SAP Document Builder

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Table of content
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Table of content
1 SAP Document Builder
1.1 SAP Document Builder Integration
1.2 SAP Document Builder Implementation Considerations
1.2.1 Editor Implementation
1.2.2 Assembly Implementation
1.2.3 Integration Using Web Services and SAP NetWeaver XI
1.2.4 Blueprinting
1.3 Features of SAP Document Builder
1.4 Technical Framework
1.4.1 Document, Template, and Element Management
1.4.2 Data Exchange with Other Systems
1.4.3 Text Editing
1.4.4 Form Design
1.4.5 Document Assembly and Rendering
1.5 Document Processes
1.5.1 Starting the SAP Document Builder and Document Builder Cockpit A
1.5.2 Finding the URL of the SAP Document Builder Web Interface
1.5.3 Document and Template Management
1.5.3.1 SAP Document Builder Initial Screen
1.5.4 Document Creation
1.5.4.1 SAP Document Builder User Interface
1.5.4.2 Document Approval Workflow
1.5.5 Template Creation
1.5.5.1 Template Approval Workflow
1.5.6 Fill-In Creation
1.5.7 Element Management
1.5.7.1 Document Builder Cockpit User Interface
1.5.7.2 Document Builder Element Management User Interface
1.5.7.3 Creating Elements
1.5.7.4 Editing Elements
1.5.7.5 Element Approval Workflow
1.6 Document Content Configuration
1.7 Roles and Authorizations
1.8 Workflows
1.9 Web Services (PPS Integration)
1.9.1 Old Proxy Method Used as Web Service (/IPRO/CALL_DOCB)
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1 SAP Document Builder

SAP Document Builder (CA-GTF-DOB) is a content-driven and cross-application solution powered by SAP NetWeaver 7.0 or higher for authoring complex
documents and streamlining the entire document lifecycle.
The following documents give you an overview of SAP Document Builder:
SAP Document Builder Integration
SAP Document Builder Implementation Considerations
Features of SAP Document Builder
More Information
Detailed configuration information can be found in the following guides at http://service.sap.com/instguides SAP xApps SAP Document Builder SAP
Document Builder 3.0 :
Business Scenario Configuration Guide
This guide contains detailed information on how to configure SAP Document Builder.
Master Guide
This guide contains high-level information on system landscapes, installation sequences, and other features.
Component Operations Guide
This guide focuses on technical support and optimization.
1.1 SAP Document Builder Integration

You can integrate SAP Document Builder with other SAP or non-SAP components. For example, you can create business documents required in a procurement
system and store them in an electronic data storage system.
Currently, SAP Document Builder integration is only provided by Procurement for Public Sector (PPS) for the contract, RFx, and purchase order business
objects. If you want to integrate SAP Document Builder with other components, and if you want to support other business objects such as shopping carts, you
must set up the integration yourself. The following graphic illustrates a typical procurement document process flow:
Process Flow
1. A contract, purchase order, or RFx is created in PPS. The document contains header and line item information. Additional information can be provided in
SAP Document Builder in the form of dialog data or element fill-in data.
2. A Web service is used to call SAP Document Builder.
3. The business data flows into SAP Document Builder into a previously configured variable tree reflecting the structure of the business document you want to
build and containing business content. Each element can be assigned to a rule. Rule evaluation determines whether an element is included in the final
document and is based on the data passed on to SAP Document Builder, as well as on the data supplied by the user during the dialog process. Elements
are included in an element list, which you can manage at your own discretion. Elements can have fill-ins. Again, the data is supplied either externally or by
the user.
4. The element list can be either assembled in Portable Document Format (PDF) or directly saved in WordML.
5. The final document is returned to the sending application by means of Web services. You can also choose to save it to your local PC/server, print it, or store
in a records management system.
1.2 SAP Document Builder Implementation Considerations
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1.2 SAP Document Builder Implementation Considerations

SAP Document Builder is shipped with extensive Customizing included in the SAP Reference IMG under Cross-Application Components Document
Builder . The Customizing contains detailed configuration information and sample entries, and it allows content managers to define content according to their
business requirements. Also, various Business Add-Ins (BAdIs) are provided to enhance standard functions.
Customizing includes both functional and technical tasks. While functional implementation mainly focuses on content configuration, technical implementation
encompasses a wide array of tasks such as mapping, form and report design, configuration of an assembly server such as Apache/FOP, and BAdI
implementations. Some tasks are performed only once during implementation (such as message mapping in SAP NetWeaver XI), whereas others require ongoing
maintenance (such as content management). Some of the key considerations for implementation include the following:
Editor and assembly tool to be used
Integration with other components
Blueprint of the structure and format of document outputs
Business rules to generate documents
Use of forms
Use the following information as guidelines for implementation decisions and as a starting point to gather information for the blueprinting process. SAP Document
Builder solutions are not limited to the tools mentioned below, as you can create your own implementation with other editors or assembly tools.
SAP Document Builder is a flexible tool that allows you to create documents in various formats. The selection of which tools to use for editing and assembly is
based on your requirements. For example, you may want to generate a PDF, an XML, or a WordML document, or a combination of PDF and WordML documents,
to meet the requirements of your scenario.
The following graphic describes the possible element and output formats and the required tools:
The following graphic lists some general recommendations based on your requirements:
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Note
Your needs may be unique and you can therefore select other tools.
1.2.1 Editor Implementation

An editor allows you to create and edit text for standard elements such as clauses in the following places:
In Document Builder Cockpit (/IPRO/WD_COCKPIT)
In Customizing for Document Builder Content Management under Regulation Sets and Elements Standard Elements
On the Document Summary screen of the SAP Document Builder interface
The decision on which editor to use is based on the complexity of the required word processing features. The SAP Business Text Format (SAP BTF) editor is the
default implementation, but you can replace it with Microsoft Word 2003 or other editors if you need advanced word processing features. For example, the SAP
BTF editor does not contain a spell checker or tracking tools. For more information, see the following table:
Tool MS Word & MS DSO Framer Active-X
Control
SAP BTF Editor Other
Description Generates Microsoft Word output for legal
documents containing Microsoft Word-
based elements and forms.
SAP editor that provides basic formatting
functions including bold, italics,
underlining, text alignment, paragraph
numbering, bullets, indent, and variable
fill-ins.
Customers choose a third-party editor and
create their own implementations.
Advantages
Supports advanced text and
document formatting
Element texts appear similar to how
they appear in the final document
Spell checker available
Generation of forms in separate
PDF files
Customers can opt to create forms in
Microsoft Word format instead of as a
PDF file
Default implementation
No additional software costs
No additional software required on
customers' computers
Customers choose their own tool to meet
their requirements.
Disadvantages/ Limitations Possible cost
SAP BTF Editor not supported in
Document Builder Cockpit
No spell checker
Document formatting output may
not be similar to final document
output
Simple formatting supported, but not
as sophisticated as in Microsoft Word
(for example, no complex tabbing
and auto-numbering features
available)
Requires time and effort to create
implementation.
Requirements
Microsoft DSO Framer Active-X
Control
Uses default SAP editor. Depends on the implementation.
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Microsoft Word 2003 Professional
SP02
1.2.2 Assembly Implementation

An assembly implementation supports the process of merging the element list, which results in complex document outputs as defined by the configured
business rules. In some configuration scenarios, a third- party product is required to generate the required output. On the other hand, no third-party assembly
server is required for XML or WordML files.
This decision is driven by output format requirements. If you opt for PDF, then Apache/FOP and Adobe LiveCycle PDF Generator ES are possible tools. If you
opt for WordML, no third-party assembly server is required.
Another criterion for the decision is if forms are considered to be PDF attachments to an assembled document or if they must be embedded into it. Embedding a
form into a document essentially means that the form is contained in a legal contract PDF file, for example. Contrary to Adobe LiveCycle PDF Generator ES,
WordML and Apache/FOP output do not support embedding PDF forms in WordML output. For more information, see the table below:
Document Builder Assembly Comparison
Tool Apache FOP Adobe LiveCycle Other
Description Supports generation of PDF legal document
from multiple HTML elements
Supports merging of Microsoft Word
elements, Excel files, and PDF
forms to create a PDF document
Supports generation of PDF legal
document from multiple HTML
elements
Customers choose different third-party
editors and create own implementations.
Advantages
Free, since it is open source code
Solution supports generation of
standalone forms, that is, forms in a
separate file from legal PDF
documents
Supports word processing
capabilities of Microsoft Word
Can embed PDF forms into legal
PDF documents
Customers choose their own tool to meet
their requirements.
Disadvantages/ Limitations
Embedded PDF forms cannot be
included in the assembled PDF
document, but solution supports
generation of standalone forms
Apache FOP is open source
software, so there is no guaranteed
time frame for releases, which are
planned for every three to four
months
Logos, headers, and footers not
supported
Extra configuration required to
support fonts
Requires a considerable amount of
configuration and effort to format
documents due to the considerable
number of XSLFO parameters
Transformation from HTML to XSL-
FO is a best-effort process
Additional cost for Adobe LiveCycle
PDF Generator ES
Support must come from Adobe
Requires time and effort to create
implementation.
Requirements Apache FOP can run on SAP NetWeaver
or Apache Tomcat.
Adobe Livecycle PDF Generator ES is a
third-party tool and requires a Windows XP
server, while the Adobe LiveCycle
Designer is part of the SAP NetWeaver
GUI installation.
Depends on the implementation.
The following table lists some configuration option details:
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Note
1. Adobe Document Services (ADS) provides form design and generation capabilities and is part of SAP NetWeaver. However, although it allows you to
generate forms, it does not allow you to embed forms into complex assembled documents.
2. Standalone forms are PDF forms contained in their own files, as opposed to forms contained in an assembled document with elements.
3. Embedded forms are PDF forms contained in an assembled PDF document.
4. This configuration can include Microsoft Word-based forms that can be embedded in the assembled document.
5. This configuration can support the embedding of PDF-based or Microsoft Word-based forms.
1.2.3 Integration Using Web Services and SAP NetWeaver XI

Web services provide synchronous integration whereas SAP NetWeaver Exchange Infrastructure (SAP NetWeaver XI) integration provides asynchronous
integration.
1.2.4 Blueprinting

Blueprinting enables you to analyze the following features to determine which Customizing settings to use:
Structure, formats, and contents of documents to be generated
Analysis of business rules to determine the contents and structure of document outputs
Identification of regulation sets, forms, and elements to be contained in your documents
Analysis performed at company and group level to identify best practices
1.3 Features of SAP Document Builder

SAP Document Builder supports you in doing the following:
Automating and streamlining the document creation process
Enforcing best practices in your business
Determining inclusion or exclusion of clauses based on legal regulations by means of rules
Building documents reflecting your company-specific styles and formats from one or more regulation sets
Generating documents automatically and with user interaction
More specifically, SAP Document Builder 3.0 has been enhanced with the following features:
Web service enablement
A new Web service is available which enables SAP Document Builder to communicate with PPS in addition to the SAP NetWeaver Exchange
Infrastructure (SAP NetWeaver XI) integration.
Document Builder Cockpit
Document Builder Cockpit provides a point of entry for creating elements.
Workflow enablement
Preconfigured workflows are delivered to streamline the document, template, and element approval process.
New roles
The following roles are available as of SAP Document Builder 3.0:
Professional Contract Author (/IPRO/PROF_CONTRACT_AUTHOR)
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Legal Contract Author (/IPRO/CONTRACT_AUTHOR)
Contract Viewer (/IPRO/CONTRACT_VIEWER)
Attribute Library Administrator (/IPRO/ATTR_LIBRARY_ADMIN)
Clause Library Administrator (/IPRO/CLAUSE_LIBRARY_ADMIN)
Template Library Administrator (/IPRO/TMPL_LIBRARY_ADMIN)
Enhanced versioning capabilities
Versioning is available for documents, templates, and elements, and is closely linked to the workflow function.
Interactive forms support
WordML support
Components
To run SAP Document Builder, the following components are required:
SAP Document Builder is an add-on to SAP NetWeaver. You must have SAP NetWeaver 7.0 SP13 or higher, or SAP NetWeaver 7.1.
SAP Document Builder requires the highest SAP NetWeaver support package.
Adobe LiveCycle Designer ES
This component is optional. It is installed as an option in SAP GUI and is used to design Adobe PDF forms.
Assembly server
This component is optional, as an assembly server is not required if you have opted for WordML or a simple XML output. An assembly server that
generates a PDF file supports XSL-FO transformation. For example, you may opt to use Adobe LiveCycle PDF Generator ES, Apache FOP, or another
third party tool.
SAP Netweaver Application Server
SAP NetWeaver Exchange Infrastructure
This component is not required if you have opted for a service-enabled environment.
Scenarios
Currently, SAP Document Builder is offered as an optional component of PPS, in which you can do the following:
You can access SAP Document Builder from a Web browser.
The documents you create are stored in the SAP Document Builder system as XML strings. You can configure generated documents in such a way that
they are sent back to the calling application or stored in a records management system.
You can create elements using Document Builder Cockpit (/IPRO/WD_COCKPIT).
1.4 Technical Framework

This section describes the technology components that are required to run SAP Document Builder.
1.4.1 Document, Template, and Element Management

SAP Document Builder runs on SAP NetWeaver Application Server (SAP NetWeaver AS). SAP NetWeaver Application Server is a Java- or ABAP-based
application platform that supports the following Web Dynpro applications:
SAP Document Builder (/IPRO/WD_DOCB)
Document Builder Cockpit (/IPRO/WD_COCKPIT), which is linked to the Document Builder Element Management application (/IPRO/WD_ELEMENT)
While the SAP Document Builder application allows you to control the whole document lifecycle, from document and template management to dialog process and
document assembly, Document Builder Cockpit exclusively focuses on element management and related tasks, for example, workflow management, if enabled.
Prerequisites
You must have installed SAP NetWeaver 7.0 SP 13 or higher.
Result
Once you have configured SAP Document Builder, users can create a shortcut on their desktops. For more information, see Document and Template
Management.
More Information
For more information, see SAP Library for SAP NetWeaver 7.0 on SAP Help Portal at http://help.sap.com Functional View SAP NetWeaver by Key
Capability Application Platform by Key Capability .
1.4.2 Data Exchange with Other Systems

Data exchange between SAP Document Builder and other SAP or non-SAP systems can be synchronous or asynchronous. Synchronous communication uses
Web services for data exchange, whereas asynchronous communication requires the installation and configuration of SAP NetWeaver Exchange Infrastructure
(SAP NetWeaver XI).
Web Services
You can use a Web service to allow SAP Document Builder to be used by other applications. Contrary to SAP NetWeaver XI, Web services are ready-to-use and
do not require an additional server.
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SAP NetWeaver Exchange Infrastructure
SAP NetWeaver XI is middleware that enables you to do the following:
Connect SAP and non-SAP systems to each other in a heterogeneous system landscape
Transform message content between sender and receiver systems, for example, between SAP Supplier Relationship Management (SAP SRM) and SAP
Document Builder. Both systems are connected to SAP NetWeaver XI using special classes called proxies.
More Information
For more information, see the Business Scenario Configuration Guide.
1.4.3 Text Editing

You can edit elements texts either in WordML, which is the standard XML schema for Microsoft Word 2003, or in HTML.
The table below describes the main differences between the two formats:
WordML HTML
Stricter syntax
No validation required before transformation
Some additional configuration required (DSO Frame Control ActiveX, Web
browser, and Business Add-In implementations)
No assembly server required
Simplified syntax
Validation required before transformation
Assembly server required
Prerequisites
To set the default text format, you must perform the activity in Customizing for Document Builder Content Management under Basic Functions Define
Configuration Parameters and enter the value WORDML or HTML for the FORMAT parameter.
1.4.4 Form Design

You can create interactive forms, that is, forms that allow you to enter data that is processed by the system, using SAP Interactive Forms by Adobe, a joint
development by SAP and Adobe Systems.
More Information
For more information about SAP Interactive Forms by Adobe, see SAP Library for SAP NetWeaver at http://help.sap.com SAP NetWeaver by Key
Capability Application Platform by Key Capability Business Services SAP Interactive Forms by Adobe .
1.4.5 Document Assembly and Rendering

You can assemble business documents in Portable Document Format (PDF) or in WordML based on the element list you consolidate during the dialog process.
Features
PDF Assembly
Document assembly in PDF requires a server and preliminary configuration of an RFC destination for the assembly server. The RFC connection must be of type
G (HTTP Connection to External Server). For example, Apache/FOP (Formatting Objects Project) can be used for large business documents. The solution you
have opted for should be installed, configured, and managed by an IT specialist.
For more information, see the documentation shipped with your assembly tool and the following SAP Notes, which contain information on how to configure specific
assembly tools using the Business Add-In (BAdI) Assemble Documents (/IPRO/ASSEMBLY_DEF):
802189
Contains information about the Apache PDF renderer
1046791
Contains information about Microsoft Word
1154999
Contains information about Adobe LiveCycle PDF Generator ES
The graphic below describes how text is processed using an assembly tool:
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WordML Assembly
Document assembly in WordML does not require an assembly server.
Note
You can use other editing and output formats. If you decide to do so, you might need to change the code using the BAdI Generic Output Interface
(/IPRO/OUTPUT) in Customizing for Document Builder Content Management under Business Add-Ins Assembly and Output .
1.5 Document Processes

This section describes the processes related to document, template, and element management.
1.5.1 Starting the SAP Document Builder and Document Builder
Cockpit Applications

You can run the SAP Document Builder and Document Builder Cockpit applications using a shortcut on the SAP Easy Access Menu, or you can run the
application from Customizing.
Procedure
To create a shortcut to the SAP Document Builder application from the SAP Easy Access Menu, proceed as follows:
1. Select the Favorites folder under the SAP Easy Access Menu.
2. Right-click to open the context menu.
3. Choose Add other objects .
4. Select Web Dynpro Application .
5. Enter the technical name of the Web Dynpro application and a description. To add a shortcut to the SAP Document Builder Web Dynpro application, enter
/IPRO/WD_DOCB. To add a shortcut to Document Builder Cockpit, enter /IPRO/WD_COCKPIT.
6. Choose Enter .
Alternatively, you can start the SAP Document Builder application from Customizing. Proceed as follows:
1. Perform the activity in Customizing for Document Builder Content Management under Template Management Define Templates .
2. Paste the Uniform Resource Locator (URL) into the corresponding field. To obtain the URL, see Finding the URL of the SAP Document Builder Web Interface.
3. Choose Execute to access the SAP Document Builder Web interface.
1.5.2 Finding the URL of the SAP Document Builder Web
Interface

To run the SAP Document Builder application from Customizing, you must first find the Uniform Resource Locator (URL) of the SAP Document Builder Web
interface.
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Procedure
To find the URL, proceed as follows:
1. Run transaction Object Navigator (SE84).
2. Expand the Web Dynpro folder in the Repository Information System.
3. Double-click Web Dynpro Applications .
4. Enter the Web Dynpro application /IPRO/WD_DOCB and choose Execute .
5. Double-click the search result.
6. On the Properties tab page, the Administrative Data field contains the automatically generated URL for the SAP Document Builder Web interface.
7. Copy the URL.
1.5.3 Document and Template Management

SAP Document Builder provides the SAP Document Builder application (/IPRO/WD_DOCB) for managing documents and templates.
Prerequisites
You must have done the following:
Assigned users to the relevant roles using transaction Role Maintenance (PFCG).
Created shortcuts for all users on the SAP Easy Access menu (see Starting the SAP Document Builder and Document Builder Cockpit Applications).
Activities
Start the SAP Document Builder application.
More Information
For information about the user interface of the SAP Document Builder application, see SAP Document Builder Initial Screen.
For more information about how to create documents, templates, and elements, see the following:
Document Creation
Template Creation
Element Management
1.5.3.1 SAP Document Builder Initial Screen

This section describes the standard tab pages that are displayed when you start SAP Document Builder.

When you start SAP Document Builder, the workspace is displayed, split into the Document Data and the User Workspace tab pages.
Document Data Tab Page
This is the standard workspace, containing the following areas:
Search area
Toolbar
Document area
The Search Area
The Search area is the initial area in SAP Document Builder.
Select the relevant content and an item from the worklist to find existing documents, systems, and user templates, as well as user elements.
You can perform either a simple search based on a single criterion or an extended search based on multiple criteria. You can then select the desired document or
template for further editing from the result list of your search.
You can also search elements by description. You cannot, however, search standard elements in the Search area. You can only perform this search under the
Document Summary tab page while authoring a document.
Example
You can search templates by content modifier, document selection, or previously configured attributes. For more information, see Customizing for Document
Builder Content Management under Basic Functions Classification System .
The Toolbar
The SAP Document Builder toolbar enables you to perform various actions, including the following:
Action Result
Create , split into the following: Use Create Document or Create Template to create a document or system template.
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Create Document
Create Template
Create User Template
Create User Element
Use Create User Template or Create User Element to create a template or element
that is available to one particular user. User templates and elements are displayed on the
User Workspace tab page.
Edit Makes all editing options available.
Copy Makes a copy of a document or template prior to saving it as a user template.
Save Save the document in draft mode.
Save as User Template Saves the document as a user template.
Release Releases a document for approval.
Refresh Starts building your document.
Delete Deletes a document or template from the database.
Revert Reverts to the last saved version of the document.
Log Off Logs you off of the SAP Document Builder system. Note that you must have saved your
document or template first.
The Document Area
The Document area displays details about the selected document, template, or element.
User Workspace Tab Page
You can manage user templates and elements on the User Workspace tab page.
1.5.4 Document Creation

This process describes how to create documents in SAP Document Builder.
The document creation and modification process is workflow-enabled and supports collaboration, meaning that you can edit documents both online and offline and
share them internally.
Process
To create documents in SAP Document Builder, proceed as follows:
1. Start the SAP Document Builder application (see Starting the SAP Document Builder and Document Builder Cockpit Applications).
2. Select the relevant document content.
3. Choose Create Create Document .
4. After assembling your document, choose Save to save your changes.
Result
You have created a document that is ready for sending. Choose Release to send your document.
More Information
For a description of the individual screen elements and tab pages in SAP Document Builder, see SAP Document Builder User Interface.
1.5.4.1 SAP Document Builder User Interface

This section describes the standard tab pages that are displayed when you create a document.

Header Data
The Header Data tab page contains the following sections:
General Data
Contains general information about the document you are working on, as well as the available options as defined in Customizing. Fields marked with a red
asterisk are mandatory.
Regulation Sets
Displays the regulation sets that are to be evaluated for the document you are working on, as defined in Customizing.
Document Versions
Displays the existing versions of the document you are working on. You can work on several versions of the same document. Choose New Version to
create a new version of a document; the new version is automatically selected. Choose Delete Version to delete obsolete versions of a document.
Administrative Data
Provides the following information:
Content of the document
Name of the person who created the document
External document number, which provides an identifier from an external application when SAP Document Builder is integrated with an external
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solution
Status, as defined in Customizing for Document Builder Content Management under Regulation Sets and Elements Standard Elements
Define Elements
Dialog
You start the dialog process, also referred to as the question and answer session, on the Dialog tab page. The dialog process dynamically selects elements to
be included in your document. Questions based on rules are displayed, and subsequent questions are determined by previous answers. The answers to the
questions define the clause content for the document.
The system avoids extraneous questions, asking only relevant questions to generate the document. Consider the following rule to include Clause A:
IF cost > $10.00 AND color= "yellow" AND shape = "square"
THEN include Clause A.
If you specify that the cost is $3.00, you will not be asked about color and shape since those criteria are now irrelevant in this context. In other words, the system
dynamically determines follow-on questions.
In the Document data groups field, a structure, defined in Customizing by a content manager, is displayed in the form of a data tree. The top node represents the
root variable and is marked with a red x until you answer all of the questions below it in the structure, at which point the red x becomes a green check mark.
A list of questions is displayed to the right of the Document data groups field. A question mark icon at the right-hand side of a question refers to a reference ,
which contains context-sensitive information that assists you in making a decision on a specific question.
You can proceed through the questions using Previous and Next , answer all questions with the default values from the template selected on the Header Data
tab page, or use the default values that have been defined for each variable in Customizing. The system dynamically adds questions and nodes to the tree based
on your responses, which can be configured as checkboxes, radio buttons, texts, or dropdown lists. You can also add read-only questions that are not editable.
Once you have answered all questions for a particular node, choose Next to proceed to the next grouping in the structure. When you have answered all the
questions for each grouping in the structure, the red x in front of the top node of the structure also becomes a green check mark. You can see the result of the
dialog process on the Document Summary tab page.
Document Summary
The document summary represents an outline of the document by listing all of the elements to be included in the assembled document. An initial element list
based on the document selection and your dialog responses is displayed on the Document Summary tab page. You can add, edit, or delete editable elements
from the list, with the exception of mandatory elements, which cannot be deleted from the list. For more information about defining elements, see Element
Management.
In the Document Sections area, the sections of the document are displayed, enabling you to focus on one document section at a time. When you select a
specific section, the element list for that document section is displayed in the Element Summary area.
The Element Summary toolbar enables you to perform the following actions:
Action Result
Export Enables you to export the element list to Microsoft Excel
Create , split into the following:
Create Element Above
Create Element Below
Create Element Upload Above
Create Element Upload Below
Enables you to add elements to the element list.
Edit Enables you to edit the selected element.
Insert , split into the following:
Insert Above
Insert Below
Insert Default
Enables you to insert an existing element into the element list.
Cut Enables you to cut the selected element and paste it to the clipboard.
Paste Enables you to paste any elements you put on the clipboard into the element list.
Delete Enables you to delete an element from the element list.
Utilities , split into the following:
Append Note
Delete Note
Show Excluded Elements
Show Included Elements
Expand List
Collapse List
Insert Section Page Breaks
Remove Section Page Breaks
Alternative Elements
Enables you to perform a variety of activities. Certain options depend on other options, for
example, Expand List can only be selected if your list is collapsed.
Depending on your settings, the following information is displayed in the element list in the Element Summary area:
Element position
Corresponding document section
Element name
Effective date of the element
Version number of the element
Regulation set to which the element is assigned
How the element text is displayed in the document, either as full text or incorporated by reference (IBR)
If the element is IBR, only the title of the element is displayed in the assembled document. If you choose, you can switch to full text.
Description of the element
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Whether or not the element is editable
An element is editable if you see a pencil icon in the Editable column.
The inclusion status of the element, which can be one of the following:
Optional (green light)
Mandatory (red light)
Recommended (yellow triangle)
Note
You cannot delete mandatory elements from the element list.
Any fill-ins associated with the element (if applicable)
The status of the fill-in , either complete or incomplete, is displayed in the element list.
Any content modifiers associated with the element
Any alternate elements associated with the element
A checkbox indicating if an element has been changed
Whether or not an element is optional
The update status of the element
When you select an element from the element list, the following information becomes available at the bottom of your screen:
The element type
The full text of the element
Note
You can edit the full text of the element by selecting an element from the list and choosing Edit
Details about any guidance associated with the element
The guidance assists the user by informing them of the context in which an element should be used or included in the document.
Associated rule, which is a Boolean expression defined in Formula Builder
Print preview
You can save your work as a user template to facilitate creating future documents similar to the document you are working on. To do so, choose Save as User
Template after you have finished defining your elements.
Preview
You can view the assembled document, as well as the associated responses report and reviewers checklist report, on the Preview tab page. Responses
reports provide you with a list of all the questions and answers from the dialog process used to construct the document. Reviewers checklist reports list all
customized elements in a document. For more information, see Customizing for Document Builder Content Management under Basic Functions Output
Control Define Output Definition .
You can save, e-mail, or print the available documents. You can configure your system to save these documents to a predefined location, which may even be in
another application once the document has been released.
Attachments
You can attach additional documents by uploading them from your local PC or server. On the Attachments tab page, choose Browse to upload the file, enter a
description, and choose Upload . The document is then visible on the Attachments tab page. You can preview or delete attachments anytime.
1.5.4.2 Document Approval Workflow

This process describes how documents are approved when you activate the related workflow.
Prerequisites
You have done the following:
Checked the document approval workflow and the related tasks and starting conditions using transaction Workflow Builder (SWDD). Also, check whether the
starting conditions are active.
Checked whether you have activated the workflow in the Customizing for Document Builder Content Management under Basic Functions Define
Contents and under Regulation Sets and Elements Standard Elements Define Elements .
Process
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The document approval workflow proceeds as follows:
1. An author creates a document; the document status is set to New .
2. The author edits the document; the document status is set to Held .
3. The author releases the document to submit it to a manager for approval; the document status is set to In approval .
4. The manager can either approve or reject the document in the Universal Worklist (UWL). If approved, the document status is set to Released .
1.5.5 Template Creation

This process describes how to create templates.
Templates provide predefined content, such as dialog questions and responses, default fill-in values, and custom elements to create documents at various levels
(user, group, or agency). SAP Document Builder distinguishes between user templates and standard templates. User templates are only available to a particular
user, whereas standard templates are available to all users. User templates can be created from scratch or by editing a standard template and saving it as a
user template. Note that not all authors are allowed to create system templates.
The template creation and modification process is workflow-enabled. Template workflows are based on template categories to which you assign approvers.
Templates are ready to use once approved and activated.
Process
To create document templates, proceed as follows:
1. Start the SAP Document Builder application (see Starting the SAP Document Builder and Document Builder Cockpit Applications).
2. Select the relevant document content.
3. Choose Create Create Template to create a standard template, or choose Create Create User Template to create a user template.
4. After assembling your document, choose Save to save your changes.
5. You can also save your standard template as a user template. After assembling your standard template, choose Save as User Template and, when
prompted, enter a name for the user template.
1.5.5.1 Template Approval Workflow

This process describes how templates are approved when you activate the related workflow.
Prerequisites
You must have done the following:
Checked the template approval workflow and the related tasks and starting conditions using transaction Workflow Builder (SWDD). Also, check whether the
starting conditions are active.
Checked whether you have activated the workflow in Customizing for Document Builder Content Management under Basic Functions Define
Contents and under Regulation Sets and Elements Standard Elements Define Elements .
Checked whether you have defined template categories and assigned users to them in the following Customizing activities for Document Builder Content
Management under Template Management :
Define Template Categories
Assign Users to Template Categories
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Process
The template approval workflow proceeds as follows:
1. An author creates a template; the template status is set to New .
2. The author edits the template; the template status is set to Held .
3. The author releases the template to submit it to the user assigned to the relevant template category; the template status is set to In approval .
4. The user can either approve or reject the template in the Universal Worklist (UWL). If approved, the template status is set to Released .
1.5.6 Fill-In Creation

SAP Document Builder supports fill-ins in elements if you have opted for WordML as your output format. Fill-ins enable you to enter data in elements, for example,
an amount or a date.
Prerequisites
Create fill-in variables in Customizing for Document Builder Content Management under Basic Functions Variables Define Variables .
Process
To convert the fill-in variable tree that you created in Customizing to an XML schema in Microsoft Word, proceed as follows:
1. Generate a WordML schema for a specific content in Customizing for Document Builder Content Management under Basic Functions Variables
Information Systems Display Output as WSDL .
2. Download the schema to your PC.
3. Create an XML schema library in Microsoft Word.
4. Add the schema to the XML schema library.
Result
The <contractDoc> and <clause> tags are displayed in all newly created elements in the content associated with the schema. You can insert fill-ins into the
clause text from the XML Structure task pane in Microsoft Word.
1.5.7 Element Management

SAP Document Builder provides the Document Builder Cockpit application (/IPRO/WD_COCKPIT) and the Document Builder Element Management
(/IPRO/WD_ELEMENT) applications for managing elements.
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Prerequisites
You must have done the following:
Assigned users to the relevant roles using transaction Role Maintenance (PFCG).
Created shortcuts for all users under the SAP Easy Access menu (see Starting the SAP Document Builder and Document Builder Cockpit Applications).
Activities
Start the Document Builder Cockpit application. If you want to create an element, or if you select an element from the element list to edit or display, the Document
Builder Element Management application is started.
More Information
For more information about the individual screen elements and tab pages in Document Builder Cockpit, see Document Builder Cockpit User Interface.
For more information about the individual screen elements and tab pages in the Document Builder Element Management application, see Document Builder
Element Management User Interface.
1.5.7.1 Document Builder Cockpit User Interface

This section describes the toolbars and tab pages that are displayed when you access the Document Builder Cockpit application (/IPRO/WD_COCKPIT). Which
tab pages are displayed depends on your Customizing settings.
Toolbar
The toolbar on the Document Builder Cockpit overview screen enables you to perform the following actions:
Action Result
Export Export to Microsoft Excel Exports the element list to Microsoft Excel.
Create Creates an element.
Edit Starts the Document Builder Element Management application, where you can edit the
content of your element.
Display Displays an element.
Copy Copies an element. You can also copy an element as an alternate element.
New Version Creates a new version of an element.
Delete , split into:
Delete
Delete with Dependencies
Deletes an element with or without the associated alternate elements.
Find Element Displays the search area and enables you to find an element in the SAP Document
Builder system.
Status Change , split into:
Active
Inactive
Draft
Changes the status of an element. Only active elements are assembled.
More Information
For more information about the Document Builder Element Management screen, see Document Builder Element Management User Interface.
1.5.7.2 Document Builder Element Management User Interface

This section describes the toolbars and tab pages that are displayed when you access the Document Builder Element Management application
(/IPRO/WD_ELEMENT) from Document Builder Cockpit (/IPRO/WD_COCKPIT). Which tab pages are displayed depends on your Customizing settings.

Toolbar
The toolbar in the Document Builder Element Management application enables you to perform the following actions:
Action Result
Edit Enables you to edit an element.
Edit Full Text Enables you to edit the full text of an element.
Save Saves an element.
Release Releases an element.
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Additionally, you can specify the language of the element.
Tab Pages
The following tab pages are available in the Document Builder Element Management application:
Header
Displays the element attributes.
You can perform the following actions on the Header tab page:
Enable the workflow function. In this case, you must specify the element category.
Save the element as an alternate element.
Save the element as a user element.
Specify the output type, for example, whether the element is to be included in a document.
Specify the owner.
Add comments.
Change the purchasing organization, if applicable.
Change the element format, if applicable.
Enter additional information pertaining to element format and inclusion.
Full Text
Displays the full text of an element.
Associated Rule
Displays any rules associated with the element.
Prescription
Displays the instructions associated with the selected element.
Guidance
Displays additional instructions associated with the selected element. You can enter more than one guidance for each element.
Workflow
Displays the workflow status and enables the document author to add new approvers or remove existing approvers and reviewers. Approvers are assigned
to categories.
Alternate Elements
Displays the alternate elements that are assigned to the selected element. You can add new alternate elements or delete existing ones.
Attachments
Displays the related attachments. Attachments are returned in their original format. No conversion is performed.
1.5.7.3 Creating Elements

You can create elements using Microsoft Word 2003 Professional as your default word processor. Alternatively, you can use the BTF editor to edit elements in
HTML (see Editing Elements).
Prerequisites
You must have done the following:
Set the 'FORMAT' configuration parameter to 'WORDML' in Customizing for Document Builder Content Management under Basic Functions Define
Configuration Parameters .
Installed the Developer Support Office Framer Control ActiveX to support WordML editing.
Configured your browser to support ActiveX.
Installed Microsoft Word 2003 Professional Service Pack 2 (SP2) or higher.
Implemented the following Business Add-Ins (BAdIs) in Customizing for Document Builder Content Management :
Business Add-Ins Editor Replace Editor (/IPRO/EDITOR) to support Microsoft Word in SAP Document Builder
Business Add-Ins Assembly and Output Assemble Documents (/IPRO/ASSEMBLY_DEF) to assemble documents in WordML format
Procedure
To create elements, start the Document Builder Cockpit application (/IPRO/WD_COCKPIT) and proceed as follows:
1. Select the relevant content.
2. Choose Create . The Document Builder Element Management application (/IPRO/WD_ELEMENT) is started.
3. A popup is displayed. Enter the required information and choose OK .
4. On the toolbar, choose Edit Full Text . Microsoft Word is started in a separate window.
5. Enter the name of the element and type the full text for the element.
6. Choose Save .
7. Choose OK to close the window and to return to the Document Builder Element Management application.
8. On the Document Builder Element Management application toolbar, choose Save .
9. Return to Document Builder Cockpit and choose Refresh to display the newly created element.
1.5.7.4 Editing Elements

You can edit elements using Microsoft Word 2003 Professional as your default word processor. Alternatively, you can use the BTF editor to edit elements in HTML.
Prerequisites
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You must have selected the Editable checkbox for the elements you want to edit in Customizing for Document Builder Content Management under
Regulation Sets and Elements Standard Elements Define Elements .
Note
Document authors must have the following client setup to be able to edit elements in a document:
You must have set the configuration parameter FORMAT to WORDML in Customizing for Document Builder Content Management under Basic
Functions Define Configuration Parameters .
You must have installed Microsoft Developer Support Office Framer Control to support WordML editing
You must have configured your browser to support ActiveX.
You must have installed Microsoft Word 2003 Professional Service Pack 2 (SP2) or higher.
Procedure
To edit elements, start the Document Builder Cockpit application (/IPRO/WD_COCKPIT) and proceed as follows:
1. Select the relevant content.
2. Choose Edit . The Document Builder Element Management application (/IPRO/WD_ELEMENT) is started.
3. Make the necessary changes.
4. Save your changes.
1.5.7.5 Element Approval Workflow

This process describes how elements are approved when you activate the related workflow.
Prerequisites
You must have done the following:
Check the element approval workflow and the related tasks using transaction Workflow Builder (SWDD).
Check whether you have activated the workflow in Customizing for Document Builder Content Management under Regulation Sets and Elements
Standard Elements Define Elements .
Check whether you have defined element categories and assigned users to them in the following Customizing activities for Document Builder Content
Management under Standard Elements :
Define Element Categories
Assign Users to Element Categories
Process
The element approval workflow proceeds as follows:
1. An author creates an element; the element status is set to Draft .
2. The author edits the element; the element status is set to Held .
3. The author releases the element to submit it to the user assigned to the relevant element category; the element status is set to In approval .
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4. The user can either approve or reject the element in the Universal Worklist (UWL). If approved, the element status is set to Active .
Note
When you make changes to an element that belongs to an already released template, a new element version is created in draft mode, and a new version of
the affected template is created and submitted for approval. The new template containing the latest changes at element level is activated and the old template
version is deactivated.
1.6 Document Content Configuration

This section gives you insight into document content configuration. Configuration refers to the tools provided in Customizing to define document content. Content itself
defines the supported business domain and processes.
By defining document content, you do the following:
Create consistent and accurate documents in compliance with the appropriate regulations.
Create document patterns (referred to as document selections) for future use.
Make sure that content is accurate and up-to-date.
More Information
For more information, see the Business Scenario Configuration Guide.
1.7 Roles and Authorizations

This section describes the available SAP Document Builder roles and related authorizations. SAP Document Builder processes involve a number of users
assigned different roles who are constantly interacting with one another. The following roles are shipped with SAP Document Builder:
Content Manager (/IPRO/CONTENT_MANAGER)
Professional Contract Author (/IPRO/PROF_CONTRACT_AUTHOR)
Legal Contract Author (/IPRO/CONTRACT_AUTHOR)
Contract Viewer (/IPRO/CONTRACT_VIEWER)
Attribute Library Administrator (/IPRO/ATTR_LIBRARY_ADMIN)
Clause Library Administrator (IPRO/CLAUSE_LIBRARY_ADMIN)
Template Library Administrator (/IPRO/TMPL_LIBRARY_ADMIN)
User / Author (/IPRO/AUTHOR)
Group Manager (/IPRO/GROUP_MANAGER)
Manager (/IPRO/ MANAGER)
Activities
Run transaction Role Maintenance (PFCG) to copy the standard roles and change them according to your needs. Within the same transaction, assign users to the
available roles.
More Information
For more information, see the Business Scenario Configuration Guide.
1.8 Workflows

This section describes the main workflow templates that are available in the context of document, template, and element approval. SAP Document Builder ships
with a range of preconfigured workflows that are triggered when changes are made to documents, templates, and elements.
The following workflows are available:
Workflow Object Type
Automatic Approval (WS40400020)
One-Step Approval (WS40400006)
SAP Document Builder Document
Automatic Approval (WS40400019)
One-Step Approval (WS40400012)
SAP Document Builder Template
Automatic Approval (WS40400023)
N-Step Approval (WS40400009)
SAP Document Builder Element
Automatic Approval (WS40400033)
One-Step Approval (WS40400025)
Custom Element
More Information
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For more detailed information about the different workflows available in SAP Document Builder, see the Business Scenario Configuration Guide.
1.9 Web Services (PPS Integration)

Web services are used by applications running on various platforms to exchange data over the Internet. The Web service Old Proxy Method Used as Web
Service (/IPRO/CALL_DOCB) allows SAP Document Builder to be called by Procurement for Public Sector (PPS). You can check it in transaction SOA
Manager (SOAMANAGER).
Prerequisites
You can only manage Web services with the Web Service Administrator role (SAP_BC_WEBSERVICE_ADMIN).
To complete configuration, you must do the following:
Check the client proxy in the system from which you call the Web service using transaction Object Navigator (SE80). In the PPS system, the proxy is
called CO___IPRO__CALL_DOCB.
Define the logical port for the client proxy in the PPS system using transaction Maintain Logical Ports (LPCONFIG). This port must correspond to the one
you have defined in Customizing for SAP Supplier Relationship Management under SRM Server Cross-Industry Functions Integration with SAP
Document Builder Activate Integration with SAP Document Builder .
You must have used the default Business Add-In (BAdI) implementation in Customizing for SAP Supplier Relationship Management under SRM Server
Cross-Industry Functions Customer Enhancements (BAdIs) Integration with SAP Document Builder Set Up Integration with SAP Document
Builder .
More Information
For more information about Web services, see SAP Help Portal at http://help.sap.com SAP NetWeaver 7.0 SAP NetWeaver at a Glance IT
Scenarios at a Glance Enabling Enterprise Services .
1.9.1 Old Proxy Method Used as Web Service
(/IPRO/CALL_DOCB)

The Web service Old Proxy Method Used as Web Service (/IPRO/CALL_DOCB) is used to integrate SAP Document Builder with Procurement for Public
Sector (PPS) and has the following parameters:
INPUT
XML message created using the Web Services Description Language (WSDL) report (/IPRO/OUTPUT_WSDL) in Customizing and downloaded to a local
PC.
OUTPUT
Field structure corresponding to the variable structure contained in the above XML message and supplemented with the GUID and version fields.
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