Customizing Guide This guide contains the customizing of OpenText Extended ECM for SAP Solutions after the installation. It describes how to configure business workspaces, business attachments and the integration of Extended ECM in SAP applications like ERP, SRM, and CRM.
ERLK160000-00-CGD-EN-2
OpenText™ Extended ECM for SAP ® Solutions Customizing Guide
ERLK160000-00-CGD-EN-2 Rev.: 2016-Aug-05
This documentation has been created for software version 16.0.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is published at https://knowledge.opentext.com. Open Text SA
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Trademarks owned by Open Text SA or Open Text ULC (in Canada). Disclaimer
No Warranties and Limitation of Liability Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However, Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the accuracy of this publication.
Table of Contents 1
What is OpenText Extended ECM for SAP Solutions .......... 11
1.1 1.2
What is new? .... .............................................................................. 1 1 Related doc umentation ... ................................................................. 12
2
Concepts and scenarios ... ...................................................... 15
Scenarios f or business workspace creat ion ................. ................ ...... 17 Special cas es for business workspaces ............................................ 18 Case and b inder workspaces ........................... ................................ 18 Cross-application business workspaces for multiple business objects ...18 Composite business workspaces ....................................... .............. 19 Business w orkspaces without business object type ........................... 20 Businessa ttachments .......................................... ........................... 20 Manualbu siness attachment creation ................ ......... ...................... 23 Automatic adding of business objects ............................................... 24 Document declarations ................................................................ .... 25 RecordsM anagement ..................................................................... 25 UsingSAP Customizing (IMG) ................. .......... .............................. 26
3
Configuring business workspaces ........................................ 29
3.1 3.2
Customizing steps ........................................................................... 29 Implementing a proper ty provider in SAP .......................................... 31
Creatinga business object declaration in SAP .................................. 32 Creatinga category for the workspace type and the business object type ......... ................. ............................................................ .......... 34 Creatinga classification for document templates ............................... 36 Creatinga location for the business workspaces ............................... 36 Configuring multilingual metadata languages .................................... 37 Creatinga workspace type ..................................... ......................... 37 Defining ba sic settings and search settings for a workspace type ....... 40 Configuring sidebar widgets for Classic View .................................... 41 Attributes s idebar widget .................................................. ............... 43 Recent Ch anges sidebar widget ........................................ ............... 43 Related Ite ms sidebar widget ...................... ..................................... 44 Work Items sidebar widget ............................................................... 46 Workspace Reference sidebar widge t ........ .................. ..................... 47 Defining th e location and classification ............................................. 47 Editing wor kspace names ..................................... ........................... 49
3.8.5 3.8.6 3.8.7
Using patte rns for location path and workspace name ........... ............ 50 Defining th e storage of external documents ................................ ...... 51 Smart View : Defining workspace type names and icons ..................... 52
SAP ERP .................... ................................................................... 79 SAP SRM ..... ............... ................................................................... 80 SAP CRM ..... ..................................... ............................................. 82 SAP Fiori ...... ................................................ .................................. 83 Granting object and usage privileges ...................................... .......... 83 Mapping authorizations in SAP .................................. ...................... 84 Customizing the search help in SAP ................................................. 86 Providing input help for search help fields ......................................... 86 Mapping the business object keys for a search help .......................... 87 Customizing the automatic creation or update of business workspaces in SAP .................................................. ....................... 88 Creating business workspaces and declaring document asynchronously ............................................................................... 89 Setting up asynchronous queueing for event based creation .............. 91 Setting queue properties ........................... ................ ....................... 91 Monitoring the asynchronous queue ............................................. .... 93 Enabling cross-application business workspaces for multiple business objects ........................ ..................................................... 95 Enabling composite business workspaces ........................................ 96
Enabling OpenText Recycle Bin for business workspaces ................. 98 Customizing container behavior of business workspace items ............ 98 Checking the appearance of the SAP integration ............................... 99 Enabling the link to Smart View in Content Server ... ........................ 102
4
Configuring business attachments ..................................... 103
4.1 4.2
Customizing steps ......................................................................... 104 Configuring the adding of business objects to Content Server items . 104
4.3
ContentSe rver: Configuring the automatic adding of business objects ........... .......... .................................................................. .. 106 Content Server: Select ing objects types to add business objects to .. 107 ContentSe rver: Granting object and usage priv ileges .... .................. 108 Automaticallyu pdating business attachments ................................. 109
4.4 4.5 4.6
5
Configuring eventing for business workspaces and business attachments ........................................................... 111
5.1 5.2 5.3
Preparinga n eventing implementation ............................................ 111 SAP: Linking events to receiver type function modules .................... 112 SAP:Using change documents for the automatic creation and updates when events are missing ........................................... ....... 119 SAP:Maint aining change document events .................................... 121
Enablingd ocument declaration for print lists ................................... 128 SAP:Imple menting a property provider for document declaration ..... 129 ContentSe rver: Setting up categories for ArchiveLink documents and print lists ............ ............................ ........................................ 130 SAP:Creat ing an Enterprise Library item type and additional categories for a specific property provider ....................................... 131 SAP:Creat ing an Enterprise Library item type and additional categories for a generic property provider ....................................... 133 ContentSe rver: Setting up RM classifications for ArchiveLink documents and print lists ............................................................... 135 SAP:Confi guring unique names for Content Server items ............... 135 SAP: Creating an docu ment declaration ......................................... 137 SAP:Provi ding multilingual document names ................................. 146 SAP: Assigning a document declaration to a business object and a document type .......... ................................................................... . 148 SAP:Custo mizing the declare dialog to add documents to the attachment list .......... .................................................................... 150
6.6 6.7 6.8 6.9 6.10 6.11 6.12 6.13
6.14 6.14.1 6.14.2
Configuring automatic document declaration ....... ............................ 151 Maintaining receiver modules for automatic declaration of print lists . 153 Maintaining receiver modules for CHANGED events (optional) ......... 156
Integrating Extended ECM for SAP Solutions into SAP SRM ......................................................................................... 159
7.1 7.2 7.3 7.4 7.5
Customizing the component configuration ....................................... 15 9 Customizing automatic creation of business workspaces .... ............. 162 Adapting the Content Server security parameters ............................ 16 3 Configuring an OpenText Log Off page .......................................... 163 Using version-independent business objects ... ................................ 1 65
8
Integrating Extended ECM for SAP Solutions into SAP CRM ........................................................................................ 167
8.1 8.2
Customizing the integration into SAP CRM Web Client UI ................ 167 Customizing the integration into SAP CRM Interaction Center Web Client UI ....................................................................................... 176 Providing documents from a business workspace as email attachments ......................................................................... ......... 184 Integrating Content Server access into the Web Client email screen . 185 Integrating Content Server access into the Interaction Center email screen .......................................................................................... 189 Adapting the Content Server security parameters ............................ 19 3
8.3 8.3.1 8.3.2 8.4
vi
9
Integrating Extended ECM for SAP Solutions into SAP Fiori apps ............................................................................... 195
SAP Fiori architecture .................................................................... 195 Integration into OpenText products ................................................. 195 Extended ECM for SAP Solutions in SAP Fiori ................................ 196 Relevant packages for integration .................................................. 196 Retrieving version information ............................................ ............ 197 Customizing for Fiori integration ......................... ............................ 198 Customizing Fiori Launchpad for OpenText Test Launcher .............. 200 Front-end: Add ing the OData services ........................................... . 200 Front-end: Activating the ICF services .......................................... .. 201 Front-end: Configuring navigation .................................................. 202 Defining a semantic object ............. ....... ....... ....... ............. ....... ....... 203 Defining catalogs, target mapping, groups and tiles ......................... 203 Frontend: Configuring access ............................................. ........... 206 Creatingyour own extension of a SAP Fiori app .............................. 207
10
Using the C ontent S erver I ntegration Widget .. ................... 209
10.1 10.2 10.3
Prerequisites ................................................................................ 210 Integration in NetWeaver Business Client ....................................... 212 Troubleshooting for integration widget ........................................... . 213
10.3.1 10.3.2
Browser does not display integration widget correctly ...................... 213 User does not see logging in browser ............................................. 213
Integrating Extended ECM for SAP Solutions into SAP GUI .......................................................................................... 215
11.1 11.2 11.2.1
Customizing the Generic Object Services (SAP GUI) ....................... 215 Customizing the context menu of the Business Content window .. ..... 217 Customizing the Business Content window context menu with Content Server menu entries ........................................... .............. 218 Adding cus tom functionality to the Business Content window context menu ............ .................................................................... 219 ProvidingD rag-and-drop functionality for the Business Content window ......................................................................................... 220 Enabling the integration widget in the Business Content window ..... . 220 Maintaining Content Server subtypes as copy/move target in the Business Content window .............. ................................................ 221 Providinga ccess to local folders for the Business Content window ... 222 Providingt humbnails for business workspace documents in the Business Content window ................................................ .............. 223 Integrating Viewers ..... .................................................................. 223 Customizing MIME types for preview ......................... ............... ...... 226 Customizing the GOS Attachment list for Records Management ...... 227
11.2.2 11.3 11.4 11.5 11.6 11.7 11.8 11.9 11.10
12
Preparing the C ontent Server s earch functionality for users ....................................................................................... 229
12.1 12.2 12.3 12.4
Creatingse arch slices ............................................ ....................... 231 Configuring the search in related business workspaces ................... 232 Indexing documents with business workspace attributes .................. 232 Configuring a simple search ................................. .......................... 235
SAP:Expo rting authorizations ................. ....................................... 240 Content Server: Openi ng the policies volume ...... ............................ 242
14
Mapping SAP roles to Directory Services groups .............. 245
14.1 14.2
Definingth e user partition for OTDS group mapping ........................ 245 Configuring the mapping to OTDS groups ........... ............... ............. 246
Technical o verview ........................................................................ 252 Prerequisites . ........... ....................................... ............................. 253 Preparing license measurement on t he SAP system .. ...................... 254 Setting up use rs for measurement ...... ............................................ 254
16.3.2 16.4 16.5
Maintaining measurement tables ............................................... ..... 255 Preparing license mea surement on Content Server ......................... 258 Runninglic ense measurement ....................................................... 259
Transporting configuration and templates ... ...................... 275
17.1 17.1.1 17.1.2 17.2
Transporting the Connected Workspaces configuration ................... 275 Exporting the configuration ............................................................ 276 Importing the c onfiguration ....................... ..................................... 277 Transporting categories, classifications and workspace templates .... 278
18
Using batch operations ......................................................... 281
18.1 18.2 18.3 18.4 18.5
SAP: Creating or updating workspaces using batch operations ........ 281 SAP: Declaring ArchiveLink documents using batch operations ....... 28 3 SAP: Declaring print list records using batch operations .................. 284 SAP: Monitoring batch processing jobs ........................................... 286 SAP: Scheduling jobs for removing deleted records ......................... 287
19
Analyzing and troubleshooting ............................................ 291
Analyzing the SAP system ............................................................. 291 Understanding the SAP Diagnostic Program ................................... 291 Understanding the details of the Diagnostic Program ....................... 292 Understanding the Configuration Report ......................................... 294 Using the Error Queues ............ ............. ........................................ 294 Analyzing the application log ................................ .......................... 298 Analyzing Content Server .............................................................. 302 Understanding the Content Server System Report .......................... 302 Configuring logging for the Connected Workspaces module ...... ....... 305 Creating log files for OpenText Customer Support ........................... 305 Logging authentication issues ........................................................ 305 Generating Content Server log f iles ................................................ 306 Creating a cum ulative update report ............................................... 307 Finding version information for Extended ECM for SAP Solutions relevant system components ..... ............. ........................................ 308 Troubleshooting .................................... ........................................ 309 Content Server HTML dialogs do not display in SAP due to an connection error ...................................... ...................................... 309
19.5 19.5.1 19.5.2 19.5.3
viii
Running in st andard mode ............................................................. 260 Running in exp ert mode ...... ........................................................... 261 Creating an export file with license data .......................................... 266 Understanding the consolidated measurement results .... ................. 267 Understanding and resolving licensing issues ..... ............................ 268 Validation issues after consolidation .................. ....... ....... ....... ....... . 269 Validation issues types on the SAP syst em .................................. ... 270 Validation issu e types on Content Server .............. .......................... 273
A logon screen is displayed instead of Content Server HTML dialogs ......... ............................................................. ................... 310 Au ser cannot declare records or view record details ....................... 311
A user cannot declare records or view record details or maintain document declarations ........................................... ....................... 311 When storing a business document in a given SAP business object, a record is not automati cally declared ............................................. 311 Business workspaces cannot be displayed anymore in SAP once the Undelete module is removed ................................................ .... 312 Problems with MIME type of uploaded content ................................ 312 A workspace type is not available to configure a business object
19.5.10
type .............................................................................................. 312 The URL to the business object is not displayed in the workspace’s Properties tab ............................................... ................................ 312 Problems with SAP Fiori apps ........... ............. ....... ....... ....... ....... .... 312
20
Preparing a checklist for the maintenance team .. .............. 315
What is OpenText Extended ECM for SAP Solutions OpenText Extended ECM for SAP Solutions is a combination of Content Server modules, web services and an SAP package, with which you can integrate Content Server functionality into SAP business processes. This includes functionality for document and records management, archiving, workflow, and collaboration. Business workspaces, cases and binders
A business workspace in Content Server contains content that is relevant for a business object. From Content Server side, users can easily view the data of this business object. From the business application, users can access Content Server items in the business workspace without leaving their system. To make full use of the Content Server functionality, not only business workspaces but also cases and binders can be configured for Extended ECM for SAP Solutions.
Business attachments
In addition to the content that is stored in a business workspace for a business object, users can connect additional documents as business attachments to a business object.
Business relationships
Extended ECM for SAP Solutions provides tools to illustrate a relationship between business workspaces. For example, a hierarchical relationship between business workspaces can be displayed in a sidebar widget of a business workspace.
1.1 What is new? “Concepts and scenarios“, page 15
The product, components, and administration activities have been renamed as follows: • • • •
•
The product ECMLink is now Extended ECM for SAP Solutions. The Content Server module ECMLink is now Connected Workspaces. ECMLink Web Services are now Extended ECM Web Services. Content Server administration: There are now two relevant sections on the Administration Page: Connected Workspaces for general configuration and Extended ECM for configuration related to external systems such as SAP. SAP administration: In the IMG, all activities are collected in the OpenText Extended ECM for SAP Solutions section. In addition to the Infrastructure section, there is a Extended ECM section. The Maintain Enterprise Library Settings activity has been renamed to Maintain Extended ECM Connections. In general to refer to connections to OpenText components, Connection ID is used instead of Enterprise Library ID.
“Business workspaces”, page 15
You can now use the new Content Server Smart View to display business workspaces. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
11
Chapter 1 What is OpenText Extended ECM for SAP Solutions
“Defining team roles and team participants”, page 66
You can now use team roles and team participants to control access to a business workspace. “SAP: Assigning a document declaration to a business object and a document type”, page 148
You can now delay the automatic document declaration process until a document is actually found in the archive (available with transport for SAPRM-8097 in OpenText Knowledge Center (https://knowledge.opentext.com/ knowledge/llisapi.dll/Open/63679947)). “Integrating Extended ECM for SAP Solutions into SAP Fiori apps“, page 195 You can now integrate Extended ECM for SAP Solutions in SAP Fiori applications. “Using the Content Server Integration Widget“, page 209
The integration widget functionality, formerly provided by the Content Server UI Widgets module, is now part of Content Server. “Enabling the integration widget in the Business Content window”, page 220
You can now use the integration widget (formerly UI widget) in Business Content window. “Integrating Viewers”, page 223
Now, OpenText™ Content Suite Viewer is available in Content Server and can also be made available for Business Content window. It is based on OpenText™ Brava!™.
1.2 Related do cumentation Important
OpenText strongly recommends that you read OpenText Extended ECM for SAP Solutions - Overview Guide (ERLK-GGD) to make you familiar with architectural aspects and business scenarios of Extended ECM for SAP Solutions.
Product documentation
The following documentation is available for Extended ECM for SAP Solutions respectively in the OpenText Knowledge Center (https://knowledge.opentext.com/ knowledge/cs.dll/Open/10194282): OpenText Extended ECM for SAP Solutions - Overview Guide (ERLK-GGD)
The Overview Guide contains a short overview over the functions and features of Extended ECM for SAP Solutions. It also explains the architecture and shows different business scenarios of Extended ECM for SAP Solutions.
OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD)
The Installation Guide describes the installation and upgrade of Extended ECM for SAP Solutions up to the point where the connection between SAP and Content Server is established. 12
OpenText Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD) (this guide)
The Customizing Guide describes how to customize SAP and configure Content Server for Extended ECM for SAP Solutions functionality. OpenText Extended ECM for SAP Solutions - Administration Guide (ERLK-AGD)
The Administration Guide describes ongoing maintenance tasks.
OpenText Extended ECM for SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM)
This guide discusses user management and access control scenarios. OpenText Extended ECM for SAP Solutions - User Guide (ERLK-UGD)
The User Guide describes how to use Extended ECM for SAP Solutions functionality in both SAP and Content Server. This guide is also available as online help.
OpenText Extended ECM for SAP Solutions - Installation Guide for Microsoft Windows with Microsoft SQL Server (ERLK-IWS)
This specific Installation Guide describes the setup of one architecture scenario for Extended ECM for SAP Solutions with Microsoft SQL Server as database.
OpenText Extended ECM for SAP Solutions - Installation Guide for Microsoft Windows with Oracle Database (ERLK-IWO)
This specific Installation Guide describes the setup of one architecture scenario for Extended ECM for SAP Solutions with Oracle as database.
OpenText Extended ECM for SAP Solutions 10.5 - eBook
The eBook describes the key concepts and capabilities of Extended ECM for SAP Extended ECM Solutions. It alsofor gives SAPanSolutions insight toand thedescribes configuration example of version scenarios. 10.5 of The OpenText Extended ECM for SAP Solutions 10.5 - eBook is available in the Knowledge Center (https://knowledge.opentext.com/knowledge/cs.dll/Open/ ExtendedECMeBook).
Release Notes
The Release Notes describe the following aspects in detail: • • • • • •
The software supported by the product Requirements Restrictions Important dependencies Last-minute changes regarding the documentation Manual IDs of the current documentation
The Release Notes are continually updated. The latest versions of the Extended ECM for SAP Solutions Release Notes is available in the OpenText Knowledge Center: Extended ECM for SAP Solutions (https://knowledge.opentext.com/knowledge/ cs.dll/Open/10194282).
The product, components, and administration activities have been renamed as follows: • The product ECMLink is now Extended ECM for SAP Solutions. • The Content Server module ECMLink is now Connected Workspaces. • ECMLink Web Services are now Extended ECM Web Services. • Content Server administration: There are now two relevant sections on the Administration Page: Connected Workspaces for general configuration and Extended ECM for configuration related to external systems such as SAP. • SAP administration: In the IMG, all activities are collected in the OpenText Extended ECM for SAP Solutions section. In addition to the Infrastructure section, there is a Extended ECM section. The Maintain Enterprise Library Settings activity has been renamed to Maintain Extended ECM Connections. In general to refer to connections to OpenText components, Connection ID is used instead of Enterprise Library ID.
2.1 Business workspaces A business workspace is a dedicated Content Server item that is created for a business object. In this business workspace, authorized users can view or share information related to this particular business object. Additional informational elements link the business workspace to the business object. Business workspaces can also be “stand-alone” with no link to a business object, although this is meant to be only a temporary status. New: You can now use the new Content Server Smart View to display business
Figure 2-1: Sample business workspace in Content Server in Smart View
Information around the business object is displayed in widgets, which can be configured according to your needs. In this example, the Related Workspaces widget displayes Sales opportunities for this customer, the Team widget shows all users who are involved with this customer and an Activity View displays the latest events like document or metadata updates. In the Metadata widget you can display important attributes. Content is visible in the Documents tab. The layout of this business workspace is defined by a perspective, which you can design for each business object and also role based.
Figure 2-2: Sample business workspace in Content Server in Classic View
2.1.1
Scenarios for business workspace creation Business workspaces can be created through different scenarios. You can combine these scenarios – if logic permits. •
Early creation or late creation Early creation - Enables the creation of a business workspace if a related business
object is not yet available. The business workspace is created based on a template; the user can add the reference to the business object later. Users can use this scenario when they need a business workspace to file documents but a business object is not yet created. Late creation - Takes place when a business object exists and a business workspace is created for it, either manually or automatically. •
Manual or automatic creation Manual creation - A user creates a business workspace manually either in
Content Server or in the business application. It can be configured for every supported user interface. Automatic creation - The creation of a business workspace is triggered by an event in the business application. business workspace’s metadata. The same event can also be used to update the Batch creation - This scenario is typically used for the initial load of a system. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
17
Chapter 2 Concepts and scenarios
2.1.2 2.1.2.1
Special cases for business workspaces Case and binder workspaces
In addition to business workspaces, Extended ECM for SAP Solutions offers support for Binders and Cases for OpenText™ Template Workspaces (OpenText Case Management Framework) (https://knowledge.opentext.com/knowledge/cs.dll/Open/ 18037702). Note: Content Server Smart View does not support cases and binders.
Binders and cases are deprecated and will not be supported in future version for all UI. Binder workspace A binder workspace is a binder that is linked to a business object.
In OpenText Template Workspaces, binders are used to group and organize cases. The binder structure is derived from business requirements, thus it typically contains cases with logical groupings, like all sales opportunities for a customer and region. Binders can have subbinders. Case workspace A case workspace is a case that is linked to a business object.
The Case folder is the single place where everything about the case “lives”; it is the single collaboration point for each case. Cases can have subcases. New cases are created with a wizard; templates are used to create different types of cases. Important
The creation and handling of binder and case workspaces is very similar to the handling of business workspaces. This guide generally speaks of “business workspaces” which includes binder workspaces and case workspaces unless stated otherwise. Note: For more details on working with binders and cases see OpenText
Template Workspaces and Contract Management - User's Guide (LLESCSB-UGD).
2.1.2.2
Cross-application business workspaces for multiple business objects
If you have semantically similar business object types in different SAP systems, such as a customer in an ERP system and a business partner in an CRM system, you can create one cross-application business workspace for two or more business objects of different types and from different SAP systems. Example 2-1: Business partner in CRM system and customer in ERP system
You have customer data in two different SAP systems, in the CRM system and in the ERP system. You want to create business workspaces for the 18
customer data. Because the data in both systems is semantically identical, you only want to create one cross-application business workspace for each customer that contains both the information from the CRM system and from the ERP system.
Example 2-2: Vendor in SRM system and in ERP system
You have vendor data in two different SAP systems, in the SRM system and in the ERP system. You want to create business workspaces for the vendor data. Because the data in both systems is semantically identical, you only want to create one cross-application business workspace for each vendor that contains both the information from the SRM system and from the ERP system. For more information, see “Enabling cross-application business workspaces for multiple business objects” on page 95. 2.1.2.3
Composite bus iness wor kspaces
You can have complex entities in your business application, which contain dependent entities that cannot stand alone. For example in the SAP Plant Maintenance module, a task list operation can only exist in the context of a task list. This mandatory relation can be mirrored by composite business workspaces, where each subentity has a separate business workspace inside its parent business workspace. are involved.This feature is recommended for cases where dependent business objects Example:When a business workspace for a maintenance task list is created from SAP side,
either manually or automatically, business workspaces for all operations are created automatically inside the task list’s business workspace. Note: For the composite business workspace scenario, you need a property
provider that supports composite business workspaces. For more information, see the SAP Extended ECM Solution Accelerator for SAP PM which is available in the OpenText Knowledge Center (https://knowledge.opentext.com/ knowledge/cs.dll/Open/SAP_PM__Plant_Maintenance__Blueprint). For more information, see Section 3.20: “Enabling composite business workspaces” on page 96.
You can create business workspaces that have no relation to a specific business object of a business application. Still, you can use the full functionality to create business workspaces of a specific workspace type that have the same layout, for example the same widgets. Business workspaces without business object type are always created in the folder from which you start creation and with the name that you specify in the wizard. To enable the creation of but business workspace without business objectAll type, you create a workspace type, no corresponding business object type. other customizing in Content Server is the same.
2.2 Business attachments A business attachment is an item in Content Server that is added to a business object. The item can for example be a document or a folder. From Content Server perspective, a user adds a business object to an item in Content Server; users can then view the business object without an extra effort to access the SAP system and logging on to it. From the SAP system, the document is a business attachment in the Business Content window of the business object. Example 2-3: Oil pump manuals as business objects
Your company maintains several different oil pumps (business object EQUI for equipment); all oil pumps share the same manual. You store the oil pump manual for these pumps in Content Server and add this document as business attachment to the pumps’ business objects. In Content Server, you can open the properties of the oil pump manual and see all oil pumps in SAP that use this manual; in other words, you see which business objects are added to this document. Business attachments can be added automatically through the use of attributes which act as triggers. For example, each time you create a business object for a new “pump” and this pump business object has the attribute “oil”, the manual is added automatically as business attachment to the new business object.
Figure 2-3: Business attachments In Content Server
In Content Server, business objects are displayed in a tab in the properties of Content Server item. With sufficient permissions, you can display the business object, edit it or remove the link. If available, you can access the related business workspace.
Figure 2-4: Business objects for a document on Content Server In SAP
From an SAP system, a business attachment is a link to a document or folder in Content Server. The referenced Content Server item is then displayed in the SAP system. In SAP GUI, business attachments are displayed in the Business Content window.
Figure 2-5: Business attachments in SAP GUI Types of creation
Business attachments can be created in the following ways: •
• •
22
Automatically triggered by the value of a category attribute on Content Server side Manually created on Content Server by adding a business object Manually created on the SAP system, either with the SAP GUI or the Web UI by adding a business attachment
Manual business attachment creation When manual business attachment creation is enabled, users with appropriate permissions can create business attachments. On an SAP system, users have different options, depending on the system and the user interface, for example the Business Content window (Figure 2-6), or a button in the Web Client UI (Figure 2-7).
Figure 2-6: Manual creation in SAP GUI
Figure 2-7: Manual creation in SAP CRM Web Client UI
Figure 2-8: Manual adding of business objects on Content Server
On Content Server, items must be configured to accept business attachments, usually these items are documents or folders.
2.2.2
Automatic adding of business objects A business object can be added automatically to a Content Server item. Automatic adding is triggered when a certain category attribute of a Content Server has a defined value. You have to customize which attribute triggers the creation, and which attributes determine the target business object.
2.3 Document de clarations You can store SAP ArchiveLink documents and SAP print lists as documents in a defined location in Content Server. ArchiveLink is a standard SAP component that enables the user to provide
documents for a business object. The documents are stored in an archive and linked to a business object. Extended ECM for SAP Solutions enables you to integrate these existing documents in Content Server. In addition or alternatively, you can set the archived documents under Records Management. Print lists are generated by reports in the SAP system. They can be archived using
the standard ArchiveLink functionality.
Note: If you plan to make documents and print lists available in business
workspaces, you also need to perform all steps described in “Configuring business workspaces“ on page 29 before you perform the steps described in this section.
2.3.1
Records Management Records Management ensures that content is under a formal program that provides consistent control and lifecycle management rules. This includes capabilities to define content retention policies in addition to formalizing the procedures to classify (ensuring appropriate metadata), retain, destroy or archive content in Extended ECM for SAP Solutions. As you add documents to based Content the retention object andschedule, its content classified and managed as a record, onServer, metadata, orcan vitalberecord status. In addition, administrators can set up the metadata fields desired for population during record declaration. This can be accomplished through categories and attributes. Categories and attributes are additional metadata that are applied based on the specific business needs and processes. Extended ECM for SAP Solutions allows you to declare an SAP ArchiveLink document and print lists as records that are under control of Records Management. The declaration can be performed automatically during document creation or interactively by an application user. In addition, an administrator can perform the declaration procedure in batch mode. For more details on declaring records in OpenText DocuLink for SAP Solutions, see
OpenText DocuLink for SAP Solutions - User Guide (DC-UGD).
2.4 Using SAP Customizing (IMG) Extended ECM for SAP Solutions provides a central customizing menu in SAP in the OpenText Extended ECM for SAP Solutions structure of SAP’s Customizing Implementation Guide (IMG) function. To call the IMG:
1.
Run the
2. 3.
Click SAP Reference IMG.
SPRO transaction.
4.
Select the required activity and click
Navigate to the OpenText Extended ECM for SAP Solutions structure and open it.
Execute.
If an SAP system displays a different IMG structure rather than standard reference IMG, the Extended ECM for SAP Solutions customizing is not visible. You have the following options to access the Extended ECM for SAP Solutions customizing structure:
26
•
Use transaction SIMGH, save the Extended ECM for SAP Solutions IMG structure
•
as a favorite and call it from there. Add the Extended ECM for SAP Solutions customizing to the existing customizing structure of transaction SPRO. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
2.4. Using SAP Customizing (IMG)
To use transaction SIMGH to access Extended ECM for SAP Solutions customizing:
1.
Run the
SIMGH transaction.
2.
In the IMG structure field, open the search help and search for the search term OpenText*. With this search term, you also find IMG structures for other OpenText products.
3.
Double-click on entry.
4.
Click Add to Favorites.
5.
In the Favorites list, select one entry and click
to access the IMG structure.
To add the IMG structure to SPRO tran saction:
1.
Create an enhancement ID: a. Run the S_IMG_EXTENSION transaction. b. Open the search help of field Enhancement ID. c. Click Create Enhancement ID (F5). d. Enter an Enhancement ID, for example Z_OTX_EXTECM, and an explanatory text, for example OpenText Extended ECM. e.
Click
Save.
f. Click Continue. g. Double-click the newly created enhancement ID in the Enhancement ID: Original list to select it for the Enhancement ID field. 2.
Enhance the SAP IMG structure for Extended ECM for SAP Solutions: a.
In the IMG structure field, select the IMG structure that is currently displayed in the SPRO transaction and which you want to enhance. For example, in SAP Extended Warehouse Management, select the IMG structure SAP - Implementation Guide. b. Click Favorite to add the IMG structure to your favorites. c. Select the IMG structure in the Favorites list by double clicking. d. If not already done, in field Enhancement ID, select the enhancement ID created in Step 1. e. Click Enhance Structure. f. Select the root node of the IMG structure. g. From the menu, select Edit > Nodes > Insert IMG Structure > As Subnode . h. Enter the node name for the customizing, for example OpenText Extended ECM for SAP Solutions. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
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Chapter 2 Concepts and scenarios
3.
i.
Click Find structure to search for the Extended ECM for SAP Solutions customizing IMG structure. Search for OpenText - Extended ECM for SAP Solutions.
j.
Click
Copy.
k. Click
Save.
Enhance the SAP IMG structure for Archiving and Document Access: Repeat customizing the steps described incorresponding Step 2 for the OpenText Archiving and Document Access with the data: •
Name of the node: OpenText Archiving and Document Access for SAP Solutions
•
Name of the IMG structure: OpenText Archiving and Document Access for SAP Solutions
Configuring business workspaces This chapter explains how you customize your system so that business workspaces can be created, manually or automatically. Prerequisites
You need administration access to Content Server and the business application.
Classification
Content Server Functions
for template selection
Classification for Business Workspaces
Location for Business Workspaces with permissions
Connected Workspaces Specific Functions Workspace Type Indexing & Search Settings Side Bar Widgets Location Classification Workspace Name
Document Template with permissions
Categories and Attributes
Business Object Type External System & Business Object Workspace Type Added Business Object Business Property Mapping Document Template
Content Server SAP Property Provider
Figure 3-1: Customizing Overview on Content Server
3.1 Customizing s teps The following steps are required to configure Extended ECM for SAP Solutions to create business workspaces for SAP business objects. Note: Other optional steps, like the automatic creation of business workspaces,
are not listed in this short list. 1.
SAP Property Provider - Write your own property provider or use the default
property provider, which is delivered with Extended ECM for SAP Solutions. For more information, see “Implementing a property provider in SAP” on page 31. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
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Chapter 3 Configuring business workspaces
2.
SAP IMG - Create a business object declaration for a business object type, and
activate it. For more information, see “Creating a business object declaration in SAP” on page 32. 3.
Content Server - Create a classification, location, and categories.
For more information, see “Creating a classification for document templates” on page 36, “Creating a location for the business workspaces” on page 36 and “Creating a category for the workspace type and the business object type” on page 34. 4.
Content Server - Create custom columns for Content Server Smart View
For more information, see “Creating custom columns for Content Server Smart View” on page 54. 5.
Content Server - Create a workspace type that controls the layout of the
6.
Content Server - Define the document template for the business object type.
business workspaces of this type. For more information, see “Creating a workspace type” on page 37.
For more information, see “Defining a document template for business workspaces” on page 62. 7.
Content Server - Create a business object type.
For more information, see “Configuring business object types” on page 73. 8.
Optional SAP IMG - For automatic workspace creation and update when SAP business objects are created or changed: In the SAP system (IMG), maintain the receiver modules. For more information, see “Configuring eventing for business workspaces and business attachments“ on page 111.
9.
Optional Content Server - Define general access restrictions for workspaces. For more information, see “Granting object and usage privileges” on page 83 and section 7.1 “Defining general restrictions on Content Server” in OpenText
Extended ECM for SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM).
30
10.
Optional SAP IMG - Define authorization mapping. For more information, see “Mapping authorizations in SAP” on page 84.
11.
Optional SAP IMG - Customize the search help in SAP. For more information, see “Customizing the search help in SAP” on page 86.
3.2 Implementing a property provider in SAP A property provider is an ABAP class that retrieves the business properties of an SAP business object. These fields are mapped to Content Server attributes of the business workspace. You need a property provider for each SAP business object for which you want to create business workspaces and map SAP properties to the attributes. You have the following options: • •
•
You can use the generic property provider /OTX/RM_GEN_PP_BO or derive it. You can derive the property provider from the base class /OTX/ RM_WSCI_CL_WSPROV_DEFAULT. If you do not plan to map SAP fields to Content Server attributes, you do not need to write your own property provider. In this case, use the default property provider /OTX/RM_WSCI_CL_WSPROV_DEFAULT Tip: When you create a category for the workspace type, you should use
attributes according to the properties that property provider provides. For more information, see “Creating a category for the workspace type and the business object type” on page 34. To implement a business property provider:
1.
Use transaction SE24 to open the Class Builder.
2.
To enhance the basic metadata, you derive a new class from the default business property provider class. All the elements needed for this implementation are collected in the package interfaces of the /OTX/RM package and the /OTX/ RM_WSCI package. Tip: Property providers for composite business workspaces also must provide the
workspace location for the child business workspaces, which is the location of the hierarchically closest parent. Any customizing of a static or dynamic location ID for child business workspaces in the IMG is overruled by the property provider.
3.3 Creating a business object declaration in SAP To create a business object declaration in SAP:
1.
In the IMG, navigate to the Extended ECM > Maintain Business Object Declarations activity and click Execute.
2.
Click New Entries.
3.
Define the business object declaration with the following parameters: Object Type
Select the business object type for which you want to create the declaration.
EL ID
Enter the ID of the Enterprise Library that you created during installation. For more information, see section 17.5 “Maintaining Extended ECM connections” in OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD). Property Provider
Select one of the available property providers from the value list.
3.3. Creating a business object declaration in SAP
If you do not have a property provider yet or do not need a customized property provider, use the default property provider /OTX/ RM_WDSCI_CL_WSPROV_DEFAULT. For more information, see “Implementing a property provider in SAP” on page 31. Search Help Name (optional)
Enter the search help name for finding SAP business objects from Content Server. This customizing enables users to find an SAP business object in the following cases: • When they create a new business workspace on Content Server for an existing SAP business object. •
When they have created a business workspace in Content Server and later want to relate it to a business object as workspace reference.
•
When they add a business object to a Content Server item. Note: You can only use Elementary Search help. Collective search help
is not supported.
Additional settings can be necessary. For more information, see “Customizing the search help in SAP” on page 86. Use Widgets for UI
When a business workspace is displayed from the SAP system, the standard Content Server user interface opens within the SAP window. For some scenarios, you can use an adapted Content Server Integration widget instead, that shows the relevant functionality in the Content Server integration widget view. For more information, see “Using the Content Server Integration Widget“ on page 209. Activation
Select the check box to activate the business object declaration. Important
Only after you activated the declaration, you can continue with the definition of the business object on Content Server. For more information, see “Configuring business object types” on page 73. Tips •
To view a complete business object declaration from versions prior to 10.5, see section 21.3 “Viewing the old configuration in SAP” in OpenText
Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD). •
If you are migrating from an existing configuration, you can display the old business object declaration in read-only mode. To show the full business object declaration, enter &SHOW_LEGACY_ON in the transaction field and
press ENTER. To switch to the current view again, enter & SHOW_LEGACY_OFF and press ENTER.
3.4 Creating a category for the workspace type and the business object type Content Server categories bundle attributes and define their type and order. By creating custom categories, you can add relevant metadata to business workspaces or documents. For more information about categories, see the Content Server Administration help. Categories and attributes can be used for the following in the workspace type or the business object type: Workspace type configuration • • •
Define the location of the business workspace Define multilingual names for business workspaces Display information in widgets
Business object type configuration • •
Map business properties from the business application to the category attributes Trigger automatic creation of business attachments based on the value of an attribute
To create a category:
34
1.
On the Content Server Administration page, click Connected Workspaces > Open the Categories Volume.
2.
Click Add Item > Category. Define the new category according to your requirements, and click Add.
3.
Click the newly created category and add attributes to it.
3.4. Creating a category for the workspace type and the business object type
The attributes are those that your property provider provides. You can also add attributes that are not provided by the property provider. They can be filled manually or by another property provider in a cross-application business workspace scenario. If you do not create an attribute for a property that is delivered Server logby file.the property provider, an info entry is logged in the Content a.
Click Add Attribute and select an attribute type, usually this is Text: Field or Text: MultiLine. Notes •
The attribute type must be the same type as provided by the property provider.
OpenText recommends that the attribute field length is the same for both Content Server and the SAP system. b. Define the attribute. OpenText recommends that you use a name similar to the property name. You will later map these attributes to the business properties. c. Click OK and repeat the steps for all other attributes. •
Tip:to OpenText that you workspace, have an attribute that you use uniquelyrecommends identify the business for example an can ID.
3.5 Creating a classification for document templates To create business workspaces, you need a classification tree and classifications, which will be used in the document template and the location of the business workspaces. For more information, see OpenText Document Templates Volume Administration Guide (LLESDTV-AGD) and OpenText Template Workspaces - Installation and Administration Guide (LLESCSB-IGD). To create a classification for the folder where the business workspaces are created:
1.
On the Content Server Administration page, click Connected Workspaces > Open the Classification Volume.
2.
Open an existing classification tree or create a new one. You can name the classification tree, for example, Workspace Types.
3.
Click Add Item > Classification and define the new classification according to your requirements, usually, you create a classification for each workspace type.
You will later add the classification tree and the classification to the following: •
Classification tree
Document template •
Classification •
Location for the business workspaces
•
You must add respective classification workspaces of the a certain type can be created.to each folder where business Document template
3.6 Creating a location for the business workspaces In Content Server, you create one or more folders where the business workspaces can be created. To create and configure the folder:
1.
In Content Server, go to the location where you want to create the root folder for your business workspaces.
2.
Add new folders and configure them as required: Add a name, description, and select an icon.
3.
From the Classifications list, select the classification that you created in 3.5. Important
This classification must be the same as the one for the document template that you will configure in 3.10. 36
3.7 Configuring multilingual metadata languages For each language that you configured in the business application, you must configure a language in Content Server. To configure multilingual metadata languages:
1.
On the Content Server Administration page, click Metadata > Configure Multilingual Metadata.
2.
Add an entry for each language that you want to support and enable it. Important
Select languages whose Language Code matches the value of the Lng ISO field in the SAP system, for example en. You can have more languages in Content Server than you have customized in the business application, but you must not have less.
3.8 Creating a workspace type A workspace type provides the framework for the creation of business workspaces. It defines how business workspaces of this type will look like. What you configure in a workspace type • • • •
Location of the business workspace Indexing and search settings Name of the business workspace, also in several languages Access policies
•
For Smart View •
Name of the workspace type in several languages. The name of the workspace type can be displayed in the header tile of a business workspace.
Default icon for business workspaces of this type. Icons can also be changed on each individual business workspace. Perspective Manager: Configure a business workspace perspective for the workspace type. Perspective Manager is a separate tool.
For Classic View • •
An icon for business workspaces of this type. The population of the business workspace sidebar with sidebar widgets. Sidebar widgets enhance the standard user interface with additional information related to the respective business workspace.
A workspace type is connected to the following: • • •
One or more business object types that provide the metadata A folder in Content Server where workspaces of this type can be created A classification Note: You can use cross-application business workspaces if you want to display
similar business objects from different business applications in one type of workspace. For this, you use one workspace type for several business object types. For example, a person is stored as a customer in Salesforce® and as a vendor in SAP ERP, both of these roles are displayed in the same workspace type.
To create a new workspace type:
38
1.
On the Content Server Administration page, click Connected Workspaces > Configure Workspace Types.
2.
Click
New Workspace Type in the right corner of the list.
Defining basic settings and search settings for a workspace type Name
Provide a name for the workspace type. The name is only visible within Content Server Administration. This field is mandatory. Tip: For Smart View, you can also define a workspace type name in several
languages. This nameinformation, can be madesee visible in the header tile of workspace a business workspace. For more “Smart View: Defining type names and icons” on page 52. Policies Enabled (SAP integration only)
Specify whether policies apply to the resulting business workspaces. Policies can be generated from authorizations in the SAP system or possibly other business applications. For more information, see section 8 “Using SAP authorizations to restrict workspace access (optional)” in OpenText Extended ECM for SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM). Note: If you populate cross-application business workspaces with business
objects from several systems, all business object types of this workspace are used to identify the policies to check. If at least one policy, regardless from which system, gives access, the user can access the business workspace. Example:A user has the authorization to see customers in the SAP ERP system,
but no authorization to see the same customer in the SAP CRM system. In Content Server, policies created from authorizations both in the SAP ERP system and in the SAP CRMworkspace system restrict access the created The user can see the business because the to policy createdworkspaces. from the SAP ERP system gives access. Workspace Icon (for Classic View)
Specify an icon, which is displayed in business workspaces of this type. Click Select Icon to browse the available icons. The icon is visible to users in the Classic View on business workspaces and their root folder. For Smart View, you use the Widget Icon. For more information, see “Smart View: Defining workspace type names and icons” on page 52.
Indexing Settings
Select if the category attributes of the business workspace should become supplementary indexed metadata for child documents and nested business workspaces. With this option, users can use category attributes in the advanced search to find documents in addition to business workspaces. Changing this setting takes effect only for documents that are added after this change. Already existing documents must be re-indexed. For more information, see “Indexing documents with business workspace attributes” on page 232. Search Settings
Configure how the search behaves when a user searches from a business workspace that has related workspace: 40
Always search in related workspaces. Let the users decide if they want to search in related workspaces. Disable the search in related workspaces.
Sidebar Widgets (for Classic View)
Configure sidebar widgets that display metadata in the business workspace. For more information, see “Configuring sidebar widgets for Classic View” on page 41.
3.8.2
Configuring sidebar widgets for Classic View Sidebar Widgets
Select a sidebar widget type and configure it. You can also enable or disable it and set the order of the sidebar widgets. Note: You must save or apply the settings of the workspace type before
you can configure sidebar widgets. Tip: You can drag the sidebar widgets configuration to change their order.
Each sidebar widget type requires different configuration parameters. You can configure each sidebar widget individually or use the same sidebar widget type several times with a different configuration.
Figure 3-2: Sample sidebar widget
The following sidebar widget types are available: OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
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Chapter 3 Configuring business workspaces
•
“Attributes sidebar widget” on page 43
Displays category attribute values of the business workspace. •
“Recent Changes sidebar widget” on page 43
Displays a list of documents inside the business workspace, which have recently been changed. •
“Related Items sidebar widget” on page 44
Displays links or to other workspaces that are related to this business workspace, both in parent child relation. •
“Work Items sidebar widget” on page 46
Displays the work items the user has for the business workspace. These work items include tasks, workflow tasks and follow-ups. •
“Workspace Reference sidebar widget” on page 47
For Extended ECM: Displays the linked business object of the business application in a pop-up window. To manage sidebar widgets:
On the Change Workspace Type page, you manage and configure sidebar widgets. 1.
To enable a sidebar widget, select the box in the Enabled column.
2.
To change the order of the sidebar widgets, drag them to the des ired position.
3.
To define the title of a sidebar widget, you can either enter text, or use replacement variables. The supported variables are a subset of the replacement variables of the Document Templates module. •
: The name of the business workspace.
•
: The value of the specified attribute. The [category] parameter is the object ID of the category or the category name, and [attribute] is the ID of the attribute or the attribute name. The [value index] parameter is optional and is used to identify the specific value for a multi-value attribute. The format for [value index] is integer. Example:,
•
: Login name of the current user.
•
: User ID of the current user.
•
4.
42
: Name of the current user. To configure each sidebar widget, click Detailed Configuration. For details, see the following sections.
The Attributes sidebar widget displays attributes of the business workspace. You can select any attribute available in Content Server categories. Typically, you select information related to the business workspace.
Attributes Defines which attributes are displayed. Click Browse Content Server to select
the category; then select the attribute. It depends on the selected category which attributes are available. Categories Tab
Defines if a link is displayed in the sidebar widget that opens the Categories tab. All categories and attributes of the business workspace are displayed on the Categories tab. 3.8.2.2
Recent Changes sidebar widget
The Recent Changes sidebar widget displays a list of items that have been changed in the last days.
Defines which date field is used to determine if an item is displayed in the list. You can either use the date when the latest version was added ( Version Added) or the date of the last modification ( Modify Date). Oldest Change
Changes older than the defined number of days are not displayed. If you do not enter a number, all changes are displayed.
Items to Display
Number of items that you want to be displayed in the list. If the number of recent changes is higher than what you defined here, only the latest changes are displayed. 3.8.2.3
Related Items sidebar widget
The Related Items sidebar widget displays business workspaces that are related to this business workspace. Relationships are defined in the SAP system and delivered by the property provider. They can also be added manually. Manual relationships are always added as child workspaces in the hierarchy. Tip: For an alternative to display related workspace in Content Server Classic
View, see “Displaying related business workspaces in a folder in Classic View” on page 70.
Defines if the related items are displayed as list (List) or as tree view ( Tree).
Show Parent Relationships
Displays the business workspaces that are defined as parent workspaces for the current workspace. Show Child Relationships
Displays workspaces that are defined as child workspaces for the current workspace.
Workspace Types Shown
Restricts the related workspace types.
Children Shown / Relationships Shown For the display style Tree: Defines how many child workspaces are displayed. For the display style List: Defines how many relationships, parents and children,
are displayed. Default is 7.
Show Related Workspaces Folders Defines if a link to the Related Workspaces folder, which is defined in the template, is displayed. Select When not all items shown if you only want to
show the link when the number of workspaces exceeds the number defined for Children Shown. Tip: You can also configure if a search follows related items. For more
information, see “Configuring the search in related business workspaces” on page 232.
The Work Items sidebar widget displays the work items the current user has for the business workspace. These work items include tasks, workflow tasks, and followups.
Show Ahead
Only work items with a due date before the specified number of days from today are displayed.
Task Lists
A workflow can be started for the business workspaces and items inside a business workspace with the function menu entry Initiate Business Workflow. The sidebar widget displays all tasks in the My Assignments tab of the current user for these workflows.
Follow Ups
Displays all follow ups of the current user for any Content Server item in the business workspace. The follow ups are also displayed in the My Assignments list of the user. Only follow-ups with status Active or In Progress are displayed. Initiated Workflows
Defines if workflow steps related to the business workspace are displayed and if steps without due date are also displayed.
Personal Assignments
Defines if a link to the personal assignments is displayed. These are all personal assignments, not only those related to the business workspace.
In Extended ECM, the Workspace Reference sidebar widget displays a link that directs to the linked business object in the business application, which opens in a pop-up window.
3.8.3
Defining the location and classification Workspace Creation Settings
Define the location where business workspaces are stored, and select the classification that is used for this new business workspace. •
Location
Define where new business workspaces of this type are created. This is only relevant for automatic creation. Important
For business workspaces without business object, these settings do not apply. Business workspaces are always created in the folder from which you start creation, independent of the settings you specify here. •
•
Select Content Server Folder if you want to select a static folder. Click Select and browse to the Content Server folder. All business workspaces are created in this folder or in subfolders. Select From Category Attribute if you want to use a category attribute to determine the location of the business workspace. Click Select and select a category. Then select an attribute. The attribute must contain the Content Server node ID of the folder. The business workspaces are then created in a folder that corresponds to the attribute. The folder is created if it does not yet exist. Important
The business workspace is not moved automatically when the attribute, which determines the location, is changed. •
Sub Location Path
You can create a subfolder structure. Select From Pattern to enter a pattern for the subfolder creation. You can use normal text, categories and attributes, and modifiers to create subfolders, for example [2032760:Id:(3)]/ [2032760:Id:+5]. For more information, see “Using patterns for location path and workspace name” on page 50. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
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Chapter 3 Configuring business workspaces
Click Insert Attribute to select a category and an attribute. If a sublocation folder does not exist when the business workspace is created, the folder is created. •
Use also for manual creation
Select this option if you want to use the location settings also for manual creation of business workspaces on Content Server. Business workspaces are then only created in the specified location, regardless of the folder where the user started the creation. After the business workspace has been created, the user is directed to the newly created business workspace. Note: If you use this option in combination with a sublocation path that
is based on an attribute, you must be aware of the following behavior: When a user creates an early business workspace manually, it does not automatically have the required attributes. As a consequence, the attribute that determines the sublocation path can be empty and the business workspace cannot be created. You can prevent this by adding the attribute for the sublocation path to the document template so that the attribute is displayed in the workspace creation wizard. In addition, you must make it mandatory, so that the user is forced to provide a value for the attribute that determines the sublocation path. Location behavior of Cases and Binders •
Creation from business application Binder workspaces: Both root location and sublocation path are used. If you
try to create a binder in a folder that is not configured as binder area in the Template Workspaces configuration, you receive an error. Case workspaces: Only the root location is used. Root location must be a binder or case, otherwise an error is returned. The sublocation path is ignored, because cases cannot be created within folders, only in binders or cases. •
Manual creation on Content Server Use also for manual creation is disabled: Binders and cases are always
created in the current location where the Create action is started. Use also for manual creation is enabled: For binder workspaces, behavior is the same as for the creation from business applications, which means that all settings are used. For case workspaces, the settings are always ignored. A case will always be created within the current binder or case. Classification
Define the classification that is also added to the resulting business workspaces when they are created. • Select Content Server Classification if you want to select a specific classification. Click Select and browse to the classification. 48
Select From Category Attribute if you want to use a category attribute to determine the classification. Click Select and select a category. Then select an attribute. The business workspaces are then created with the classification that corresponds to the attribute.
Editing wo rkspace na mes You can display the names of business workspace in different languages. You can use the multilingual texts option for master data business objects. Note: For business workspaces without business object types, you can specify
any name. These workspace types always have the name that is entered during creation, independent of the settings you specify here. You can use the multilingual texts option for master data business objects. Example:The workspace type for “Equipment” has been configured to display workspace
names in English and French.
Kate has set her preferred metadata language in Content Server to English; she sees the business workspace for equipment 1000476 under its English name “Equipment Truck 12”. Monique, whose metadata language is French, sees the same workspace under its French name “Équipement Camion 12”. To configure business workspace names:
1.
Add languages to the multilingual metadata in Content Server.
2.
For Extended ECM systems - Edit the property provider to support
3.
Add workspace name patterns for each language in the workspace type configuration. You can use category ID and attributes, free text as well as modifiers for the name pattern, for example, Equipment [91100:Product Name]/[91100:Product Family] ([91100:Id:+3(4)]). For more information, see “Using patterns for location path and workspace name” on page 50. Click Insert Attribute to select a category and an attribute. Alternatively, you can type category ID and attribute.
multilingual properties. For more information, see the SDK Guide in the OpenText Knowledge Center (https://knowledge.opentext.com/knowledge/ cs.dll/Open/44140285).
Important
You must at least enter a pattern for the default language. Other languages are optional. 4.
Generate names also for workspaces without business object: Select this
option if you want to use the name pattern also for business workspaces that do not have a business object, which could provide the metadata for the name
pattern. If you use this option, OpenText recommends that you use mandatory attributes for the name pattern. So when creating a workspace, users must provide metadata required for the name generation. Tip: Users can change their preferred metadata language in Content Server:
Tools > Settings > Metadata Language.
3.8.5
Using patterns for lo cation path and w orkspace name You can form a pattern from attributes, text and a modifying syntax to define the following: • • •
Location where business workspaces are stored. For more information, see “Defining the location and classification” on page 47. Location where external documents are stored in a business workspace. For more information, see “Defining the storage of external documents” on page 51. Name of business workspaces, also multilingual. For more information, see “Editing workspace names” on page 49.
To use the pattern for locations and workspace names:
1.
For locations: From the Location or Sub Location Path list, select From Pattern.
2.
Click Insert Attribute, then select an attribute and click Insert.
3.
Enter text or syntax elements to form your pattern. Important • •
Do not use a : colon to separate attributes, because the colon is used in Content Server syntax. If one of the attributes in the name pattern for multilingual workspace names and business object names does not provide a value, this attribute is omitted without error message. For sublocation paths, empty values can cause an unwanted location and are therefore handled as an error. They must be corrected.
Examples for name patterns in Content Server
Free text and attributes
Combine text and attributes to form a name pattern. You can use special characters to separate the name pattern elements, for example - dash, ( ) parenthesis, or / slash. •
Pattern - Material - [123117:Material Description] ([2032760:Id])
•
Result - Material - Standard Water Pump SWP123 (00000123)
Offset: +0
Cut off the specified number of characters and displays the rest. Separate the modifier from the attribute by a colon. An out-of-bound offset causes an error. 50
Pattern - Material - [123117:Material Description] ([2032760:Id: +4])
•
Result - Material - Standard Water Pump SWP123 (0123)
Cut off the first four digits of the ID. Length: (0)
Display the specified number of characters. Separate the modifier from the attribute by a colon. An out-of-bound length causes an error. •
Pattern - Material - [123117:Material Description:(20)]
•
Result - Material - Standard Water Pump (00000123)
([2032760:Id])
Displayed only the first twenty characters of the Material Description. Combination
Combine all of those pattern modifiers. •
Pattern - Material - [123117:Material Description:(20)]
•
Result - Material - Standard Water Pump (012)
([2032760:Id:+4(3)])
Added the string “Material - ”, displayed only the first twenty characters of the Material Description, cut off the first four digits of the material ID and displayed only three, set the material ID in parenthesis.
3.8.6
Defining the storage of external documents You can store attachments from a business application in a business workspace. You can define if the documents are stored in a subfolder of that business workspace and how the subfolder’s name is created based on attributes. You can also add a Records Management (RM) classification automatically to these documents. You can either use one specific RM classification or select it based on attributes. Note: SAP document declaration is not affected. It is still carried out in the SAP
system itself.
You can add an RM classification, also based on attributes. External Document Storage •
Sub Location Path
You can create a subfolder structure. Select From Pattern to enter a pattern for the subfolder creation. You can use normal text, categories and attributes, and modifiers to create subfolders, for example [2032760:Id:(3)]/ [2032760:Id:+5]. For more information, see “Using patterns for location
path and workspace name” on page 50. Click Insert Attribute to select a category and an attribute. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
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Chapter 3 Configuring business workspaces
Attributes must be mapped to business properties. If a sublocation folder does not yet exist when the business workspace is created, the folder is created. •
RM Classification
Define if and how an RM classification is added to the document. Select None if you do not want to add an RM classification. Select From Category Attribute if you want to use a category attribute to determine the RM classification of the external document. Click Select and select a category. Then select an attribute. The attribute must contain the Content Server node ID of the RM classification. Select RM Classification if you want to add one specific RM classification. Click Select and select the classification.
• •
•
3.8.7
Smart View: Defining workspace type names and i cons For Smart View, you can display an icon that is specific to a workspace type. You can also localize the workspace type name. While the workspace name defines the name of the single business workspace, the workspace type name can be displayed in the header tile of a business workspace. The name is then displayed according to the user’s preferred metadata language. Perspective Manager
Start the Perspective Manager from this link. It opens with a reduced set of features, which are essential for business workspaces. You can edit an existing perspective or create a new one. For more information, see “Smart View: Creating a perspective with Perspective Manager” on page 55.
Workspace Type Name
Add a workspace type name for each language in the workspace type configuration. Notes •
•
To define multilingual workspace type names, add languages to the multilingual metadata in Content Server. For more information, see “Configuring multilingual metadata languages” on page 37. For business workspaces without business object types, you can specify any name. These workspace types always have the name that is entered during creation, independently of the settings you specify here.
Tip: Users can change their preferred metadata language in Content
Server: My Account > Settings > Metadata Language. Widget Icon
The widget icon is displayed in the header tile of business workspaces of this type. To add a workspace type icon, click Browse and select the icon. The recommended format is svg, because pictures of this format are scalable. 52
Other supported formats are gif, x-png, jpeg, pjpeg, and png. The recommended size for these bitmap formats is 128x128 pixels. You can select from sample icons, which are located in the following folder on your Content Server installation: \module\ otsapxecm_16_0_0\support\business_object_icons, for example \ \mycontentserver\C\OPENTEXT\module\otsapxecm_16_0_0\support \business_object_icons.
Note: If no sufficient icon is configured for the a default is taken. Users with permissions canworkspace change thetype, icon for an individual
business workspace.
3.8.8
Managing workspace types To manage workspaces types:
1.
On the Content Server Administration page, go to Connected Workspaces > Configure Workspace Types.
2.
To enable or disable a workspace type, click the respective icon in the Status column. Enabled
This workspace type is available to create new business workspaces. Disabled
This workspace type is not available to create new business workspaces; however, this workspace type will be used to display business workspaces that were already created from this type. 3.
To edit an existing workspace type, click the name of the workspace type.
4.
To delete a workspace type, click Purge in the Actions column. You can only purge workspace types that are not referenced by a document template, or a business workspace, or with Extended ECM, a business object type.
5.
To check the indexing status of the ite ms in a bus iness workspace, check the Indexing Status column: Indexing is required. Indexing is up to date. Indexing is in progress.
For more information, see “Indexing documents with business workspace attributes” on page 232.
3.9 Configuring business workspaces for Content Server Smart View 3.9.1
Creating custom columns for Content Server Smart View You can create custom columns to display category attributes in widgets of Content Server Smart View. For more information about widget configuration, see “Smart View: Creating a perspective with Perspective Manager” on page 55. With the installation of Connected Workspaces, the following custom columns have already been created in the Facets volume in the Workspace Columns folder. However, they are not prepared for sorting and filtering. •
Workspace Type ID
•
Workspace Name in each language that is configured on Content Server, for example Workspace Name en.
If you added another language after installation of Connected Workspaces, you must create the respective column manually and prepare it for sorting and filtering. To create a custom column:
1.
Open the folder, where you want to create your custom columns.
2.
Click Add Item > Column.
3.
Add a name and, optionally, a description.
4.
Select a Data Source from the list of available category attributes. Each attribute can only be used once in a custom column. If an attribute is already used as data source for a custom column, it is not displayed anymore. Tip: A custom column displays a maximum of 64 characters of data. If the
length of the data to be displayed in the column exceeds 64 characters, the text is truncated and suspension points (...) appear to represent the missing data. Setting the column width to a value greater than 64 characters does not affect this limitation. 5.
To enable sorting and filtering, select Sortable. To only display the property in the Workspaces widget or the Related not select Workspaces Sortable. widget, and in the browse view of Classic View, you need Click Add.
3.9. Configuring business workspaces for Content Server Smart View
6.
Wait for the column to be built. To monitor the status, select Properties > Specific from the function menu.
7.
Smart View: From the function menu of the custom column, select Properties > Workspace. Then select Used for Sorting and Filtering. When you click Update the database index is created concurrently, which may take a few minutes. After the database index has been created, the custom column can be used for filtering and sorting. Notes • • •
Filtering is only supported for data type String. Sorting is not supported for User fields. Date fields can be sorted without respecting time.
For more information about custom columns, see the Content Server help.
3.9.2
Smart View: Creating a p erspective with Perspective Manager Perspectives control how users see the layout of a business workspace in Content
Server Smart View. You design and configure a perspective in Perspective Manager, a tool that walks you through the creation of a perspective and translates it into ActiveView coding. With OpenText Extended ECM for SAP Solutions, Perspective Manager uses a reduced set of options, focussing on perspectives for business workspaces. A new perspective is tied to the workspace type by a rule and already contains a sample layout: the Header widget, an Overview tab with Team and Metadata widget, and a Documents tab with the Node Browsing Table widget. Important •
•
This chapter only covers perspectives for business workspaces. For more information about the full functionality of Perspective Manager and perspectives, see the online help of Perspective Manager. The perspective takes effect immediately. So if you need testing, create the perspective on a test system first.
To create a perspective for a workspace type:
1.
On the Content Server Administration page, click Connected Workspaces > Configure Workspace Types and open a workspace type.
2.
In the Tile Configuration for Smart View section, click Manage Perspectives for this workspace type. The Perspective Manager opens in a new browser window.
3.
On the General tab, click Create new and enter a title for the perspective.
On the Rules tab, you create logical rules, which control when the perspective is used. The workspace type from which you called Perspective Manager is the first rule. You must not remove this rule but you can add others.
5.
On the Configure tab, you design the perspective of the workspace type.
6.
•
The widget library pane on the left contains widgets from installed modules, one of which being Connected Workspaces.
•
The working area in the middle is where you place the widgets.
•
The options pane on the right displays configuration options of the selected widget.
Click Code Editor to edit the ActiveView code directly. However, this option is only for advanced users, who are familiar with ActiveView. Important
Changes in the ActiveView code are not visible in the Perspective Manager when you return to the design mode. You must reload the perspective.
3.9.2.1
7.
When you are done, click Create.
8.
To edit a perspective, open it in Perspective Manager and make the required changes. Perspectives for Connected Workspaces are stored in the following location: Perspectives volume > Connected Workspaces > [Folder named after the workspace type with object ID]. The folder name changes when you change the workspace type name, the ID remains the same.
Header widget
The Header widget displays metadata like the name of the business workspace and important attributes. Metadata is taken dynamically from category attributes, node properties, and business properties. You can also add static text, line breaks, tabs, and spaces. You can also embed another widget in the Header widget, currently only the Activity Feed widget. Workspace Properties
Workspace properties are displayed in the left part of the Header widget in the following top-down order, with the font becoming smaller. You can use the suggested properties, add others, and combine attributes and properties with text. Title
Name of the business workspace, prefilled with the {name} node property. Type
Name of the workspace type, prefilled with the {business_properties. workspace_type_name} business property. 56
3.9. Configuring business workspaces for Content Server Smart View
Description
Description of the business workspace, prefilled with the {description} node property. •
Business properties must be configured with the business_properties prefix,
for example {business_properties.workspace_type_name}. •
{business_properties.workspace_type_name}: Name of workspace type.
•
{business_properties.workspace_type_id} useful for testing and preparing perspectives. : ID of the workspace type, •
Node properties require no prefix, for example {name}. •
{name}: Workspace name.
•
{description}: The workspace node description.
•
{type_name}: Name of the Content Server item type: Business Workspace.
•
{create_date}: Date when business workspace was created, formatted
according to the current formatting rules. •
{create_user_id}: Name of the user who created the business workspace,
formatted to the user's readable display name. •
{modify_date}: Date when the business workspace was modified.
•
{modify_user_id}: Name of the user who modified the business workspace,
formatted to the user's readable display name. •
{owner_group_id}: Name of the group the workspace owner belongs to.
•
{owner_user_id}: Name of the workspace owner, formatted to the user's
readable display name. •
Category attributes
Click Add Attribute to Field and select attributes from the categories that contain information for this business workspace. Widget
Embed Widget
Select one of the available widgets to embed it into the header widget. It is displayed in the right half of the header widget. Currently available is the Activity Feed widget, which displays all activities in relation to this business workspace and it related child workspaces. You see comments or recently added documents. If you want to use the Activity Feed widget, you must enable Content Server Pulse and, optionally, create activity manager objects. For more information, see “Creating an activity manager object for the Activity Feed” on page 61.
The Related Workspaces widget displays business workspaces that are related to the currently opened business workspace. You must configure the widget in both collapsed and expanded view. You can display business workspaces that are in a parent relationship or in a child relationship, and you can have more than one Related Workspaces widget in a perspective. Relations must be configured in Content Server. General
Title
Title of the widget, typically the workspace type name in plain text. Workspace type
Workspace type of the related workspaces. Relation type Child or Parent. Collapsed view
Message for empty result
Custom message if no business workspaces of this type are available.
Preview pane
The preview pane is a window that opens when you hover with the mouse over a related workspace in the widget. The preview pane contains additional information as well as team members of this business workspace. •
Preview title - Title of the preview pane, for example the workspace type.
The title is displayed in small font above the display name of the related workspace. •
Message for empty metadata - Custom message if there is no metadata to
display. •
Name of role - Name of the role whose members are displayed in the
preview. •
Message if no roles are assigned - Custom message if there are no roles or
team members to display. Message that is displayed if the specified role has no members. The default text is No role members assigned. Metadata in preview pane
The preview pane uses data from category attributes. You select a category or single attributes. To group attributes, enter a group name and then select the categories and attributes. Leave the group name empty to add a category or attribute without a group. Drag attributes or groups to change the order. •
58
Group name - Name of a group of attributes or categories
3.9. Configuring business workspaces for Content Server Smart View
•
Category or attribute - Category or single attributes. You can use the
following data sources: A single attribute or a complete category with all its attributes. Order by
Orders the list of related workspaces by a custom column and defines the sort direction. The default sorting is ascending by the name of the business workspace. If you have not selected a custom column in the Order by option, the workspaces are ordered by the custom column configured in Related workspace title. And in this case, you can only use custom columns that are configured for ordering. If you selected a custom column that is not configured for ordering, an error message is displayed when the widget is loaded. For more information about configuration of custom columns, see “Creating custom columns for Content Server Smart View” on page 54. Related workspace title
Name of the related workspace. You can use a custom column or one of the following variables: {name}, {description}, {type_name}, {modify_date}, {create_date}. The {name} variable uses the name of the business workspace, which may already be assembled from several attributes. Related workspaces description
Description of the related workspace. You can use a custom column or one of the following variables: {name}, {description}, {type_name}, {modify_date}, {create_date}. The {name} variable uses the name of the business workspace, which may already be assembled from several attributes.
Metadata fields
Additional fields to display metadata in the widget. Enter a label and the value, which can be a custom column or one of the following variables: {name}, {description}, {type_name}, {modify_date}, {create_date}. The {name} variable uses the name of the business workspace, which may already be assembled from several attributes. To format a custom column to be displayed in currency format, add :currency within in the brackets, for example: {wnf_att_fl14_5:currency}. With this format, zeros are displayed and thousands separators are added.
Expanded view
Order by
Orders the list of workspaces by a custom column and defines the sort direction. You can drag the columns to change the order. Custom columns
Custom columns to be displayed in the expanded view. Select a custom column, then click Add to array.
The Team widget displays team members as well as roles that have no members. Title
Title of the Team widget. Default is Team.
3.9.2.4
Metadata wi dget
The Metadata widget displays attributes of the business workspace. Title
Title of the Metadata widget. Default is Metadata.
Hide empty fields
Hide metadata fields that have no value. Default is False. Metadata
The Metadata widget uses data from category attributes. You select a category or single attributes. To group attributes, enter a group name and then select the categories and attributes. Leave the group name empty to add a category or attribute without a group. Drag attributes or groups to change the order. •
Group name - Name of a group of attributes or categories. You can use this
option to visually group attributes. •
Category or attribute - Category or single attributes. To add an attribute,
select the category and then select the attributes that you want to display. Note: Metadata groups in the Related Workspaces widget must not
contain complete attribute sets. However, you can select single attributes from an attribute set. Attribute sets with multiple rows are displayed as a table in the Metadata widget. Make sure that the table width does not exceed the width of the widget. 3.9.2.5
Workspaces widget
The Workspaces widget displays workspaces of a certain type. Workspaces widgets are typically used on a landing page. You can have more than one Workspaces widget. General Title Workspace type
60
Title of the Workspaces widget, typically the type of business workspaces listed here. Default is My workspaces. Type of business workspaces that you want to display.
3.9. Configuring business workspaces for Content Server Smart View
Collapsed view Message for empty result
Custom message if no business workspaces of this type are available.
Expanded view
3.9.3
Order by
Orders the list of workspaces by a custom column and defines the sort direction. You can drag the columns to change the order.
Custom columns
Custom columns to be displayed in the expanded view. Select a custom column, then click Add to array.
Creating an activity manager object for the Activity Feed To use the Activity Feed in the Header widget, as well as the standard Activity Feed widget, you must enable OpenText™ Content Server Pulse. With Content Server Pulse enabled, all content and status activities for a business workspace and its subitems are enabled. If you want to monitor attribute changes in addition, you must create an activity manager object. An activity manager object is linked one category attribute. A change in the attribute value creates an activity, which is then shown in the Activity Feed widget. Example:You add the category attribute Amount of a Sales Order to an activity manager
object. When the amount changes, it is displayed in the Activity Feed.
For detailed information about the activity manager object and Pulse, see the online help for Content Server Pulse. Notes • •
Each activity manager evaluates its rules by the order in which they are listed. The Activity Feed message supports localization and starts with a default activity string message. Optionally, you can customize the activity string with substitution placeholders for the attribute value.
To enable activity monitoring for business workspaces:
1.
On the Content Server Administration page, select Pulse Administration > Collaboration Administration.
2.
From the Select Object Types to Manage list, select the Business Workspace object type and click Add Object Type.
3.
Select the collaboration feature that you want to make available.
4.
Click Update.
To create an activity manager object:
1.
From the global menu bar, select Tools > Facets Volume.
Enter at least a name and select a category attribute as data source.
5.
Click Add.
To create rules for the activity manager:
1. 2.
Open the Specific tab of the activity manager object. Click Add a new rule before this one .
3.
Enter a rule name and select an option from the Rule Criteria list, for example, Value Changed.
4.
The Activity String is populated with a template string. You can edit the string and also add multilingual versions. The standard string looks like the following: [ObjName] [AttrName] changed from ' [OldVal] ' to ' [NewVal] '. Example:If you created an activity manager object that monitors the status of a sales
order workspace, the string would then produce the following activity message: Sales Order 123 status changed from ‘pending’ to ‘closed’.
5.
Edit the list of Included Object Types. Remove object types that you do not want to monitor.
6.
Click Submit.
3.10 Defining a do cument te mplate fo r bus iness workspaces The creation of workspaces is based on Content Server Document Templates. A document template is a Content Server item that contains folders, documents and other content like task lists. You can use team roles and team participants to set up a permission concept. Tip: For more information about Content Server Document Templates, see
section “Document Templates Volume Administration” in the Content Server online help.
3.10. Defining a document template for business workspaces
Tip: Classic View: You may also add a Related Business Workspaces folder to
the template. This type of folder is used to display business workspaces that are related, for example a customer workspace is related to business workspaces for all its sales orders. For more information, see “Displaying related business workspaces in a folder in Classic View” on page 70 .
3.10.1
Configuring document template settings To configure document template settings:
1.
On the Content Server Administration page, click Connected Workspaces > Configure Document Templates.
2.
In the Managed object types section, click Configure and select at least the Business Workspace (subtype 848) item.
3.
For the Classification tree for document types, select a classification tree for business workspaces that you created earlier. For more information, see “Creating a classification for document templates” on page 36.
4.
Set the other options as required. For more information, see the Content Server online help for that page.
Creating a document template To create a document template:
1.
On the Content Server Administration page, click Connected Workspaces > Open the Content Server Document Templates Volume.
2.
Click Add Item > Business Workspace. Note: If the Business Workspace option is not available, you can enable it.
For more information, see “Configuring document template settings” on page 63. Tip: You can add a business workspace, a case or a binder. Typically, you
create a template for each workspace type. You may define several templates for the same workspace type but with differences in their attributes. For example, you can have Customers with a revenue larger than one million Euros and Customers with a revenue of less than one million Euros represented in business workspaces based on different templates. Alternatively, you can copy an existing template. Select the template and click Copy. In the Copy To field, enter a location within the Document Templates Volume. Then configure the new template according to your requirements. Important
When you copy a folder contains a workspace template, the workspace template is notthat copied. 3. 64
Fill the fields as required. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
3.10. Defining a document template for business workspaces
4.
From the Classifications list, select the classification that you already selected for business workspace location. For more information, see “Creating a location for the business workspaces” on page 36. Important
The document template and the business workspace location must have the same classification. 5.
Select a Workspace Type from the list.
6.
Click Add.
7.
Configure the template as required. In addition to the standard Content Server settings like classification and permissions you can also configure the following: •
•
•
• •
8.
Custom categories to hold metadata. For better performance, click and select Disable Inheritance for categories in templates. For more information, see “Creating a category for the workspace type and the business object type” on page 34. Permission handling when the document template is used to create a business workspace. For more information, see “Defining permission handling for business workspace templates” on page 66. Replacement of groups used to restrict access to the business workspace or parts of it. For more information, see “Defining group replacement settings” on page 68. Team roles and team participants for a workspace template. For more information, see “Defining team roles and team participants” on page 66. Folders for related business workspaces. For more information, see “Displaying related business workspaces in a folder in Classic View” on page 70.
Open the workspace temp late and add all relevant subfolders and documents using the Add Item button. Important
Changes to the document template are not applied to existing workspaces that have already been created from the template. They apply only to business workspaces that will be created after you made the changes.
Defining permission handling for business workspace templates Permissions are defined for the document template and for the folder in which the new workspace is created. You can define that these two permission sets are merged. The merging also applies to the items in the template. The permissions are merged with the permissions of the location where the business workspace is created. Notes •
If merging is enabled, the owner of the newly created business workspace will be the one defined for the folder in which the new business workspace is created. If merging is not enabled, the owner will be the same as the owner of the template.
Example:User MMEIER creates a new business workspace for a customer using the Customer template. For the Customer template, user MMEIER only has See access. For the
folder Customer, where the new business workspace is created, user MMEIER also has Modify access.
If the Merge with creation location option is selected, user MMEIER will have both See and Modify access. If the Merge with creation location option is not selected, user MMEIER will have only See access. To define how permissions are handled:
3.10.4
1.
From the function menu of the document template, select Properties > Specific.
2.
To merge the permissions, select Merge with creation location.
Defining team roles and team participants You can use team roles and team participants to control access to the business workspaces. In the template, you define which team roles and team participants have permissions to the template and to the generated business workspaces. When business workspaces are created from templates, all team roles and team participants except for the Template Administrator are copied to the created workspace. You can also define team roles and team participants directly in the business workspace. New: You can now use team roles and team participants to control access to a
business workspace. Note:
You can also change team roles and team participants for each business workspace. •
3.10. Defining a document template for business workspaces
You create team roles and assign permissions to them. These team roles become the defaults for the business workspaces that are created from the templates. When you add Content Server users or groups as team participants to roles, they inherit the permissions of the team role. Special roles •
Template Administrator
The Template Administrator role is added automatically to templates for business workspaces. This roleAdministrator is used to control createtoand modify item templates. The Template rolewho is notcan copied business workspaces that are created from the template. •
Team Lead
You can assign one role to be the Team Lead role. The Team Lead role appears with a red flag icon. Participants of the Team Lead role can edit participants of other roles. By default, the first role that you add in addition to the Template Administrator role, becomes the Team Lead role. However, you can set any role as the Team Lead role using the Set as Team Lead button. You can also delete the Team Lead role if it is the only role in the list. •
Team Participants
You can add team participants to team roles. Participants can be users and groups. Users and groups can be assigned to one or more roles. A role can have multiple participants. To define roles and permissions in Content Server Classic View:
1.
From the function menu of the document template, select Team Roles and Permissions.
2.
Create a role: a. On the left side of the page in the Role Access section, click Add Role. b. On the right side of the page, in the Add new role section, enter a name in the Role box. c. Optional Enter a description in the Role Description box. d. Click Add.
3.
Assign permissions to the role: a. On the left side of the page, click the role. b. On the right side of the page, enable the permissions that you want to assign to the role. c. Click Update.
b. On the right side of the page, click Set as Team Lead. 5.
On the left side of the page, click Done.
To assign participants to roles:
3.10.5
1.
From the functions menu of the template, select Team Participants.
2.
On the left side, in the Participants section, click Find & Add.
3. 4.
On the right side of the page, find the user or group that you want to add. In the Role menu beside the user or group, select the role that you want to assign to this user or group.
5.
Click Submit.
6.
On the left side, click Done.
Defining group replacement settings When a business workspace is created from a template, you can replace the user groups, which are used to restrict access to the template or to folders within it with generated groups. In the template for a business workspace, you define how these groups are generated. The generating of groups can be based on categories and attributes. The group replacement always applies when one of the attributes that is used to define the group is changed: when the business workspace is created, when the attribute of a business workspace is changed later, and when an attribute is filled manually. You can also use this mechanism to remove groups. If you define that a group should be removed, this group has access only to the template and not to the business workspace based on the template. For a detailed description of the complete process, see section 7.2.2.1 “Using generated groups to define permissions for workspace folders ” in OpenText Extended ECM for SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM). Prerequisites • •
•
•
You are using groups to restrict access to the template or parts of it. You grant the groups direct access instead of adding them as team participants to a team role. If you want to use variables, you have already defined them. For more information, see “Defining and using variables” on page 69. If you want to use a category and an attribute, retrieve their ID.
To define group replacement settings:
1. 68
From the function menu of the document template, select Properties > Specific. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
3.10. Defining a document template for business workspaces
The Group Replacements section lists all groups that are granted access to the template or items within the template. 2.
To remove the group, select the group name and leave the Target Group field empty. When a business workspace is created from this template, the group is removed and will not be granted access to the created workspace.
3.
To generate a group, select the group name. In the Target Group field, add the name of the group to be generated. You can use the following replacement tags: •
Category: Specifies a category attribute and is replaced by the value of the specified category attribute when creating a new business workspace. Only category attributes that are retrieved from the SAP system during business workspace creation are available for replacement. This means that the category attribute must be mapped with a business property from the SAP system. Note: If the category ID or the attribute ID is wrong in the
configuration, you will receive an error and the business workspace is not created. If category ID and attribute ID are valid in the configuration and the attribute either returns no value or is not defined in the SAP system, the group replacement function removes the group and creates a business workspace. •
3.10.6
Variable: Specifies a defined variable. For more information, see “Defining and using variables” on page 69.
Defining and using variables You can define variables, which you can use for group replacement. You can use group replacement to restrict access to the created workspace or parts of it.
On the Content Server Administration page, click Connected Workspaces > Define Variables.
2.
Enter the name of the variable and the value and save your changes. Note: If you want to add more than five new entries, enter the first five
variables, save your changes and open the Define variables page again. 3.
Five new rows are added. To delete a variable, remove the name and save your changes.
3.11 Displaying related business workspaces in a folder in Classic View Related Business Workspaces folders are used in Classic View to display business
workspaces that are somehow related to each other. This type of folder is the only object type where users can add relationships manually. Example:A customer workspace can have relationships to all sales orders, which this
customer placed. Or a product workspace can have relationships to all customers who bought this product. Tip: Alternatively, you can use the Related Items sidebar widget to display
relationships of a business workspace. For more information, see “Related Items sidebar widget” on page 44. Example 3-1: Automatic relationships in Ex tended ECM
In the SAP system, you have defined relationships between customers and products. In the Customer document template, you can add a Related Business Workspaces folder for products and call this folder Products. Every created customer business workspace then contains a specific Products folder with links to the related products ordered by this specific customer.
Note: Automatic relationships must be created in the SAP system, so
additional coding is required. For more information about the property provider, see “Implementing a property provider in SAP” on page 31. Prerequisites
70
•
Relationships are defined in the SAP system.
•
The property provider for this business object provides the relationships.
•
Business workspaces must exist for the related business objects. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
3.11. Displaying related business workspaces in a folder in Classic View
Prerequisites • Manual relationships
Relationships between business workspaces are defined in Content Server.
Users can manually create relationships between business workspaces. This option is only available in folders of the type Related Business Workspaces in Classic View. Manually added relationships always are in child relation to the containing business workspace. Only manually added relationships can be removed again. You can add a manual relationship to an early business workspace, which is a business workspace that does not yet have a workspace reference. When the business workspace reference is added, automatic relationships are added. They also replace duplicate manual relationships. Prerequisites •
•
Simple Search forms must be set up. For more information, see “Configuring a simple search” on page 235. The Related Business Workspaces folder is configured to display child business workspaces. Only in this case, the Add manual Business Relationships menu option is available.
To define a Related Business Workspaces folder:
1.
To display related workspaces and to ma intain manual relationships, add a Related Business Workspaces folder.
2.
On the Add: Related Business Workspaces page, define what kind of relationships you Relationships ). want to show ( Show Parent Relationships, Show Child
3.
In the Workspace Types Shown section, you can restrict, which workspace types are shown. Click Change and select the relevant types. The user of the business workspace can later change this setting on the Specific tab.
Tip: You can use several Related Business Workspace folders for different
types of related items.
Tip: For more information about the user experience of this search option, see
section 3.1.4 “Searching related items” in OpenText Extended ECM for SAP Solutions - User Guide (ERLK-UGD). To configure the search in a Related Business Workspaces folder:
1.
On the Content Server Administration page, click Search Administration > Configure Search Location Modifiers > Follow Business Workspace Relationships.
2.
Select the following options as desired: •
Status
Defines if related workspaces are not followed, always followed, or, if following workspaces is provided as a selectable option, the user then can select the Follow Contained Workspaces option in the Search From Here menu. •
Limit
Sets the maximum number of business workspaces that are searchable. If the content of the Related Business Workspaces folder exceeds this number, the business workspaces that have been recently modified are searched first. Tip: The search configuration is part of the business workspace type
configuration. For more information, see “Creating a workspace type” on page 37. 72
3.12 Configuring business object types You configure a business object type to use in Content Server. You select the business object type from the business application, map properties of the business object to categories and attributes in Content Server, and select a workspace template. You can also enable the business object type for the use of business attachments. Note:
cross-application business can use youtype want to display similarYou business objects from different SAP workspaces systems in ifone of workspace. For this, you use one workspace type for several business object types. For example, a person is stored as a business partner in SAP SRM and as a vendor in SAP ERP, both of these roles are displayed in the same workspace type. For more information, see “Cross-application business workspaces for multiple business objects” on page 18.
On the Content Server Administration page, click Extended ECM Administration > Configure Business Object Types.
2.
Click
3.
To define the new business object type, you need at least the information described in Section 3.12.1: “Configuring a basic business object type”
New Business Object Type in the right corner of the list.
on completed page 75. Alllater. other configuration sections are optional at this point and can be 4. 74
Click Save Changes. OpenTextExtendedECMforSAPSolutions–CustomizingGuide ERLK160000-00-CGD-EN-2
3.12. Configuring business object types
3.12.1
Configuring a basic business object type
General section •
Name: Enter a name for the new business object type.
Business Object Type section •
External System: Select one of the business applications that is connected to
Content Server. Tip: You can also create the business object type without connection to
•
the SAP system. The Extended ECM configuration tries to link to the SAP system. Business Object Type: Select an entry from the list of all business object typessystem, that areyou available in the system. If you aremanually. not connected to the SAP can enter theSAP business object type Important
•
•
You must select a business object that is not already used in a business object type configuration. Otherwise you cannot save this business object type. Workspace Type: Select the workspace type that you created for this business object type. You can also create a new workspace type at this point. Click New Workspace Type and define the workspace type. For more information, see “Creating a workspace type” on page 37. Default Display for Workspace Type: If you have more than one business object type associated with the same workspace type, enable this option to make this business object type the default type to be displayed. Content Server Classic View
If you did occurs not select business object type for default display the following in aany business workspace: •
No sidebar widgets will be displayed in the newly created workspace
No Web URL will be displayed on the Properties > General tab of the business workspace
Whenever you select the Default Display ... option for a business object type, it will be removed from other business object types that are linked to the same workspace type. •
Default Search for Workspace Type: Enable this option so that users use the
search of this business object type when they create a business workspace manually Content Wheneverinyou select Server. this option for a business object type, it will be removed from other business object types that are linked to the same workspace type. •
Display URL: Specify the URL that is used to display the business object.
The URL syntax depends on the respective type and version of the SAP system. •
For workspaces references, this URL is used for the Display button on the General tab of the business workspace's properties (function menu Properties > General).
•
For added business objects, this URL is used when the user clicks the Display action of an added business object in the Business Objects tab.
You can use variables to define the URL. For more information, see “Creating the display URL” on page 78.
3.12.2
Configuring the creation of bus iness wo rkspaces During business workspace creation, metadata from the SAP system is stored in category attributes in Content Server. These categories and attributes have to be configured and mapped to the business properties of the business object.
Property Mapping section
You can map simple business properties to simple attributes, and you can map business property groups to set attributes. For both, you can use different mapping methods: •
Category Attribute: The business property is mapped to a category and an
attribute. You can select the category from Content Server. 76
Business property: The business property is mapped to a second business property that contains the ID of the category. In the Attribute field, you enter
the attribute name of this category. The first business property is then mapped to this attribute. To use this method, the property provider must be implemented accordingly. Notes •
Map all fields of the business object type that you want to display in Content Server. Make of sure you alsoname map all that are required for the determination thethat workspace andfields the location. If you need attributes for Content Server policies that are generated from SAP authorizations, you must map them as well. For more information, see “Mapping authorizations in SAP” on page 84.
•
You cannot assign a property group to a simple attribute.
Business Properties •
Business Property: Name of the business property as it is provided by the
property provider •
Mapping Method and Category / Attribute Business Property: Enter the exact name of the business property and the
attribute name. Category Attribute: Select the category and its attribute from Content Server. Business Property Groups •
Property Group: Name of the property group as it is provided by the
property provider •
Mapping Method and Category / Set Business Property: Enter the exact name of the business property that
determines the relevant category, and enter the set name. Then map a business property of the group to an attribute of the set. Category Set: Select the category and its attribute set from Content Server. Then enter the property name and select an attribute from the set. Workspace Template section
When users create a business workspace from the business application, they cannot select the document template manually. With these options, you select the method how the document template is determined: •
Content Server Template: Select the document template that you created for
this business object type from Content Server. For more information, see •
“Defining a document template for business workspaces” on page 62. From Business Property: The business property provides the ID of the template. This method is used when a dynamic template determination is
needed. To use this method, the property provider must be implemented accordingly.
3.12.3
Managing b usiness ob ject t ypes To manage business object types:
1.
To enable or disable a business object type, click the respective icon in the Status column. Enabled
The business object type is available to create new business workspaces, and it can be used to add as a business object to a Content Server item (if configured). Disabled
This business object type cannot be used to create business workspaces. Neither can it be used to add business objects to a Content Server item, regardless of whether the Used for Adding Business Objects option is selected or not. The business object type will still be available to display previously created business workspaces or added business objects. The business object type cannot be used for the search or display of the corresponding workspace type. 2.
To edit an existing business object type, click the name of the business object type.
3.
To delete a business object type, click Purge in the Actions column. You can only purge business object types that are not referenced by a business workspace or a business attachment.
3.13 Creating the display URL The display URL is used in Content Server to open business object data from the business application in a browser window. The URL syntax depends on the respective type and version of the SAP system. •
For workspaces references, this URL is used for the Display button on the General tab of the business workspace's properties (function menu Properties > General).
•
For added business objects, this URL is used when the user clicks the Display action of an added business object in the Business Objects tab.
The following sections provide example display URLs for selected business applications. 78
SA P ER P The display URL of an SAP ERP system uses the general transaction RM_WSC_START_BO to identify the business object type. To identify the individual business object, you can use the BorObjectID or a category attribute. ERP URL with BorObjectID $BaseUrl$/sap/bc/gui/sap/its/webgui? ~logingroup=SPACE&~transaction=%2fOTX%2fRM_WSC_START_BO $BorObjectId$%3bOBJTYPE%3d$BorObjectName$&~OkCode=ONLI +KEY%3d $BaseUrl$
Base URL defined in the configuration of the connection to the business application. For more information, see section 18.2 “Connecting an external system” in OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD).
RM_WSC_START_BO
General transaction for Extended ECM
$BorObjectId$
BORident from SAP object
$BorObjectName$
SAP object type (for example KNA1)
ERP URL with business object ID from category attribute
If you want to use a category attribute instead of the business object ID for the identification of the business object, you can use the following display URL and replace the variables with your values: $BaseUrl$/sap/bc/gui/sap/its/webgui? ~logingroup=SPACE&~transaction=%2fOTX%2fRM_WSC_START_BO+KEY%3d $attribute:catname=,attrname=$%3bOBJTYPE %3d$BorObjectName$&~OkCode=ONLI Cat ID>
Category ID which you find in the URL of the category in Content Server: ...&objId=1234567&...
attribute name>
Name of the attribute
<
<
With attributes grouped in a set, you must also use the set name followed by a colon and the attribute name. $attribute:catname=,attrname=:$
Example:ERP display URL with category and attribute:
For SAP ERP systems, the default display URL opens the business object in SAP GUI for HTML. You can also use an URL that opens the respective DocuLink view. The following example opens the DocuLink view as WebDynpro. $BaseUrl$/sap/bc/webdynpro/ixos/dcview? project=ECMLINK_PC&viewid=001&version=01&sap-client=800&saplanguage=EN&SELFIELD1=SF_LIFNR&SELOPTION1=CP&SELSIGN1=I&VALUE_LOW 1=$BorObjectId$&sap-wd-configId=/IXOS/DC_WD_DCVIEW_FULL
3.13.2
SAP SRM The display URL of SAP SRM is based on object-based navigation (OBN) in SAP Enterprise Portal. OBN offers portal users an additional method of navigation, which is role-dependent and based on business objects. The display URL uses the OBN technical name as well as the operation. For more information about OBN, see the SAP Help Portal (http://help.sap.com/saphelp_erp60_sp/helpdata/en/e4/ f86f4132f15c58e10000000a1550b0/content.htm). To identify the SAP SRM business object, you can use the BorObjectID or a category attribute. Business partners (BUS1006), however, are handled differently. The following provides URL templates that you can fill with the values from the table below. SRM URL type 1 with BorObjectID
Name> Substitute and from table Table 3-1. Business Object ID is/Operation=&NavMode=3& SAPSRM_BOID=$BorObjectId$&SAPSRM_MODE=DISPLAY Example:For SAP SRM Purchase Order: $BaseUrl$?NavigationTarget=OBN:// BOSystemAlias=SAP_SRM/BOTechnicalName=po/Operation=detail& NavMode=3&SAPSRM_BOID=$BorObjectId$&SAPSRM_MODE=DISPLAY
For SAP SRM Confirmation: $BaseUrl$?NavigationTarget=OBN:// BOSystemAlias=SAP_SRM/BOTechnicalName=conf/Operation=detail& NavMode=3&SAPSRM_BOID=$BorObjectId$&SAPSRM_MODE=DISPLAY
SRM URL type 2 with business object ID from category attribute Substitute and from table.
Business Object ID is determined from attribute. Enter category ID and attribute. $BaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/ BOTechnicalName=/Operation=&NavMode=3& SAPSRM_BOID=$attribute:catname=,attrname=$& SAPSRM_MODE=DISPLAY Example:For SAP SRM Shopping Cart: $BaseUrl$?NavigationTarget=OBN:// BOSystemAlias=SAP_SRM/BOTechnicalName=sc/Operation=detailprof&
NavMode=3&SAPSRM_BOID=$attribute:catname=123456,attrname=GUID$& SAPSRM_MODE=DISPLAY 123456 is the ID of Shopping Cart Category, and GUID the attribute name.
SRM URL type 3 for object type Business Partner Substitute (bupa) from table.
Business object type BUS1006 (business partner) can have different roles, for example, supplier or bidder. To address the correct role, must be provided by a category, which attribute. A sample propertyOBN_OPERATION provider /OTX/ is available provides the attribute RMSRM_CL_WSPP_BUPA in the OpenText Knowledge Center (https://knowledge.opentext.com/ knowledge/llisapi.dll/Overview/35570575). Business Object ID is determined from attribute. $BaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/ BOTechnicalName=/Operation=$attribute:catname=,attrname=$&NavMode=3&SAPSRM_BOID= $attribute:catname=,attrname=<$& SAPSRM_MODE=DISPLAY Example:For SAP SRM Business Partner: $BaseUrl$?NavigationTarget=OBN:// BOSystemAlias=SAP_SRM/BOTechnicalName=bupa/Operation= $attribute:catname=123456,attrname=OBN Operation$&NavMode=3& SAPSRM_BOID=$attribute:catname=123456,attrname=GUID $&SAPSRM_MODE=DISPLAY
123456 is the ID of SAP SRM Business Partner Category, OBN Operation is the attribute name that determines the operation. The second category attribute GUID in the
same category 123456 contains the business object ID. Table 3-1: SRM display URL variables SRM business object type
