OpenText ™ Documentum ®

Content Services for SAP ®

Version 16.4

User Guide
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 Table of Contents

Preface ................................................................................................................................ 7

Chapter 1 Introducing Content Services for SAP ......................................................... 11

Overview ......................................................................................................... 11
CS SAP architecture .......................................................................................... 12
Supported SAP document formats ..................................................................... 14
SAP and CS SAP terms ..................................................................................... 14

Chapter 2 Working with the View component .............................................................. 17

Viewing documents .......................................................................................... 17
Exit or Exit and Log Off ................................................................................ 18
Valid DRLs ................................................................................................... 18
Sample DRLs ........................................................................................... 19
Setting format preferences ................................................................................. 19
Modifying WebView view column display ......................................................... 20
Viewing PDF documents with Adobe Acrobat .................................................... 22
Annotating PDF documents .............................................................................. 22
Using the Daeja Image Viewer ........................................................................... 23

Appendix A Configuration and Usability Notes .............................................................. 25

Webtop integration – View preferences .............................................................. 25
Passing localized DIRs ...................................................................................... 25
Content Services for SAP client installed only with WebView URL,
information not saved ....................................................................................... 25
Execution of SAP queries created in 5.3 SPx, 6.0, or 6.0 SP1 with
ObectId as parameter, fails when upgraded to 6.5 ............................................... 25
DCTM link job does not work when activity and job names contain
Korean or Brazilian Portuguese or any multibyte accented characters .................. 26
Agent > SAP > Query > Archive data .................................................................. 26
SAP 4.7 > Agent > Action > Link Documentum > Image Assign SAP
Workflow ......................................................................................................... 26
SAP 4.7 > Agent > Action > Check Document Info Records .................................. 26
WebView help not available in Korean and Brazilian Portuguese ........................ 26
HVP Worker URL format .................................................................................. 27
Windows TIFF viewer on Windows XP and Windows 2003 ................................. 27
Content Services for SAP TIFF viewer on Windows 2000 and earlier .................... 27

3
Table of Contents

List of Figures

Figure 1. CS SAP and SAP................................................................................................... 12

4
 Table of Contents

List of Tables

Table 1. Terms and definitions ........................................................................................... 14

5
Table of Contents

6
 Preface

Purpose of this guide

Documents in SAP may be viewed in a Documentum repository using Content Services for SAP (CS
SAP) 16.4. This guide describes how SAP and non-SAP users may view documents stored in a
Documentum repository. The alternatives include:
• Viewing documents using CS SAP View that provides SAP transaction-related documents to
non-SAP users in a document-centered view. The appropriate viewer, based on the document
file type is automatically launched.
• Viewing and annotating documents in PDF format.
• Viewing documents and reports using SAPGUI.
• Viewing documents that have been converted to HTML format using a web browser.
IMPORTANT
Documentum Content Server is now OpenText Documentum Server. OpenText Documentum Server
will be called Documentum Server throughout this guide.

Intended audience
In order to address the manuals to the correct audience, the roles of the users of the manuals have
been defined as follows:
• System Administrator — This role covers users who install and configure CS SAP. The CS SAP
application integrates Documentum and the SAP R/3 system.
• Content Services Administrator — This role covers users who manage CS SAP using WebAdmin.
• Document Controller — This role covers those who release documents to SAP and maintain the
links to those documents.
• Standard User — This role covers users who view documents using SAPGUI and the View
component of Content Services.
This manual is written for standard users.

Revision history
This section contains a description of this document's revision history.

Revision date Description

April 2018 Initial publication.

7
Preface

Typographic conventions
This guide uses the following text conventions.

Typographic conventions used in this guide

Convention Description
> Represents a pop-up or pull-down menu.
<Text enclosed within angle brackets> Represents a variable name for which you must
provide a value, or a defined term.
Represents code samples, user input, and
Information in this font
computer output.
[] square brackets Used in method command syntax specifications,
square brackets indicate an optional argument.
{} curly brackets Used in method command syntax specifications,
curly brackets indicate an optional argument
that can be repeated more than once.

Related documentation
This manual forms part of a documentation suite designed to support those who install, configure,
and use CS SAP. The product and documentation suite can be found on OpenText My Support
(https://support.opentext.com/).
From My Support, you can download the latest version of CS SAP and the related documentation
suite.

CS SAP—Documentation suite

Title Description Target role

Documentum Content Services for Provide an overview of Standard User, System
SAP Release Notes new and amended features, Administrator, System
known bugs, limitations, and Administrator (SAP), and
documentation correctness and Content Services Administrator
clarifications.
Documentum Content Services for Provides the procedures for System Administrator
SAP Installation Guide installing Content Services.
Documentum Content Services for Describes the configuration System Administrator (SAP)
SAP Configuration Guide tasks that need to be performed
in SAP so that SAP can
communicate with Content
Services.

8
 Preface

Title Description Target role

Documentum Content Services for Describes how to configure Content Services Administrator
SAP Administration Guide Content Services using the
WebAdmin tool.
Documentum Content Services for Describes how SAP users view Standard User
SAP User Guide documents.

9
Preface

10
 Chapter 1
Introducing Content Services for SAP

Overview
The Documentum Content Services for SAP (CS SAP) application integrates the Documentum content
management system with the SAP R/3 or ECC system. It is an interface to the SAP R/3 or ECC system
based on SAP standard Document Management System (DMS) and ArchiveLink interfaces.
CS SAP provides the following functions:
• Enables users to easily access and display documents stored in a Documentum repository from
a variety of SAP modules.
• Links documents stored in Documentum to a variety of SAP documents.
• Archives SAP data, reports, and documents through ArchiveLink certified interfaces in
Documentum.
Note: To use CS SAP with HTTP archiving services, install AS SAP, as described in the
Documentum Archive Services for SAP Installation Guide.
• Stores and manages reports and outgoing documents in Documentum.

11
Introducing Content Services for SAP

CS SAP architecture
Figure 1. CS SAP and SAP

Note: Content Services for SAP capture component is not present in the 7.2 and later releases.

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 Introducing Content Services for SAP

CS SAP consists of the following components:

• WebAdmin
An administrative console that allows you to:
— Perform archiving services.
Using WebAdmin, you can perform the following archiving services:
— Create, configure, and manage archives.
— Manage certificates for the archive.
— Configure document archival for CS SAP.
— Perform DMS-related services. You can:
— Configure batch jobs for linking and replication tasks.
— Schedule and manage the execution of linking and replication jobs.
• High Volume Processing Server (HVPS)
A server component that allows you to automate the linking between SAP objects and documents,
as well as maintain those links. This automation improves productivity, information integrity,
and information availability. This replaces the CS SAP Agent component present in 5.3 and 6.0
releases. Unlike the previous Agent, HVPS is completely a Java-based component. The following
are the two main components:
— HVP Controller: This server component is packaged as the HVPS.dar file. HVP Controller
runs in the realm of the method server and delegates the jobs executed from the WebAdmin to
the registered HVP Workers.
— HVP Worker: The Worker is a .war file which can be installed on any supported application
server (Release notes provide information on the supported application servers). The jobs
delegated by the controller are executed by the HVP Worker. The HVP Worker packages DFC
libraries that is used to communicate with the repository. It communicates with SAP using the
SAP JCo v3.0.x libraries. The JCo libraries have to be downloaded from the SAP marketplace
into the lib directory of HVP Worker.
• View
View is a thick client which must be installed on every client computer that needs to access
reports, drawings, and other documents stored in a Documentum repository.
The View component supports the following operating systems:
— Windows 2000
— Windows XP
— Windows 2003
• WebView
This is a Web-based View application which could be installed on any supported application
server. The advantage of using WebView over View is that the user need not have to install the
View application on every client computer and the documents reports are rendered on to the
browser window. Unlike View, WebView supports Linux-based operating systems also. WebView
also has Daeja viewer plugin which enables users to open TIFF and PDF documents inside the
browser window and provides tools to annotate.
• Manage

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Introducing Content Services for SAP

Enables you to release Documentum documents to SAP, and to maintain those released
documents.
Note: The Documentum Content Services for SAP Release Notes provides detailed information about
specific OS versions and supported software environments.

Supported SAP document formats

Documentum supports the following SAP document classes/formats:
• Incoming or scanned documents (FAX class, TIFF format)
• Outgoing documents (OTF class, PDF format)
• Archived data (REO class, REO format)
• Reports or print lists (ALF class, ALF format)

SAP and CS SAP terms

The following table presents the SAP and CS SAP terms and their definitions used in this guide.

Table 1. Terms and definitions

Term Definition
CS SAP Product that connects Documentum to and from
SAP.
ArchiveLink Cross-functional interface that is part of the SAP
Basis System. ArchiveLink handles the storing
and retrieval of documents and data to and from
a repository external to SAP.
WebAdmin An administrative console that allows you to
perform:
• Archiving services:

— Create, configure, and manage archives.

— Manage certificates for the archive.

— Configure document archival for CS SAP.

• DMS-related services:

— Configure batch jobs for linking and

replication tasks.

— Schedule and manage the execution of

linking and replication jobs.

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 Introducing Content Services for SAP

Term Definition
HVPS A server component that allows you to automate
the linking between SAP objects and documents,
as well as maintain those links. This automation
improves productivity, information integrity,
and information availability. This replaces the
CS SAP Agent component present in 5.3 and 6.0
releases. Unlike the previous Agent, HVPS is
completely a Java-based component.
SAP DMS Document Management System that is part
of the SAP Basis System. Presents a logical
layer to integrate with external systems like
AutoCAD or Documentum. Not directly related
to ArchiveLink.
SAP PLM Product Lifecycle Management (PLM). SAP
PLM provides an integrated environment
that ensures all personnel involved in product
development, manufacturing, and service have
quick and secure access to current information.
It provides a set of BAPI calls that can be used
by external systems like Documentum.
SAP Master Record A set of master data, such as customer or vendor
data, which is used in the creation of SAP
documents.
SAP GUI SAP graphical user interface. Graphical
menu/screen tool that connects a client to the
SAP server.
Original document Paper-based version of a document.

For example, an invoice can consist of two

sheets of paper received from a supplier.
Paper documents are scanned in and stored as
electronic documents in Documentum.
SAP document An electronic transactional record of header data
and line items in SAP.

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Introducing Content Services for SAP

16
 Chapter 2
Working with the View component

Non-SAP users can view SAP documents using the View component. This component also provides
you with the ability to define your preferences for the application to be used to open the different
document formats.
You can perform the following tasks using the View component:
• Viewing documents, page 17
• Setting format preferences, page 19
• Viewing PDF documents with Adobe Acrobat, page 22
• Annotating PDF documents, page 22

Viewing documents
To view documents with the View component:
1. Start the View component. The default location is in the Start menu under Programs >
Documentum Content Services for SAP > View.
The application is started and the View window appears.
To retrieve documents, you must open a DRL.
2. Select Open DRL from the File menu.
Note: The View component remembers the last DRL opened and displays it in the Open text field.
The Open DRL dialog box appears.
3. Type a valid DRL and select Debug DRL, if required.
Debug DRL only takes effect when opening a canned query DRL, showing the final DQL
statement. More information about DRLs is in Valid DRLs, page 18.
4. Click Open.
If you are not already connected to a repository, the Connect to Documentum window appears.
5. Select the repository from the list box.
6. Either select Use Windows Login or type your username and password.
7. Type the Domain, if required.
8. Click Connect.

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Working with the View component

The View component screen is displayed showing all documents retrieved by the DRL. If only
one document was retrieved, the View component starts the appropriate application and displays
the document.
The view shows the folder structure (including queries and virtual documents) of the documents
in the repository.
9. Navigate to the folder that contains the required document.
10. Double-click the document.
The preferred application for the document format is launched and the document is opened.
You can change the preferred application for viewing by changing your format preferences, as
described in Setting format preferences, page 19.
Instead of double-clicking the document, right-click to display the context menu.
You can view or print the document. In addition, you can set the preferred application for all
documents with the format of the currently selected one.
Note: If you made a multiple selection of documents (Ctrl or Shift) the documents can only
be printed.

Exit or Exit and Log Off

When DmView is executed, and you log off the desktop or shut down the computer, the following
error message occasionally appears:
An outgoing call
cannot be made since the application is dispatching an input synchronous
call
This message appears because the dmapi.exe process is still running. There is a new menu option
on the DmView File menu called Exit & Log Off. On selecting the Exit & Log Off menu option, the
DmView Exit & Log Off dialog box appears.
Clicking Yes causes DmView to stop the dmapi.exe process before exiting, allowing the user to log off
from the desktop, or shut down the computer, without getting the error message. The DmView Exit
& Log Off dialog box does not appear if the user selects File > Exit, or X at the top right corner of the
DmView window, and the dmapi.exe process will not be stopped.

Valid DRLs
A DRL, very much like a URL, specifies a document that should be retrieved. If the document is a
folder or a cabinet, a virtual document or a query, multiple documents can be retrieved. The view
component then displays an outline view of the retrieved documents.
Valid DRL can have the following formats:
• <repository name>:rel,<rel id>
• <repository name>:id,<id>[,<format>]
• <repository name>:cid,<chronicle id>,<version label>[,<format>]

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 Working with the View component

• <repository name>:dql,<type> where <DQL qualification>[,<format>]

• <repository>:/<id>

Sample DRLs
foo1:rel,37001edc80000ac6

This example references a document in repository 'foo1' with the relation object ID '37001edc80000ac6'.
foo1:id,09001edc80000cc3

This example references a document in repository 'foo1' with the object ID '09001edc80000cc3'. The
primary content is retrieved.
foo1:id,09001edc80000cc3,pdf

This example references a document in repository 'foo1' with the object ID '09001edc80000cc3'. The
Acrobat PDF rendition is retrieved.
foo1:cid,09001edc80000ab2,CURRENT,pdf

This example references the current version of a document in repository 'foo1' with the chronicle
ID '09001edc80000ab2'. The Acrobat PDF rendition is retrieved.
foo1:dql,sop_document
where sop_number='4711'

This example references a document of type 'sop_document' in repository 'foo1' with an attribute
'sop_number' that is '4711'.
Foo1:dql,dm_cabinet

This example retrieves all cabinets of the repository foo1 and thereby enabling the user to browse
the entire repository.
test3:/DCTM373507BB80000101

This is used by all links created by Content Services for SAP components. The old DRL schema is
still supported.

Setting format preferences

Format preferences define the application program that will be launched when you double-click on a
document. Different applications identify files created by them by adding a three-character extension
to the filename. Microsoft Word documents, for example, appends the filename with .doc, Acrobat
uses .pdf. Windows automatically defines most of these and they may never need to be changed.
When the View component was installed, your format preferences may have been set according to
local requirements. If this is the case, you should change preferences only after consulting your
administrator.

To change format preferences:

1. Start the View component. The default location is in the Start menu under Programs >
Documentum Content Services for SAP > View.
The application is started and the View component window appears.

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Working with the View component

2. Select Preferences from the Edit menu.

If you are not already connected to a repository, the Connect to Documentum window appears.
3. Select the repository from the list box.
4. Either select Use Windows Login or type your username and password.
5. If required, type the Domain.
6. Click Connect.
The Documentum Content Services View Format Preferences dialog box appears.
7. Select a format for which you want to set preferences from the Content Format list box.
The radio buttons available in the View Content With dialog box will depend on the format
chosen.
Note:
• Most file types will launch the associated Windows application. Otherwise, you can select
another application.
• Any file may also be viewed or edited by starting the Webtop application through Internet
Explorer.
• Any file may also be viewed or edited by starting the WebView application through Internet
Explorer.
• The DmView option is only available for the special formats of Folder and Cabinets.
8. Click the radio button that suits your requirements.
If you click on another application:
a. Navigate to the folder with the appropriate application program.
b. Highlight the program and click OK.
9. Click Apply.
10. Configure another content format or click Close.
The next time the View component opens a document of a configured content format it will use
the appropriate application to display the document's content.

Modifying WebView view column display

When a list of documents or other objects is initially displayed in WebView, a default set of columns is
displayed. This default display can be modified using Columns Preferences.
To modify column preferences:
1. Start the View component. The default location is in the Start menu under Programs >
Documentum Content Services for SAP > View.
The application is started and the View component window appears.
2. With the desired view active, click Column Preferences.

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 Working with the View component

The Preferences Display Setting window appears.

3. Select the object type from the Select Object type: list box.
Select the desired attributes from the Select attributes to display: list using the left and right
arrows to move the attributes to and from the Selected attributes to display as column: list box.
Use the up and down arrows to define the order. The selected attributes will appear in the
desired view window.

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Working with the View component

Note: If a view contains objects with a specific list of attributes, only those attributes will be
shown. In this case, the Column Preferences button will not appear.

Viewing PDF documents with Adobe Acrobat

Non-SAP users, or users that do not have ArchiveLink Viewer (an SAP Viewer) installed, cannot view
documents in SAP proprietary formats. Converting archived SAP documents and reports to PDF
allows them to be easily viewed and annotated by non-SAP users even on the web. Your administrator
can enable automatic PDF conversion of documents and reports in the Content Services Server.

Annotating PDF documents

If a document or document rendition is stored as a PDF, and Adobe Acrobat Exchange is installed on
your personal computer, you can annotate the document.
Annotations, which are also called notes, look like yellow sticky notes attached to a paper document.
Annotations allow you to comment on a document without making changes, while allowing others
to see your comments. You can edit, delete, and move your annotations. In addition to installing
Acrobat, the Documentum Annotation plug-in must be installed. The Content Services installation
program installs this.
Your ability to annotate documents depends upon the permissions that you have on the underlying
document (RELATE permission is required to annotate documents).

To annotate a document:
1. In Acrobat Exchange, select Tools > Note.
2. Click where you want the annotation to appear.
3. Type the annotation in the Note window. Details for creating and using annotations is in the
Adobe Acrobat online help.
4. Select File > Save.
5. Select a permission to apply to your annotation.
When you create an annotation, you can assign it default or private permissions:
• Default:
Enables other users with at least Read permission for your annotations, to view your
annotations. The collection of annotations you attach to a document have assigned permission
levels.
• Private:
Blocks other users from viewing your annotations.
6. If you want the annotations to be associated with future versions of the document, check Keep
Annotations With Future Versions. By default, your annotations are associated only with the
current version.
7. Click Save.

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 Working with the View component

The annotations are now stored in the Documentum Server.

Using the Daeja Image Viewer

WebView also supports the Daeja Image Viewer as an alternative to using Adobe Exchange as a
document viewing and annotating tool.
The Documentum Content Services for SAP Installation Guide has information for installing and
configuring the Daeja image Viewer to work with CS SAP.
The Daeja website has information about using the viewer online at http://www.daeja.com/.

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Working with the View component

24
 Appendix A
Configuration and Usability Notes

Webtop integration – View preferences

Virtual documents and DmQueries are not supported in the Webtop integration. The View
preferences do not include Content Formats for virtual document and DmQuery. Virtual documents
and DmQuery results are always displayed in the DmView list view, regardless of the setting in
Webtop preferences.

Passing localized DIRs

You can only pass English Document Info Records (DIRs) between Content Services for SAP and
SAP R/3. All other language DIR are ignored.

Content Services for SAP client installed only

with WebView URL, information not saved
Set the WebView URL, only after the installation of the Content Services for SAP client, using Edit >
Preferences for the required format.

Execution of SAP queries created in 5.3 SPx,

6.0, or 6.0 SP1 with ObectId as parameter, fails
when upgraded to 6.5
Make sure that the ObjectId parameter is used instead of ObectId if you are making use of any of
the following objects:
• Archive data
• Financial document
• Personnel links
• Personnel master
• Purchasing document

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Configuration and Usability Notes

DCTM link job does not work when activity

and job names contain Korean or Brazilian
Portuguese or any multibyte accented
characters
The DCTM link does not work in WebAdmin when the activity and job names contain Korean or
Brazilian Portuguese or any multi-byte accented characters.
To resolve this issue, either do not use Brazilian Portuguese accented characters in activity and job
names, or if accented characters are required, ensure that the OS code page and default client code
page of the Documentum Server are set to ISO_8859-1.

Agent > SAP > Query > Archive data

In Content Services for SAP WebAdmin, the SAP Query Type Archive data no longer works in
SAP 4.6c and 4.7 due to a change in the SAP Data Archiving tables.

SAP 4.7 > Agent > Action > Link Documentum

> Image Assign SAP Workflow
When an RFC Content Repository (archive ID) is used to link incoming documents to SAP workflow
using Image Assign SAP Workflow, an SAP workflow is created but the linked document cannot be
displayed. A workaround is to use an HTTP Content Repository (archive ID) with this action.

SAP 4.7 > Agent > Action > Check Document

Info Records
Sometimes, DIRs in SAP might be missing matching objects in the Documentum repository. In these
cases, the Check Document Info Records action does not return the DIR number of these DIRs.
Therefore, it is not possible to identify the cause of the discrepancies.

WebView help not available in Korean and

Brazilian Portuguese
WebView help is displayed in English for the Korean version and Brazilian Portuguese version of
Content Services for SAP for this release. This does not affect the product functionality.

26
 Configuration and Usability Notes

HVP Worker URL format

When performing HVP Worker creation or modification, the URL format to use is:
http://<host>:<port>/HvpWorker/hvpCommand/ OR http://<host>:<port>/HvpWorker/hvpCommand

Windows TIFF viewer on Windows XP and

Windows 2003
View and Capture have a built-in TIFF viewer for viewing documents of type TIFF/TIF. This built-in
viewer uses libraries and controls shipped by Microsoft. After Windows 2000, Microsoft discontinued
shipping these libraries and controls with the standard operating system. The built-in TIFF viewer
can no longer be supported on Windows XP, Windows 2003, and beyond. On newer versions of the
Windows operating systems the default Windows TIFF viewer will be used.
When Content Services for SAP Client is installed on Windows XP or 2003, the default preference for
TIFF Image in the View client is set to Associated Windows Application.
The preference Content Services for SAP TIFF Viewer is disabled. You will still be able to select
Other Application if you are using some other TIFF viewer. In addition, you will be able to choose
View using Webtop which will open the TIFF image using the Associated Windows Application,
and will also launch Webtop in the background with the location of the TIFF image displayed. The
preferences configured in View will also be used by Capture to display tiff/tif documents.

Content Services for SAP TIFF viewer on

Windows 2000 and earlier
When Content Services for SAP Client is installed on Windows 2000 and earlier versions, the default
preference for TIFF Image in the View client will continue to be set to Content Services for
SAP TIFF Viewer. You will have the option of changing the TIFF viewer to Associated Windows
Application, Other Application, or View using Webtop. The preferences configured in View will
also be used by Capture to display TIFF/TIF documents.
When using Capture in operating system versions Windows XP, 2003, or later, if you open an
additional TIFF document from the Windows TIFF viewer window after Capture has already
launched a document, the newly opened document will not be saved to the docbase. Capture will try
to save the initially opened document. Capture does not have any knowledge of documents being
opened by the Windows TIFF viewer.

27