Function documentationWindows-Based Document Processing Locate this document in the navigation structure

 

The integration of Enterprise Content Management (ECM) for SAP Records Management supports Windows-based document processing. This allows you to use Windows Explorer as the user interface for processing Records Management documents (RM documents).

The following functions are available with Windows-based document processing:

  • The hierarchically structured cases and records are mapped as a hierarchical folder structure in Windows Explorer.

  • You can display and change the contents of the RM documents available in Windows Explorer, you can create new RM documents using Drag&Drop, or you can delete/remove existing RM documents from the records.

    Changes to documents are made directly in SAP Records Management using Windows Explorer.

  • You can move or copy (link to) RM documents.

  • In the Portal Drive you have the authorization to display the attributes of RM documents.

  • The selection of cases, records, and the documents within them can be restricted to the user responsible.

The following figure shows how the SAP NetWeaver Portal Drive is displayed as a logical drive in Windows Explorer. You can determine the name of the drive (here SAP RM) in the Portal Drive configuration.

This graphic is explained in the accompanying text.

Prerequisites

  • You have made the Customizing settings for ECM for SAP Records Management. For more information, see Customizing under   SAP NetWeaver   Application Server   Basis Services   Records Management   Customizing für Enterprise Content Management   Basic Settings for Enterprise Content Management  .

  • To use Windows-based document processing, you have to have the SAP NetWeaver Portal Drive installed locally (see Prepare WebDAV Client for Record Management Desktop Integration).

  • The user in question can log on to SAP Records Management via the Portal Drive. Single Sign-On is available for the Portal Drive.

  • (Optional): A Records Management role is assigned to the user.

    Role definitions (also specifically for using the Portal Drive) are made in Customizing for Records Management under   Customizing for Records Organizer   Create/Change Role-Based View  .

  • To display RM documents, make sure that the MIME types you are using are assigned to the corresponding applications in Customizing for Records Management under   Customizing for Records, Record Models, and Documents   Register Document Formats  .

    Note Note

    The creation of the following MIME types is currently not supported in Windows-based document processing:

    Windows Bitmaps (MIME Type *.BMP)

    Windows Visio (MIME Type *.VSD)

    End of the note.

  • Requirements for creating and moving RM documents for the record model:

    The structure nodes available as Portal Drive folders for selection by the user in Windows Explorer must meet the following requirements:

    1. Either: The structure node (including model node) in the record model contains exactly one element type for documents.

    2. Or: If a structure node (including model node) is assigned multiple element types, you can determine the element type for creating documents by means of the context attribute CREATE_DTBRM_NODE with the value <documents SPS ID>, and the element type for moving documents by means of context attribute MOVE_DTBRM_NODE.

Features

User-specific portal drive folder

In Windows Explorer, the Favorites, History, and Roles folders are included as standard in the logical drive of the Portal Drive. This folder contains the Record Management objects assigned to the user.

Folder

Use

Favorites [User]

This folder contains subfolders with the favorites saved by the user in the SAP Records Management system.

History [User]

In this folder, the RM objects last processed by the user are displayed in chronological order.

Roles [User]

This folder contains the RM objects assigned to the user via a role.

Structuring and naming records, cases, and documents

The hierarchically structured cases and records are displayed as folders and subfolders in Windows Explorer. The nodes of the record model being used are also mapped in a hierarchical folder structure. The documents in the folders are displayed according to their MIME type with the respective Windows symbol.

The names of the folders and documents are derived from the names of the corresponding RM objects.

In the standard system, the name is converted using class CL_SRM_ECM_HIER_UTILS_FB. If you want a customer-specific name conversion, you can do so as a BAdI implementation in Customizing for Records Management under   Customizing for Enterprise Content Management   Business Add-Ins (BAdIs)   BAdI: Restrict Node Names  .

Note Note

The name conversion function supported by SAP Records Management ensures that the names of RM objects in Windows are unique. If RM objects have the same name, a sequence number is added to one of the documents in order to differentiate between them. Document(1).txt).

End of the note.

Editing Documents

With Windows-based document processing, you can change document contents and create new RM documents based on the element types preconfigured in the record model. You can edit the content of documents directly in the Portal Drive. You can delete documents from the record or rename documents using the functions available for selection in the the context menu of the Portal Drive. You can also move or copy RM documents (see Document Processing in Windows Explorer).

File Exclusion List

You can define which Windows-based files you want to exclude from processing in SAP Records Management in   Customizing for Enterprise Content Management   Define File Exclusion List  . This applies in particular to temporary files, which the system generates during Windows-based file processing.

Versioning for documents

In Windows Explorer you always work on the newest logical version of an RM document. Document versioning takes place in SAP Records Management. You can display older versions of a document in SAP Records Management.

Linking to documents

You can provide another person with a link to an RM document - in an e-mail, for example. That person can then follow the link to display the document (as long as the person in question can log in to SAP Records Management).

You can find the link to a document in the context menu of the document. Choose Copy URL to Clipboard. You can then choose Paste to insert the link into the communication medium (for example, Outlook).

Linking to folders is not supported.

Search

In Windows Explorer you can use the standard Windows search function for the RM objects in the Portal Drive. Make sure that the search covers all folders in the Portal Drive.

Note Note

The standard search in Windows Explorer does not support SAP-optimized search algorithms and is therefore not high-performance.

End of the note.

Error logging

If the standard Windows error messages are not sufficient, other logging functions are available in the locally installed Portal Drive and in SAP Records Management.

  • The individual Portal Drive sessions are logged locally. You can display the log data or change the log settings in the SAP NetWeaver Portal Drive dialog box under   Enhanced   Display Log  .

  • In the SAP Records Management system, errors and warnings are logged in the application log (transaction SLG1) for object SRM, subobject ECM.

    Here you can restrict logging to specific users.

    Prerequisite: You have activated the application log in Customizing for Records Management under   Basic Customizing   Activate Application Log  .

Restrictions

  • You create folder names in the Portal Drive in SAP Records Management and you cannot change them in the Portal Drive.

  • The Portal Drive does not support links to documents saved locally.

  • Document names cannot start with "(".

  • The name of the Portal Drive cannot consist of more than 20 characters (in the above example, this is SAP RM).

More Information

Document Processing in Windows Explorer