SAP Collaboration Folders 4.

Assisting Companies Leverage

Investments in SAP Solutions

LeverX Webinar Series:

Document Conversion, Stamping,
and Viewing in SAP DMS
Eric Stajda
PLM Practice Director

David Salamanek
Managing Director, CEO
April 2010
2009 LeverX, Inc.

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Agenda
Assisting Companies Leverage
Investments in SAP Solutions

Introduction
Requirements for Document Conversion and Long Term
Storage using SAP DMS

LeverX will discuss requirements and solutions for conversion of native files
(e.g., Word & Excel) to long term storage format (e.g., PDF & TIF) in SAP
DMS. Discussion will include the necessity for stamping converted files with
data (e.g., release status, date, owner, & digital signatures) from the SAP
system, controlling access to non-stamped native files at certain points in the
documents lifecycle, and as required, making sure that certain users can
never open a non-stamped file.

Solutions to Support Document Conversion, Stamping, and

Viewing

SEAL Systems will present an integrated solution for SAP DMS including the
conversion of document originals, on-demand viewing of DMS records, and
document control through stamps and watermark information. Additional
demonstration of the seamless integration with the SAP DMS, will show you
how to save time and money when handling document originals in your
enterprise.

Question and Answer

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

Agenda
Assisting Companies Leverage
Investments in SAP Solutions

Introduction
Requirements for Document Conversion and Long Term
Storage using SAP DMS
Solutions to Support Document Conversion, Stamping, and
Viewing
Question and Answer

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

SAP DMS
Assisting Companies Leverage
Investments in SAP Solutions

Our discussion today revolves around the premise that you are
using or thinking about using SAP DMS for management your
documents

SAP provides you with an enterprise document management

system which can be utilized with relative ease

No additional license cost, part of overall cross application

functionality

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

SAP DMS & Conversion: Goal

Assisting Companies Leverage
Investments in SAP Solutions

If you are using SAP DMS today, the basic scenario is users
are storing application files such Word, Excel, PowerPoint,
Visio, PDF, etc. files in SAP
The system does not include method for automated conversion
of original files (i.e. MS Word) to neutral format (i.e. PDF)
A common goal is to get to something similar to the below:

Document State:
In-Work, Review

Document State:
Released

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

SAP DMS & Conversion: Issues

Assisting Companies Leverage
Investments in SAP Solutions

Without an automated mechanism, manual creation is the other

method

You are then counting on the user doing the action and then a set of
manual checks to make sure action has taken place

What if we have neither? (Automated or Manual)

How will these files be accessed in the future?

We know for certain that documents generated in out of date

software will no longer be able to opened in the future

Not realistic to keep machines with old operating systems and

software running forever

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

SAP DMS: Retention Policy

Assisting Companies Leverage
Investments in SAP Solutions

Retention Policies:

Every company must retain data for long-term storage of some

kind, whether it's for their own records or for the sake of legal
compliance

Document discovery during litigation can be challenging

Key Question: What was considered the official document?

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

SAP DMS: Whats Official?

Assisting Companies Leverage
Investments in SAP Solutions

Clearly identifying official documents vs. others

It to good to develop rules around what constitutes an official

document

How does a person on the manufacturing floor know they are

looking at a released document?

Common Solution: Utilizing stamping and watermarking

functionality it is possible to clearly identify the maturity of the
document

Document State:
In-Work, Review

Document State:
Released

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

What SAP

Provides?

Assisting Companies Leverage

Investments in SAP Solutions

SAP Provides the capability to call a document conversion

process based on a status change

Rules around triggering are based on standard IMG settings

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

What SAP

Provides?

Assisting Companies Leverage

Investments in SAP Solutions

Sample IMG Setting: Trigger conversion based on document

type, application type, and status

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

What SAP

Provides?

Assisting Companies Leverage

Investments in SAP Solutions

What occurs when a conversion process is triggered?

Seal Systems
Conversion
Server

Input

Person or
Systems Sets
Status On
Document

There is a
check to see if
conversion is
required?

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

Output

SAP Content
Server
If conversion is
required, documents
are exchanged
between content and
conversion server

Input/Output
Assisting Companies Leverage
Investments in SAP Solutions

Input of the conversion process can be various

Office, Graphic Files, CAD, Text, etc.

The resulting output of a conversion process can be:

PDF

TIFF

PDF/A
PDF/A is a constrained form of Adobe PDF intended to be
suitable for long-term preservation of page-oriented documents
for which PDF is already being used in practice

Other formats are also available such as GIF, JPG, etc.

Meta data included from SAP in converted file

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

SAP DMS: Access To Native Files

Assisting Companies Leverage
Investments in SAP Solutions

We also will discuss and demonstrate controlling access to

native files (i.e. Word)
Once reaching a certain maturity level, no users should be able
to see or maintain the originals without creating a new version

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

Agenda
Assisting Companies Leverage
Investments in SAP Solutions

Introduction
Requirements for Document Conversion and Long Term
Storage using SAP DMS
Solutions to Support Document Conversion, Stamping, and
Viewing
Question and Answer

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

Company
Assisting Companies Leverage
Investments in SAP Solutions

About Seal Systems:

International software publisher
Document Input Output Control
30 years experience
Offices: USA, Germany, France, Australia
Partners: Americas, Europe, Middle East, Asia Pac.
SAP certified development partner
ISO/EN certified

2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc.

Page 15

SAP DMS Convert

Assisting Companies Leverage
Investments in SAP Solutions

DIR

SEAL

DIR

Document control
Convert on status change
Server side processing
Long term archive (PDF)
Stamps and watermarks (Static, Dynamic)
Digital signatures
Multi-application support (Office, Graphics)
SEAL Conversion Cockpit (COCO)
2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc.

Page 16

SAP DMS Convert

Assisting Companies Leverage
Investments in SAP Solutions

DIR

SEAL

DIR

Live demonstration

2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc.

Page 17

SAP DMS View on Demand

Assisting Companies Leverage
Investments in SAP Solutions

DIR

SEAL

User

Document control
Server side processing
Viewable in PDF or TIF
Native SAP viewer or Adobe Reader
Stamps and watermarks (Static, Dynamic)
Digital signatures
Multi-application support (Office, Graphics)

2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc.

Page 18

SAP DMS View

Assisting Companies Leverage
Investments in SAP Solutions

DIR

SEAL

User

Live demonstration

2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc.

Page 19

Summary
Assisting Companies Leverage
Investments in SAP Solutions

Automate document control

Stamp and watermark security
Administrative overview
Modular system
Additional Focus
BCXDC, BCXOM, DMS
PM, PP, MM, SD with attachments
RM and more
Digitally distributed throughout enterprise

2010 Copyrighted by LeverX, Inc. and Seal Systems, Inc.

Page 20

Agenda
Assisting Companies Leverage
Investments in SAP Solutions

Introduction
Requirements for Document Conversion and Long Term
Storage using SAP DMS
Solutions to Support Document Conversion, Stamping, and
Viewing
Question and Answer

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.

Questions:
Assisting Companies Leverage
Investments in SAP Solutions

Your turn

How to contact us:

Website: www.LeverX.com
Alan Mendel (alan.mendel@LeverX.com)
Eric Stajda (eric.stajda@LeverX.com)
David Salamanek (david.salamanek@SealsySystems.com )

Copyright 2010 by LeverX, Inc. and Seal Systems, Inc.