OpenText ECM

Overview

The integration of SAP Fieldglass and OpenText ECM allows clients to store and retrieve all buyer and worker attachments in the OpenText ECM repository instead of in the SAP Fieldglass database, while only the attachment metadata is stored in SAP Fieldglass. All supplier uploaded attachments are stored in SAP Fieldglass and not in OpenText ECM.

The OpenText ECM environment is set up and controlled by the buyer's configuration manager. Set up includes configuring an end point in OpenText ECM to connect to the OpenText API for the ability to save and retrieve documents.

Process Workflow

In SAP Fieldglass, the configuration manager chooses the OpenText ECM tile on the Self-Service Dashboard to open the OpenText ECM page and create an end point. The end point enables the OpenText API to access the resources on a server. After creating an end point, additional functions are available to edit and disable the end point, as well as enable a disabled end point. You can edit the Username and Password details of the end point or disable the end point at any time.

Authorized users can upload attachments to the documents that are stored in OpenText ECM. There's no impact to old attachments; however, if you want to move old attachments to OpenText, contact your SAP Fieldglass representative.

SAP Fieldglass pushes the attachment to the repository via the OpenText API using the login details saved in the end point setup. Before sending the file to OpenText, SAP Fieldglass performs a Clam AntiVairus scan. The file header of the attachment is stored in SAP Fieldglass.

When retrieving data from OpenText to display in SAP Fieldglass, SAP Fieldglass accesses the attachment stored in the repository via the OpenText API and using the login details saved in the end point setup. A virus scan isn't performed when a file is retrieved from OpenText.

If a user can't open an attachment on the Details page or on a form page, and the problem is because of an issue reaching the end point, an error message displays in the Attachment section, and the View and Download links are unavailable. The error message states: The attachment cannot be opened. Refresh the page and try again or contact your configuration manager for assistance. The user can proceed as described in the message.

Folder Structure in OpenText ECM

SAP Fieldglass creates a folder structure in OpenText ECM with one folder per module when a module has one document with an attachment.

For example, when a job posting is created with an attachment, SAP Fieldglass creates the parent folder for the Job Posting module. Then it creates a subfolder for the job posting (with the ID as the folder name) and stores all attachments of that job posting inside that folder. A folder is only created in the OpenText ECM repository when a module has an attachment. This process applies to all SAP Fieldglass modules that support (see table below) creating documents with attachments.

In the following example, once a job posting is created with an attachment, the parent folder JOB_POSTING gets created under the main folder of the company FG_SYC. Then a folder for the job posting ID is created, and all attachments related to that job posting are stored within it.

Additional Considerations

Personally Identifiable Information (PII)

When an attachment is stored in OpenText ECM, SAP Fieldglass handles a PII erasure request as follows:
- SAP Fieldglass sends a delete request to the attachment in OpenText ECM, and then Opentext returns a delete confirmation response back to SAP Fieldglass.
- The link and metadata stored in SAP Fieldglass related to the attachment are deleted.
- SAP Fieldglass isn't responsible if a buyer has copies of the attachment and has stored it elsewhere.
Multi-Tenant Companies

No specific changes are required to implement OpenText integration for a multi-tenant company.
Multiple MSP Companies

The attachments of all MSP's in an instance are stored in one OpenText ECM end point. SAP Fieldglass doesn't control the visibility of attachments stored in OpenText ECM. However, the job posting or SOW document visibility is controlled within SAP Fieldglass, which automatically controls the visibility of its associated attachments.
Customers in European Union (EU)

SAP Fieldglass isn’t responsible for validating if the OpenText ECM repository of an EU customer is located in an EU region. Since the customer configures the end point, they're responsible for complying with EU regulations regarding the storage of attachments.

Supported Modules

The following SAP Fieldglass modules support attachment uploads and storing the attachments in OpenText ECM with only the metadata stored in SAP Fieldglass.


Supported Modules
Job Posting
Job Seeker / Applicant / Candidate
Work Order / Quick Hire
Work Order / Work Order Credit / Quick Revision
Worker
Time Sheet
Invoice / Credit Memo / Debit Memo
RFX / SOW Bid
SOW / SOW Revision
SOW Line Items
SOW Worker
SOW Invoice / Credit Memo / Debit Memo
Profile Worker
Candidate Portal
Integration

Supported Documents and Attachments

The following table describes the attachments that a user can add and whether the attachment is sent to OpenText ECM or stored in the SAP Fieldglass database.


Document	Submitted By	Is Attachment Stored in OpenText?	Comments
Job Posting	Buyer	Yes
Job Seeker Resume	Supplier	No	Stored in SAP Fieldglass to protect privacy of confidential information on a Job Seeker/Worker resume.
Work Order/WOR	Buyer	Yes
Timesheet	Worker Supplier	Worker – Yes Supplier – No
Expense sheet (ES) attachment and attachment to individual expense code within an ES	Worker Supplier	Worker – Yes Supplier – No
Candidate	FCP Worker	Yes
Workforce	Buyer Supplier	Buyer created workforce – Yes Supplier created workforce – No
SOW Bid	Buyer	Yes
SOW Bid Response	Supplier	Supplier – No
SOW	Buyer Supplier	Buyer – Yes Supplier – No
SOW Response	Supplier	Supplier – No
Clauses	Supplier	Supplier – No
Event	Supplier Worker	Worker – Yes Supplier – No
Schedule	Supplier Worker	Worker – Yes Supplier – No
RFX	Buyer Supplier	Buyer – Yes Supplier – No
Holdback Items	Supplier Worker	Worker – Yes Supplier – No
SOW Worker Timesheet Expense Sheet	Supplier Worker	Worker – Yes Supplier – No
SOW Worker Resume	Supplier SOW Worker	No	Uploaded by supplier/SOW Worker when they add a SOW Worker.
Profile Worker	Buyer Supplier	Buyer – Yes Supplier – No
Decision Form	Buyer	Yes
RFX	Buyer Supplier	Buyer – Yes Supplier – No	RFX is being sunset. Is supported if used and attachments are uploaded.
Project	Buyer Supplier	Buyer – Yes Supplier – No
Invoice Revised/Reversed Invoice	Supplier	Supplier – No
SOW Invoice Revised/Reversed SOW Invoices	Supplier	Supplier – No
Miscellaneous Invoice	Supplier	Supplier – No
Consolidated Invoice	Supplier	Supplier – No
Credit Memo Debit Memo	Supplier	Supplier – No
Attachments uploaded to complete Activity items	Buyer Supplier Worker Profile	Yes
Profile picture attachments	User Profile Worker Profile	Yes
Assignment	Buyer	Yes
Resource	Buyer Supplier	Buyer – Yes Supplier – No

Attachment Visibility

The following table describes the visibility options for attachments.


Attachment Visibility Options	Description
Public	All buyer and supplier users can see the attachment.
Private	Only users in the buyer or supplier company can see the attachment.
Restricted	Only users in buyer or supplier company that have 'View restricted attachments' permission can select this visibility option and see the attachment. If the attachment is uploaded by a worker, then that worker can view it.

The following image illustrates that if an attachment is marked as private or restricted, then the file is only visible in the SAP Fieldglass application to the users who meet the visibility conditions. Storing the file in OpenText doesn't change this behavior inside the SAP Fieldglass application.