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Document imaging 101 Imaging 101 using SAP's Content Server

Imaging 101 using SAP's Content Server

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Document imaging 101 Imaging 101 using SAP's Content Server

  1. 1. Imaging 101 using SAPs Content ServerJohn WallsVerbella CMG, LLC
  2. 2. Agenda• Document Imaging ROI, and End Results• SAP Content Server K-Pro vs ArchiveLink• Archiving Scenarios• Printlist and Outgoing Documents• Scanning VRS• Wrap - up
  3. 3. Return on Investment • Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document (does not include any legal penalties) • The average document gets copied 19 times. • Professionals spend 5-15% of their time reading information, but up to 50% looking for it. • 7.5% of all documents are lost (1 in 20) 3% of the remainder get misfiled • 90% of corporate information resides on paper • There are over 4 trillion paper documents in the United States alone – growing at a rate of 22% per year .Source: Coopers and Lybrand/Lawrence Livermore
  4. 4. The End Results — Displaying aDocument from FB03
  5. 5. Go to the Generic Object Services— Attachment List
  6. 6. SAP Process that could have documentation Inquiry Quotation Purchase Sales Order Contracts Sales Production Orders Good OrdersEmployee Receipt Picking Records Packing Vendor Shipment Group Invoice Vendor Deliveries Deliveries Master Goods Customer Issue Master Invoice Material G/L Docs Master
  7. 7. Agenda• Document Imaging ROI, and end results• SAP Content Server K-Pro vs ArchiveLink• Archiving Scenarios• Printlist and Outgoing documents• Scanning VRS• Wrap - up
  8. 8. Common Terms• ArchiveLink • A service integrated in the SAP Web Application Server to link archived documents with the business object entered in the SAP system• Knowledge Provider (KPro) • A cross-application and media-neutral information technology infrastructure within the SAP R/3 Basis (SAP middleware) • Provides the general infrastructure for storing and administrating documents in the SAP Content Server• Content Server • Server at the core of SAP’s document storage and management concept • Provides the technical infrastructure for all document-centric applications
  9. 9. ArchiveLink VS K-Pro ArchiveLink K-Pro (DMS)Is supported by all R/3 Yes Is supported only by 4.6Cversions and higherFull Text Search Yes/No Yes, TREXCommunication Protocol Can use RFC protocol Only uses HTTP Protocol or HTTP ProtocolLink Tables Used Link tables TOA01, No Link Tables used TOA02, TOA03Ease of Config Very Easy Much More DifficultUsed to Archive ADK Yes NoFilesVersioning, Check In/Out No Yes through SAP DMS
  10. 10. SAP Content Server –SAP Content Server SAP Cache HTTP HTTP File system or database Server(No optical Media support) HTTP SAP R/3 HTTP No Scanner Interface for SAP Content Server Third party document capture vendors like Kofax Retrieval of documents through the would be necessary. SAP GUI using the ECL Viewer
  11. 11. Typical ConfigurationHP Jukebox Third Party Content Server- IXOS, IBM, Documentum, OnBase etc. SAP R/3 CAS Storage Server Centera Clients Scanning Retrieval Clients
  12. 12. SAP Content Server – What is it?• Software for storing structured data (ADK files) and unstructured documents in repositories.• Product of SAP Web Application Server• Administration from within SAP, Using the following T-codes CSADMIN, & OAC0• Communication through the ArchiveLink HTTP protocol.• Multi-OS support including • Windows • Various Unix systems (New as of Content Server 6.30)• Does not support optical Media no direct scanning interface
  13. 13. SAP Content Server - Summary• The SAP Content Server provides a flexible and scalable architecture. Capacity and performance can be increased by adding additional servers and by decoupling the database.• The database is much better suited than a file system to the administration of large amounts of data. SAP uses the SAP Content Server internally to administrate all documentation and training content.• The SAP DB has a capacity of 64 terabytes (maximum). Additional databases can be installed.• Easy-to-use and stable SAP DB administration tools are shipped with the SAP Content Server. These can be used to make automatic backups, for example.
  14. 14. Create the Content Repository
  15. 15. Content Server AdministrationOverview Status of each Repository on the Content Server
  16. 16. Agenda• Document Imaging ROI, and end results• SAP Content Server K-Pro vs ArchiveLink• Archiving Scenarios• Printlist and Outgoing documents• Scanning VRS• Wrap - up
  17. 17. How Do We Get DocumentsArchived?Two most common ways to get information to the archive server:• Paper documents • Can be scanned or faxed into the scanning application • The scanning application interfaces with SAP, and is used to archive the documents into SAP• Electronic documents • Such as emails and desktop documents • Can be kept in their native format and archived from the desktop without using the scaning application
  18. 18. Three Most Common SAPArchiving ScenariosEarly archiving• Uses workflow to route images to processors• Once processed the image is linked to the newly created SAP R/3 documentLate archiving• Uses indexing fields to link image to existing documentLate archiving with barcode• Uses barcodes to link image to previously created SAP R/3 document
  19. 19. Old, New, and Newest — Scenario Naming SchemesSAP R/3 4.6C SAP R/3 SAP R/3and Above 4.5 - 4.6B 4.0 and Older Early archivingStoring for subsequent entry Store for entry later with workflow Store forStoring for subsequent assignment at a N/Aassignment later timeStore and enter (storing Store and enter Simultaneous archivingand entering)Store and assign (storing Store and assign N/Aand assigning)Assign then store (assigning Assign and store Late archivingthen storing)
  20. 20. Early Archiving
  21. 21. Early Archiving Scenario
  22. 22. Kofax Ascent Capture
  23. 23. Automatic Release to SAP Released to SAP
  24. 24. SAP User Workflow Inbox
  25. 25. Process Workitem POST
  26. 26. Early Archiving SummaryAdvantages • Distribute work to others and eliminates paper • Allows for ad hoc approval process (A/P and Sales Orders) • Standard reporting on end-user processingDrawbacks • Most complicated of the standard supplied archive scenarios • Processing faster with dual monitors • Uses SAP’s workflow • Workflow needs to be initialized and an organization structure may have to be used
  27. 27. Late Archiving
  28. 28. Late Archiving with 3rd-Party Solutions
  29. 29. Late Archiving with 3rd-Party Solutions
  30. 30. Late Archiving – Content Server
  31. 31. Late Archiving – Content Server(cont.)
  32. 32. Late Archiving – Content Server(cont.)
  33. 33. Late Archiving – Content Server(cont.)
  34. 34. Barcode
  35. 35. External 3rd Party REQUIRED forBarcode ArchivingRequires an External Scanning Client• If 3rd Party Content Management solutions are being used, their Scan Clients will be able to handle barcode archiving, If they are ArchiveLink Certified. • Example of this include OnBase, IXOS, IBM, FileNet, Documentum, etc.*• If the SAP Content Server is being used. Since there is no Scanning interface supplied- a stand alone imaging software application that has an Archivelink Certified interface is required. • Example of this include Kofax Ascent Capture with AR4ERP** Kofax Ascent Capture** * Partial List ** There may be other vendors, unknown to speaker. Please do your own research
  36. 36. Barcode Scenario- Explained Barcode Number and SAP Key fields Barcode is 1 Added to entered With BDS_BAR_IN Table IIIIIIIII SAP transaction Matching barcode Image is Stored entries are deleted and on Content an entry in the Link Table TOA01 is made2 Server – Doc ID and Barcode 3 Returned Doc ID and 4 Doc and ID and Bar code are sent to Barcode SAP BDS_BAR_EX Returned to SAP Table
  37. 37. Enter Barcode
  38. 38. Manual Bar Code Entry
  39. 39. Processing Solution Steps Images SAPScan Release Content Recognition Validate Server Barcode is Barcode and read image are released to SAP
  40. 40. Kofax Ascent Capture
  41. 41. Classification and Extraction ofIndex Fields Recognition
  42. 42. Kofax Ascent Capture
  43. 43. Automatic Release to SAP —AR4ERP Released to SAP
  44. 44. Late Archiving with BarcodeSummaryAdvantages• Does not change the existing paper process• Requires very little training, No SAP GUI required• Scanning is much more efficient • No indexing • No scanning separator sheets• Identifies documents that have not been scanned• Multiple SAP objects can be linked to a scanned document• Individual document indexing/categorizing is eliminatedDrawback• Need to manage and print/buy barcodes
  45. 45. Agenda• Document Imaging ROI, and end results• SAP Content Server K-Pro vs ArchiveLink• Archiving Scenarios• Printlist and Outgoing Documents• Scanning VRS• Wrap - up
  46. 46. Outgoing Documents – CustomerInvoices• Snap shot in time.• Saves on Processing time.• Pull up the exact copy of the invoice that was sent to the customer.• Used heavily in Data Archiving . • (Retrieval Strategy)• It is very difficult to re-print outgoing documents if they have been archived.• Once stored, they can be accessed through a customer self-service portal.
  47. 47. GOS – Attachment List
  48. 48. Select the attached PDF Invoice
  49. 49. Invoice is Displayed
  50. 50. Printlists - Reports• Snap shot in time• Saves on Processing time, the report is run once and archived. Printlist report is viewed instead of online version.• Saves paper and toner• Used as a report distribution tool• Used heavily as a Data Archiving Retrieval Strategy.• Can be used with Hyperlinks- Links to other archived documents
  51. 51. Printlist with HyperLinks
  52. 52. Agenda• Document Imaging ROI, and end results• SAP Content Server K-Pro vs ArchiveLink• Archiving Scenarios• Printlist and Outgoing Documents• Scanning VRS• Wrap - up
  53. 53. Virtual Re-Scan (VRS) Eliminates RescanningLow Contrast LogoDot Matrix TextHighlighter Carbon Copy HandprintCoffee Cup Stain Shaded background
  54. 54. Kofax VirtualReScan™ (VRS) Image File Size = 213 KB
  55. 55. Agenda• Document Imaging ROI, and end results• SAP Content Server K-Pro vs ArchiveLink• Archiving Scenarios• Printlist and Outgoing Documents• Scanning VRS• Wrap - up
  56. 56. Best Practices• Single POC for producing and monitoring barcodes• Choose the correct scanner for the volume and scanning scenario• Stay with the same brand of scanner• Use USB 2.0 over SCSI and ISIS drivers over TWAIN• Know your retention periods,• Inquire about document security, before Configuration• Archive outgoing documents whenever possible• Create a test Content Repository, or Content Server
  57. 57. Create Attachment
  58. 58. A Word About Using Attachments• Technically speaking, notes, PC attachments, and URLs are treated as SAP office documents • They result in corresponding entries in the SOOD and SOFM tables• Contents of the attachments are stored in the SOC3 table• Contents of the PC attachments are written to the SOFFCONT1 table• See Note 530792 for more information• See Note 389366 if you need to move documents from the database to an external content server
  59. 59. Thank you for Attending the “Imaging 101 using SAPs Content Server” Webcast ?Questions?John WallsVerbella CMG, LLCwww.verbellacmg.comJohn.walls@verbellacmg.com484-888-2199

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