The following steps describe a typical scenario for assignment and storage of incoming documents:

1. During a goods receipt inspection, an inspector determines that a number of mechanical parts in the inspection lot are not within tolerance. The inspector then meets with Mrs Baker in the Quality Assurance department to inform her that "out-of-tolerance" parts have been received. Mrs Baker is responsible for problem management in the company.
2. Mrs Baker creates a quality notification in the R/3 System to document the problem.
3. Mrs Baker then contacts the vendor by phone to inform them of the defective delivery. The vendor informs her that the specifications for these parts were changed at short notice. The vendor agrees to send the new specification drawings by fax.
4. A clerk in the company’s central mail room receives the drawings and scans them into the dedicated scanning system. The drawings are then displayed in the system’s scan dialog window.
5. The clerk contacts Mrs Baker to advise her that the revised specification drawings have been received and scanned into the system.
6. To permit the clerk to assign the incoming original documents to the quality notification which was previously created for the problem, Mrs Baker gives the clerk the number of the quality notification.
7. The clerk uses the SAP ArchiveLink to call up the function for assignment and storage. Provided that the appropriate presettings have been made, the clerk then chooses the document type that is to be assigned to the scanned document (for example, document type for specification drawings). A dialog box appears in which the clerk must enter the number of the quality notification.
8. After the clerk enters and confirms the quality notification number, the system automatically stores the incoming document and assigns to the quality notification.
9. When Mrs Baker calls up the quality notification again, she can display the original document in the SAP ArchiveLink Viewer.