Documents, apart from PC documents and binary documents, are firstly stored in the R/3 database in the Business Workplace. Documents that are only accessed rarely can be archived. A program is available to administrators for mass archiving of documents from the Business Workplace.

PC documents and binary documents are stored internally (therefore, without the user being aware of this) in the Business Workplace by the SAP Knowledge Provider. By default, the SAP Knowledge Provider also stores the documents in the R/3 database. It can, however, store documents on an external content server. This has the additional advantage that these documents do not have to be accessed via the application server. For further information, see Configuring an HTTP Content Server for Documents in the Business Workplace.

When a document is distributed (sent) to several users, the document is not duplicated, regardless of whether it is stored directly from the Business Workplace or via the SAP Knowledge Provider. All internal recipients receive a link to the document. As a result, the load on the database is reduced and changeable documents, for example, are possible.