If a document is dispatched, it is often necessary to archive a copy of the document. Documents are archived in an external optical archive and connected to the SAP system via SAP ArchiveLink. In SAP ArchiveLink you make all the settings that classify a document and make it accessible for an application. For archiving, the Print Workbench uses the standard interface of SAPscript or Smart Forms, which means that communication with the SAP ArchiveLink is exclusively via these forms.
SAP ArchiveLink is called directly during the print process with the form created completely dynamically provided you have made the system settings necessary for SAP ArchiveLink (document types, links, archive connection).
SAP ArchiveLink must contain all the required settings, such as document types, links between document types, and BOR object types and archives. The document types used usually correspond to form classes of the Print Workbench, and are generally defined in the attributes.
The following different scenarios exist:
Preparation in the SAP system with no external processing of data
SAPscript, Smart Forms, and PDF-based forms support parallel (asynchronous) optical archiving of documents during printing. The formatted document is sent via SAP ArchiveLink to an external archive and archived there. During the print process, the SAP system sends an archiving command to the archive system containing both the document to be archived in a particular format (for example, PDF), and the following data for the logical link:
· BOR object type
· BOR object ID
· Archive system ID
· Document Type
If archiving is complete, the archive generates a 40 character ID and, via RFC or BAPI, creates a link entry in the SAP system with the data received. This link entry represents the logical link between a business object (for example, an invoice document or a contract account) of the SAP system and the technical object in the archive.
Archiving during form output in SAP system
Formatting by external system
If the document is not formatted in the SAP system and a data format for external processing is used instead, the outbound document from the SAP system is not archived, and the external system also has to control the archiving as well as formatting the document. This means that the external system has to carry out the functions described above. The external system has to send the required parameters to the archive so that the archive can create the link entry. The raw data must contain the archive parameters.
Activate the archiving by setting the archiving parameter Print and Archive (3) or Only Archive (2) in the dialog box Print Parameters. Once you have successfully activated archiving, you can access archived documents, for example, using the button Archived Documents in the respective application. The prerequisite for correct display of a document from the archive is the complete installation of the component SAP ArchiveLink in the SAP GUI of the relevant presentation server, and of a corresponding viewer (such as Acrobat Readerâ for PDF documents).