Finding Documents in the World Wide Web (SAP Library

Finding Documents in the World Wide Web

Use

You can now search for document in the Document Management System even when you do not have access to a SAPGUI of the SAP System by using the Internet scenarios Find documents. Starts the document search in your own Workplace.

In order to keep the document search as effective as possible you can enter the following known data before you start the search:

Document data (attribute) that either comes directly for them document info record or from the environment of the document
Data from the contents of the original application file

Integration

Finding Attributes

There are two methods for finding attributes:

You can use the standard function of the SAP System (data base selection).

You use an external search engine. It is advantageous to be able to use simple spoken-language-style search queries.
The connection to external search engines is done using the Index Management Service, a component of the SAP Knowledge Provider.

IMS is a service with an open programming interface for the selected search engines. The search engines can be chosen to match your needs in your enterprise and be installed on a computer or machine that is accessible over your network or the Internet.
The R/3 Gateway connects IMS with the SAP System using RFC. You must therefore first enter an RFC destination Customizing and maintain the settings for the R/3 Gateway.
The original application files are stored in the Knowledge Provider Content Server. The server uses the HTTP interface.

Full Text Search

The full text search can only be done using an external search engine that is connected to the Index Management Service.

Prerequisites

Index Management Service

You must make the required settings in Customizing for the Document Management System. Under the node Document search in the World Wide Web execute the following activities:

Maintain Search Sever Relation

Set up search engine index

Enterprise-Specific Processes

You can start various enterprise-specific processes from the results screen of the document search (Document list).

Create a function module for each enterprise-specific process. The function module contains special checks and processes.
Under the node Document search in the World Wide Web execute the following activity: Create processing procedure for document
Detailed information can be found in the IMG for Document Management.

Selection criteria

Before you start the document search enter the known data from the document info record (metadata):

The connection of the external search engine using Index Management Service allows the following entries:

Data from projects that is assigned to the document

Characteristics values after classification

Search Text from the Original Application File (full text search)

Services

Various services are available for the document search. The differences relate to:

Use of the search engine
The scope of function for further processing of the documents in the document list

Services that require an External Search Engine

The following services require that an external search engine be connected:

CVSE_SEARCH

CVSE_MAINTAIN

The following overview shows a comparison of the two services.

Similarities	Differences
Scope of the selection criteria	Selection of activities that can be executed from the results list (Document list): CVSE_SEARCH You can display documents and transfer into a worklist in your Workplace. CVSE_MAINTAIN You can display documents and transfer into a worklist in your Workplace. You can change the content of the original application file and storage data (c heck in / out).

Services that do not require an External Search Engine

The following services do not require that an external search engine be connected:

CVW3

CVW4

The following overview shows a comparison of the two services.

Similarities	Differences
Scope of the selection criteria	Selection of activities that can be executed from the results list (Document list): CVW3 You can display documents and transfer into a worklist in your Workplace. CVW4 You can display documents and transfer into a worklist in your Workplace. You can change the content of the original application file and storage data(Check in / out).

Search Results

The search results are presented as a document list where the data for each document is displayed such as:

Key data for identification (document, document type, document part, document number)

Status

Person responsible

Workstation application for processing the original application file and the size of the file

Further processing possibilities depend on the service selected. The following overview contains the function selection.

Service

Supported Activities

CVSE_SEARCH

CVW3

Display document data such as:

Document data from the document info record
Object links
Status log
Class data
Display original application file
Files must be accessible in the file system or be stored in the Knowledge Provider.

They transfer documents into a worklist in your Workplace..

CVSE_MAINTAIN

CVW4

Display document data (see Service CVW3, CVSE_SEARCH).

The y change document data such as:

Document status

Document data of the document info record (such as person responsible)

Storage data (such as storing in a storage system)

You can execute an enterprise-specific process (such as release for production).

They transfer documents into a worklist in your Workplace..

You are processing an original application file.

Change content
Change storage data (Check in / out)

Activities

See: Document Search in the World Wide Web