlinks
The Upload and Assign Documents application can be started as follows:
Directly by entering the specific file upload URL into the browser.
From within Employee File Management.
The following URL syntax can be used to launch the application directly:
<protocol>//<server>:<port>/sap/bc/webdynpro/otei/
fu_wd_multi_fileupload?
content_repository=<content_repository>&project=<project>&viewid=<vie
wid>&sap-wd-lightspeed=
Tip: Usually an appropriate URL is offered in the Favorites menu of the

browser or on an intranet page.
The following URL parameters are available:
content_repository
Sets a content repository for storing documents temporarily; all uploaded

documents are stored in this content repository at first. When a document is
assigned to an employee file, the respective document is deleted from the
temporary repository and created in the content repository of the specified
document type.
project (optional)
Specifies an EFM DocuLink project. This parameter is written into the EFM
activity log and is also used for determining EFM basic settings, which can be
project- and view-specific.
viewid (optional)
Sets the view of an EFM DocuLink project. This parameter is written into the
EFM activity log and is also used for determining EFM basic settings, which can
be project- and view-specific.
sap-wd-lightspeed
Specifies that the SAP rendering technique Light Speed is not supported. Disable
this setting by not entering a value. EFM supports Light Speed only on SAP ECC
6.0 EhP6 or higher.
If you are starting from Employee File Management, you must perform a hyperlink
customizing for the hyperlink mapping ID LINK_EFM.
To maintain a Related Link within EFM:
1.
Navigate to the OpenText Archiving and Document Access for SAP Solutions
> DocuLink for SAP Solutions > DocuLink: Administration > Visualization >
Hyperlink maintenance for DocuLink in Web activity and click the
2.
138
icon.
Create a new hyperlink for the mapping ID LINK_EFM and specify the following
parameters:
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Description
Name of the link that starts the Upload and Assign Documents application;
for example Upload and Assign Documents.
Protocol
Protocol of an ICM service that is used for Web Dynpro applications. The
value can be either HTTP or HTTPS.
Hostname
Host name of the SAP system.
Port
Port of an ICM HTTP(S) service that is used.
Path
Path to the ICF service; must be set to /
sap/bc/webdynpro/otei/fu_wd_multi_fileupload.
3.
Modify the hyperlink in the URL Parameter field using the following URL
syntax:
content_repository=<content_repository>&project=<project>&viewid=
<viewid>&sap-wd-lightspeed=
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139
The following URL parameters are available:

content_repository
Sets a content repository for storing documents temporarily. All uploaded

documents are stored in this content repository at first. With an assignment
of a document to an employee file, the respective document is deleted from
the temporary repository and created in the content repository of the
specified document type.
project (optional)
Specifies an EFM DocuLink project. This parameter is written into the EFM
activity log and is also used for determining EFM basic settings, which can
be project- and view-specific.
viewid (optional)
Sets the view of an EFM DocuLink project. This parameter is written into
the EFM activity log and is also used for determining EFM basic settings,
which can be project- and view-specific.
sap-wd-lightspeed
Specifies that the SAP rendering technique Light Speed is not supported.
Disable this setting by not entering a value. EFM supports Light Speed only
on SAP ECC 6.0 EhP6 or higher.
After a successful hyperlink configuration, the Upload and Assign Documents

application can be started from the EFM web application.
However, within an ESS/MSS portal it might be necessary to disable the hyperlink.
This can be achieved by setting an implementation for the /
IXOS/DC_U_CHANGE_HYPERLINK user exit as follows:
FUNCTION z_otei_u_change_hyperlink.
DATA: l_port_integration TYPE REF TO cl_wdr_portal_integration,
l_version TYPE string.
l_port_integration = cl_wdr_portal_integration=>get_instance( ).
IF l_port_integration IS NOT INITIAL.
l_version = l_port_integration
->if_wd_portal_integration~m_portal_version.
IF l_version IS NOT INITIAL.
CLEAR pc_nthl.
ENDIF.
ENDIF.
ENDFUNCTION.
The name of the /IXOS/DC_U_CHANGE_HYPERLINK user exit can be set in the in the
User exit field of the maintenance view for hyperlinks.
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11.7.2
Customizing using Web Dynpro configurations

You can further customize the Upload and Assign Documents application in more
detail by creating new Web Dynpro configurations. The respective application and
component configuration data is created and maintained using the SAP configurator
(configuration editor). The IMG activity OpenText Business Suite for SAP
Solutions > Employee File Management (EFM) > Basic settings > Configure File
Upload Application opens this configuration editor.
You must then overwrite the default configuration by setting the SAP-WD-CONFIGID
URL parameter with the name of a new configuration:
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
fu_wd_multi_fileupload?content_repository=<content_repository>&sapwd-configId=<configuration>
Note: Single sign-on (SSO) is not supported. An administrator has to log into
the configuration editor again by entering a user name and password.
The default configuration is set to /OTEI/FU_WD_DEFAULT, which comprises the
following parameters:
MAX_FILE_SIZE
Maximum file size for an uploaded document in kB. Default size is set to 10000
(10 MB).
NO_FILES
Maximum number of uploaded files per Drag&Drop action. Default is set to 30
files.
NO_DOCUMENTS
Number of documents displayed per thumbnail pane. Default is set to 30
documents.
NO_PAGES_PER_DOCUMENT
Maximum number of pages displayed per document. Default is set to 5 pages.
NO_PAGES
Number of document pages displayed per thumbnail pane. Default is set to 100
pages.
TN_SIZE_CATEGORY
Initial thumbnail size (1-3). Default is set to large (3).
PAGE_SIZE_CATEGORY
Initial page size in preview (1-3). Default is set to medium (2).
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11.8 Customizing Document Upload and Inbox

application
You can customize the Document Upload and Inbox applications in more detail by
creating new Web Dynpro configurations. In addition, you can maintain the
hyperlinks provided by the Document Upload and Inbox applications.
Note: The ESS and MSS File Upload applications offer a Drag&Drop-style file
upload. When using it in the SAP NetWeaver Portal, the property
ume.logon.httponlycookie must be set to false with the SAP NetWeaver
Portal configuration tool.
11.8.1
Maintaining hyperlinks
From the Document Upload and Inbox application, users can start via hyperlinks the
EFM application and the PA30 transaction.
These hyperlinks are created with the installation of the /
OTEXEIM/EFM_UPLOAD_INBOX_HL_040 BC set. If you want to support these user
actions you have to configure the hyperlinks after the initial BC set installation as
follows.
The hyperlinks for the PA30 transaction differ, depending whether the Document
Upload and Inbox application is used inside or outside the SAP NetWeaver Portal.
To maintain hyperlinks:
1.
Navigate to the OpenText Archiving and Document Access for SAP Solutions
> DocuLink for SAP Solutions > DocuLink: Administration > Visualization >
Hyperlink maintenance for DocuLink in Web activity and click the
2.
icon.
Open the hyperlink mapping ID OTEI_EFM_INBOX_DISP_HR_MAST.

Specify the URL parameter
transaction=PA30&RP50G-PERNR=@PERNR@&sap-system-loginbasic_auth=X&~okcode=ONLI
3.
Open the hyperlink mapping ID OTEI_EFM_INBOX_DISP_HR_MAST_PRT and

specify the host name, protocol, and port of the SAP NetWeaver Portal server
used.
NavigationTarget=ROLES://portal_content/other_vendors/specialist/
com.opentext.cfs/com.opentext.cfs.hradmin/
com.opentext.cfs.hradmin.pages/
com.opentext.cfs.hradmin.show_employee_data_search&DynamicParamet
er=PERSNR%3D@PERNR@&NavMode=3&sap-system-login-basic_auth=X
4.
142
Open the hyperlink mapping ID OTEI_EFM_INBOX_OPEN_PER_FILE and specify

the host name, protocol and port of the used HTTP(S) service of the SAP ECC
system.
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11.8. Customizing Document Upload and Inbox application

sap-wd-configId=%2fIXOS%2fDC_WD_DCVIEW_FULL&PROJECT=
$EIM&VIEWID=110&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE=T_HRSTAMM
&SELFIELD1=PERNR&VALUE_LOW1=@PERNR@&sap-system-login-basic_auth=X
11.8.2
Customizing Document Inbox using Web Dynpro

configurations
You can overwrite the default configuration by setting the SAP-WD-CONFIGID URL
parameter with the name of a new configuration:
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_inbox?
project=<DocuLink EFM project>&viewid=<DocuLink EFM project
view>&sap-wd-configId=<configuration>
The default configuration is set to /OTEI/DU_WD_INBOX_DEFAULT, which comprises

the following parameters:
NO_DOCUMENTS
Number of documents displayed per thumbnail pane. Default is set to 30
documents.
NO_PAGES
Maximum number of pages displayed per document. Default is set to 5 pages.
TN_SIZE_CATEGORY
Initial thumbnail size (1-3). Default is set to small (1).
PAGE_SIZE_CATEGORY
Initial page size in preview (1-3). Default is set to large (3).
11.8.3
Customizing Document Upload using Web Dynpro

configurations
The following URLs can be used to overwrite the default configurations for the ESS
and MSS Document Upload application:
ESS Document Upload:

du_wd_upload_ess?project=<DocuLink EFM project>&viewid=<DocuLink
EFM project view>&sap-wdconfigId=<configuration>&content_repository=<content_repository>
MSS Document Upload:

du_wd_upload_mss?project=<DocuLink EFM project>&viewid=<DocuLink
EFM project view>&sap-wdconfigId=<configuration>&content_repository=<content_repository>
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The default configurations /OTEI/DU_WD_UPLOAD_ESS_DEFAULT and /

OTEI/DU_WD_UPLOAD_MSS_DEFAULT feature the following parameters:
MAX_FILE_SIZE
Maximum file upload size (in KB) for the Drag&Drop upload area. Default is set
to 10240 KB.
DRAG_AND_DROP
Enables the Drag&Drop upload area for the upload application.
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Chapter 12
Implementing scenarios
12.1 ArchiveLink Scanning
Before you can store a document with archiving type ArchiveLink Scanning, it must
be scanned with OpenText Imaging Enterprise Scan. After scanning, you can add the
document to be stored by direct communication between Enterprise Scan and
DocuLink using OLE 2.0 automation.
You also have the option to redirect the scanned documents to the Document Inbox
before archiving. For details, see Redirecting scanned documents to Document
Inbox on page 149.
For more and general information about archiving via ArchiveLink using Enterprise
Scan, see OpenText Archiving and Document Access for SAP Solutions - Scenario Guide
(ER-CCS).
12.1.1
Prerequisites
Enterprise Scan
Server settings
Profile
For more information, see Customizing OpenText Imaging Enterprise Scan

on page 151.
12.1.1.1
Customizing in SAP
In your SAP system, you must have customized the following:
Creating Content Repository in transaction OAC0.
Creating global document types in transaction OAC2.
Maintaining links for Content Repositories in transaction OAC3.
Setting up optical archiving in HR in transaction SM30 > view V_T585O.
Maintaining protocols in transaction OAA3.
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Chapter 12 Implementing scenarios
Maintaining applications in transaction OAA4.
Maintaining OLE applications in transaction SOLE.
To maintain protocol:
Protocols determine the method of communication between the general SAP
ArchiveLink interface and Content Server. You define the communication type and
the application for a document type depending on functions.
1.
To assign a storage connection protocol to your Content Server repository, run

transaction OAC0. Open the detailed view of your repository in change mode
and click Full Administration to display the Protocol box.
Enter the name of the protocol. Depending on the version number, specific
message types are defined for this protocol.
2.
Run the OAA3 transaction.

In the ArchiveLink: Communications Interface Administration, double-click
the required protocol, for example, IX_HTTP2.
3.
Double-click Archive from frontend.
4.
In ArchiveLink Protocols: Overview of Protocol, select the required document

type, for example FAX and open its detailed view. Note the following:
You must maintain the Communication Type OPEN (OLE) for all required
document types.
Specify IXSCAN as Application.
Click Continue.
5.
Click
Change.
To maintain applications:
You can use application maintenance to define the order of the calls from the SAP
System to a partner application for processing a particular function.
146
1.
Run the transaction OAA4 or click Application maintenance in ArchiveLink

Protocols: Overview of Protocol.
2.
Double-click IXSCAN. In the next screen, double-click Archive from frontend.
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12.1. ArchiveLink Scanning
3.
In this dialog, you define the communication between SAP and the application.
Example 12-1:
The application name is IXOS.IXSCAN.SC2SAP. The application calls the
SendDocDP function that archives a document from Enterprise Scan into
Content Server and fills DocID and ErrorID properties.
To maintain OLE application:
12.1.2
1.
Run transaction SOLE.
2.
Double-click IXOS.IXSCAN.SC2SAP to open the detailed view.
3.
In the CLSID box, enter the respective value from the registry key CLSID under
HKEY_CLASSES_ROOT.
Using ArchiveLink Scanning scenario

1.
Open OpenText Imaging Enterprise Scan and scan your document.
2.
Open your Employee File Management view in DocuLink and open the
required employee file.
3.
Expand Add and navigate to the node to which you want to add a document.
Double-click the
4.
icon.
In the Select archiving type dialog, select and double-click ArchiveLink
Scanning.
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147
148
5.
In the following dialog window, enter document type and document attributes.
6.
Click
OK. The document is removed from Enterprise Scan and appears in
the node selected in your employee file.
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12.1. ArchiveLink Scanning
12.1.3
Redirecting scanned documents to Document Inbox

You have the option to redirect the scanned documents to the Document Inbox
instead of assigning them to the employee file right away.
In the Document Inbox, a document obtains the following attributes:
Ticket number
Subject name that can be defined in the customizing
Created by SAP user starting the scanning in EFM view
Creation date
Creation time
Channel Description for example, SCAN_GER
Status
Personnel number of selected employee
Document type
Date of origin optional
Depending on the Inbox settings, the HR administrator must assign the document or
the automatic assignment feature is used. The document will be visible in the
employee file only after the ticket has been processed.
In this way, you can use the document conversion in the Inbox, for example, to
convert the document to a searchable PDF format. If a document runs into an error,
the HR administrator can see its error status in the Document Inbox.
To enable the Inbox ticket creation for the scanned documents, proceed as follows:
1.
Execute the SCPR20 transaction.

The Business Configuration Set screen appears.
2.
Activate the BC set /OTEXEIM/EFM_BS_ASSIGN_VALUE_040.
3.
In IMG, navigate to OpenText Business Suite for SAP Solution > Employee
File Management > Basic Settings.
Execute the Assign Values for Basic Settings activity.
4.
In the EFM: General settings screen, select the SCANNING_INBOX entry and set
Value = X.
For more information, see
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12.2 ArchiveLink Late archiving with bar code

For more and general information about the archiving scenario using bar code, see
section 4.2.4 Archiving with bar code technology in OpenText Archiving and
Document Access for SAP Solutions - Scenario Guide (ER-CCS).
12.2.1
Prerequisites
You must have installed the following:
OpenText Administration Client
OpenText Imaging Enterprise Scan
OpenText Document Pipeline Base
OpenText Document Pipeline for SAP Solutions
OpenText Document Pipeline Info (optional)

Tip: After installing all components, restart the Archive Spawner in the
windows services and check if all services are running.
You must have customized the following:

Administration Client
Archive modes
Scan host
Enterprise Scan
Server and Document Pipeline settings
Profile
SAP
150
Creating Content Repository in transaction OAC0.
Creating global document types in transaction OAC2.
Maintaining links for Content Repositories in transaction OAC3.
Setting up optical archiving in HR in transaction SM30 > view V_T585O.
Setting up bar code entry in transaction OAC5.
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12.2. ArchiveLink Late archiving with bar code
12.2.2
Customizing OpenText Imaging Enterprise Scan

In OpenText Imaging Enterprise Scan, you can create profiles to automate the
required scanning and archiving tasks for your EFM scenario.
For more information, see section 9 Working with Profiles in OpenText Imaging
Enterprise Scan - User and Administration Guide (CLES-UGD).
Example 12-2: Creating profile for ArchiveLink Late archiving with bar
code scenario
An Enterprise Scan profile containing three subprofiles has been created to
automate the input and archiving of documents using bar code recognition.
1. The Input subprofile FileInput provides a file directory from which the
scan client can collect the documents.
2. The Processing subprofile EFM Barcode recognition contains the bar code
recognition and the separation of the documents by bar code.
3. The Archiving subprofile EFM Archiving uses the archive mode that has
been customized in the Administration client.
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151
4. The connection is tested by clicking the Details button. The scan station
customizing in the Administration Client provides the data.
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12.2.3
Using ArchiveLink late archiving scenario

1.
Open your Employee File Management view in DocuLink and open the
required employee file.
2.
Expand Add and navigate to the node to which you want to add a document.
Double-click the
3.
4.
In the Select archiving type dialog, select and double-click ArchiveLink Late
Archiving with Barcode.
In the Select document type screen, select the document type. Note that only
document types that have been customized in transaction OAC5 are available for
selection. Click
5.
icon.
to confirm your selection.
In the next screen, you can edit the document attributes. Set Date of origin.
To proceed, you have two options:
6.
click
to archive more than one document
click
to archive only one document.
In the Enter Bar Code window, enter a unique bar code for your document.
This bar code is also be used as bar code cover sheet when scanning the
document.
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After confirming your entry, an internal entry is written in table BDS_BAR_IN.

You can view this internal entry in the Archive Link Monitor in transaction
OAM1.
7.
Open OpenText Imaging Enterprise Scan, put the bar code cover sheet at the top
of your document and scan the document.
8.
Click Archive. The document starts running through the document pipeline.
9.
To view the progress of your document in the pipeline, open the OpenText
Document Pipeline Info Tool and enter the respective host name. The pipeline
consists of five steps. You can start and stop the respective steps by doubleclicking them.
10. In step Send message to R/3, the document is archived and published in SAP. An
external entry is written in table BDS_BAR_EX.
To view this external entry in Archive Link Monitor, run transaction OAM1.
11. ArchiveLink connects the scanned document to the employee and the infotype
by using the same bar code. To trigger the matching, click the
codes button in the Bar Codes area.
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Adjust bar
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12.2.3.1
Logging bar code archiving

1. When you assign a bar code to an object in the employee file, the assignment
info is stored in the internal bar code table. The Barcode created activity is
logged.
Important
After installing SP1, you must enable the logging for this activity before
starting the bar coding scenario. For details, see Enabling logging
on page 38.
2. When you scan a document containing this bar code, the assignment info is
stored in the external bar code table and the document is stored in the archive.
Once the bar code is matched, the Document created activity is logged.
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To enable the logging of the Document created activity:

1.
Run the OAG1 transaction. In the ArchiveLink: Basic Settings window,

select the Generate Event BARCODE.ASSIGNED check box and save your
settings.
2.
Run the SWETYPV transaction. In the Event Type Linkages view, maintain
the following linkage:
3.
Object Category - BOR Object Type
Object Type - BARCODE
Event - ASSIGNED
Receiver Call - Function Module
Receiver Function Module - /OTEI/COMM_LOG_BARCODE_ASSIGN
Linkage Activated - select the check box
Save your entries.
Note: If the bar code is deleted from the Open internal barcode entries table
without performing bar code matching afterwards, only the Barcode created
activity is logged.
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Chapter 13
Maintaining Document Upload and Inbox

application
With the Document Upload and Inbox application, both employees and managers can
upload HR-related documents to the Document Inbox. In the Document Inbox, HR
administrators can process the uploaded documents by assigning them to specific
personnel files or rejecting them. Uploaded documents can be converted
automatically by the OpenText Rendition Server to a new target format.
Note: The Document Inbox requires that OpenText Imaging Web Viewer is
configured and running.
The Document Inbox is available as a SAP Web Dynpro application and a SAP GUI
application. The Document Inbox in the SAP GUI offers advanced functions such as
ticket filtering and manual document conversion. In addition, it displays all tickets
with the respective status error, open, rejected, closed and assigned.
In contrast, the Document Inbox in SAP Web Dynpro only displays the tickets with
the respective status error, open and rejected.
You can customize the following input channels for processing tickets in the
Document Inbox:
ESS/MSS
Batch file upload
ArchiveLink file upload
ArchiveLink scanning
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Chapter 13 Maintaining Document Upload and Inbox application
For each input channel, you can determine which document types should be
processed. You can convert the uploaded document to another format by
implementing a conversion user exit. Additionally, you can specify the file upload
and scanning input channels by DocuLink project/view, company, organizational
unit and personnel area of the employee the document is assigned to.
The customizing for the Document Upload and Inbox application comprises the
following steps:
Setting authorizations, see Setting authorizations on page 158.
Maintaining ticket number range, see Maintaining ticket number range

on page 159
Maintaining Document Inbox channels and settings. See Maintaining Document

Inbox channels and settings on page 160.
Maintaining document classes for conversion exits. See Maintaining document

classes for conversion exits on page 165.
Maintaining E-mails for E-mail notification. See Maintaining E-mails

on page 166.
Maintaining ticket subject. See Maintaining ticket subject on page 167.
Maintaining application title and subtitle. See Maintaining application title and
subtitle on page 168.
Maintaining document types for ESS/MSS document upload. See Maintaining

document types for ESS/MSS document upload on page 169.
Maintaining default variants. See Maintaining default variants on page 171.
13.1 Setting authorizations

EFM provides the roles /OTEI/UPLOAD_ESS, /OTEI/UPLOAD_MSS, and /OTEI/INBOX
which allow you to use the ESS/MSS Upload and Inbox applications and the
Document Inbox in the SAP GUI, respectively. These roles use the following
authorization objects:
J_6NE_DU - Determines access to the Document Upload and Inbox application.

Add the applications that you want to be able to access.
S_RFC - Required for running the Document Upload and Inbox application.
Customize the following settings:
ACTVT
Set to Execute.
RFC_NAME
Set to /OTEI/DU_WD_REND.
RFC_TYPE
Set to FUGR.
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13.2. Maintaining ticket number range
S_TCODE - The Document Inbox in the SAP GUI can be started with the /
OTEI/INBOX_100 and /OTEI/INBOX_110 transactions. For both transactions, the
authorization object must be set accordingly.
S_USER_GRP - Required for using the Document Inbox application. Customize

the following settings:
ACTVT
Set to Display.
CLASS
Set to full authorization.
EFM provides the following authorization object without pre-configured role to

allow customer specific values:
J_6NE_INAP - Required to display tickets in the document inbox.

The authorization object contains the following fields:
/OTEI/INCH
Channel. Technical name, as specified in SPRO customizing.
/OTEI/INST
Ticket Status. Allowed values are OPEN, REJECTED, ASSIGNED, CLOSED, ERROR.
/OTEI/INCB
Created By User. System user name SY-UNAME.
/OTEI/INMB
Ticket Changed By User. System user name SY-UNAME.
13.2 Maintaining ticket number range

1.
Execute the SNRO transaction.
2.
Enter the /OTEI/TINO object.
3.
4.
Click the Intervals button.
5.
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13.3 Maintaining Document Inbox channels and

settings
In the Maintain Inbox Channels activity, you maintain the input channel name and
a channel description. In the Inbox Channel Settings activity, you assign document
types to inbox channels and specify further settings, for example, implementing and
enabling a conversion user exit. You can also determine if a date of origin should be
set for the document.
For routing documents to the document inbox through the ArchiveLink file upload
and scanning scenario, additional customizing steps are available. You can maintain
input channels according to project and view, company code, personnel area and
organizational unit. As a prerequisite, these input channels must be enabled in the
basic settings.
To create and maintain Inbox channels:
1.
Management (EFM) > Document Inbox > Maintain Inbox Channels activity
and click the
icon.
2.
3.
Create a new input channel such as ESS, MSS, Scan, Upload or BATCH and enter a
description.
4.
Click the
icon.
To maintain the Inbox Channel Settings:

1.
Management (EFM) > Document Inbox > Maintain Inbox Channel Settings
160
icon.
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13.3. Maintaining Document Inbox channels and settings
2.
For every channel created before, you can specify the following parameters:
Doc. type
Specify the SAP HR document type that you want to use.
CoCD, PA, Org.unit
Specify HR metadata such as company code (CoCD), personnel area (PA),
and organizational unit (Org.unit).
Documents are assigned automatically to a personnel file, if the
organizational unit level of the employee is under the specified
organizational unit. In addition, the employee must belong to the specified
company and personnel area.
Automatic
Click this box to specify automatic processing and assigning of the
documents in the input channel.
HR auth
Click this box to specify additional HR checks during automatic
assignments.
Conversion User Exit
Enter a conversion user-exit or press F4 to select one. See also Maintaining
document classes for conversion exits on page 165.
Notes
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A default implementation /OTEI/DU_WD_REND_U_CONV is available

to convert documents to PDF using the OpenText Rendition Server.
161
In order to use this default implementation to convert documents,

the following prior steps must be performed for the OpenText
Rendition Server:
1. Execute the J6NA transaction and navigate to the Rendition
Server maintenance> Rendition Server Overview entry. Define
your basic parameters and note Rendition Server ID value.
2. Execute the J8A7 transaction and click rendition server ID
button. Maintain the corresponding Rend. Server ID and RS
profile fields.
You can also tailor the document conversion according to your

specific requirements. In this case, replace the default
implementation /OTEI/DU_WD_REND_U_CONV with your own
implementation.
Active
Select the check box to enable the conversion user exit.
Set Date
Select the check box if you want the system to set the date of origin for the
document automatically. If selected, the current date will be inserted as date
of origin for the document. If the check box is deselected, the date of origin
must be set manually in the document inbox.
Note: In addition to the value of the check box, the further
customizing will be evaluated and no date of origin will be set if the
document type does not support entering date of origin.
Important
In table V_T585O, it can be determined if the date of origin must be
specified at all for a document type:
3.
162
Click the
With setting Date = -, the declaration of the date of origin is not

allowed and the Set Date of origin check box must not be
selected.
With setting Date = +, the document type is enabled for

automatic assignment. You must select the check box.
icon.
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13.3. Maintaining Document Inbox channels and settings
13.3.1
Settings for File upload and Scanning inbox channels

Additional settings are available for the file upload and scanning scenarios. You
must maintain your file upload and scanning inbox channels in the respective
activities. You have the option to further specify the inbox channel depending on
DocuLink project/view, company code, personnel area, and organizational unit.
Allowed document types and conversion exits for the respective inbox channel must
be specified in the Maintain Inbox Channel Settings activity. You must also enable
the inbox channels in the basic settings.
To maintain File upload inbox channel:
1.
Management (EFM) > File Upload and run the Define Inbox Channels for File
Upload activity.
2.
Click New Entries to include a new inbox channel for file upload or edit an
existing one.
3.
You can specify the following settings:
Project enter your EFM project.
View enter your DocuLink view.
CoCd Company Code.
PA Personnel area.
Org.unit organizational unit.
Channel specify the inbox channel name.
Click
Save.
4.
In IMG, navigate to OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Basic Settings. Run the Assign Values for Basic
Settings activity.
5.
Create a new INBOX_FILEUPLOAD entry for your EFM project and/or view, or
edit an existing one. To enable the setting, enter Value = X.
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163
To maintain Scanning inbox channel:

1.
Management (EFM) > Scanning and run the Maintain Inbox Channels for
Scanning activity.
2.
Click New Entries to include a new inbox channel for scanning or edit an
existing one.
3.
You can specify the following settings:
Project enter your EFM project.
View enter your DocuLink view.
CoCd Company Code.
PA Personnel area.
Org.unit organizational unit.
Channel specify the inbox channel name.
Click
Save.
4.
File Management (EFM) > Basic Settings. Run the Assign Values for Basic
Settings activity.
5.
Create a new INBOX_SCANNING entry for your EFM project and/or view, or edit
an existing one. To enable the setting, enter Value = X.
Important
The SCANNING_INBOX setting is available after activating BC set /
OTEXEIM/EFM_BS_ASSIGN_VALUE_040 in transaction SCPR20.
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13.4. Maintaining document classes for conversion exits
13.4 Maintaining document classes for conversion

exits
You can define if documents should be rendered by OpenText Rendition Server in
the background. For this purpose, you maintain and enable conversion user exits in
the Inbox Channel Settings. You also must specify which document classes can be
converted to which target document classes by a certain conversion exit. These
settings are used for determining allowed document types for file upload and
scanning via the document inbox using conversion user exits that have been defined
in the Inbox Channel Settings.
To maintain document classes for conversion exits:
1.
File Management (EFM) > Document Inbox. Run the Maintain Document
Classes for Conversion Exits activity.
2.
Create a new entry for a user exit or edit an existing one. Specify the following
settings:
Conversion User Exit enter the name of your conversion exit.
Original document class enter the document class of the original

document to be uploaded, for example, doc or docx.
Target document class enter the target document class of the document to
be converted after assigning to the personnel file.
Example 13-1:
Settings in the customizing:
Conversion User Exit /OTEI/DU_WD_REND_U_CONV
Original document class DOCX.
Target document class PDF.
Conversion user exit /OTEI/DU_WD_REND_U_CONV converts documents from

document class DOCX to PDF. The file upload via Document Inbox option is
enabled and the ticket creator uploads a document with document type
DOCX. First, it is checked if document types with document type DOCX
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165
(without conversion) have been customized for the used inbox channel.
Additionally, it is checked if the inbox channel has customizing for
document types with document class PDF and the conversion user exit
enabled. If this is the case, these document types are also provided for
selection.
13.5 Maintaining E-mails

You can customize the notification emails that are sent after a ticket status has
changed. The respective email addresses are maintained with the SU01 transaction.
Note: The functionality of notification emails is activated by maintaining this
activity. Mails are sent if the texts are maintained either in the default language
of the recipient or in English. Sending of notification emails can be disabled by
deleting an email text for a ticket status.
To maintain notification E-mails:
1.
In the IMG, navigate to the OpenText Business Suite for SAP Solutions >
Employee File Management (EFM) > Document Inbox > Maintain Emails
166
icon.
2.
Select the DocuLink project and view for the application. Specify an input
channel.
3.
Specify the ticket status, language, and the E-mail subject and body.
In the Subject field, you can use the {TICKETNO} tag as a placeholder to set
the ticket number.
In the Body field, you can use tags as placeholders. When the E-mail is
generated, they are replaced with the specific ticket-related information. The
following tags are available:
{TICKETNO} sets the ticket number.
{TICKETSUBJECT} sets the ticket subject.
{TICKETCOMMENT} sets the ticket comment.
{DOCUMENT_UPLOAD_APP_URL} specifies the URL to the upload

application that was used to create the ticket. This tag also contains the
content repository ID used for storing.
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13.6. Maintaining ticket subject
Example 13-2:
13.6 Maintaining ticket subject

Users who open tickets must set an initial ticket subject such as New Health
Insurance Certificate. With the following configuration, you determine the internal
format for ticket subjects used by the ticket system.
To maintain a ticket subject:
1.
Management (EFM) > Document Inbox > Maintain Ticket Subject activity and
click the
icon.
2.
Select your DocuLink project and view for the EFM application. Specify the
input channel.
3.
To specify the ticket subject format, you can combine text elements with the
{TICKETNO} and {TICKETSUBJECT} tags. For ticket subjects created by File
Import, you can additionally use the tags {PROCESSNO} for the number of the
import process and {FILENO} for the number of the imported file.
Example 13-3:
Subject - Ticket {TICKETNO}: {TICKETSUBJECT}
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167
Result - Ticket 0000000353: New Health Insurance Certificate
Example 13-4:
Subject - Ticket {TICKETNO}: File import process {PROCESSNO} - file
{FILENO}
Result - Ticket 0000000354: File import process 0000005276 - file
002309
Note: The ticket attributes can also be changed with BAdI /OTEI/INB_IMPORT.
This BAdI offers the CHANGE_ATTRIBUTES method to change the attributes of
the tickets before ticket creation; this method is called before the creation of the
inbox ticket.
The input for the method are the calculated parameters of the import specified
(calculated from the file name accordingly to the customizing of the import
profile); this input can be modified by the BAdI implementation. With the
implementation of the methods SET_TICKET_SUBJECT and
SET_TICKET_INFOTEXT, the infotext and subjects of the tickets can be changed.
13.7 Maintaining application title and subtitle

You can customize the titles and subtitles displayed in the ESS/MSS Document
Upload and web based Inbox application.
To maintain application title and subtitles:
1.
Management (EFM) > Document Upload > Maintain Application Title and
Subtitle activity and click the
2.
168
icon.
Select the application, the DocuLink project and view and define or modify the
title and subtitle in the respective fields.
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13.8. Maintaining document types for ESS/MSS document upload
13.8 Maintaining document types for ESS/MSS

document upload
You must maintain document types to be used in the Employee Self-Service and
Manager-Self-Service Document Upload and Inbox application. In this way, you
determine a specific set of document types to be available for the employee to which
the uploaded document will be assigned.
You can define per DocuLink project, view and input channel which document
types will be available. Project, view and channel are determined by the used
application, either ESS or MSS upload. Additionally, the list of available document
types can be filtered per company code, personnel area and organizational unit the
employee belongs to. Thus, the MSS or ESS user can only see document types that
match the customized filter criteria. If organizational unit, personnel area and
company code are not set, the respective document type is available for all users.
To maintain document types:
1.
Management (EFM) > Document Upload > Maintain Document Types activity
and click the
icon.
2.
Select the DocuLink project and view for the application.
3.
You can specify the following parameters:

Channel
With the channel settings ESS or MSS, you can set specific document types
for the ESS or MSS upload application, respectively. If the channel is not set,
the documents are available in both applications.
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Doc. type
Specify the SAP HR document type that you want to use. The document
type is available for all users whose organizational unit level is under the
specified organizational unit. In addition, the user must belong to the
specified company and personnel area.
CoCD, PA, Org.unit
Specify company code CoCD, personnel area PA, and organizational unit
Org.unit to filter the document types that should be available for the MSS/
ESS user. You can use the F4 help to select your entry.
If company code, personnel area and, organizational unit are not set, a
document type is available for all users. You can also specify only one or
two of the criteria.
4.
You can set the following options:

Form. Chk.
Enable or disable a format check.
A format check verifies for the selected document type the MIME type of an
uploaded document. The MIME type check is based on the file extension
and the document class of the selected document type.
To check multiple MIME types, a Format Category ID has to be maintained
in the Fm Cat. ID column.
Fm Cat. ID
Specify a file format category.
A file format category comprises multiple MIME types. A Category ID can
be set when maintaining document types. For details, see Maintaining file
format categories on page 171.
5.
13.8.1
Click the
icon.
Restricting document types and tickets in Document

Inbox
To restrict access to document types and ticket information, you can use the BAdI /
OTEI/INAPI. This BAdI uses the /OTEI/INAPI_IF_BADI interface with the following
filter methods:
170
FILTER_TICKETS - is called at the ticket selection.
FILTER_DOCUMENT_TYPES - is called when you open the document selection

window and at the F4 help for selecting document types in the document
assignment window. The method is also called when you assign the document to
the personnel file.
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13.9. Maintaining file format categories
13.9 Maintaining file format categories

You can maintain file formats that are allowed for the ESS or MSS upload
application, respectively. During document upload, a check regarding the file format
is performed. The file formats allowed are grouped into file format categories. Each
category must be enabled for a specific document type.
Note: If you do not maintain file format categories, users are allowed to upload
a random file type in the Document Upload and Inbox application.
To maintain a file format category:
1.
Management (EFM) > Document Upload > Maintain File Format Categories
icon.
2.
In the Fm Cat. ID column, maintain a file format category comprising multiple

MIME types such as MSWORD with the formats DOC and DOCX.
3.
Click the
icon.
13.10 Maintaining default variants

In the Document Inbox, you can create and maintain variants for ticket search using
the standard SAP functions. You also have the option to customize default variants
that are automatically applied when the Document Inbox is started. You can
customize the following default variants:
Default variant for all users starting the Document Inbox.
Default variant personalized for a certain user.
To create default variant for all users

1.
Start the Document Inbox. In the Ticket Search, select and edit the selection
fields you want to apply to your default variant.
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2.
In the menu bar, click Goto > Variants > Save as Variant.
3.
In the Variant Attributes dialog, enter OTEI_INBOX_100 or OTEI_INBOX_110 as

Variant Name, depending on the transaction you performed to start the inbox.
4.
Enter a description in the Description field.
5.
Select the Protect Variant check box. The check box must be selected to prevent
changing by other users.
6.
Click
Save.
The default variant will be automatically applied when a user starts the
Document Inbox.
To create default variant for a certain user:
1.
Start the Document Inbox. In the Ticket Search, select and edit the selection
fields you want to apply to your default variant.
2.
In the menu bar, click Goto > Variants > Save as Variant.
3.
In the Variant Attributes dialog, enter as Variant Name depending on the

transaction you performed to start the inbox:
4.
172
1_<SAP user login name> if you started the inbox in transaction /

OTEI/INBOX_100.
2_<SAP user login name> if you started the inbox in transaction /

OTEI/INBOX_110.
Enter a description in the Description field.
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13.10. Maintaining default variants
5.
Select the Protect Variant check box. The check box must be selected to prevent
changing by other users.
6.
Click
Save.
The default variant will be automatically applied when the user that created the
variant starts the Document Inbox.
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Chapter 14
Integrating SuccessFactors
After creating HR-related data in SuccessFactors, you have the option to download
them as one or more PDF files. EFM provides import profiles which allow the
upload of these files. You can define which files are imported and how the filename
is parsed and metadata is retrieved and used for storage.
14.1 Setting authorizations

Running a batch import process for the Inbox application requires the J_6NE_INB
authorization object with the following settings:
/OTEI/INBP
Defines the profile ID to which the authorization refers to.
ACTVT
Set to 03 for Display, set to 16 for Execute.
For these authorizations, EFM provides the sample roles /OTEI/ADMINISTRATION

and /OTEI/ADMINISTRATION_READ.
14.2 Maintaining ticket number range

1.
Execute the SNRO transaction.
2.
Enter the /OTEI/INB object.
3.
4.
Click the Intervals button.
5.
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Chapter 14 Integrating SuccessFactors
14.3 Defining import profile

The EFM import uses import profiles to define the file import process. These profiles
are then used by HR administrators in the /OTEI/INB transaction to process
documents from SuccessFactors.
To define an import profile:
1.
Management (EFM) > File Import > Maintain Profile activity and click the
icon.
176
2.
3.
Maintain the following values:
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14.3. Defining import profile
Profile ID, Profile description

Specify an unique profile ID and a description.
Directory
Define the directory from which the files should be loaded; this directory
must be accessible from the SAP application server used.
Important
As the imported files contain sensitive HR data, make sure the
directory used is sufficiently protected from unauthorized access.
Field Separator
Define the field separator used in the filename. This character provides the
anchor for all the following position definitions.
Important
Do not use blanks or underscores as field separator.
Date of origin pos., Date of orig. offset, Date of orig. length
Define how the date of origin is determined. The position value denotes the
string before the nth field separator. Alternatively you can specify the date of
origin by defining an absolute offset and length.
Default date of origin
Click this option when you want to use the current date as date of origin.
User ID position, User ID offset, User ID length
Define how the user ID is determined. The position value denotes the string
before the nth field separator. Alternatively you can specify the user ID by
defining an absolute offset and length.
Doc.type position, Document type offset, Document type length,
Define how the document type is determined. The position value denotes
the string before the nth field separator. Alternatively you can specify the
document type by defining an absolute offset and length.
OBJPS position, OBJPS offset, OBJPS length
Define how the OBJPS (part of the object identification) is determined. The
position value denotes the string before the nth field separator. Alternatively
you can specify the OBJPS by defining an absolute offset and length.
Delete file
Click this option when the files should be deleted from the directory after a
successful ticket creation.
Note: Make sure the respective user has sufficient access rights.
Maximum age in hours
Define the maximum age in hours of the files to be uploaded. Files which
are older will not be uploaded.
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Chapter 14 Integrating SuccessFactors
Maximum file size

Define a maximum file size (in bytes) of the files to be uploaded. Only
smaller files will be uploaded.
UserID of creator
Define which user is entered as creator of the inbox tickets. Any rejected
tickets are sent to this user.
Project, Version, View
Specify the parameters for the required DocuLink project, version, and
view.
Temporary Archive ID
Specify an archive ID for the uploaded documents. During ticket
processing, the documents are saved in this archive. They are removed from
this archive if the finally assigned document type is related to a different
archive.
Channel
Define the channel to be used for file import. The channel defines
processing type and authorizations for the file import. For details, see
Maintaining Document Inbox channels and settings on page 160.
Example: A typical file name of an exported HR file is
ARICKES-FY2012 Performance and Development Plan1234501.01.2013.pdf
In this case, the field separator is a dash character -. The relevant HR metadata can be
determined in the profile as follows:
Field Separator is -.
Date of origin pos. is 4 as the extension is the final field separator.
User ID offset is 0 as the user ID is in the beginning of the file name.
User ID length is 7 as the convention is a 7-character user name in this sample company.
Doc.type position is 2 as the document title relates to the document type.
Note: For details on file import batch handling, see section 12 SAP
SuccessFactors integration in OpenText Employee File Management - User Guide
(EIM-UGD).
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14.4. Defining document mapping
14.4 Defining document mapping

You can define the mapping between the document type defined in the file name of
the imported file and the SAP HR document type. The import process then checks if
the document type specified in the customizing can be found in the filename or in a
part of the filename which is defined in the import profile as document type.
Mapping rules
The checking process adheres to the following mapping rules:
the import process checks first if the document type specified in the file name
matches a file name specified in the document type mapping table one
hundred percent. If such a match is not found, all file names from the
document mapping table that can also be found in the document type specified
in the file name are collected. The longest of these document types is
determined as the best match and its corresponding SAP document type will
be used.
To define document mapping:
1.
Management (EFM) > File Import > Maintain document mapping activity and
click the
2.
icon.

Profile ID
Specify the import profile.
Document type of imported file
Specify either the dedicated document type or a string identifying a
document type. This string will then be used for the assignment.
Doc. type
Specify the SAP HR document type that you want to use for mapping.
Example: A typical file name of an exported HR file is

ARICKES_FY2012 Performance and Development Plan_12345_01.01.2013.pdf.
In this case, enter the string FY2012 Performance and Development Plan in the
Document type of imported file field and specify HRIEVALUAT value in the Doc. type
field.
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Chapter 15
EFM Records Management

EFM supports two basic scenarios that require OpenText Records Management:
Retention Management for HR Documents
Full Text Search for HR Documents
Technically both scenarios are based on ECMLink document declaration. You can
use any combination of these scenarios.
Note the following:
If only full text search is required, the document declaration just needs to create a
corresponding Content Server document and add the categories required for
EFM (Employee, EmployeeDocument, System ArchiveLink) to this document
object in Content Server. Additionally, the EFM attributes must be enabled in the
search regions definition on Content Server side and the search template on SAP
side must be configured.
For retention management, category attributes are required too. Additionally,

retention rules must be defined and applied to the document objects. Usually a
classification that refers to a corresponding rule is added to the Content Server
document record using the ECMLink document declaration. Record details for
the document object will be created automatically based on the classification.
The SAP users, for example HR administrators, managers, and employees, must
be mapped to a technical Content Server user using impersonation. For EFM
scenarios, you must use only the ECMLink BAdI impersonation. For more
information, see User impersonation and user mapping on page 188.
Most part of the configuration is identical for both scenarios.
15.1 Checking prerequisites

Check the following prerequisites:
SAP software components OTEXRL and OTEXERM are installed in SAP.
OpenText Content Server instance is installed and running.
Enterprise Library, Directory Services and OpenText Archive and Storage

Services are installed and running.
The Content Server module ECMLink is installed in Content Server.
For details how to install the corresponding components and perform the basic
configuration, see the corresponding installation and customizing guides.
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Chapter 15 EFM Records Management
Relevant documentation
EFM supports Extended ECM for SAP Solutions 10.0 SP 2. In the Knowledge Center,
see the following corresponding documentation: (https://knowledge.opentext.com/
knowledge/cs.dll?func=ll&objId=34046660&objAction=browse&viewType=1)
OpenText Extended ECM for SAP Solutions - User Management and Access Control
Scenarios (ERX-CUM)
describes user mapping and impersonation.
OpenText ECMLink for SAP Solutions - Installation Guide (ERLK-IGD)

describes installation and post-installation steps for connecting SAP and Elib/
Content Server.
OpenText ECMLink for SAP Solutions - Customizing Guide (ERLK-CGD)
Section 6 Configuring document declarations in OpenText ECMLink for SAP

Solutions - Customizing Guide (ERLK-CGD)
Section 10 Preparing the Content Server search functionality for users in

OpenText ECMLink for SAP Solutions - Customizing Guide (ERLK-CGD)
Section 14 Analyzing and troubleshooting in OpenText ECMLink for SAP

Solutions - Customizing Guide (ERLK-CGD)
See also the documentation of Content Server Records Management module:
OpenText Records Management - User Online Help (LLESRCM-H-UGD)
OpenText Records Management - Installation and Administration Guide (LLESRCMIGD)
OpenText Records Management - Administering Records Management (LLESRCM-HAGD)
15.2 Roles and Authorizations

EFM uses the Extended ECM BAdI impersonation concept to map all relevant SAP
users to one technical user on the Content Server, see OpenText Extended ECM for
SAP Solutions - User Management and Access Control Scenarios (ERX-CUM). All HR
documents in Content Server are created and accessed in the context of this technical
user.
Caution
Regular Content Server users must not have access to those HR documents.
HR authorizations are checked within SAP only.
Ensure that the following roles are created and assign the respective authorizations.
You can change the role names according to your choice.
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15.2. Roles and Authorizations
/OTX/RM_IMPERSONATED_USER_ROLE
required to execute impersonation for retrieving a user ticket for the Content
Server user returned by the impersonation BAdI. This role is delivered with
OpenText ECMLink for SAP Solutions and does not need to be created manually.
assign authorization object S_RFC FUGR /OTX/RM_AUTH.
Z_EFM_RM_IMPERSONATION
required for SAP users to use impersonation.
assign authorization object S_ICF:
ICF_FIELD DEST
ICF_VALUE value entered in field Authorization for Destination within
RFC destination used for user impersonation. For more information, see
Configuring RFC destinations on page 185.
Z_EFM_RM
required for accessing Records Management functionality, for example,
declaring record. You can restrict the Authorization to a specific content
repository or document type.
assign authorization object /OTX/RM:
GOS activity = 00
Content Rep = <xx>
Doc.Type = *
Obj.Type = PREL
assign authorization object S_RFC:
execute function group /OTEI/RM_UTILS
Z_EFM_RM_SEARCH
role for full text search user (technical user).
assign authorization object S_RFC:
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execute function group /OTX/RM_SEAX_AUTH
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15.3 Creating users and assigning roles

15.3.1
Customizing SAP users and roles

Note: You can change the user names according to your choice.
1.
Create the following SAP users and assign the respective roles:
EIM_RM_IMP - communication user for executing impersonation.

Assign the following roles:
/OTX/RM_IMPERSONATED_USER_ROLE
Z_EFM_RM
EIM_RM_TECH - communication user used for full text search and legal
hold check. On SAP side, this user is used only for this purpose.
2.
15.3.2
Z_EFM_RM
Z_EFM_RM_SEARCH
EIM_RM_ADMIN - dialog user.

/OTX/RM_ADMIN
Assign the following roles to any SAP HR user that needs to access HR
documents:
Z_EFM_RM
Customizing OTDS/Content Server users

Create the following users on Elib/ArchiveServer/Content Server side:
Note: You can change the user names according to your choice.
184
EIM_RM_IMP - create corresponding technical user on Elib/ArchiveServer/

Content Server side. The user is required for performing the user impersonation.
EIM_RM_TECH - create corresponding technical user on Elib/ArchiveServer/

Content Server side. The user is required for performing full text search,
checking for disposition control and legal hold, and disposing document records.
This user is the impersonated user in Content Server all SAP users are mapped
to.
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15.4. Customizing ECMLink infrastructure
How Content Server users are created depends on the scenario used by OTDS:
create Domain user if OTDS gets users from the Domain.
create user in Directory Services via OpenText Administration Client.
15.4 Customizing ECMLink infrastructure

15.4.1
Configuring RFC destinations

Note: You can change the RFC destination names according to your choice.
To create RFC destinations:
1.
In IMG, navigate to OpenText ECMLink for SAP Solutions > Infrastructure

and execute the Create HTTP Connections activity.
2.
In the Configuration of RFC Connections, click

connection.
3.
Create the following RFC destinations:
create to create a new
OTX_SEARCH
Connection to Content Server for accessing full text search API. Note that
no user is specified in the logon data.
a. Specify the following settings:
RFC Destination - OTX_SEARCH
Connection Type - HTTP Connection to External Server
Description 1 - Connection to Content Server for full text search
Target System Settings
Target Host - enter the target host for Content Server
Path Prefix - /OTCS/cs.exe
Service No. - enter port for Content Server
b. Click the Logon & Security tab and specify the following settings:
Logon Procedure
Logon with User - select the Do Not Use a User option
Logon with Ticket - select the Do Not Send Logon Ticket option
EFM_RM_TECH_USER
Destination for log on with EFM RM technical user in full text search and
RM checks.
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185
RFC Destination - EFM_RM_TECH_USER
Connection Type - Logical Destination
Description 1 - Logical destination used for full text search and RM

checks
Logon Procedure
User - EFM_RM_TECH_USER
Password - enter password
EFM_RM_TECH_IMPERSONATION
Required for standard ECMLink user impersonation.
RFC Destination - EFM_RM_TECH_IMPERSONATION
Connection Type - ABAP Connection
Description 1 - RFC destination for switching context to

impersonation user
Logon Procedure
User - EFM_RM_IMP
Password - enter password
Status of Secure Protocol
15.4.2
Authorization for Destination - EFM_IMP
Configuring logical ports

You must configure Consumer Proxy logical ports, which are required to connect to
ECMLink Web Services.
For details how to proceed, see Section 12.2 Creating logical ports in the SAP
system in OpenText ECMLink for SAP Solutions - Installation Guide (ERLK100002IGD).
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15.4.3
Configuring Enterprise Library server settings

You must configure the Enterprise Library server settings for the general connection
with Enterprise Library server and Content Server. For details how to maintain these
settings, see Section 16.4 Maintaining Enterprise Library server settings in
OpenText ECMLink for SAP Solutions - Installation Guide (ERLK-IGD).
Specify
Impersonation RFC
CS Resource ID
Suppress Sending SAP Logon Ticket deselect this option.
1. To identify CS Resource ID:

1.
Open OpenText Administration Client.
2.
In Shared Services, select your server.
3.
Navigate to Directory Services > Resources > CS. In the context menu, click
Edit.... Copy the resource ID from the Resource identifier box to the
clipboard.
4.
Use this resource ID to specify the CS Resource ID in the Enterprise Library

server settings.
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15.4.4
User impersonation and user mapping

The SAP users, for example HR administrators, managers, and employees, must be
mapped to a technical Content Server user using impersonation. You map specific
SAP users to specific Content Server users using the ECMLink BAdI and
impersonation.
Caution
If you do not use the ECMLink BAdI impersonation, the system assumes
that a corresponding Content Server user with identical user name exists
for a specific SAP user and tries to logon with this user.
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An SAP user that has a corresponding user in Content Server must not
have access to HR documents stored in Content Server through this user,
because not all SAP HR authorizations can be applied to Content Server
users.
For EFM scenarios, use only the ECMLink BAdI impersonation.
For detailed information about customizing the impersonation, see
Section 4.2.3.2 User-specific mapping with impersonation (SAP BAdI) in

OpenText Extended ECM for SAP Solutions - User Management and Access Control
Scenarios (ERX-CUM).
Section 6.7.1 Enabling user-specific impersonation (SAP BAdI) in OpenText

Extended ECM for SAP Solutions - User Management and Access Control Scenarios
(ERX-CUM).
To enable ECMLink BAdI implementation for user impersonation:

1. Maintain RFC destination for user impersonation, see Configuring RFC
destinations on page 185.
2. Maintain logical port for Content Server Member service, see Configuring
logical ports on page 186.
3. To assign the impersonation user created in Customizing OTDS/Content Server
users on page 184 to administrator group:
1.
2.
3.
Navigate to Directory Services > All Users and Groups. In the Groups tab,
select otadmins to assign the user.
4.
In the Actions panel, click Edit Members.
5.
Enter the user name eim_rm_imp in the Search box. Select the user in the
result list and click Add to Group.
4. Implementing Impersonation BAdI

Implement method GET_IMPER_USER in BAdI Interface /
OTX/RM_IF_IMPERSONATE in BAdI/OTX/RM_IMPERSONATE:
1.
In transaction SE18, select BAdI Name and specify the BAdI /

OTX/RM_IMPERSONATE.
2.
Display the BAdI. Now you can create, edit and display the BAdI
implementation.
Alternatively, you can perform transaction SE19 to directly create, change, or

display the BAdI implementation.
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189
Important
In the BAdI implementation of method GET_IMPER_USER, you must
return the technical user on the Content Server to the setting that all
relevant SAP users are mapped. For example, to
EIM_RM_TECH@test.opentext.net if the OTDS configuration uses the user
name pattern <user>@<partition>.
Implementing method GET_IMPER_USERS_POLICIES is not required for
EFM scenarios.
15.4.5
Verifying customizing using diagnostic report

Verify the ECMLink infrastructure customizing using diagnostic report.
To run the diagnostic program:
190
In IMG, navigate to OpenText ECMLink for SAP Solutions > Infrastructure

and execute the Diagnostic Program activity.
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15.5. Customizing Document Declaration
Note: Test 21 - Can the OTDS service be executed does not support
impersonation and will fail if the report is executed with a SAP user that does
not exist in Content Server. For the current scenario, this behavior is expected.
15.5 Customizing Document Declaration

1. Importing EFM Enterprise Library Types using Administration Client
Import the Enterprise Library Types provided with EFM:
1.
2.
3.
Navigate to Enterprise Library Services > Document Model.
4.
In the Actions panel, click Import Types....

Import the Enterprise Library Types provided with EFM.
2. Copying Enterprise Library Types to Content Server categories

In the Enterprise Library Types Volume in Content Server, copy the EFM
Enterprise Library Types to Content Server Categories:
1.
In the Content Server Administration, navigate to Enterprise Library

Administration. Click Open the Enterprise Library Types Volume to view
the list of Enterprise Library Types.
2.
Click a Name link to get the Enterprise Library Type item.
3.
In the context menu of the type item, click Copy. In the Type Name box,
remove the .v part of the name.
4.
In the Copy to box, select Content Server:Content Server Categories.

Click Copy.
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191
5.
Repeat steps 13 for the other Enterprise Library Types.
3. Creating Folder for EFM documents in Content Server

1.
In your Content Server workspace, add a folder for EFM documents.
2.
Edit Permissions for Public Access, Groups and Users to ensure, that only
the technical EFM user can access the documents in this folder.
4. Configuring Document Declaration

This step requires a user in Content Server or impersonation implemented.
To maintain Enterprise Library Document Declarations:
1.
In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLink >
Document (ArchiveLink) and PrintList Declarations and execute the
Maintain Enterprise Library Document Declarations activity.
2.
Create a new declaration or edit an existing one.

Specify the following settings:
Business Property Provider - /OTEI/RM_CL_PP_EMPLOYEE
Categories - specify the unique name of the category in your Content

Server. For details, see Section 6.8 SAP: Creating Enterprise Library
document declarations in OpenText ECMLink for SAP Solutions Customizing Guide (ERLK-CGD). If you have sufficient permissions, you
can select the categories using the F4 help.
192
system category = otx.sap.rm.SystemArchiveLink
standard categories = otx.sap.rm.Employee and

otx.sap.rm.EmployeeDocument
Root Folder - specify unique name of the folder in your Content Server
for storing records. For details, see Section 6.8 SAP: Creating Enterprise
Library document declarations in OpenText ECMLink for SAP Solutions Customizing Guide (ERLK-CGD). If you have sufficient permissions, you
can select the folder using the F4 help.
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Sub Folder and Document Name - you can use placeholders for
specifying the names.
Example: Sub Folder = [Employee.PersNo]/[ArchiveLink.Document
Type]
Document Name = [ArchiveLink.Document ID] [ArchiveLink.Storage
Date+0(10)] [EmployeeDocument.DateOfOrigin+0(10)]
Important
Document names on the Content Server have to be unique. This
can be ensured by adding the unique document ID to the
document name.
If you use texts in defining the folder or document names, these
text parts could be fix texts specified in the definition and text
values returned for parameters specified in the definition.
These texts will not be localized out of the box. For the document
name, ECMLink offers the concept of Multilingual document names.
For details, see Section 4.6 SAP: Providing multilingual
document names in OpenText ECMLink for SAP Solutions Customizing Guide (ERLK100002-CGD). You can use this
procedure to localize the fix text parts. Make sure to only
maintain multilingual declarations for languages that are enabled
on the Content Server.
Returning multilingual text parameter values must be
implemented in the corresponding property provider. Even with
those concepts in place, the document names will only be
localized on Content Server side.
To localize the document names in the full text search result list
for the current SAP user, you must implement an output userexit for the region OTName in the corresponding search template.
The implementation needs to consider the definition of Document
Name in order to provide a reasonable localization.
Map Business Property to Category Attribute

In the Categories Mapping dialog, map the following Business
Properties to the corresponding Category Attributes.
Business Properties for Employee Mapping:
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Employee.PersNo
Employee.OrganizationalUnit
Employee.Position
Employee.JobKey
Employee.PersonnelArea
Employee.PersonnelSubArea
Employee.EmployeeGroup
193
Employee.EmployeeSubGroup
Employee.CostCenter
Employee.PayrollArea
Employee.EmploymentStatus
Employee.PersonID
Employee.CompanyCode
Employee Document Mapping:
EmployeeDocument.Infotype
EmployeeDocument.Subtype
EmployeeDocument.DateOfOrigin
EmployeeDocument.ObjectID
Note: Order of properties is different in create and edit/display
mode.
Records Management Settings - to specify the Records Management

settings, note the following:
declarations for full text search do not need to refer to a classification.
declarations for document retention scenarios usually refer to a

classification configured in Content Server referring to an RSI that
puts documents under disposition control. Declarations can also refer
to a classification not using an RSI or using an RSI that does not puts
documents under disposition control.
optionally, further Records Management criteria can be specified, for

example Record Date, Status, Status Date, Mark Official and
Supplemental Markings. This is not mandatory for EFM full text
search or document retention management scenarios.
5. Folder Structure and Documents for Records Management
Depending on the sub folder and document name specified in SAP, documents
are stored in a corresponding folder structure in Content Server.
In Content Server, you can store documents, for example, by employee and
document type, by declaration ID, or other criteria.
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Figure 15-1: Example declaration and resulting folder structure in Content

Server
6. Assigning Document Declarations
1.
In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLink >
Document (ArchiveLink) and PrintList Declarations and execute the
Assign Declaration ID to Object Type and Document Type activity.
2.
Assign declaration IDs to Object Type and Document types.

Important
Make sure that the Active check box is selected to activate the
assignment.
EFM works with and without Automatic check box selected.
Automatic mode is only used if there is no entry for the
PREL/ASSIGNED event in the event type linkage.
Do not select the Auth.Check check boxes, because EFM performs
all authorization checks on SAP side.
For EFM, you can use Records Management functionality only for
documents belonging to document types assigned to a document
declaration.
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7. Configuring Receiver Module Event Handlers

Receiver module event handlers are only required for automatic declaration
based on events, not for batch or manual declaration.
Important
Manual declaration within EFM views must not be activated for EFM
scenarios.
196
1.
In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLink

and execute the Maintain Receiver Module Events activity.
2.
Maintain the following Receiver Module Events for Object Category/Type/

Event:
Object Category - BOR
Object Type - PREL
Event - ASSIGNED
Receiver Type - EFM_EVENT
Receiver Function Module - /OTEI/RM_UPD_RECORD_HR_PREL
Destination of Receiver - NONE
Object Category - BOR
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Object Type - BUS1065
Event - POSITIONCHANGED
Receiver Type - EFM_EVENT
Receiver Function Module - /OTEI/RM_UPD_RECORD_HR_PREL
Destination of Receiver - NONE

Note: The same Receiver Function Module is used for both business
object types.
POSITIONCHANGED is only one example for an event that can be raised
by standard SAP business object type BUS1065. Other events like
HIRED or RETIRED are available too. See the corresponding SAP
documentation for details on events and when they are used. Using
these events ensures that all document declarations on Content Server
for the corresponding employee are updated if HR data for the
employee in SAP was changed.
3.
To check if <Object Type> ASSIGNED event is generated, execute the

Activate Receiver Module Events activity. In the Storage Settings area,
ensure that the Generate Event <Object Type>.ASSIGNED check box is
selected. This is required for triggering the ASSIGNED event for object type
PREL.
Important
In DesktopLink scenarios the ASSIGNED event is only trigged
correctly if the DesktopLink ENDE user exit for EFM is maintained in
the corresponding IMG activity. Leave the sap object field empty
when maintaining the IMG activity.
8. Executing Batch declaration and Error Queue
To declare existing documents, execute the /OTX/RMMIG Batch declaration

transaction.
To delete or reprocess declarations that ran on error, execute the /OTX/RMPEQ

error queue transaction.
9. Verifying document declaration

Verify the document declaration customizing using diagnostic report.
To run the diagnostic program:
In IMG, navigate to OpenText ECMLink for SAP Solutions >

Infrastructure and execute the Diagnostic Program activity.
There should be no errors, except for folder otx.sap.rm.Folder, which is not

relevant for EFM.
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15.6 Customizing Retention Management for HR

documents
Using Retention Management, you can apply certain rules or legal holds to HR
documents.
Example: You can put disciplinary warning documents under disposition control for 2 years
based on the date of origin, which means
Deletion must not be possible within this 2 years
All documents must be deleted after 2 years
Additionally, deletion must not be possible if there is a Legal Hold on the document, for
example, if a legal investigation is pending. Legal holds can extend rules, for example, the two
years disposition control. Legal holds can also be applied to documents not applying to any
rule.
Based on the customizing, documents can be declared as records automatically. The

declaration can be performed either based on events or by using a batch job.
Some actions like editing or deleting a document are not possible if the document is
put under disposition control or if a legal hold is active. In that case, the user will get
a corresponding error message.
The following sections exemplify the necessary configuration steps to put certain
document types under retention management:
creating RSIs and administering RSI schedules
creating classifications referring to RSIs
using these classifications in document declaration
assigning document declaration to one or more document types

Note: RSI stands for Record Series Identifier and is a concept of the Records
Management module on the Content Server.
For information how to perform disposition search and other actions at runtime, see
OpenText Records Management - User Online Help (LLESRCM-H-UGD).
1. Content Server Records Management basic settings
For detailed information about installing, administering and using the Content
Server Records Management module, see the Content Server documentation:
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OpenText Records Management - User Online Help (LLESRCM-H-UGD)
OpenText Records Management - Installation and Administration Guide

(LLESRCM-IGD)
OpenText Records Management - Administering Records Management

(LLESRCM-H-AGD)
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15.6. Customizing Retention Management for HR documents
2. Creating Records Series Identifier (RSI) in Records Management workspace

In the Records Management workspace, navigate to the RSI folder and create an
RSI item. Enter your settings, for example, title, description and status. Specify if
this RSI puts documents under disposition control by selecting or deselecting the
Under Disposition Control check box.
3. Creating RSI Schedule in Records Management workspace

In the Records Management workspace, select an RSI item. Right-click the item
to open the context menu and create an RSI Schedule for your RSI.
1.
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Define the basic settings:
Scheduled Objects
Stage Code
Rule Type
Rule Code
Rule Comment
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2.
Define Rule
For example, calculated date based on category attribute Date Of Origin.
3.
Add additional Conditions

optional.
4.
Define Action to Perform

for the RSI:
Disposition select a code
Description
Default Process
Reason for Update
4. Creating Dispositions
In order to execute the defined RSI schedules, you need to create and run
Disposition Searches specifying Stage, RSIs, Default Process, Container and
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Object Type. You must specify the date range to be considered in the search, for
example, the last 10 years. The disposition searches can be run manually or
scheduled. From the search result, you can perform the actions defined in the
RSI. You can also auto process the actions for the search result.
5. Creating Classification in Records Management workspace

This classification will be used during defining document declarations in SAP.
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Create a new RM Classification and specify
Name and Description
Status select a status code.
Essential select a code.
Storage Medium select a storage medium code.
201
Disposition Authority
Update Cycle Period
RSI select a schedule. A schedule applying a specific rule should be

maintained for each RSI.
Categories
6. Activating EFM Record Management checks
In order to check if documents are under disposition control or a legal hold is

applied, you need to maintain a RFC destination that changes the context to the
RM technical user. You can use the same RFC destination as used for the full text
search scenario.
Technically, EFM cannot figure out if a certain RSI puts documents under
disposition control at the moment but assumes that all RSIs use disposition
control. A corresponding IMG activity allows defining exceptions from this rule:
To maintain RFC destination:
1.
2.
In IMG, navigate to OpenText Business Suite for SAP Solutions >

Employee File Management (EFM) > Records Management and execute
the Basic Settings activity.
In the Settings for Records Management dialog window, maintain the RFC
connection for impersonation setting.
To maintain RSIs without disposition control:

1.

Employee File Management (EFM) > Records Management and execute
the Maintain RSIs without Under Disposition Control flag set activity.
2.
In the Maintain RSIs without flag Under Disposition Control dialog

window, maintain the list of RSIs that you do not want to be put under
disposition control.
7. Activating EFM checks for deletion
In order to make sure that deletion of documents is prevented for documents
that are under disposition control, you have to maintain the EFM standard check
class /OTEI/RM_SWF_CL_DEL_CHECK in the delete workflow options.
To maintain EFM standard check class:
1.

Solution Framework > SAP Workflow and execute the Maintain deletion
workflow options activity.
2.
In the Maintain deletion workflow options dialog window, maintain the /

OTEI/RM_SWF_CL_DEL_CHECK deletion class. Select the Del record and del
impl check boxes.
8. Removing ArchiveLink links for disposed documents
During document disposal on Content Server side, the document links between
the business object and the document in SAP will not be deleted automatically.
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You can use the /OTX/RM_REMOVE_LINKS report to remove all document links
from the ArchiveLink tables for documents that were disposed on Content
Server side during a disposition run.
You can run this report manually or schedule it via a job. The job schedule
should correspond to the schedule of the disposition runs in Content Server. Use
the Enterprise Library ID EL ID as selection criterion.
The disposition run calls the /OTX/RM_DISPOSITION BAdI for which EFM
provides the /OTEI/RM_DISPOSITION BAdI implementation. Depending on
customizing, this BAdI implementation performs the following actions:
An entry in the activity log, for example activity 13 document deleted, is created
for each document deleted.
If the deleted document was part of a workflow, it is not displayed anymore

in the workflow. A comment is added that this document has been removed
by the disposition run.
If the document was the only document in the workflow, the workflow will
be set to finished and a comment is added to the workflow. According to the
workflow settings, an E-mail is sent to the workflow creator. If the deletion of
activity log entries is activated for the document type of the deleted
document, all activity log entries for this document will be deleted.
Run the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Records Management > Basic settings activity to
define
in the DISP_PROJ setting which project
in the DISP_VIEW setting which view
you want to use for the disposition run. All actions of the BAdI
implementation are performed according to the customizing for this project
and view.
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15.7 Customizing full text search

15.7.1
Prerequisites
Configuring EFM Search on Content Server side

Standard configuration of Content Server Search must have been performed.
To specify the searchable and/or displayable regions:
1.
In the Content Server administration, click Search Administration > Open the
System Object Volume > Enterprise Data Source Folder. In the Enterprise
Search Manager item, click Properties > Regions.
2.
For your region,
select the Displayable check box if you want the region to be displayable.
select the Search By Default check box if you want the region to be
searchable.
Notes
The region Name for a category attribute consists of a technical name:

Attr_<category number>_<attribute number>
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The Display Name contains the category attribute name.
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15.7. Customizing full text search
Example: otx.sap.rm.Employee:Cost_Center.
Important
Note that a category attribute value must be set for at least one object, before
the attribute appears in Regions.
You first must declare a document that contains some value for a specific
attribute before the attribute appears in Regions.
15.7.2
Configuring full text search on SAP side

1. Configuring search template
For more and general information how to configure a search template, see
Section 24.1.2 Customizing search templates in OpenText Archiving and
To create the search template:
Create the search template. In the Template definition dialog window,

specify the following:
EL ID
Logical Destination for Impersonation - EFM_RM_TECH_USER
Auth. User-Exit - /OTEI/RM_SEA_AUTH_EXIT_HR_AUTH

EFM authorization check user exit for full text search.
User-Exit enabled - select the check box.
To create the search fields for EFM search:

1.
In the Region definition dialog window, create the search fields for your
search.
2.
Use the following mapping table to map the listed attribute IDs to the
region name.
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You must look up the corresponding technical name for the mapping in the
next step.
206
3.
Use the Display Name in the mapping table to look up the corresponding
technical name in the Enterprise Search Manager > Regions tab.
4.
Map the listed attribute IDs to the region name.
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15.7. Customizing full text search
Customize EFM User Actions to make them available in the context menu of
documents in the search result hit list.
To maintain EFM User Actions:
In the User Actions dialog window, specify
Search action title - Display Employee Data

Search action User-Exit - /OTEI/RM_SEA_ACTEXIT_DISP_MAST
Search action title - Open Employee File

Search action User-Exit - /OTEI/RM_SEA_ACTEXIT_OPEN_FILE
Note: Access to search templates can be controlled by authorization object
J_6NRL_SEA.
2. Checking Activation of Web UI ICF Services

To check the activation of services required for Full Text Search Web UI:
Execute transaction SICF. Navigate to your service or enter the service

name, for example rm_seawd_bp_hdr, in the search box. For details, see also
Section 24.1.1.1 Technical prerequisites in OpenText Archiving and
3. Activating Full Text Search in EFM Views
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To activate the full text search field in the attribute search within EFM views,
you must maintain the corresponding basic setting and specify the search
template to be used.
1.
Run the IMG > OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Basic settings activity. For the specific project
and view that you want to enable for full text search, set the value for the
setting FULL_TXT_ENABLED to X .
2.
Run the IMG > OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Records Management > Maintain Search
Templates for Attribute Search activity. For the specific project and view
that you enabled for full text search, specify a corresponding search
template.
15.8 Troubleshooting
See
all prerequisites
OpenText Employee File Management - Installation Guide (EIM-IGD)
latest release notes
compatibility matrix
to check if you have installed and prepared all necessary components correctly.
15.8.1
Checking Customizing
You have the following options to check the Records Management customizing:
In SAP:
Diagnostic Report
Note: This report requires a corresponding user in Content Server.
IMG > OpenText ECMLink for SAP Solutions > Infrastructure > Diagnostic
Program
IMG > OpenText ECMLink for SAP Solutions > ECMLink > Diagnostic
Program
Configuration Report
IMG > OpenText ECMLink for SAP Solutions > ECMLink > Configuration
Report.
This report provides information about SAP customizing, for example OAC0.
In Content Server:
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15.8. Troubleshooting
System Report for example, note the sections Enterprise Library Applications,
SAP Systems, OpenText Imaging Viewers.
In OpenText Administration Client:
15.8.2
Directory Services Report go to Directory Services > Configuration Manager.

In the Actions pane, click View system configuration report.
Archive Server Report
Troubleshooting at runtime
In SAP:
ECMLink Error Queue Processing: /OTX/RMPEG.
SOAMANAGER tools: logs and traces, Monitoring, Tools.
SAP Application Log: transaction SLG1.
SAP ABAP Runtime Errors: transaction ST22.
SAP System Log: transaction SM21.
SAP ICM Monitor: transaction SMICM.
In RCS/OTDS/Elib/Content Server:
RCS/OTDS/Elib logs: <Tomcat>\logs

Set log level in OpenText Admin Client > Runtime and Core Services >
Configuration > Logging:
ELIB.Loglevel
OTDS.Loglevel
R&CS Loglevel
Security Loglevel
Content Server logs: <OPENTEXT CS>\logs
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Chapter 16
Customizing ArchiveLink PLUS attributes

Employee File Management supports the use ArchiveLink PLUS attributes for the
archiving of documents.
Notes
ArchiveLink PLUS attributes can only be used in the SAP GUI.
To change ArchiveLink PLUS attributes, you must have authorization for

activity 02 Change on authorization object S_WFAR_OBJ.
Before you start, perform the following steps:

1. Before you start the attribute customizing in your SAP system, define the
attribute set that you want to apply to your documents, and prepare a concept
for the allocation of store tables and contexts.
2. Create one or more store tables containing the new attributes.
3. Assign one or more store table to your context.
To customize ArchiveLink attributes in the SAP GUI:
1.
To create a new store table, run the SE11 transaction. In Database table, enter a
name for the new store table and click Create.
2.
Click New Entries to create a new field.

Note the following:
Besides your new ArchiveLink attributes, the store table must contain five
standard fields. You must create five Key fields with the following Field
names and Data elements:
MANDT with the Data element MANDT
SAP_OBJECT with the Data element SAEANWDID
OBJECT_ID with the Data element SAEOBJID
ARCHIV_ID with the Data element SAEARCHIVI
ARC_DOC_ID with the Data element SAEARDOID
You must define a Data element for each field. Additionally, you can add
other technical parameters.
Every attribute that is not a Key field is handled as an additional

ArchiveLink attribute.
You can create one or more store tables to include different attributes,
respectively.
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Chapter 16 Customizing ArchiveLink PLUS attributes
You can use an attribute in more than one context. However, an attribute
must be unique for a context. If two tables hold the same attribute, they
cannot be customized for the same context.
3.
To customize ArchiveLink attributes, run the spro transaction and click SAP
Reference IMG. Expand OpenText Archiving and Document Access for SAP
Solutions > ArchiveLink PLUS. Run the ArchiveLink Attributes activity.
4.
Create a new context key consisting of business object type + document type + store
table.
Click New Entries and add the following entries:
ObjectType
Enter a business object type. You have the following options:
You can use the Search help to enter an exact name for your object type.
Enter * to assign any available object type to a certain document type

and store table.
Doc. type
Enter a document type. You have the following options:
You can use the Search help to enter an exact name for your document
type.
Enter * to assign any available document type to a certain object type

and store table.
Table Name
Enter the name of the store table that you want to assign to the context.
Note the following:
212
You can enter the same store table for more than one context.
For one context, you can enter * either for the object type or the document
type but not for both at the same time.
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A partial masking of entries is not possible. For example, you cannot enter a
value like BK*.
You can delete a context key only after you have also deleted all entries for
this context in the corresponding store table.
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Chapter 17
Maintaining mobile application

For mobile access to documents, EFM provides a document viewer with extensive
filtering capabilities. In order to use EFM on a mobile, you must define the
corresponding parameters for the EFM mobile app.
The following URL syntax can be used to launch the mobile app:
<application server:<port>/sap/bc/bsp/otei/moa_ui_app/default.htm
Note: If you use the EFM mobile app in the Safari browser on an Apple iPad,
make sure to deactivate the Private Browsing setting for the Safari browser.
To maintain a mobile application:
1.
Management (EFM) > Mobile Application > Basic Settings activity and click
the
2.
icon.
Specify the maximum number of hits for employee selection.

To avoid scrolling, set the number of hits to a value relating to the screen size of
the mobile device(s) used.
To adapt to the different screens size of mobiles, a maximum value of 20 is
recommended.
3.
Select the DocuLink project and view used by the API. All EFM authorization
checks and user-exits are executed on the mobile as defined for this DocuLink
project.
Note: The employee photo shown in the mobile application is by default
determined by SAP standard customizing for photos. You have the option to
change the standard SAP document type for the employee photo:
1.
Run transaction SM30 > table T77S0.
2.
In Group = ADMIN and Sem.abbr. = PHOTO, edit the document type.
3.
In the mobile application, the changed document type is used for the
employee photo.
In addition, you must enter a service user in the SICF services to access the SAP
system. This service user is a technical user required to connect to the SAP system
and show the Sign in screen of the mobile app. The actual logon process uses the
user/password combination entered in the Sign in screen and all authorization
checks are executed against that user.
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Chapter 17 Maintaining mobile application
Note: The service user is of user type Service and does not need any
authorization role or authorization profile.
To enter an SAP service user:
1.
Execute the SICF transaction. Enter the *OTEI* pattern in the Service Name
field and click the
216
button.
2.
Navigate to the <Path of Web Dynpro services>/bc/otei_api_auth entry and

double-click.
3.
Navigate to the Logon Data tab and click the
4.
Enter in the User field the SAP service user. The users password must be
known to the SAP system.
5.
Click the
button.
icon.
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17.1. Customizing screen layouts for EFM mobile application
6.
Repeat this procedure for the entries <Path of Web Dynpro services>/bc/
otei_api_meta and <Path of Web Dynpro services>/bsp/otei/moa_ui_app and save
your entries.
17.1 Customizing screen layouts for EFM mobile

application
You can customize the following screen layouts:
Search Employee dialog
Employee file hit list
Employee information panel
To perform the customizing, navigate to IMG > OpenText Business Suite for SAP
Solutions > Employee File Management (EFM) > Mobile Application.
Execute the Maintain Screen Layout activity.
Figure 17-1: Customizing dialog for EFM mobile application screens
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217
17.1.1
Customizing Search Employee dialog

Per default, the search fields Personnel number, Last name and First name are
always available. You have the option to add three more search fields to the screen.
The following fields are, for example, selectable for adding:
Position
Employment status
Date of birth
Company code
Personnel area
Personnel subarea
Employee group
Employee subgroup
For a complete list of available search fields, see the F4 help.

To add additional search fields:
1.
In the Customize screens for EFM Mobile Application dialog, click New
Entries.
2.
Screen - Select EMP_SEARCH Employee Search.
Position - Enter positions 13.

Note the following:
3.
218
to add new fields, only the positions 13 are available.
you can enter each position only once. Duplicates will cause an error.
the position number defines the order in which the search fields are
displayed in the Search screen.
if you skip one or two positions, for example by using only position 3,
the empty positions will show as gaps above position 3 in the Search
Employee screen. If you require only one or two additional fields, you
must set the positions accordingly.
for date fields, you can use the formats mm/dd/yy or dd.mm.yy. Using
another format causes an error message.
Field - Select the search field that you want to add to the search screen.
Disp lab Select/deselect the check box to enable/disable the display of label
text for the added field.
Click
Save.
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17.1. Customizing screen layouts for EFM mobile application
After the customizing, the mobile application user will get an enlarged Search
Employee screen containing the standard fields plus the added fields in the defined
order.
17.1.2
Customizing Employee file hit list and Employee

information panel
You can customize the metadata that you want to display in the Employee file hit
list and in the Employee information panel. Without customizing, the default
customizing is displayed, see Figure 17-2. The corresponding settings in the
customizing dialog are shown in Figure 17-1.
Figure 17-2: Default customizing for the Employee file hit list and Employee
information panel displaying fixed field positions
To customize Employee file hit list and Employee information panel:
1.
In the Customize screens for EFM Mobile Application dialog, click New
Entries.
2.
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Screen - Select EMP_DATA Employee Data.
219
Position - With this setting, you can define the order in which the fields are
displayed. Within the screen layout, the positions are fixed, see Figure 17-2.
For
Employee file hit list - enter positions 1-6. You can place each field in the
required position. For details, see Figure 17-2.
Employee information panel - enter positions 7-24. You can place each
field in the required position. For details, see Figure 17-2.
Field - Select the field that you want to add to the screen.
Disp lab
Select/deselect the check box to enable/disable the display of label text for
the added field.
3.
220
Click
Save.
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Chapter 18
EFM license report

18.1 Integrating EFM license measurement in SAP
System Measurement
The license measurement for Employee File Management can be integrated in the
SAP license measurement Global License Audit System (GLAS).
The license measurement is performed in the SAP System Measurement started by
transaction USMM. To include EFM into the license measurement, you must customize
the application ID for system measurement in table TUAPP and the metric IDs in
table TUUNT.
In the measurement result report, the EFM application returns two metric IDs:
1156 Active Employees
1157 Inactive Employees
To enable the EFM application for system measurement:
Execute transaction sm30 to add the following entry to table TUAPP.
App. - 1156
Version - 0
Name of Application - OpenText Employee File Management
Function module name - /OTEI/RP_GUI_EFM_LICENSE
PeriodType - No Period assigned

optionally you can specify a period type.
Call? - true
you can activate/deactivate the measurement for EFM by setting the value to
true/false.
To enable the EFM measurement IDs:
Execute transaction sm30 to add the following entries to table TUUNT:
1156 - Active employees
1157 - Inactive employees
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Chapter 18 EFM license report
To perform the SAP System Measurement for EFM license counts:
222
1.
Execute transaction USMM to open the System Measurementdialog.
2.
If necessary, edit your settings in the System data, Clients, Price lists, and
Adresses tabs. In the User types tab, check if an entry for SPECIAL MODULE TYPE
1 exists. If not, replace SPECIAL MODULE TYPE 1 with another entry, for example,
EFM user.
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18.2. Enhanced EFM license report
3.
Click
to run the System measurement activity.
4.
After the measurement process has finished, click

measurement result report.
5.
You find the counts for active and inactive EFM users in the EFM area of the
report.
Log to display the SAP
18.2 Enhanced EFM license report

The SAP system measurement does not provide validation of users according to
their countries. You can perform an additional license report if you use EFM only in
certain countries within your company. The enhanced EFM license report displays
active and inactive employees arranged according to their countries. To identify the
respective country, the Company Code property is used. To be permitted to run the
report, you must have assigned an EFM administrator role.
Note: Employees having
Employee group = 2 Retiree/pensioner
Employee group = 5 Terminated
are counted as inactive.

Employees having any other Employee group value are counted as active.
To perform the additional license report:
1.
Execute the /OTEI/LICENSE_REPORT transaction.
2.
Enter the range of company codes you want to be covered by the report.
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Chapter 18 EFM license report
224
3.
Click
to run the EFM License Report activity.
4.
The EFM License Report is displayed in the next screen, listing company codes
and the corresponding active and inactive employees.
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Chapter 19
Security
Employee File Management is based on SAP Human Capital Management (HCM)
and uses the authentication and user management mechanisms of SAP ERP. For
more details, see the SAP ERP 6.0 Security Guide.
In order to access HCM data, the corresponding HCM roles need to be assigned to
the user. These roles are described in the SAP ERP 6.0 Security Guide in the chapter
Human Capital Management. Also review the updates in this guide for the relevant
enhancement package (EhP), because some of the user types/roles were introduced
with a specific enhancement package. For the self-service scenarios running in the
SAP NetWeaver Portal, you must consider the relevant section in the SAP ERP 6.0
Security Guide.
Note: You can access the respective security guides in the SAP Service
Marketplace at https://service.sap.com/securityguide.
Employee File Management uses a combination of EFM-specific and standard HR/
AL authorization checks. Because the standard HR authorization checks are
performed, a user who has access to HR-specific data and documents within the
SAP standard transaction, also has access to these data and documents with
Employee File Management. If the access is prohibited within the SAP standard
transaction, it is also prohibited within EFM.
19.1 Specific EFM checks

EFM is shipped with sample roles containing EFM-specific authorizations that may
be used in various EFM scenarios.
1. DocuLink-/DesktopLink-specific roles/authorization objects.
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Role
Description
/OTEI/DC_BROWSE
Authorization for Browse sub-tree of an

EFM personnel file.
/OTEI/DC_BROWSE_GUEST
Authorization for Browse sub-tree of an

EFM personnel file with additional
restrictions for guest users (no LARS
download/email/print).
/OTEI/DC_ADD
Authorization for Add sub-tree of an EFM

personnel file.
/OTEI/DC_USER_MENU
Authorization for accessing DocuLink.
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Chapter 19 Security
Authorization Object
Description
J_6NG_DATA
Authorization for accessing DocuLink data

sources.
J_6NG_PROJ
Authorization for accessing DocuLink

node types.
J_6NX_VIEW
Authorization for accessing folder solution

views.
S_GUI
Authorization for GUI import (required for

attaching documents to EFM using file
upload).
S_RFC
Authorization for executing function

groups J8A3, RFC1, RFCH, SUSO, SYST
(required for attaching documents to EFM
using DesktopLink).
S_TCODE
Authorization for J6NY transaction

(DocuLink).
Note: The DocuLink web application checks in the authorization object
J_6NX_VIEW, field J6NX_AT for which access type the user is authorized.
If the authorization value in the J6NX_AT field is 02 (guest user access), the
screen for the guest user login is displayed. If the authorization value is 01
(standard access), the standard selection screen (without login) is

displayed.
If the user has authorizations for both access types, the standard selection
screen is always displayed (standard access).
2. Web Viewer-specific roles/authorization objects.

Role
Description
/OTEI/WV_DISPLAY
Authorization for displaying documents in

Web Viewer (including Save & Print using
the viewer).
/OTEI/WV_DISPLAY_GUEST
Authorization for displaying documents in

Web Viewer with additional guest user
specific restrictions (no Save & Print using
the viewer).
/OTEI/WV_MAINT
Authorization for displaying documents

and maintaining notes and annotations in
Web Viewer.
Description
J_6NV_WEBV
Authorization for Web Viewer.
Note: When viewing a specific document, Web Viewer authorizations are

only evaluated if the following steps have been performed:
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19.1. Specific EFM checks
Specify that the OpenText display function module /

IXOS/OA_X_OA_OBJECTDISPLAY_01 or /
OTEI/OA_X_OA_OBJECTDISPLAY_01 is used for the exit ID
OA_OBJECTDISPLAY_01 in the SAP ArchiveLink Function Module Exits
(TOAEX table).
In the maintenance view /IXOS/OA_CUST_A, specify that the OpenText

Imaging Web Viewer is used for the logical archive that contains the
documents and select the Authority Check flag.
Assign a corresponding role (for example /OTEI/WV_DISPLAY_GUEST) to

the SAP user that you want to prevent from saving and/or printing.
3. Guest-user-specific roles/authorization objects.

Role
Description
/OTEI/GU_TICKET_CREATOR_MENU
Authorization for creating guest user

tickets.
/OTEI/GU_ACCESS_MENU
Authorization for accessing guest user

tickets.
Description
S_TCODE
Authorization for /OTEI/GU01

transaction (create guest user ticket) and
for /OTEI/GU02 transaction (access guest
user ticket).
4. Workflow-specific roles/authorization objects.

Role
Description
/OTEI/SWF_DELETE_CREATE
Authorization for creating deletion

workflows.
/OTEI/SWF_DELETE_PROCESS
Authorization for processing deletion

workflows.
/OTEI/SWF_FOLLOW_UP_CREATE
Authorization for creating Follow-Up

workflows.
/OTEI/SWF_FOLLOW_UP_PROCESS
Authorization for processing Follow-Up

workflows.
Description
J_6NX_SWF
Authorization for workflow activities.
5. Activity logging roles/authorization objects.
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Role
Description
/OTEI/ACTIVITY_LOG
Authorization for accessing the EFM

activity log.
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Chapter 19 Security
Description
S_TCODE
Authorization for /OTEI/ACT_LOG

transaction (EFM activity log).
6. HDDC roles/authorization objects.

Role
Description
/OTEI/OCR
Authorization required for integration

with HDCC (HR Document Capture
Center).
Description
S_TCODE
Authorization for /OTEI/OCR_DATA

transaction (HDCC download).
S_RFC

groups SYST, /OTEI/OCRD (HDCC
download via RFC) and /OTEI/OCRE
(HDCC export via RFC).
Note: HDCC (HR Document Capture Center) is a separate product that

depends on EFM. The authorization objects described above are only
required for operating HDCC.
7. EFM administration.
228
Role
Description
/OTEI/ADMINISTRATION
Authorization for maintaining EFMspecific customizing tables and restarting

processes using /OTEI/PF_RESTART
transaction.
Authorization for monitoring EFM
workflows in the workflow administration.
/OTEI/ADMINISTRATION_READ
Authorization for viewing EFM-specific

customizing tables.
The transactions /OTEI/SWF_ADMIN, /
OTEI/PF_RESTART, and /OTEI/INB can
be called in display mode.
Description
J_6NE_INB
Batch import process for Inbox.
J_6NE_PF
Processes & Forms integration restart.
J_6NX_SWF
Contains authorization object fields /

OTEB/ACTL with value 03, 04
(Administration - Edit & Display) and
field /OTEB/ACTP with values 4-EYEDELETE, FOLLOW_UP.
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19.1. Specific EFM checks
Description
S_CTS_ADMI
Administration functions in change and

transport system.
S_NUMBER
Number Range Maintenance
S_TABU_DIS
Table maintenance (via standard tools such

as SM30 transaction).
S_TCODE
Contains authorization object field TCD

with value /OTEI/SWF_ADMIN.
S_USER_AUT
User Master Maintenance: Authorizations
S_USER_GRP
User Master Maintenance: User Groups
S_USER_PRO
User Master Maintenance: Authorization

Profile
8. ESS/MSS authorization objects.

The effort to configure structural authorizations for SAP ESS/MSS is very high.
In order to avoid these structural authorizations, customers may run ESS/MSS
scenarios, in which logged-in users have extended authorizations. For example,
logged-in ESS users have access to all employee files of their organizational unit.
In this scenario, the restriction to the single employee files an employee may see
in ESS or the set of employee files a manager may see in MSS is done by the ESS/
MSS component in the portal and not by a HR authorization check on the SAP
ECC side.
Note: The access restriction effected by the ESS/MSS portal components is
only possible with the Web Dynpro Java (WDJ) version of the portal
business packages; for details see Integration scenarios on page 104.
In all other scenarios, the role /OTEI/XSS_NO_RESTRICTION is used.
Role
Description
HR authorization check controls access to

personnel files.
ESS/MSS component in the portal controls

access to personnel files.
Description
J_6NE_US
Usage scenarios XSS (EFM is used only

within the SAP ESS/MSS portal) and FUL
(full access).
9. ESS/MSS document upload/inbox.
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Role
Description
/OTEI/UPLOAD_ESS
Authorization for document upload in

ESS.
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Chapter 19 Security
Role
Description
/OTEI/UPLOAD_MSS
Authorization for document upload in

MSS.
/OTEI/INBOX
Authorization for document inbox.
Description
J_6NE_DU
Authorization for /OTEI/DU transaction

with the following values:
ESS for ESS upload.
MSS for MSS upload.
INB for document inbox.
S_RFC

groups /OTEI/DU_WD_REND.
S_TCODE
Authorization for /OTEI/INBOX_100

and /OTEI/INBOX_110 transaction.
Description
J_6NE_INAP
Authorization for filtering tickets in the

Document Inbox. The object is not
included in the /OTEI/INBOX role. You
need to add it to a role and specify the
required filter criteria manually.
Contains the following fields:
/OTEI/INCH Channel.
/OTEI/INST Ticket Status.
/OTEI/INCB Created By User.
/OTEI/INMB Ticket Changed By User.
10. Reporting.
Role
Description
/OTEI/REPORTING
Authorization for EFM reporting function.
Description
S_TCODE
Contains authorization object field TCD

with value /OTEI/RP_DTB_REPORT
(transaction for EFM reporting).
J_6NE_REP
Contains authorization object field ACTVT

with value 16 (Execute).
11. File upload authorization objects.
230
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19.2. Standard HR/AL checks
Description
J_6NE_FU
Authorization for Upload and Assign

Documents application.
12. Processes & Forms integration roles/authorization objects.

Role
Description
/OTEI/PF_VIEW_RESTART
View authorization for /

OTEI/PF_RESTART transaction.
Description
S_TCODE
Authorization for /OTEI/PF_RESTART

transaction.
J_6NE_PF
Authorization to view the process log in /

13. Search authorization object.

Role
Description
J_6NRL_SEA
Authorization for access to search

templates; required for full-text search.
19.2 Standard HR/AL checks

EFM supports the HR authorization checks that are activated in the HR
authorization main switches (OOAC transaction). That means authorization checks are
supported with and without the context of authorization profiles as well as
structural authorization checks.
The following authorization objects will be checked if the corresponding check is
activated in the HR authorization main switches:
P_PERNR
Personnel Number Check
P_ORGIN
HR Master Data
P_ORGXX
HR Master Data Extended Check
P_ORGINCON
HR Master Data with Context
P_ORGXXCON
HR Master Data Extended Check with Context
Authorization checks with context as well as structural authorization checks require
that you create authorization profiles (OOSP transaction) and assign them to SAP
users (OOSB transaction).
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Chapter 19 Security
HR checks are performed at various locations in EFM. The general check that is
performed to view an employee in an EFM view is based on infotype 0002 (Personal
Data). With the parameters CHECK_AUTH_0000, CHECK_AUTH_0001, and
CHECK_AUTH_0002 in the EFM basic settings, the 0000, 0001, and 0002 infotypes can
be set if required (see Customizing display and defaults on page 33).
If you further drill down into the personnel file, checks are performed for every
infotype/subtype that you want to access. In addition to the objects mentioned
before, the S_TCODE authorization object is checked for accessing the SAP standard
transactions PA20 and PA30.
EFM also supports the ArchiveLink-specific authorization checks when accessing
documents. This checks against authorization object S_WFAR_OBJ. In addition to the
standard AL checks, you can configure a corresponding HR check for the following
actions:
Attach document.
Change date of origin on document.
Delete document.
Before the corresponding action is performed, a check on the HR object linked to the
document is performed. The HR authorization level required to perform the action
can be customized in the EFM basic settings (SPRO transaction). That means that you
can specify, for example, that a user requires maintenance authorization (W) on a
specific employee in order to be able to assign documents to this employee.
Generally, you can enter all levels that are possible in HR authorization objects like
P_ORGIN. The following list shows the corresponding EFM settings:
ARCH_HR_AUTH_LVL
Specifies the HR authorization level to be checked for:
Filtering the list of document types displayed when archiving documents.
Checking the HR authorizations before leaving the Attach <document type>

dialog and filtering the list of available subtypes in this dialog.
If no value is specified or the entry does not exist at all, no HR-specific

CHDT_HR_AUTH_LVL
Specifies the HR authorization level to be checked for showing the button that
allows to change the date of origin.
If no value is specified or if the entry does not exist at all, level W is checked.
DEL_HR_AUTH_LVL
Specifies the HR authorization level to be checked for approving deletion of
documents.
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19.3. Enabling signature verification for Web Viewer application
19.3 Enabling signature verification for Web Viewer

application
OpenText recommends to enable signature verification for the OpenText Imaging
Web Viewer imaging application (Release 10.2.0 or higher).
To enable signature verification:
1.
Edit the Web Viewer configuration file viewer.cfg and set the following
property:
vu_UseSignedURLsOnly=true
2.
In the maintenance view /IXOS/OA_CUST_A, activate the Use Signature flag for
a specific content repository.
19.4 Enabling time-dependent authorization checks

Time-dependent authorization checks implement in the SAP system a time-dependent
pattern to check for current authorizations.
To use these time-dependent authorization checks also for EFM, only the parameter
AUTH_CHECK_TYPE has to be maintained in the OpenText Business Suite for SAP
Solutions > Employee File Management (EFM) > Basic settings > Assign Values
for Basic Settings activity.
To customize the time-dependent authorization checks:
1.
Management (EFM) > Basic settings > Assign Values for Basic Settings
2.
icon.
To activate the time-dependent authorization check, enter the parameter TIME in

the Value column of the AUTH_CHECK_TYPE setting.
When you enter STANDARD or no value, the EFM standard HR authorization
checks are executed (default customizing). With OFF, no EFM standard HR
authorization checks are executed, but user exit implementations for
authorization checks are still called.
Caution
If you define no authority check, anyone will have access. For security
reasons, OpenText strongly recommends to specify an appropriate
authority check.
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Chapter 20
Appendix
20.1 Periodical maintenance tasks
Employee File Management maintenance comprises the following:
Check for EFM error messages in the SAP Application Log: Execute the SLG1
transaction and specify /OTEI/EIM as a log object.
Regularly check the EFM HCM Processes & Forms log using the /
Regularly monitor the EFM-specific workflows using the /OTEI/SWF_ADMIN

transaction.
20.2 Copying IMG customizing

You may copy EFM standard customizing to a new project which you have
modified beforehand, for example by implementing user exits or doing layout
changes.
To execute this transaction, you require the authorization for customizing changes in
SPRO; this is object S_TABU_DIS for authorization group J6NE (EFM) and activity 02
(change/edit).
To copy EFM-specific customizing:
1.
Execute the /OTEI/COPY_IMG_CUST transaction.
2.
If required, you can restrict the source and target entries with the following
parameters:
From Project
Defines the DocuLink project for the source customizing (mandatory).
From Version/From View
Defines the version/view for the project of the source customizing.
Language
Defines the language for the source customizing.
To Project
Defines the target project; copied customizing entries will be created for this
project (mandatory).
To Version/To View
Defines the version/view of the target project.
Note: When you do not specify a From view parameter and copy
view-dependent customizing, then the customizing for all views is
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Chapter 20 Appendix
copied. Therefore it is not possible to specify a To View parameter

without selecting a From View parameter.
Request/Task
Defines a customizing transport request to which all copied customizing
entries will be written.
3.
Specify every customizing option that you want to copy by clicking the
respective option; each option corresponds to an EFM or DocuLink IMG
activity.
4.
Click the
button.
20.3 Application log

You may monitor the error messages in the standard SAP application log. The error
messages are related to the /OTEI/EIM log object and the following sub-objects:
/OTEI/AUTH
Authorization check
/OTEI/CP
EFM Cockpit
/OTEI/CUST
Customizing
/OTEI/DU_WD
Document upload
/OTEI/FU_WD
File upload
/OTEI/GUEST
Guest user access
/OTEI/INAPI
Ticket processing API used by ESS/MSS Upload and Document Inbox

applications
/OTEI/INB
File import
/OTEI/LOG
Activity log
/OTEI/PF
Processes & Forms
/OTEI/RM
Records Management
/OTEI/STANDARD
Standard access
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20.3. Application log
/OTEI/WF
Workflows
For the EIC integration, the /OTEI/EIC log object with the /OTEI/UI sub-object is
used.
You can use the SAP application log for tracking down specific problems (errors) or
for periodically monitoring a system to check if specific problems/issues reappear.
Tip: Monitoring a system this way allows you to improve the overall
performance by adjusting the EFM customizing.
Example: If you receive repeated messages that no guest user account is
available for a specific access type, you can add more guest users of this access
type in the customizing.
To monitor protocol entries:
1.
Execute the SLG1 transaction.
2.
Enter the required selection criteria.
3.
Click the
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button.
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Chapter 20 Appendix
A table with all log entries that match the criteria is displayed.
4.
To display the message of a certain entry from the application log, double-click
on the respective row in the table.
The lower pane displays information about the related project, version, attribute
object, user action, and a
5.
Click the
(Detail) icon.
icon.
The Details of record dialog displays the details such as the employee
personnel number, infotype, subtype, and object ID related to the message.
20.4 Backup and recovery

All application and customizing data is stored in database tables in the SAP ERP.
Therefore you must use the standard SAP backup and recovery mechanism (DBBackup and Recovery).
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20.5. Single sign-on between EIC system connections
20.5 Single sign-on between EIC system connections

In order to use the single sign-on (SSO) service, the certificates of the SAP CRM and
the SAP ECC system must be exchanged using the STRUSTSSO2 transaction. The
results of this procedure can be checked in the SSO2 transaction.
Note: For more details, see the corresponding SAP documentation.
20.6 Supportability
Employee File Management is an add-on that runs on SAP ERP and SAP NetWeaver
Portal. You can use the SAP standard tools to get remote access to SAP ERP (through
SAP GUI) and SAP NetWeaver Portal on the customer system. For details see http://
service.sap.com/access-support.
Employee File Management does not provides any dedicated read-only roles that
can be used for remote access to customer systems. However, you can use the roles
and authorization objects described in chapter Security on page 225 to build
corresponding read-only roles for remote access by customer support.
20.7 Troubleshooting
Troubleshooting describes some commonly encountered problems, and provides
solutions or tips on how to avoid them. For further information on known problems
for your Employee File Management version see the corresponding Release Notes in
the OpenText Knowledge Center.
Users cannot access EFM
Check if the required EFM/HR/AL authorizations are assigned to the SAP users
that work with EFM.
Access problems with guest users
Check if number ranges were maintained for guest users.
Check if guest user accounts were maintained for the required access types.
Check if title, subtitle, and description for guest user logon in EFM Web UI
were maintained for all required languages (only required EFM Web UI).
Problems with email notification for guest users
Check if domains for email notification were maintained (only required for
email notification in guest user scenarios).
Check if an email footer was maintained for all required languages/access

types/guest user accounts (only required for email notification in guest user
scenarios).
Problems with activity workflow scenario
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Check if number ranges were maintained for activity workflow scenarios.
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Chapter 20 Appendix
Check if automatic workflow customizing was performed.
Check if agent assignment attributes are set to General Task for workflow
templates and standard tasks.
Unexpected behavior when working with documents

Check EFM basic settings in the SAP IMG customizing.
Certain document types are not displayed in Web Viewer
Check if the required Web Viewer customizing for the respective document type
is available.
Delete workflow does not delete classified records from the Content Server
Check that the flag Under Disposition Control in the RSI is used by the
respective records. Make sure that this flag is not set.
Problems with localization
Translations in some tables are only imported to client 000. Make sure that the
respective tables are also copied to the productive client.
Proceed as follows:
1.
Execute the SLMT transaction
2.
From the Language menu, select the Special Actions > Client Maintenance
entry to copy the tables.
As an alternative, you can also use transports to copy the respective tables from
client 000. For more details, check the SAP documentation and SAP OSS note
43853.
Notes
Resetting buffers - After importing language packages to the SAP

system, it can become necessary to reset certain buffers. For example,
you can use the following transactions:
/$SYNC - reset all buffers
/$OTR - reset OTR text buffers (HTTP texts)
/$CUA - reset SAP GUI object buffers
/$DYN - reset SAP GUI dynpro buffers
Updating generated reports - After importing language packages to the

SAP system, it can become necessary to update generated reports
including selection screens. Proceed as follows:
1. Execute DocuLink customizing transaction J6NP and select your
project.
2. Select tool bar entry Extras > Delete generated Reports > Including
selection screens.
Screens will be created with the latest values when used the next time.
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20.7. Troubleshooting
Scheduled import jobs do not appear in the File Import Administration dialog (/
OTEI/INB transaction)
Check job log of scheduled import jobs for more details using SM37
transaction.
Check SAP SLG1 logging for more details using object /OTEI/EIM, subobject /OTEI/INB.
File import job runs into error with error description Document attributes could
not be read (FILENAME ...
If the Web Viewer is not available during the file import for any reason, the file
import job runs into an error. In the /OTEI/INB transaction, in the Erroneous
and unfinished files of selected import section, the above error description is
displayed truncated.
Check that the Web Viewer is available.
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241
Glossary
Activity log
Provides a customizable logging of all guest user, document- and workflowrelated EFM activities. This log can be used by HR managers on a regular basis to
get an overview of the processed personnel files. An administrator can use this
log to get a chronological list of activities that may have caused an error case.
Creator
Workflow role for a Follow-Up or Delete with Approval workflow process; initiates
the process.
Delete with Approval
Workflow process to delete documents from a personnel file; ensures that a
second user, the so-called recipient, must approve all deletion processes.
EFM Web UI
Web-based environment, including a feature that allows you to browse through
thumbnails of the documents; based on the SAP Web Dynpro technology.
Flexible folder view
View type that uses the SAP view cluster technology and makes it possible to
group documents belonging to different infotypes into one folder. A flexible
folder structure provides an alternate view on HR documents, independent of the
infotype structure.
Follow-up workflow
Workflow process to trigger a check or any other processing of certain documents
in personnel files or a complete personnel file. Assign this task to the required HR
employee, the so-called recipient.
Guest user
Workflow role which allows a temporary access to EFM for users who are not
employees of the HR department.
Infotype view
View type that uses SAP HR infotypes for structuring. Infotypes combine the data
fields of the HR master records, time management, and applicant data by logical
criteria. Typical examples for infotypes are family/reference person,
organizational allocation, or basic pay. Infotypes can be identified by their
four-digit keys.
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243
Glossary
OBJPS
The object identification (object ID) is used to distinguish between data records
with the same infotype, subtype, lock indicator, start date, and end date. For
example, to identify more than one adress, child, etc.
Recipient
Workflow role for a Follow-Up or Delete with Approval workflow process; processes
the respective workflow item.
Upload and Assign Documents application
Drag&Drop-style file upload component in the EFM Web UI. Dragging
documents from the file system it is possible to upload documents automatically.
The documents are transferred to a user-specific upload buffer and can then be
assigned to one or multiple employee files.
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OpenText Employee File Management

OpenText Employee File Management

Copyright 2014 by Open Text Corporation

About OpenText Employee File Management ........................ 9

What is OpenText Employee File Management? ................................. 9

Getting started ......................................................................... 11

Using the IMG function .................................................................... 11

Customizing Solution Framework ......................................... 13

Customizing Solution Extensions .....................................................

Customizing Employee File Management ............................. 33

Defining basic settings .....................................................................

OpenText Employee File Management

Button customizing ..........................................................................

Customizing guest user access ............................................. 75

Customizing guest users using Guest User Ticketing System (GTS). ..

Customizing for starting EFM from HR transactions ........... 95

Integrating EFM in HCM Processes & Forms ....................... 97

Activating the EFM integration ......................................................... 97

Integrating EFM in SAP ESS/MSS/HRA ............................... 103

Integration scenarios .....................................................................

OpenText Employee File Management

UWL customizing for workflows .......................................... 119

Integrating EFM in the Employee Interaction Center (EIC) 121

Customizing integration ................................................................. 121

Customizing the EFM Web UI ............................................... 125

Checking prerequisites ..................................................................

Implementing scenarios ....................................................... 145

ArchiveLink Scanning .................................................................

Maintaining Document Upload and Inbox application ....... 157

Setting authorizations .................................................................... 158

Maintaining Document Inbox channels and settings .........................

Integrating SuccessFactors ................................................. 175

Setting authorizations ....................................................................

EFM Records Management ................................................... 181

Checking prerequisites ..................................................................

Customizing ArchiveLink PLUS attributes ......................... 211

Maintaining mobile application ............................................ 215

Customizing screen layouts for EFM mobile application ................... 217

OpenText Employee File Management

EFM license report ................................................................ 221

Integrating EFM license measurement in SAP System

Security .................................................................................. 225

Specific EFM checks .....................................................................

Appendix ................................................................................ 235

Periodical maintenance tasks .........................................................

About OpenText Employee File Management

OpenText Employee File Management

2.1 Using the IMG function

OpenText Employee File Management

Customizing Solution Framework

3.1 Customizing Solution Extensions

Customizing user exits

Do one of the following:

OpenText Employee File Management

Chapter 3 Customizing Solution Framework

To maintain attribute object dependent user exits:

Navigate to the Maintain DocuLink attribute object dependent user-exits

Do one of the following:

ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID

CHANGE_SUF, CHECK_HITS, SELECT

CHANGE_SUF, CHECK_HITS, SELECT, OBJECT_ID

CHANGE_SUF, CHECK_HITS, OBJECT_ID, SELECT

ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG

ARCHIV_FUN, CHANGE_SUF, CHECK_HITS, OBJECT_ID, DISP_ORG