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 Checking an Original Application File into an Archive

Use

The archive is a Secure Storage Area t hat the original files are transported to via the SAP ArchiveLink interface. The archiving process takes place on a special archive server.

If you control how a document is processed using an approval procedure ( digital signature ), you must store the original application files in either a vault or archive before the digital signature is set.

Integration

You use SAP ArchiveLink as a communication interface between the Document Management System and the archiving systems. You can display the archived data using the SAP ArchiveLink viewer.

Prerequisites

When checking in without using the Knowledge Provider you can only check original application files into an archive that is managed by DMS and the SAP ArchiveLink interface.

In Customizing of Document Management you must therefore in this case not set the indicator Storage using the Knowledge Provider . You have made the required setting under Start of the navigation path Control data Next navigation step Define document types. End of the navigation path

You can only archive an original file if you have maintained a storage location (server or frontend computer) in the document info record.

You need to define the following settings in Customizing for the Document Management System :

  • Define the data carrier type Archive under Start of the navigation path General data Next navigation step Define Data Carriers Next navigation step Define data carrier type "archive End of the navigation path ".

  • For each workstation application (for example, Microsoft Word), define the archive where the original application files are to be stored, under Start of the navigation path General data Next navigation step Define workstation applications End of the navigation path .

Activities

  1. Go to the Basic Data screen .

  2. Check whether the original file is stored on a server or a frontend computer.

  3. You can only perform the CheckIn archive function for files that are stored on a server or a frontend computer.

  4. Choose Start of the navigation path Extras Next navigation step Originals Next navigation step File 1(2) Next navigation step Check in archive. End of the navigation path

If you have a choice of archive available for the workstation application, a dialog box appears. Choose an archive.

The system determines the path for the archive. You see the message: Archiving completed successfully.

The workstation application for File 1 (2) is protected against any changes. The path for the storage location is not displayed. You only see the archive.