OpenText™ Extended ECM for SAP®

Solutions

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.

ERLK210400-CGD-EN-03
OpenText™ Extended ECM for SAP® Solutions
Customizing Guide
ERLK210400-CGD-EN-03
Rev.: 2021-Dec-13
This documentation has been created for OpenText™ Extended ECM for SAP® Solutions CE 21.4.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

Open Text Corporation

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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 .......... 15
1.1 What is new .................................................................................... 15
1.2 Related documentation .................................................................... 16

2 Concepts, scenarios and best practices ............................... 19

2.1 Concepts ........................................................................................ 19
2.1.1 Business objects ............................................................................. 19
2.1.2 Business workspaces ...................................................................... 19
2.1.2.1 Scenarios for business workspace creation ....................................... 21
2.1.2.2 Related Workspaces ....................................................................... 21
2.1.2.3 Cross-application business workspaces for identical business
objects ........................................................................................... 22
2.1.2.4 Workspace hierarchies and composite business workspaces ............. 23
2.1.2.5 Business workspaces without business object type ........................... 23
2.1.3 Business attachments ..................................................................... 23
2.1.3.1 Manual business attachment creation ............................................... 26
2.1.3.2 Automatic adding of business objects ............................................... 27
2.1.4 Document declarations and Records Management ............................ 28
2.2 Business Scenarios ......................................................................... 29
2.2.1 Enterprise Asset Management Business Scenario ............................. 30
2.2.2 Teamspaces ................................................................................... 32
2.2.3 Projects .......................................................................................... 32
2.2.4 Agreements .................................................................................... 33
2.2.5 Deploying Business Scenarios to an on-premise system ................... 34
2.3 Best practices ................................................................................. 36
2.3.1 Workspace templates ...................................................................... 36
2.3.2 Workspace permissions ................................................................... 38
2.3.3 Group Replacement ........................................................................ 38
2.3.4 Workspace types ............................................................................ 39
2.3.5 Workspace storage location ............................................................. 39
2.3.6 Workspace creation ........................................................................ 41
2.3.6.1 Initial load ....................................................................................... 41
2.3.6.2 Impersonation for automatic workspace creation ............................... 43
2.4 Using SAP Customizing (IMG) ......................................................... 43
2.5 Connecting a business application ................................................... 46

3 Configuring business workspaces ........................................ 49

3.1 Customizing steps ........................................................................... 50
3.1.1 Configuration steps, which need system administrator’s permissions .. 51
3.2 Granting permissions and privileges for business administrators ........ 52
3.3 Implementing a property provider in SAP .......................................... 53

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3.4 Creating a business object declaration in SAP .................................. 54

3.5 Selecting a template, classification or category based on business
properties ....................................................................................... 57
3.6 Understanding the configuration volumes ......................................... 59
3.7 Creating a category for workspace type and business object type ...... 61
3.8 Creating a classification for workspace templates and location ........... 63
3.9 Creating a root folder for the business workspaces ............................ 64
3.10 Configuring multilingual metadata languages .................................... 64
3.11 Creating a workspace type .............................................................. 65
3.11.1 General settings of a workspace type ............................................... 67
3.11.1.1 Widget icon ..................................................................................... 73
3.11.2 Advanced settings of a workspace type ............................................ 73
3.11.3 Classic View: Configuring sidebar widgets ........................................ 75
3.11.3.1 Attributes sidebar widget ................................................................. 77
3.11.3.2 Recent Changes sidebar widget ....................................................... 78
3.11.3.3 Related Items sidebar widget ........................................................... 78
3.11.3.4 Work Items sidebar widget ............................................................... 80
3.11.3.5 Workspace Reference sidebar widget ............................................... 81
3.11.4 Editing workspace names ................................................................ 81
3.11.5 Using patterns for workspace names and business object names ....... 82
3.11.6 Using patterns for the location path .................................................. 84
3.11.7 Using the Reference attribute ........................................................... 86
3.11.8 Managing workspace types .............................................................. 89
3.12 Smart View: Creating custom columns ............................................. 90
3.13 Smart View: Adjusting individual workspace style .............................. 91
3.14 Smart View: Creating a perspective with Perspective Manager .......... 92
3.14.1 Migrating perspectives ..................................................................... 93
3.14.2 Header widget ................................................................................ 94
3.14.3 Related Workspaces widget ............................................................. 96
3.14.4 Team widget ................................................................................. 100
3.14.5 Metadata widget ........................................................................... 100
3.14.6 Workspaces widget ....................................................................... 101
3.14.7 Configuration Volume widget ......................................................... 102
3.14.8 Discussion widget ......................................................................... 102
3.14.9 Business Attachments widget ........................................................ 103
3.14.10 Dossier widget .............................................................................. 106
3.14.11 Header widget with business object information .............................. 106
3.14.12 Scan barcode widget ..................................................................... 109
3.15 Smart View: Creating an activity manager object for the Activity
Feed ............................................................................................ 109
3.16 Defining a workspace template ...................................................... 111
3.16.1 Defining a workspace template in Classic view ................................ 111

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3.16.1.1 Configuring document template settings ......................................... 112

3.16.1.2 Creating a workspace template ...................................................... 113
3.16.1.3 Creating document type rules for a completeness check .................. 115
3.16.1.4 Defining permission handling for business workspace templates ...... 118
3.16.1.5 Creating workspace hierarchies ..................................................... 118
3.16.1.6 Setting up content sharing with OpenText Core ............................... 119
3.16.1.7 Defining team roles and team participants ...................................... 121
3.16.1.8 Defining group replacement settings ............................................... 124
3.16.1.9 Defining and using variables .......................................................... 126
3.16.1.10 Displaying related business workspaces in a folder ......................... 127
3.16.1.11 Converting a binder/case template to a workspace template ............ 129
3.16.2 Applying changes in the template to business workspaces ............... 130
3.16.3 Defining a workspace template in Smart View ................................. 131
3.16.3.1 Create a template ......................................................................... 132
3.16.3.2 Editing permissions ....................................................................... 132
3.17 Configuring business object types .................................................. 133
3.17.1 Configuring a basic business object type ........................................ 135
3.17.2 Configuring the creation of business workspaces ............................ 136
3.17.3 Assigning external document type to attachment declaration ............ 137
3.17.4 Mapping business properties to category attributes ......................... 138
3.17.5 Preparing barcode scanning .......................................................... 139
3.17.6 Managing business object types ..................................................... 140
3.17.7 SAP S/4HANA Cloud only: Configuring additional settings ............... 141
3.17.7.1 Restrictions ................................................................................... 142
3.18 Creating unique names for Content Server items ............................ 142
3.18.1 Creating unique names ................................................................. 143
3.18.2 Creating unique name groups ........................................................ 144
3.19 Creating the display URL ............................................................... 144
3.19.1 SAP ERP ..................................................................................... 145
3.19.2 SAP SRM ..................................................................................... 146
3.19.3 SAP CRM ..................................................................................... 148
3.19.4 SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud ........ 149
3.19.5 SAP Fiori ...................................................................................... 150
3.20 Granting usage privileges to users ................................................. 150
3.21 Mapping authorizations in SAP ...................................................... 151
3.22 Customizing the search help in SAP ............................................... 153
3.22.1 Providing input help for search help fields ....................................... 153
3.22.2 Mapping the business object keys for a search help ........................ 154
3.23 Customizing the automatic creation or update of business
workspaces in SAP ....................................................................... 155
3.24 Creating business workspaces and declaring document
asynchronously ............................................................................. 156

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3.24.1 Setting up asynchronous queueing for event-based creation ............ 158

3.24.2 Setting queue properties ................................................................ 159
3.24.3 Monitoring the asynchronous queue ............................................... 160
3.24.4 Re-processing or deleting failed items ............................................ 162
3.24.5 Viewing the number range interval ................................................. 163
3.25 Enabling cross-application business workspaces for multiple
business objects ........................................................................... 163
3.26 Enabling composite business workspaces ...................................... 165
3.27 Enabling OpenText Recycle Bin for business workspaces ............... 166
3.28 Checking the appearance of the SAP integration ............................. 167
3.29 Allowing users to save MS Outlook emails to business workspaces .. 170
3.29.1 Installing and upgrading the Business Workspaces Outlook add-in ... 170
3.29.1.1 Preparing to install or upgrade the Business Workspaces Outlook
add-in ........................................................................................... 171
3.29.1.2 Downloading the latest Outlook add-in manifest file ......................... 171
3.29.1.3 Migrating custom settings to the new Outlook add-in manifest file ..... 172
3.29.1.4 Uploading the Outlook add-in manifest file ...................................... 172
3.29.2 Preparing your environment ........................................................... 173
3.29.2.1 Creating Content Server folders for the add-in ................................. 173
3.29.2.2 Creating search forms for the add-in ............................................... 174
3.29.3 Configuring add-in settings ............................................................ 176
3.29.3.1 Examples: Configuring email saving options ................................... 178
3.29.4 Configuring rules and email search settings to display suggested
workspaces .................................................................................. 180
3.29.4.1 Understanding how rules and email search settings are applied ....... 181
3.29.4.2 Understanding how rules are applied to emails sent from Extended
ECM mobile clients ....................................................................... 183
3.29.4.3 Testing your rules and email search settings ................................... 184
3.29.4.4 Configuring Rules and Email Search Settings ................................. 184
3.29.4.5 Testing Rules and Email Search Settings ....................................... 187
3.29.4.6 Examples: Workspace rules ........................................................... 188
3.29.4.7 Allowing email fields to be extracted for indexing ............................. 189
3.29.5 Configuring your environment for SSO authentication ...................... 190
3.29.5.1 Configuring security settings for SSO authentication ........................ 190
3.29.6 Adding URLs to the list of trusted sites in Internet Explorer .............. 191
3.30 Configuring how users can copy or move business workspaces ....... 191

4 Configuring business attachments ..................................... 193

4.1 Customizing steps ......................................................................... 194
4.2 Configuring the adding of business objects to Content Server items . 194
4.3 Content Server: Configuring the automatic adding of business
objects ......................................................................................... 196
4.4 Content Server: Granting object and usage privileges ...................... 197

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4.5 Automatically updating business attachments ................................. 198

5 Configuring events for business workspaces and

business attachments ........................................................... 199
5.1 Preparing events implementation ................................................... 199
5.2 SAP: Linking events to receiver type function modules .................... 200
5.3 SAP: Using change documents for the automatic creation and
updates when events are missing .................................................. 208
5.4 SAP: Maintaining change document events .................................... 209

6 Configuring document declarations .................................... 213

6.1 Configuring document declarations for SAP ArchiveLink .................. 213
6.1.1 Prerequisites and customizing steps ............................................... 214
6.1.2 Enabling document declaration for ArchiveLink documents .............. 215
6.1.3 Enabling document declaration for print lists ................................... 216
6.1.4 SAP: Implementing a property provider for document declaration ..... 218
6.1.5 Content Server: Setting up RM classifications for ArchiveLink
documents and print lists ............................................................... 219
6.1.6 SAP: Creating a document declaration ........................................... 219
6.1.7 SAP: Providing multilingual document names ................................. 228
6.1.8 SAP: Assigning a document declaration to a business object and a
document type .............................................................................. 230
6.1.9 SAP: Customizing the dialog to declare documents ......................... 231
6.1.10 Configuring automatic document declaration ................................... 233
6.1.10.1 Maintaining receiver modules for automatic declaration of print lists . 234
6.1.10.2 Maintaining receiver modules for CHANGED events (optional) ......... 237
6.2 Configuring document declarations for SAP DMS ............................ 239
6.2.1 Sample scenario: Purchase requisition ........................................... 241
6.2.2 Configuring the SAP DMS integration ............................................. 242
6.2.2.1 SAP: Creating business object declarations .................................... 243
6.2.2.2 Content Server: Deploying the configuration in Content Server ........ 243
6.2.2.3 Content Server: Preparing the workspace template for the related
business objects ........................................................................... 245
6.2.2.4 SAP: Creating a document declaration in the SAP system ............... 245
6.2.2.5 SAP: Assigning a document type to the document declaration ......... 246
6.2.2.6 SAP: Linking events to a receiver function module .......................... 246
6.2.3 Creating a technical user ............................................................... 247
6.2.3.1 Content Server: Creating a technical user ....................................... 248
6.2.3.2 SAP: Creating a technical user and a technical user role ................. 248
6.2.3.3 SAP: Creating the RFC destination for a technical user ................... 249
6.2.3.4 SAP: Customizing the RFC destination for a technical user .............. 249
6.2.4 Displaying ArchiveLink documents in the SAP DMS folder ............... 250

7 Setting up Business Scenarios ............................................ 251

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7.1 Configuring the system for the Enterprise Asset Management

Business Scenario ........................................................................ 251
7.1.1 Integrating Extended ECM for SAP EAM into processes on SAP S/
4HANA ......................................................................................... 251
7.1.1.1 Displaying SAP DMS documents in business workspaces ............... 251
7.1.1.2 Using cross-application navigation in SAP Fiori Launchpad ............. 252
7.1.1.3 Impersonating users outside Extended ECM ................................... 252
7.1.1.4 Defining the display URL ............................................................... 253
7.1.2 Customizing Extended ECM for SAP EAM ...................................... 255
7.1.2.1 Defining business object declarations ............................................. 255
7.1.2.2 Configuring event triggering ........................................................... 259
7.1.2.3 Maintaining receiver module events ................................................ 262
7.1.2.4 Configuring auxiliary reports .......................................................... 269
7.1.2.5 Integrating SAP Fiori Apps (SAP S/4HANA) .................................... 269
7.1.2.6 Printing maintenance orders .......................................................... 271
7.1.3 Setting up the EAM Departmental Page .......................................... 272

8 Using Scheduled processing ............................................... 275

8.1 Creating a scheduled job ............................................................... 275
8.2 Editing and running a scheduled job ............................................... 277
8.3 Handling failed items and runtime errors ......................................... 280

9 Using the Content Server Integration Widget ..................... 283

9.1 Prerequisites ................................................................................ 284
9.2 Integration in NetWeaver Business Client ....................................... 286
9.3 Troubleshooting for the integration widget ....................................... 287
9.3.1 Browser does not display integration widget correctly ...................... 287
9.3.2 User does not see logging in browser ............................................. 288
9.3.3 Smart View in Content Server or the integration widget returns
Error: Bad Request (400) ............................................................... 288

10 Reporting incidents to SAP Solution Manager ................... 289

11 Viewing CMIS for SAP repositories ..................................... 291

12 Integrating Extended ECM for SAP Solutions into SAP

GUI .......................................................................................... 293
12.1 Customizing the Generic Object Services (SAP GUI) ....................... 293
12.2 Selecting items to be displayed in Business Content window ........... 296
12.3 Customizing the context menu of the Business Content window ....... 296
12.3.1 Customizing the Business Content window context menu with
Content Server menu entries ......................................................... 297
12.3.2 Adding custom functionality to the Business Content window
context menu ................................................................................ 298

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12.3.3 Opening a document from the Business Content window context

menu ............................................................................................ 299
12.4 Providing Drag-and-drop functionality for the Business Content
window ......................................................................................... 299
12.5 Enabling the integration widget in the Business Content window ...... 299
12.5.1 Configuring Microsoft IIS to return meaningful REST API error
messages ..................................................................................... 300
12.6 Maintaining Content Server subtypes as copy/move target in the
Business Content window .............................................................. 301
12.7 Providing access to local folders for the Business Content window ... 302
12.8 Integrating Viewers in the Business Content window ....................... 303
12.9 Customizing MIME types for preview .............................................. 306
12.10 Customizing the GOS Attachment list for Records Management ...... 307

13 Integrating Extended ECM for SAP Solutions into SAP C/

4HANA Sales Cloud and SAP C/4HANA Service Cloud ..... 309
13.1 Preparing Content Server for the SAP C/4HANA Sales Cloud and
SAP C/4HANA Service Cloud integration ........................................ 311
13.2 Customizing the integration in SAP C/4HANA Sales Cloud and
SAP C/4HANA Service Cloud ........................................................ 312
13.3 Configuring Single Sign-on ............................................................ 315
13.4 Tips and tricks .............................................................................. 316
13.5 Additional resources ...................................................................... 316

14 Integrating Extended ECM for SAP Solutions into SAP

Fiori apps ............................................................................... 317
14.1 SAP Fiori architecture .................................................................... 317
14.2 Integration of OpenText products ................................................... 318
14.2.1 Extended ECM for SAP Solutions in SAP Fiori ................................ 318
14.2.1.1 Relevant packages for integration .................................................. 319
14.2.2 Extended ECM for SAP Solutions and the Foundation component
of Vendor Invoice Management for SAP ......................................... 320
14.2.2.1 Packages for integration ................................................................ 321
14.2.2.2 Packages for business object browsers .......................................... 322
14.3 Understanding the customizing for a Fiori integration ....................... 322
14.4 Customizing the Fiori Launchpad for the OpenText Test Launcher ... 324
14.4.1 Frontend: Adding the OData services ............................................. 325
14.4.2 Frontend: Activating the ICF services ............................................. 325
14.4.3 Frontend: Configuring the launchpad navigation .............................. 326
14.4.3.1 Defining a semantic object ............................................................. 327
14.4.3.2 Defining catalogs, target mapping, groups and tiles ......................... 328
14.4.4 Frontend: Configuring access ........................................................ 331
14.4.5 Backend: Configuring access ......................................................... 332
14.5 Using intent-based navigation ........................................................ 333

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14.5.1 Customizing intent-based navigation for business documents and

business workspaces .................................................................... 336
14.5.2 Example: “Sales Order” app for S/4HANA ....................................... 339
14.5.3 Example: “Manage Journal Entries” app ......................................... 340
14.5.4 Example in a custom app ............................................................... 341
14.5.5 Starting a workflow from the integration widget in a Fiori app ........... 342
14.6 Creating your own extension of an SAP Fiori app ............................ 342
14.7 Extending your own custom SAPUI5 app ........................................ 344
14.8 Creating a business object browser ................................................ 345
14.8.1 Understanding authorizations ......................................................... 346
14.8.2 Customizing the SAP backend system ........................................... 347
14.8.2.1 Preparing the data and navigation structure for the app ................... 348
14.8.2.2 Using the perspective template _OTEB_BC_TEMPLATE_01 for the
app layout ..................................................................................... 351
14.8.2.3 Alternative: Creating a perspective without template ........................ 354
14.8.2.4 Adapting the perspective and creating the data binding ................... 356
14.8.3 Customizing the SAP frontend system ............................................ 358
14.9 Using OpenText™ Imaging Enterprise Scan Web Scanning in a
Fiori app ....................................................................................... 359
14.9.1 Understanding the use case .......................................................... 360
14.9.2 Setting up the Imaging Enterprise Scan Web Scanning integration ... 361

15 Integrating Extended ECM for SAP Solutions into SAP

CRM and S/4HANA for Customer Management .................. 365
15.1 Customizing the integration into SAP CRM Web Client UI or S/4CRM ... 365
15.2 Customizing the integration into SAP CRM Interaction Center Web
Client UI ....................................................................................... 375
15.3 Customizing the integration into SAP CRM or S/4CRM Fact Sheets . 383
15.4 Providing documents from a business workspace as email
attachments .................................................................................. 388
15.4.1 Integrating Content Server access into the Web Client email screen . 389
15.4.2 Integrating Content Server access into the Interaction Center email
screen .......................................................................................... 393

16 Integrating Extended ECM for SAP Solutions into SAP

SRM ......................................................................................... 397
16.1 Customizing the component configuration ....................................... 397
16.2 Customizing automatic creation of business workspaces ................. 400
16.3 Customizing the log-off from Content Server ................................... 401
16.4 Using version-independent business objects ................................... 402

17 Complementing SAP S/4HANA Cloud Essential Edition

with Extended ECM for SAP Solutions ................................ 405
17.1 Technical information .................................................................... 405
17.2 Configuration steps overview ......................................................... 406

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17.3 Creating a subscriber ID ................................................................ 407

17.4 Connecting the SAP S/4HANA Cloud Essential Edition business
application in Content Server ......................................................... 407
17.5 Creating a technical user for the CMIS repository in Content Server . 408
17.6 Sharing ODATA APIs in S/4HANA ................................................. 408
17.7 Switching the repository to Content Server ...................................... 410
17.8 Configuring the business object type in Content Server ................... 411
17.9 Running an initial load ................................................................... 412
17.10 Creating business workspaces with data from S/4HANA .................. 413
17.11 Creating an attachment declaration ................................................ 413
17.12 Configuring cross-application workspaces ...................................... 414
17.13 Viewing the CMIS repository in Content Server ............................... 414

18 Preparing the Content Server search functionality for

users ....................................................................................... 415
18.1 Configuring the search in related business workspaces ................... 416
18.2 Indexing documents and other items with business workspace
attributes ...................................................................................... 417
18.3 Creating a search slice for business workspaces ............................. 419
18.4 Creating a search form for business attachments ............................ 420
18.5 Configuring a simple search for Classic View .................................. 422

19 Managing authorization ........................................................ 427

19.1 SAP: Exporting authorizations ........................................................ 428
19.2 Opening the policies volume .......................................................... 430

20 Mapping SAP roles to OTDS groups or Content Server

groups .................................................................................... 433
20.1 Defining the user partition for group mapping .................................. 433
20.2 Configuring SAP group mapping .................................................... 434

21 Auditing .................................................................................. 437

22 Performing license measurement ........................................ 439

22.1 Technical overview ........................................................................ 440
22.2 Prerequisites ................................................................................ 442
22.3 Preparing license measurement on the SAP system ........................ 442
22.3.1 Setting up users for measurement .................................................. 442
22.3.2 Maintaining measurement tables .................................................... 444
22.4 Preparing license measurement on Content Server ......................... 447
22.5 Running license measurement ....................................................... 448
22.5.1 Running in standard mode ............................................................. 449
22.5.2 Running in expert mode ................................................................. 450
22.6 Creating an export file with license data .......................................... 455
22.7 Understanding the consolidated measurement results ..................... 456

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22.8 Understanding and resolving licensing issues ................................. 457

22.8.1 Validation issues after consolidation ............................................... 458
22.8.2 Validation issues types on the SAP system ..................................... 459
22.8.3 Validation issue types on Content Server ........................................ 462

23 Transporting configuration objects ..................................... 463

23.1 Importing a configuration from Extended ECM 16 ............................ 463

24 Using batch operations ......................................................... 467

24.1 Content Server: Migrating container objects to business
workspaces .................................................................................. 467
24.1.1 Creating a migration mapping for instances .................................... 469
24.1.2 Running and monitoring a migration process ................................... 470
24.1.3 Configuring log settings for the migration ........................................ 470
24.1.4 Migrating templates ....................................................................... 471
24.2 SAP: Creating or updating business workspaces using batch
operations .................................................................................... 472
24.3 SAP: Alternative for creating or updating business workspaces
using batch operations .................................................................. 474
24.4 SAP: Declaring ArchiveLink documents using batch operations ....... 475
24.5 SAP: Declaring SAP DMS documents using batch operations .......... 478
24.6 SAP: Declaring print list records using batch operations .................. 479
24.7 SAP: Monitoring batch processing jobs ........................................... 481
24.8 SAP: Scheduling jobs for removing deleted records ......................... 482

25 Analyzing and troubleshooting ............................................ 485

25.1 Analyzing the SAP system ............................................................. 485
25.1.1 Understanding the SAP Diagnostic Program ................................... 485
25.1.2 Understanding the details of the Diagnostic Program ....................... 486
25.1.3 Understanding the Configuration Report ......................................... 488
25.1.4 Using the Error Queues ................................................................. 488
25.1.5 Analyzing the application log .......................................................... 493
25.2 Understanding the Content Server System Report .......................... 497
25.3 Configuring logging for the Business Workspaces module ............... 500
25.4 Creating log files for OpenText Customer Support ........................... 500
25.4.1 Logging authentication issues ........................................................ 500
25.4.2 Generating Content Server log files ................................................ 501
25.4.3 Creating a cumulative update report ............................................... 502
25.5 Finding version information for relevant system components of
Extended ECM for SAP Solutions .................................................. 503
25.6 Troubleshooting ............................................................................ 504
25.6.1 Content Server HTML dialogs do not display in SAP due to an
connection error ............................................................................ 504

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25.6.2 A logon screen is displayed instead of Content Server HTML

dialogs ......................................................................................... 504
25.6.3 Smart View in Content Server or the integration widget returns
Error: Bad Request (400) ............................................................... 505
25.6.4 A user cannot declare records or view record details ....................... 505
25.6.5 A user cannot declare records or view record details or maintain
document declarations .................................................................. 505
25.6.6 When storing a business document in a given SAP business object,
a record is not automatically declared ............................................. 506
25.6.7 Business workspaces cannot be displayed anymore in SAP once
the Undelete module is removed .................................................... 506
25.6.8 Problems with MIME type of uploaded content ................................ 506
25.6.9 A workspace type is not available to configure a business object
type .............................................................................................. 507
25.6.10 The URL to the business object is not displayed in the workspace’s
Properties tab ............................................................................... 507
25.6.11 Problems with SAP Fiori apps ........................................................ 507
25.6.12 Business Content window shows logon screen ............................... 508
25.6.13 Cannot open document in Business Content window ....................... 508

26 Preparing a checklist for the maintenance team ................ 509

GLS Glossary 511

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Chapter 1

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 A business workspace in Content Server contains content that is relevant for a business
workspaces, object. From Content Server side, users can easily view the data of this business
cases and
binders
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 In addition to the content that is stored in a business workspace for a business object,
attachments users can connect additional documents as business attachments to a business object.

Business rela- Extended ECM for SAP Solutions provides tools to illustrate a relationship between
tionships 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

“Configuring document declarations for SAP DMS”, page 239
DMS originals with multiple versions are now supported.
A technical user in the SAP system is now required to delete DMS references
(Content Server shortcuts) in Content Server.
Users can now filter in folders that contain SAP DMS documents.
“Displaying ArchiveLink documents in the SAP DMS folder”, page 250
You can now display ArchiveLink documents in the SAP DMS folder with the
same custom columns for metadata.
“Customizing the Generic Object Services (SAP GUI)”, page 293
You can now open business attachments that are compound documents and
display any document they contain.
“Configuration steps overview”, page 406
You can now integrate business workspaces in Fiori apps of S/4HANA Cloud
Essential Edition.
“Configuring cross-application workspaces”, page 414
You can now configure cross-application workspaces with S/4HANA Cloud.

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Chapter 1 What is OpenText Extended ECM for SAP Solutions

“SAP: Declaring SAP DMS documents using batch operations”, page 478
You can now use batch operations to declare large numbers of SAP DMS
documents.

1.2 Related documentation

The following documentation is available for Extended ECM for SAP Solutions on
OpenText My Support (https://knowledge.opentext.com/knowledge/llisapi.dll/
Open/10194282):

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.
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 - 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 - Installation Guide for SAP HANA (ERLK-
IWH)
This specific Installation Guide describes the setup of one architecture scenario
for Extended ECM for SAP Solutions with SAP HANA as database.
OpenText System Center Manager - Installation and Configuration Guide (SYSCM-IGD)
OpenText™ System Center simplifies the installation, configuration, patching,
and updating of supported OpenText software applications.
OpenText Extended ECM for SAP Solutions eBook
The eBook describes the key concepts and capabilities of Extended ECM for SAP
Solutions.

16 OpenText™ Extended ECM for SAP® Solutions ERLK210400-CGD-EN-03

 1.2. Related documentation

The “OpenText Extended ECM for SAP Solutions eBook” is available on

OpenText My Support (https://knowledge.opentext.com/knowledge/llisapi.dll/
Open/18208703).
Content Server Champion Toolkit
A variety of documents deals with deployment scenarios of Content Server as
well as Best Practices examples.
The Content Server Champion Toolkit documents are available on OpenText My
Support (https://knowledge.opentext.com/knowledge/llisapi.dll/open/19905386).

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 on OpenText My Support: Extended
ECM for SAP Solutions (https://knowledge.opentext.com/knowledge/llisapi.dll/
Open/67811874).

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Chapter 2

Concepts, scenarios and best practices

2.1 Concepts
2.1.1 Business objects
A business object is the representation of a real-life entity in a business application.
For example, a business application for Enterprise Resource Planning (ERP)
maintains business objects for products, orders, deliveries and so forth. Every
business object is defined by a set of attributes and by its relations to other business
objects.

2.1.2 Business workspaces

A business workspace is a dedicated Content Server container, which is created for a
business object. In this business workspace, authorized users can view metadata of
the business object, share documents and use social media functions. Business
workspaces can also be “stand-alone” with no link to a business object, although this
is meant to be only a temporary status.

Figure 2-1: Sample business workspace in Content Server in Smart View

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Chapter 2 Concepts, scenarios and best practices

# Description Customizing steps

1 Navigation with the Help Standard Content Server
button, the Home button, functionality
and breadcrumbs.
2 Business object information: “Configuring business object
Title, widget icon and other types” on page 133
configurable metadata. Icons “Header widget with
for comments and favorite business object information”
on page 106
3 Search within a widget Standard Content Server
functionality
4 Expanded view of a widget Standard Content Server
with more details functionality
5 Content Server search “Preparing the Content
Server search functionality
for users“ on page 415
6 User profile Standard Content Server
functionality
7 Activity feed with latest “Smart View: Creating an
events around this business activity manager object for
workspace the Activity Feed”
on page 109
8 More content and metadata “Smart View: Creating a
organized in different tabs perspective with Perspective
Manager” on page 92
9 Widgets for metadata, the “Smart View: Creating a
team, other related perspective with Perspective
workspaces, or other. Manager” on page 92

Metadata around the business object is displayed in widgets, which can be

configured according to your needs. In this example, the Related Workspaces widget
displays 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 see meaningful
attributes. These attributes originate from the business application and are
maintained there.

Content is visible in the Documents tab. You can have a dedicated folder structure
for each workspace type.

The layout of this business workspace is defined by a perspective, which you can
design for each business object. A perspective can also be specific to a role or to a
device.

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 2.1. Concepts

2.1.2.1 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 SAP system. It can be configured for every supported
user interface.
Automatic creation – The creation of a business workspace is triggered by an
event in the SAP system. The same event can also be used to update the business
workspace’s metadata.
Batch creation – This scenario is typically used for the initial load of a system.

2.1.2.2 Related Workspaces

Business workspaces can be semantically related. For example, business workspaces
for sales orders are related to the customer who ordered the goods.

Relationships are created and maintained in the SAP system and transferred to
Content Server through the property provider, thus, additional coding may be
required.

You can display related workspaces in widgets of the business workspace

perspective or in a related workspaces folder.

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Chapter 2 Concepts, scenarios and best practices

2.1.2.3 Cross-application business workspaces for identical 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 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 the information from both the CRM and 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.

22 OpenText™ Extended ECM for SAP® Solutions ERLK210400-CGD-EN-03

 2.1. Concepts

For more information, see “Enabling cross-application business workspaces for

multiple business objects” on page 163.

2.1.2.4 Workspace hierarchies and composite business workspaces

Workspace hierarchies define, which workspace type can be created within another
workspace type, resulting in a meaningful nested structure. For more information,
see “Creating workspace hierarchies” on page 118.

Composite business workspaces are used for complex business objects in an SAP
system, 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 sub-entity has a separate business workspace inside its parent
business workspace. This feature is recommended for cases where dependent
business objects are involved.

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 OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/
Open/SAP_PM__Plant_Maintenance__Blueprint).

For more information, see Section 3.26: “Enabling composite business workspaces”
on page 165.

2.1.2.5 Business workspaces without business object type

You can create business workspaces that have no relation to a specific business
object of an SAP system. Therefore, metadata is maintained in category attributes, all
other functionality is the same as in regular business workspaces.

2.1.3 Business attachments

A business attachment is a Content Server item, which is stored somewhere in
Content Server, and which is attached to a business object. The Content Server 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 information in Content Server
without the extra effort of accessing 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. SAP user can access the document without leaving
the SAP system.

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Chapter 2 Concepts, scenarios and best practices

Example 2-3: Oil pump manuals as business objects

Your company maintains several different oil pumps. All oil pumps share the
same manual. You store the oil pump manual in Content Server and add this
document as business attachment to the pumps’ business objects.

In Content Server, you see all oil pumps that use this manual. In other words,
you see which business objects are added to this document.

In SAP, you see the manual attached to each pump business object in the
Business Content window.

Business attachments can also be added automatically using an attribute, which

acts as a trigger. 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 2-2: Business attachments

In Content In Content Server, business objects are displayed in a tab in the properties of
Server 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.

24 OpenText™ Extended ECM for SAP® Solutions ERLK210400-CGD-EN-03

 2.1. Concepts

Figure 2-3: 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 2-4: Business attachments in SAP GUI

Types of creation

Business attachments can be created in the following ways:

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Chapter 2 Concepts, scenarios and best practices

• 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

2.1.3.1 Manual business attachment creation

If manual creation of business attachments 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 2-5), or a button in
the Web Client UI (Figure 2-6).

Figure 2-5: Manual creation in SAP GUI

Figure 2-6: Manual creation in SAP CRM Web Client UI

26 OpenText™ Extended ECM for SAP® Solutions ERLK210400-CGD-EN-03

 2.1. Concepts

Figure 2-7: 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.

2.1.3.2 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.

Automatic adding is triggered when a certain category attribute has a defined value.
You configure, which attribute triggers the creation, and which attributes determine
the target business object.

The category attribute that triggers the automatic adding must deliver true or
false (Boolean). You can reach that by creating an attribute with type Flag:
Checkbox. This provides the information checked or unchecked. In addition,
another attribute contains the business object ID to which the Content Server item
will be attached to automatically. The business object type is defined in the business
object type configuration where you define the automatic adding.

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Chapter 2 Concepts, scenarios and best practices

A Content Server item has got the category that contains both attributes: Attribute
for triggering and attribute with business object key. The automatic attach function
will be executed, if this trigger attribute has got the value true or checked. This
Content Server item is now automatically attached to the business object instance
that was defined by ID & type.

For more information, see “Content Server: Configuring the automatic adding of
business objects” on page 196.

2.1.4 Document declarations and Records Management

You can store SAP ArchiveLink documents, SAP print lists, and SAP DMS
documents as documents in Content Server.

SAP ArchiveLink is a standard SAP service, which links archived documents to the
respective document object in SAP. With OpenText Extended ECM for SAP
Solutions you also create a record in Content Server, where you can apply additional
document management features like Records Management.

Print lists are generated by reports in the SAP system. They can be archived using
the standard ArchiveLink functionality.

SAP DMS is the document management system of an SAP system. With OpenText
Extended ECM for SAP Solutions you also create a record in Content Server.

Note: If you plan to make documents and print lists available in business
workspaces, you also must configure the system for the use of business
workspaces before you can configure document declarations. For more
information, see section 23.18 “Preparing document declaration” in OpenText
Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD) and
“Configuring business workspaces“ on page 49

For more information, see “Configuring document declarations“ on page 213

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 a document to Content Server, the object and its content can be classified
and managed as a record, based on metadata, retention schedule, or vital record
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.

28 OpenText™ Extended ECM for SAP® Solutions ERLK210400-CGD-EN-03

 2.2. Business Scenarios

The declaration can be performed automatically during document creation or

manually by a 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).

2.2 Business Scenarios

OpenText provides different Business Scenarios, delivered as part of the product. For
Cloud customers, these Business Scenarios are pre-deployed solutions that you can
use out of the box. They provide document templates, workspace pre-configurations
and more for specific lines of business.

Understanding Business Scenarios

Business Scenarios aim to reduce project complexity and implementation efforts.
They support you to easier complete your most demanding and specialized tasks,
simplifying collaboration and operations.

Each Business Scenario provides the following content:

• Its own home page called Departmental Page as starting point, which is related to
a department.
• Business workspace types and templates for the respective business domain.
• Specific categories and attributes.
• A Smart View configuration.
• Predefined domain specific workflows, for example, an approval workflow.
• Roles and groups with scenario-specific permissions.

Available Business Scenarios

Currently, the following Business Scenarios are available:

• Enterprise Asset Management Business Scenario – Manage maintenance, spare

parts, and inventory of enterprise assets.

Business Scenarios are part of the OpenText Cloud offering starting with version
21.4. If you want to use a Business Scenario on your existing system, you can obtain
the transport files and deploy them with Transport Warehouse.

To use Business Scenarios in an existing on-premise system:

1. Upgrade your Content Server to version 21.4. For more information, see
OpenText Content Server - Upgrade Guide (LLESCOR-IUP).
2. From OpenText My Support download the transport packages.
3. Use Transport Warehouse to deploy a Business Scenario.

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Chapter 2 Concepts, scenarios and best practices

4. Create the required groups using the script.

5. Connect a user directory and add your users to the Business Scenario groups.
For more information, see the technical specification.

6. Provide a link from the users’ landing page to the departmental page of their
Business Scenario.

For a detailed description, see “Deploying Business Scenarios to an on-premise

system” on page 34.

2.2.1 Enterprise Asset Management Business Scenario

Extended ECM for SAP Enterprise Asset Management (EAM) is a comprehensive
scenario for your maintenance management, your spare parts management, and
your inventory management. You can manage manuals, technical drawings and
other documents in a technical object file and access the technical object file in
maintenance processes, In addition, you can document issues, procedures or
maintenance results for a seamless flow across the different participants.

The Enterprise Asset Management Business Scenario is prepared for two separate
maintenance processes which you can use with the delivered sample business
application. As well, these processes are aligned to processes in your existing SAP
business application:

• Corrective Maintenance
• Preventive Maintenance

To use these processes, different roles are defined:

• Employee
The employee requests a maintenance task. Maintenance notifications to
document an issue and notify maintenance department about an abnormal or
exceptional situation(s) in technical objects at the plant is provided.
• Maintenance planner
The maintenance planner plans inspections and maintenance operations. Task
lists to standardize the maintenance process and create maintenance orders with
the documentation that is required are provided to perform the maintenance for
example, for recurring activities.
• Maintenance technician
The maintenance technician performs routine maintenance and helps to
troubleshoot. Maintenance orders with operations that contain important
information about spares, procedures and tools required for the work are
provided. Results of the maintenance can be filed in the operations.
• Business administrator for Enterprise Asset Management
You configure the Enterprise Asset Management scenario in Extended ECM
according to the needs of the process. You maintain the departmental page for

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 2.2. Business Scenarios

Enterprise Asset Management and in case of problems with the business

workspaces, you are called to help and remove/replace object references, correct
permissions or delete business workspaces.

Note: In the Enterprise Asset Management Business Scenario, all users can
access DMS originals in the related business workspaces folder of the
maintenance notification.

Departmental This page is created especially for each role in the Enterprise Asset Management
Page Business Scenario. It is the starting point for the roles employee, maintenance
planner, and maintenance technician.

For more information about the sample application, see “Enterprise Asset
Management Business Scenario sample application” on page 31. For more
information on how to integrate the Enterprise Asset Management Business Scenario
into your SAP system, and how to configure it, see “Setting up Business Scenarios“
on page 251.

Enterprise Asset Management Business Scenario sample

application
Before you connect to your SAP S/4HANA system you can use a sample application
which simulates the SAP connection and provides the necessary business objects. So
you can view data in the workspace perspectives as well as the relationship between
the objects for the relevant business workspaces. These are:

• Material (BUS1001006)

• Equipment (EQUI)

• Functional Location (BUS0010)

• Maintenance Notification (BUS2038)

• Maintenance Order (BUS2007) + Operation (AFVC_PM)

• Task list (BUS1019) and tasks (/OTX/RLTLO)

To set up a connection to the sample application, configure a business application

with the following settings:

• Connection Type – Business Scenarios Sample Adapter

• Base URL – http://localhost

• Application Server Endpoint – http://localhost/SAPEAMApp

• User – <user name>, entry is ignored by the sample application

• Password – <password>, entry is ignored by the sample application

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Chapter 2 Concepts, scenarios and best practices

2.2.2 Teamspaces
The Teamspaces Business Scenario is easy to use for all kinds of collaboration within
teams. The business workspaces of Teamspaces help you cooperate effectively.
Teams can share knowledge and content, discuss, and collaborate.

Departmental Page
This page is the starting point. Users can create a new Teamspace here and find
other Teamspaces, for which they have the permission, and the documents they
contain.
Teamspaces
Teamspaces are sharing spaces. Users can upload files from their local hard
drive or their personal cloud to the Teamspaces folders. They can add folders or
rename them.
Discussions
Users can use the Discussions in their Teamspace. They can ask questions, get
answers, and all team members are informed as well.
File Sharing
Users can share files with people outside your company through OpenText Core
Share.
Team Roles
Teamspaces keep it simple: A team member has full access to all content. A
guest can only read the information, but not edit or delete it.

2.2.3 Projects
The Projects business workspaces support your project management in each project
phase.

Departmental Page
This page is the starting point. Users can create a business workspace for their
project here. They find other projects and the documents they contain. They also
get an overview over existing projects and their project managers.
Projects
Projects are sharing spaces. Users can upload files from their local hard drive or
their personal cloud to the business workspace. They can add folders or rename
them.
Phases
Phases structure a project. You can have any number of Phases business
workspaces in a Projects business workspace. They are located in the folder
named "09 Phases" and can only be created here. Users can maintain milestones
in a Phase.
Discussions
Users can use the Discussions in their Project. They can ask questions, get
answers, and all team members are informed as well.

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 2.2. Business Scenarios

Team Roles
Projects keep it simple: A team member has full access to all content. A guest can
only read the information, but not edit or delete it.

2.2.4 Agreements
The Agreements business workspaces support your contract management. They
help you to keep track of contracts and master contracts.

Departmental Page
This page is the starting point. Users can create a business workspace for
business partners, contracts, and master contracts here.
Business Partner
The business partner is the central point of the Agreements Business Scenario. In
the business partner workspace, users see all contracts and master contracts that
they have signed with the business partner.
To create a business workspace for an agreement with this business partner,
users start a workflow here.
Contract
You can have different types of contracts: Sales or purchase contract, non-
disclosure agreements, or other types. A contract can be part of a master
contract, it can also stand alone. In either way, it is related to the business
partner.
Master Contract
The master contract sets the framework for a business relationship. It is related
to the business partner and to other, more detailed, contracts.
Discussions
Users can use the Discussions in their business workspace. They can ask
questions, get answers, and all team members are informed as well.
Team Roles
Agreements keeps it simple: Roles include Legal staff and Administrative staff.
They have full access. A guest can only read the information, but not edit or
delete it.

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Chapter 2 Concepts, scenarios and best practices

2.2.5 Deploying Business Scenarios to an on-premise system

This section explains how to deploy the Business Scenarios to your Extended ECM
system.

Business Scenario transport packages are available in your Content Server after
installing version 21.4 or later.

To obtain the transport packages:

1. Use the following URL structure and replace the <name> variable with the
Business Scenario name.
2. https://otcs.example.com/cssupport/xecmpf/transport/<Transport_
Name>

• OpenText Business Scenario <BusScen Name> Setup.zip

• OpenText Business Scenario <BusScen Name> - 01.zip
• OpenText Business Scenario <BusScen Name> - 02.zip

Tip: You can also download the ZIP file that contains the transport
packages from OpenText My Support.

To import a transport package:

1. Extract the ZIP file that you downloaded from My Support and import each of
the transport packages that it contains separately.
2. In Content Server, navigate to Enterprise > Transport Warehouse.
3. Click Add Item and select Workbench.
4. Provide a name and click Add.
5. Click the Transport Packages folder.
6. Click Add Item and select Transport Package.
7. Click Choose File, select the package, and click OK.

To deploy a transport package:

1. On the Transport packages screen, click the transport package ZIP file.
2. Click Unpack to workbench.
3. In the next screen, click Browse Content Server and select the workbench you
added before.
4. Click Unpack, and in the next screen, click OK.
5. Click Deploy workbench to deploy all objects.
6. Click Deploy and confirm your selection.

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 2.2. Business Scenarios

Note: Transport Warehouse selects the possible matches automatically.

Therefore, you can ignore the message Item has some non-exact matches.

7. In the next screen, click OK to finish deploying.

Note: After deploying, the status of deployment is displayed. For all

objects, the status should be Ok.

To deploy a Business Scenario:

Note: The following instruction applies to all Business Scenarios. Replace the
<BusScen Name> variable with the Business Scenario name.

1. Sign in to Extended ECM as a Business Administrator, and import all the above
packages into Transport Warehouse.

2. Deploy the OpenText Business Scenario <BusScen Name> Setup.zip transport

package.

3. After deploying this package, navigate to Enterprise Workspaces.

4. Navigate to the OpenText Business Scenarios Setup folder. It should contain 2

WebReports named Basic Setup and <BusScen Name> Setup.

• The <BusScen Name> Setup WebReport creates the required user Scenario
Owner and the groups Scenario Owner Group, Background Processing,
OT Teamspaces User and OT Business Administrators (Teamspaces).
• The Basic Setup WebrReport is called by the WebReport <BusScen Name>
Setup. Do not start the Basic Setup WebReport directly.

5. Click the <BusScen Name> Setup WebReport, provide the password for the
Scenario Owner user, and then click Run Report.

6. Deploy the OpenText Business Scenario <BusScen Name> - 01.zip transport

package.

7. Deploy the OpenText Business Scenario <BusScen Name> - 02.zip transport

package.

Note: While deploying the OpenText Business Scenario <BusScen Name> -

02.zip, you may see the message Cannot Deploy Item next to OT
Teamspaces Perspective. In this case, you must select the OT workspace
type perspective folder manually:

1. Click the object OT <BusScen Name> Perspective.

2. Click the Edit icon next to the Parent (Type column).
3. Click Browse Content Server, navigate to Content Server >
Perspectives > Business Workspaces, select OT <BusScen Name>, and
click Save.

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Chapter 2 Concepts, scenarios and best practices

8. For the Agreements Business Scenario only: Update Categories references in

Workflow > Initiation:

a. Sign in as Scenario Owner user.

b. Navigate to Enterprise > Workspace > OpenText Business Scenarios >
Workflows > Agreements > Workflow To Create Contracts.
c. From the context menu of Workflow To Create Contracts, select Properties
> Initiation.
d. In the Categories section, select Business Partner.
e. Expand Category Attribute to Workflow Attribute Mapping.
f. For the Business Partner Number category attribute, select Business
Partner Number from the list.
g. For the Full Name category attribute, select Business Partner Name from
the list.
h. Click Update.

9. Configure Content Server Document Templates:

a. Navigate to Enterprise > Content Server Administration.

b. Search for Configure Content Server Document Templates.
c. From the Classification tree for object types, select Classifications; Types;
Workspace Types.
d. Click Save Changes.

2.3 Best practices

This section provides best practices, tips and tricks that you should consider when
you plan your Extended ECM system. It makes not claim to completeness and
cannot consider the peculiarities of every Extended ECM landscape. OpenText
Professional Services will help you plan and optimize your system.

2.3.1 Workspace templates

A workspace template is the basis for creating each new business workspace. You
define the following information in a workspace template:

• Folder structure
• Team roles
• Folder permissions
• Categories and attributes
• Group replacements
• Classifications

Good template design avoids rework effort of existing business workspaces

A workspace template is the master copy for all business workspaces that are
being created from it. This means that everything you configured in the
workspace template is merely copied to the new business workspace, and the

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 2.3. Best practices

business workspace does not maintain any connection to the template. So

changing the structure or access permission in the template has no effect on
existing business workspaces. It only effects new business workspaces.
Therefore, carefully design your template, especially before you start the mass
creation of business workspaces for the initial load. of

Avoid complex folder structures for business workspaces

From end user perspective, a complex folder structure adds additional
complexity for accessing and managing documents. It can also have a negative
impact on the performance of the system when you create huge numbers of
business workspaces.

Disable category inheritance on the workspace template level

When a business workspace is created, the data of the business object in the SAP
system is synchronized to category attributes of the business workspace.
OpenText recommends that you disable category inheritance for all categories,
which are updated by the SAP system, to synchronize the data only on
workspace level, but not pass it on to all sub-items in the business workspace
like folders or documents for the following reasons:

• Category inheritance synchronizes the category attributes of sub-items only

once during creation. Updates in the data are not passed on, which causes
inconsistencies.
• If you have a complex workspace structure, category inheritance may have a
negative impact on the performance.
• To avoid this inconsistency, OpenText recommends that you disable
category inheritance on the template level. If you have multiple categories,
you can disable the inheritance only for the category, which is connected to
the SAP system.

To help users find sub-items of a business workspace, not just the business
workspace, you index these sub-items with the same metadata as the business
workspace. This setting is located in the workspace type. For more information,
see “Indexing documents and other items with business workspace attributes”
on page 417.

Disable classification inheritance

You can add classifications to the workspace template for various reasons. One
reason is to link workspace type, template and folder and thus identify which
workspace type can be created in a certain folder. You can disable classification
inheritance for these technical classification.

Keep folder names unique within a workspace template

When you are designing more complex folder structures, avoid using the same
folder name in different folder hierarchies. For example, do not create two Email
sub-folders in different folders. While this is still valid, you will run into issues
when creating a Livereport or WebReport against the Email folder. Also when
adding the Email folder to your favorite items, it becomes unclear which folder
you are actually referring to.

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Chapter 2 Concepts, scenarios and best practices

2.3.2 Workspace permissions

Permissions in Content Server give users rights to access business workspaces,
folders and documents and define the actions they can do on them.

You should have a clear picture who needs access to what and what kind of access
before you set up the permissions in Content Server. The permission concept ideally
is simple to implement and simple to maintain. It should follow some basic rules
and ideally does not contain exceptions.

• Define a consistent naming convention for groups and roles.

• Assign permissions to groups and not individual users.
• Permissions on documents are defined by the parent folder. If there is a need to
have documents with different access rights inside one folder, add sub-folders
for each set of permission rights.
• Higher in the folder structure more people have restricted access, lower in a
folder structure less people have access but with more rights. Ideally, end users
should not have Edit permissions, because then it is no longer possible to control
who has which access to documents. This is especially the case for compliant
systems.
• Make the workspace template the only source to determine permissions: Disable
the Merge permission with the target location check box on the Specific tab of
the workspace template. Otherwise, business workspaces may have different
permissions and the result will not be easy to understand and to maintain. For
more information, see “Handling of roles and participants” on page 123

Extended ECM adds the following access control concepts to the standard Content
Server permission concept:

• Group Replacement, which determines access control based on category

attributes. For more information, see “Group Replacement” on page 38.
• Team Roles, which can be individually configured for each business workspace.
For more information, see “Defining team roles and team participants”
on page 121.

2.3.3 Group Replacement

You can use category attributes to control access to a business workspace. This
attributes can be filled by an SAP business property and synchronizes with the SAP
system. It controls which group has access to the business workspace. When the
attribute changes, the group replacement is changed accordingly. Owner, Owner
Group and Public Access do not have any permission, if group replacement is in
place. This is also the case for all sub-items within the template.

You can only use attributes on business workspace level for group replacement
definition.

For more information, see “Defining group replacement settings” on page 124.

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 2.3. Best practices

2.3.4 Workspace types

The workspace type provides the configuration settings for the creation of business
workspaces. It also defines how business workspaces of this type look like, as
perspectives for SmartUI are associated with the workspace type configuration. The
workspace type also contains indexing and search settings:

Enable indexing
Indexing applies the category attributes of the business workspace to all sub-
items in the business workspace and makes them findable. For more
information, see “Indexing documents and other items with business workspace
attributes” on page 417.

Search in related workspaces

You can enable the search in related workspaces. This extends a search within a
business workspace to all its related workspaces. However, depending on the
complexity of your business relations, this can lead to serious performance loss.
The search follows every configured every relation. So, the more of those related
workspaces exist, the broader will be the search scope and the longer takes the
search result. You should test the performance before your enable the option
Always enabled.

Use fast bulk creation

For the initial load, you can use the fast bulk creation method. This method is
much faster than the standard creation method, but come with restrictions,
regarding the template and structure of the business workspaces. For more
information, see “Create workspaces with fast bulk method” on page 71.

2.3.5 Workspace storage location

An SAP system typically maintains a large number of business objects, which can
result in the same amount of business workspaces. Performance and usability both
influence how you set up the storage location.

Visible folder structure

You can chose to let users see the folder structure and navigate through it to find
a business workspace. Users are used to browse through folders, for example in
Windows file systems. This concept is supported by both Content Server and
Enterprise Connect. You can complement this method with search functionality.
If you want your users to see the folder structure and enable them to browse
through it, you consider the following:

• Use a meaningful grouping criteria and descriptive folder names. Users need
to understand to which folder they have to navigate.

• Keep the number of items on one grouping level manageable, preferably

keep it so low that the folder list does not expand over several pages.

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Chapter 2 Concepts, scenarios and best practices

Hidden folder structure

In a high volume scenario, which contains millions of business workspaces, it
can be beneficial to hide the folder structure and provide a more direct access to
business workspaces through search slices, simple searches, or related
workspaces folders. With this approach, you need not care too much to find a
folder structure that is meaningful to the users. For more information, see
“Preparing the Content Server search functionality for users“ on page 415
However, there are limitations regarding performance to consider:

• Although there are no hard limits for how many workspaces can exist in a
single folder, you should ensure that the folder size is not adversely affecting
performance while adding or accessing workspaces. It depends on the
system resources. Storing millions of workspaces inside one single folder
may cause a performance decrease for the workspace creation, and
subsequential higher efforts for database tuning.
• You can avoid performance loss and make better use of different threads, if
you created workspaces in different folders rather than only one.
• While latest Content Server versions have improved the performance for
handling large folders, there are still scenarios where the performance of
large folders have negative impact on system performance. For example,
when pagination is enabled, and if a user wants to access sequential pages
the performance of a very large folders will not be ideal.

You can create your sub-folder structure based on attributes. In the workspace type,
you can create a pattern for the sub-folder name, and it can contain values of an
attribute. For more information, see “Using patterns for the location path”
on page 84.

If you use a pattern with attributes, you must mind the following:

• The attribute must be a single value attribute.

• The attribute value must never be empty.
To avoid empty values, you make the attribute a mandatory attribute. This is also
prevents errors when a business workspace is created manually as an early
workspace without reference to a business object.

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 2.3. Best practices

2.3.6 Workspace creation

There are different methods to create business workspaces. For one, users can
manually create a business workspace either from the SAP system or in Content
Server. However, this is a time consuming process and errors may occur when
manually entering metadata. So companies tend to automate the workspace creation
by using one of the following techniques.

1. Define an SAP event to the business object, which triggers the workspace
creation. You can, for example use the CREATE event, to create a business
workspace when a business object is created. Extended ECM provides function
modules for this method for use in real-time and in asynchronous mode.
For business objects that have frequent changes, it is probably better to use the
asynchronous receiver function module, whereas business objects, which are
rarely changed, for example business partners, can be updated in real-time. For
more information, see “Configuring events for business workspaces and
business attachments“ on page 199.
2. Plan regular batch reports in the SAP system to create business workspaces
periodically and in bulks.

You can use these two techniques side by side: Create business workspaces for new
business object in off hours to reduce the system workload, and use the CHANGE
event to update changes in the metadata immediately to Content Server.

2.3.6.1 Initial load

The initial load of a new Extended ECM system creates business workspaces for
already existing business objects. Since the number of business objects can be very
large and therefore takes a lot of time to create business workspaces, you should
plan the initial load very carefully. Factors, which influence this plan are of course
the number of business workspaces to be created, the complexity of the business
workspace structure, the permission setup, the number of category attributes, and
also the current system workload.

Step 1: Create the initial load report

Create an SAP report for the batch creation, which meets your requirements.
You should also consider to run the report asynchronously. For more
information, see “SAP: Creating or updating business workspaces using batch
operations” on page 472.
Step 2: Prepare Content Server for initial load

• Tune the database according to the following documents:

– Best Practices Oracle for OpenText Content Server 10.5 and 16 ( http://
knowledge.opentext.com/knowledge/cs.dll/Overview/64127492)
– Best Practices SQL Server for OpenText Content Server 10.5 (http://
knowledge.opentext.com/knowledge/cs.dll/Overview/61019094)

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Chapter 2 Concepts, scenarios and best practices

• The Content Server threads might need to be increased based on the number
of parallel SAP threads you are scheduling. Make sure you have increased
the number of threads of the Content Server instance, which consumes the
ECMLink web service requests.
• Disable category inheritance on template level unless you have decided
otherwise for good reasons.
• Reduce auditing during creation: On the Administration page, click Core
System - Feature Configuration > Event Auditing > Set Auditing Interest
and disable the option Audit an "Attributes Changed" event for Category
Attributes modified during item creation
If you are using group replacement, you can also clear the event Permissions
Changed for the initial load phase.
• Disable the Recommender Agent: On the Administration page, click
Recommender Administration > Configure Recommender System Settings.
Clear the checkbox in the Enable section.
• If you are running the initial load before productive users work on it, you
can disable the index processes during the initial load phase: On the
Administration page, click Search Administration > Open the System
Object Volume > Enterprise Data Source Folder. From the function menu of
the Enterprise Data Flow Manager, select Suspend. Remember to resume
the process.
• If Content Server instances are also used for running agent processes, you
can consider disabling agent processes, especially the distributed agent,
which is used for processing facets and custom columns. To disable the
agent, edit the following section in the opentext.ini file:
[loader]
load=sockserv;agents;notify;wfagent;wrscheduleagent;wrcollectionagent

load_daagent=daagent
load_distributedagent=distributedagent

load_relagent=relagent
load_verify=verifyAgent

changed into
[loader]
load=sockserv

#load_daagent=daagent
#load_distributedagent=distributedagent

#load_relagent=relagent
#load_verify=verifyAgent

Step 3: Use the asynchronous queue to parallel declaration jobs

If you are create business workspaces as part of declaring documents, OpenText
recommends that you use the asynchronous queue to parallel the workspace
creation requests. For more information about using the asynchronous queue for
workspace creation, see “Creating business workspaces and declaring document
asynchronously” on page 156.

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 2.4. Using SAP Customizing (IMG)

2.3.6.2 Impersonation for automatic workspace creation

If the business model restricts permissions of end users to create and update
business workspaces, you can create a technical user of type System B, which is
designated for automatic workspace creation and update. Use this technical user for
the following:

• Run the scheduled background job for the initial load of business workspaces
• Using the asynchronous queue to create and update business workspaces
• If the workspace creation and update requests are triggered by an SAP event,
you may consider to create a new logical destination with this technical user to
receive the events.

The technical user must have the required SAP roles and Content Server
permissions to create or update business workspaces. Business workspaces that are
created by background jobs with a technical user, will have this user as owner of the
business workspace.

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. Start the SPRO transaction.

2. Click SAP Reference IMG.

3. Navigate to the OpenText Extended ECM for SAP Solutions structure and
open it.

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Chapter 2 Concepts, scenarios and best practices

4. Select the required activity, and then click 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:

• 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.

To use transaction SIMGH to access Extended ECM for SAP Solutions

customizing:

1. Start 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.

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 2.4. Using SAP Customizing (IMG)

5. In the Favorites list, select one entry, and then click to access the IMG
structure.

To add the IMG structure to SPRO transaction:

1. Create an enhancement ID:

a. Start 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.
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.
3. Enhance the SAP IMG structure for Archiving and Document Access:
Repeat the steps described in Step 2 for the OpenText Archiving and Document
Access customizing with the corresponding data:

• Name of the node: OpenText Archiving and Document Access for SAP
Solutions

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Chapter 2 Concepts, scenarios and best practices

• Name of the IMG structure: OpenText Archiving and Document Access for
SAP Solutions

2.5 Connecting a business application

To connect Content Server with a business application, you define connection
parameters on Content Server.

To connect a business application:

1. On the global menu, click Enterprise > Extended ECM, and then click
Connections to Business Applications (External Systems).

2. Click Add Item > Business Application.

3. Specify the parameters for your business application according to the list below.

4. Click Add.

Logical System Name

Define the logical name of the business application. The name must be unique. It
cannot be longer than 32 characters. This name is used when you select the
business application in the business object type configuration.
This name can be, for example, a combination of the SAP system and the client
IDs, or the tenant name of the SAP C/4HANA Sales Cloud and SAP C/4HANA
Service Cloud system. You can also use the SAP logical system name (as
configured in transaction SCC4). The convention for SAP logical system names is
<system ID>CLNT<client>.

Note: You cannot change the name later.

If you use S/4HANA Essential, the Logical System Name must be the
same name as the CMIS user. The name will also be used as the repository
name.
Connection Type
Select the adapter for your business application. If there is no special adapter for
your specific business application available, select Default WebService
Adapter.
Enabled
Select this option to enable the configuration.

Tip: You can disable a configuration, for example if you created it only for
testing and you do not want it to be used.
Comment
Enter a comment to give further information.
Base URL
Enter the common URL for accessing the business applications via a Web
browser. You can use this base URL when configuring business object types on

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 2.5. Connecting a business application

Content Server. The base URL is represented by the $BaseURL$ variable for new
business object types.
For example, https://r3d5g.example.com:44300
Application Server Endpoint
Specify the URL that will be called to obtain business object information.

Example 2-4: SAP

The following is an example for an SAP system: https://myhost.
example.com:44300/sap/bc/srt/xip/otx/ecmlinkservice/800/
ecmlinkspiservice/basicauthbinding

• https://myhost.example.com:44300: Common URL.

Port 8000 is the default HTTP port for SAP. For HTTPS the default port
is 44300.
• 800 is the client number. Replace this number with your own client
number.
• basicauthbinding is currently the only supported authentication.

Note: With using basic authentication, OpenText strongly recommends

that you use SSL at the web server. For information about importing
certificates to the keystore, see section 23.2 “Importing root certificates for
Secure Sockets Layer (SSL) connections” in OpenText Extended ECM for SAP
Solutions - Installation and Upgrade Guide (ERLK-IGD).
Schema Version
Select the interface version.
User Name
Enter the user that is used to access business object type information in the
business application.
Notes

• If the business application is an SAP system, in the SAP system assign

the /OTX/RM_CS_SAP_USER role to this user. This user requires
permissions for the SAP authorization object S_RFC.
• If the business application is an SAP system and the following use case
applies, the user also needs to be assigned to a Content Server.
In the SAP system, customizing is active for selecting a template,
classification, or category based on business properties. To create or
update a Business Workspace in Content Server, the following
conditions have to be met:

– The connection to the business application is used.

– The unique names are defined in Content Server.

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Chapter 2 Concepts, scenarios and best practices

– The Content Server user who is assigned to this user needs reading
permission on the unique names.
– Based on the customizing, the property provider in the SAP system
needs to resolve one or more unique names.

For more information, see “Selecting a template, classification or

category based on business properties” on page 57.
Password
Specify the password of the defined user.
Test Connection
Click Test to perform a connection check to the specified business application.
After a successful check, the message Connection test was successful is
displayed next to the button. If the Test button is not active, you must first save
the configuration. To save the configuration, click Apply.

Note: You can only test the connection after you have configured the SPI
service in the business application accordingly and have saved the
configuration.For more information, see section 22.2.4 “Configuring the
Service Provider Interface service” in OpenText Extended ECM for SAP
Solutions - Installation and Upgrade Guide (ERLK-IGD).
System Name
Enter localized names for the business application if required.

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Chapter 3
Configuring business workspaces

This chapter explains how you customize your system so that business workspaces
can be created, manually or automatically.

Required system access

• Business administration access to Content Server. The rare cases where you need
system administration access are indicated.
• Customizing access to the SAP system.

Figure 3-1: Customizing Overview on Content Server

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Chapter 3 Configuring business workspaces

3.1 Customizing steps

The following steps are essential to configure Extended ECM for SAP Solutions
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 – The property provider extracts attributes of an SAP

business object to hand it over to Content Server. Write your own property
provider or use the generic property provider, which is delivered with
Extended ECM for SAP Solutions.
For more information, see “Implementing a property provider in SAP”
on page 53.

2. SAP IMG – The business object declaration defines an SAP business object for
Extended ECM. 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 54.

3. Content Server – Create a classification and the root folder for business
workspaces.
Requires access rights to the classification volume and to the folder, in which
business workspaces will be created.
For more information, see “Creating a classification for workspace templates
and location” on page 63 and “Creating a root folder for the business
workspaces” on page 64.

4. Content Server – Create categories for the metadata of the SAP business object.
Requires Business Administration Data Policies usage privilege and Category
object privilege.
For more information, see “Creating a category for workspace type and
business object type” on page 61.

5. Content Server – Create custom columns to display metadata in certain Smart

View widgets.
Requires Business Administration Columns and Facets usage privilege and
Column object privilege.
For more information, see “Smart View: Creating custom columns”
on page 90.

6. Content Server – Create a workspace type, which controls the layout of the
business workspaces of this type.
Requires Business Administration Business Workspaces usage privilege.
For more information, see “Creating a workspace type” on page 65.

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 3.1. Customizing steps

7. Content Server – Define the document template for the workspace type. The
workspace template name is what users see in the Add dialog when they create
a new business workspace.
Requires system administrator’s access to define that a template can be created
for the Content Server subtype business workspace (type 848). Requires access
to Document Templates volume to create new templates.
For more information, see “Defining a workspace template” on page 111 or
“Defining a workspace template in Smart View” on page 131.

8. Content Server – Create a business object type.

Requires Business Administration Extended ECM usage privilege.
For more information, see “Configuring business object types” on page 133.

9. 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 events for business workspaces and
business attachments“ on page 199.

10. Optional Content Server – Define general access restrictions for workspaces.
For more information, see “Granting usage privileges to users” on page 150
and section 6.1 “Defining general restrictions on Content Server” in OpenText
Extended ECM for SAP Solutions - User Management and Access Control Scenarios
(ERLK-CUM).

11. Optional SAP IMG – Define authorization mapping.

For more information, see “Mapping authorizations in SAP” on page 151.

12. Optional SAP IMG – Customize the search help in SAP. For more information,
see “Customizing the search help in SAP” on page 153.

3.1.1 Configuration steps, which need system administrator’s

permissions
• “Granting permissions and privileges for business administrators” on page 52
• “Granting usage privileges to users” on page 150
• “Creating a category for workspace type and business object type” on page 61
• “Configuring multilingual metadata languages” on page 64
• “Content Server: Migrating container objects to business workspaces”
on page 467
• “Preparing the Content Server search functionality for users“ on page 415
• “Creating a search slice for business workspaces” on page 419
• “Allowing users to save MS Outlook emails to business workspaces”
on page 170

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Chapter 3 Configuring business workspaces

• “Configuring how users can copy or move business workspaces” on page 191
• “Checking the appearance of the SAP integration” on page 167

3.2 Granting permissions and privileges for

business administrators
The installation created the Business Administrators user group, which has all
necessary usage privileges for business administrators and access to the Business
Workspaces volume and the Extended ECM volume. You must now also grant
permissions for some of the configuration volumes, object privileges, and the
Warehouse usage privilege.

Note: Business administrators now have default access to the Business

Workspaces volume and the Extended ECM volume without manual
configuration.

To grant permissions to configuration nodes:

1. Log on as system administrator.

2. From the function menu of a configuration volume, select Permissions.

3. In the Assigned Access area, click Grant Access.

4. Add the Business Administrators group and grant the required permissions up
to and including the Delete permission. Make sure the Delete permission is
only for sub-items not for the root folder, for example for the categories but nor
for the Categories volume.

5. Select Apply to this Item & Sub-Items and click Update.

6. Apply this to the following configuration nodes:

• Enterprise workspace to create the root folder for business workspaces

• Categories volume
• Classifications volume
• Facets volume
• Outlook Add-in Configurations
• Saved Queries Volume
• Document Templates volume
• LiveReports volume

To grant object privileges:

1. On the Content Server Administration page, click Core System - Feature

Configuration > Object Privileges.

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 3.3. Implementing a property provider in SAP

2. Add the Business Administrators group to the following object privileges:

• ActiveView
• Appearance
• Category
• Category Folder
• Classification
• Custom View
• LiveReports if you want to configure widgets, which use LiveReports
• WebReports if you want to configure widgets, which use WebReports
• License metering if you want to run the License report.

To grant the transport warehouse usage privilege:

1. On the Content Server Administration page, click Core System - Feature

Configuration > Usage Privileges.

2. Add the Business Administrators group to the Warehouse Administration -

Warehouse Manager usage privilege. This usage privilege is optional.

3.3 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_CL_BO. This

property provider detects the SAP table behind the given business object and
returns all table fields as properties, which you can then map to category
attributes for the business object type. Only business properties are transferred,
no relations. No development is needed.
• You can derive the property provider from the generic property provider /OTX/
RM_GEN_PP_CL_BO. A data providing method must implemented. A complex
nested ABAP data structure can be defined and filled for providing data. All
parameters of the property provider interface can be used. Knowledge in ABAP
OO is necessary for implementing complex scenarios.
• 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, for instance
because you do not need metadata in your business workspace, then you do not
need to write your own property provider. In this case, use /OTX/RM_WSCI_CL_
WSPROV_DEFAULT, the default property provider.

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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 workspace type and business
object type” on page 61.

To use the generic property provider:

1. Retrieve the reference table using the SWO1 transaction.

a. Open the business object in Display mode.

b. Expand Key fields and double-click the first name.

The reference table is displayed in Data type reference section.

c. Double-click the reference table to display the fields.

You can use all fields of the reference table as attribute of a workspace.

2. Later, create a category and single-value attributes for the business properties
that you want to use.

3. Later, in the business object type definition, map the business properties to the
created attributes.

To derive the property provider from the base class:

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 must also 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.

3.4 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.

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 3.4. Creating a business object declaration in SAP

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.

Connection ID
Enter the ID of the connection that you created during installation. For more
information, see section 22.2.6 “Maintaining Extended ECM connections” in
OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD).

Generic Property Provider

Select one of the available property providers from the value list.
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 53 and “Selecting a template, classification or category based on
business properties” on page 57.

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.

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Chapter 3 Configuring business workspaces

• 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 use Elementary Search help, and search help using CDS
entities (e.g., MEKKD). Collective search help is not supported.

Additional settings can be necessary. For more information, see

“Customizing the search help in SAP” on page 153.
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 the following scenarios, you can use the Create and Complete
integration widget, that shows the relevant functionality in the Content
Server look and feel:

• Business Content window

• SAP Fiori
• SAP Web Dynpro applications like SAP SRM or SAP PPM
• SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud

For more information, see “Using the Content Server Integration Widget“
on page 283.
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 133.

Tips

• To view a complete business object declaration from versions prior to 10.5,

see section 24.2 “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.

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 3.5. Selecting a template, classification or category based on business properties

3.5 Selecting a template, classification or category

based on business properties
With the generic property provider, you can define rules that define, which
template, classification or category is used for a business workspace. This feature
allows for more flexibility for business workspace modeling, based on configuration,
different templates, classification or category.

The value of the custom attribute to be added is defined as a unique name. This
unique name must be defined in Content Server. For more information about
defining unique names, see “Creating unique names for Content Server items”
on page 142.

Note: If you use this customizing, the generic property provider needs to be
able to access the Content Server to resolve the unique names referenced in the
customizing. Therefore, the Content Server user needs read permission on the
unique names.

If a user creates or updates a business workspace in the Content Server with

reference to an SAP business object, the connection is established with the user
defined for connecting to the business application.

For more information, see “Connecting a business application” on page 46

Typically, you define at least two conditions to cover all possible values.

Notes

• The conditions are evaluated from top to bottom. The first condition that is
met for a custom property determines the value of the custom property. The
next conditions for the same custom property are not processed anymore.

• The logic of minimum and maximum values follows standard SAP rules:

Condition Actual Value Test Result

=3 0003 Fail
= 0003 0003 Success
Between 1 and 9999 0003 Fail
Between 0001 and 9999 0003 Success

Example: Following configuration examples demonstrates the dynamic assignment of a

template for the service notification (BUS2080) based on Notification Type (QMART). If the
value of QMART attribute is Z5, the template templ_service_req_crm is used. For all other
values, the template templ_service_notification is used.

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To define custom properties:

1. In the IMG, navigate to the Extended ECM > Maintain Business Object
Declarations activity and click Execute .

2. Select a business object declaration from the available list; then double-click
Generic Property Provider Custom Properties in the Dialog Structure area.

3. Click New Entries.

4. Enter the following parameters:

Config ID
Enter a numeric ID. The ID defines the order in which the conditions are
processed.

Attribute
Enter the attribute that is used to define the condition.

Operator
Enter the operator. You can use the following operators:

• =, <>, <, <=, >, >= to define a value that is equal, greater or less than the
value defined in the Value / Min Value field.
• Between, Not Between to define a range within which the value is or is
not. Enter both a minimum and a maximum value
• Pattern, Not Pattern to define a pattern that is met or is not met, for
example Z* for all entries starting with Z. Use plus + as wildcard for one
character and asterisk * as wildcard for 0 to n characters.

Value / Min Value

Enter a value or a minimum value, depending on the operator that you use.

Max Value
Enter a maximum value.

Active
Select to make the condition active.

Custom Property
Enter the name of the custom property, for example TEMPLATE_ID or
LOCATION_ID.

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 3.6. Understanding the configuration volumes

Unique Name
Enter the unique name that you defined. The unique name refers to a
Content Server item. For more information, see “Creating unique names for
Content Server items” on page 142.

5. Save your entries.

3.6 Understanding the configuration volumes

Configuration of business workspaces requires the Business Administration usage
privileges. With these privileges you can access the Extended ECM volume, and
other volumes and pages required for the configuration of business workspaces.

Important
Administrators need Business Administration Business Workspaces and
Business Administration Extended ECM usage privileges to configure
Extended ECM.

Few tasks require access to the Content Server administration pages, see
“Configuration steps, which need system administrator’s permissions”
on page 51.

The Business Workspaces volume and the Extended ECM volume are your entry
point to configuration. To access the volumes, on the global menu, click Enterprise >
Business Workspaces or Enterprise > Extended ECM.

Business Workspaces Volume

Categories
Requires Business Administration Data Policies usage privilege and Category
object privilege.
“Creating a category for workspace type and business object type”
on page 61
Classifications
“Creating a classification for workspace templates and location” on page 63
Facets
Requires Business Administration Columns and Facets usage privilege and
Column object privilege.
“Smart View: Creating custom columns” on page 90
Outlook Add-in Configuration
Requires Business Administration Business Workspaces usage privilege.
“Allowing users to save MS Outlook emails to business workspaces”
on page 170
Perspectives
“Smart View: Creating a perspective with Perspective Manager” on page 92

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Saved Queries Volume

Requires Business Administration Business Workspaces usage privilege.
“Configuring a simple search for Classic View” on page 422

Variables for Replacement Tags

Requires Business Administration Business Workspaces usage privilege.
“Defining and using variables” on page 126

Workspace types
Requires Business Administration Business Workspaces usage privilege.
“Creating a workspace type” on page 65

Extended ECM Volume

Connections to Business Applications

Requires Business Administration Extended ECM usage privilege.
“Connecting a business application” on page 46

Business Object Types

Requires Business Administration Extended ECM usage privilege.
“Configuring business object types” on page 133

Unique names
Requires Business Administration Extended ECM usage privilege.
“Creating unique names for Content Server items” on page 142

Attachment Declarations
Requires Business Administration Extended ECM usage privilege.
Used in Extended ECM for SAP Solutions only in combination with S/4HAHA
Cloud. Other solutions, see “Configuring document declarations“ on page 213.

Scheduled Processing
Requires Business Administration Extended ECM usage privilege.
“Using Scheduled processing“ on page 275

Licensing
Requires Business Administration Extended ECM (for count method
configuration) and License Metering (for the license report) usage privileges.
Not used in Extended ECM for SAP Solutions, instead see“Performing license
measurement“ on page 439.

Connection to Document Generation Platform

Requires Business Administration Extended ECM usage privilege.
You configure the connection to the document generation platform. For more
information, see part IV “Document Generation” in OpenText Extended ECM
Platform - Integration and Configuration Guide (EEP-CGI).

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 3.7. Creating a category for workspace type and business object type

3.7 Creating a category for workspace type and

business object type
Content Server categories bundle attributes and define their type and order. You can
create your own categories to add relevant metadata to business workspaces. If you
add a category to a workspace template, it is automatically available in business
workspaces that are based on this template. You can also only use category
attributes for the definition of workspace name and location.

Tip: To create a category, you need the Business Administration Data Policies
usage privilege and Category object privilege.

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 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

For more information about categories, see the Content Server Administration help.

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Figure 3-2: Category attributes

To create a category:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Categories.

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.

The attributes correspond to the business properties 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 by the property provider, an info entry
is logged in the Content Server log file.

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.

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 3.8. Creating a classification for workspace templates and location

OpenText recommends that the attribute field length is the same for
both Content Server and the business application.
b. Define the attribute.
OpenText recommends that you use a name similar to the business
property name. You will later map these attributes to the business
properties.
c. Click OK and repeat the steps for all other attributes.

Tip: OpenText recommends that you have an attribute that you can
use to uniquely identify the business workspace, for example an ID.
You can also use the Text:Reference to uniquely identify the
business workspace. For more information, see “Using the Reference
attribute” on page 86.

4. Click Submit.

3.8 Creating a classification for workspace

templates and location
Users can only create business workspaces in a specific folder if this folder bears the
same classification as the business workspace’s template.

All classifications for business workspaces must be grouped in one classification

tree. You must add this classification tree in the Document Template settings. For
more information, see “Configuring document template settings” on page 112.

To create a classification for the folder where the business workspaces are
created:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Classifications.

2. Open an existing classification tree or create a new one. You can name the
classification tree, for example, Workspace Types. The classification tree must
be set in the Document Template settings. For more information, see
“Configuring document template settings” on page 112.

3. Click Add Item > Classification and define the new classification according to
your requirements. Usually, you create a classification for each workspace type.

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3.9 Creating a root folder for the business

workspaces
In Content Server, you create a folder where business workspaces can be created.
This is the root folder for business workspace of a certain type. The structure within
this folder depends on how you configure the location path and sub location path of
the workspace type. You can have fixed subfolders, and you can determine the
subfolders based on attribute values.

For example, customers are classified by their sales districts “South” or “North”.
You can use the sales district attribute to determine if the business workspace is
stored in the South or the North folder. For more information, see “General settings
of a workspace type” on page 67.

Add the classification that you created for this folder.

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 a new folder and configure it as required: Add a name, description. For
Classic view, you can also select an icon.

3. From the Classifications list, select the classification that you created in
“Creating a classification for workspace templates and location” on page 63.

Important
This classification must be the same for folder and template, which you
will configure in “Defining a workspace template” on page 111.

3.10 Configuring multilingual metadata languages

For each language that you configured in the business application, you must
configure a language in Content Server.

Note: System administrator rights are required for this task. Please ask
OpenText Professional Services for assistance.

To configure multilingual metadata languages:

1. On the Content Server Administration page, click Core System – Feature

Configuration > 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.

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 3.11. Creating a workspace type

You can have more languages in Content Server than you have
customized in the business application, but you must not have less.

Figure 3-3: Configuring multilingual metadata languages

3.11 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.

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• 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.

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 workspace type:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Workspace Types.

3. Click Add Item > Workspace Type.

4. Define the new workspace type as described in the following sections.

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 3.11. Creating a workspace type

3.11.1 General settings of a workspace type

Name
Provide a name for the workspace type. This is an internal name and only
visible for administrators. This field is mandatory when creating a workspace
type. When editing a workspace type, the field is read-only. To rename a
workspace type, from the function menu, select Rename.
Workspace Type Names
Add a workspace type name for each language available in Content Server. The
workspace type name can be displayed in the header tile of a business
workspace. Depending on the language users have chosen, they see the
localized workspace type name.

Note: 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 64.

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Tip: Users can change their preferred metadata language in Content

Server: My Account > Settings > Metadata Language.

Business Workspace Names

You can display the names of business workspaces, even in different languages,
and you can form patterns for the workspace names from attributes, for example
Customer [91100:City]/[91100:Name] ([91100:Id:+3(4)]). For more
information, see “Using patterns for workspace names and business object
names” on page 82. You must at least define the workspace name for the
default language.
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”.

Tip: Users can change their preferred metadata language in Content

Server: My Account > Settings > Metadata Language.

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.

Workspace Icon
Specify an icon, which is displayed in business workspaces of this type in
Classic View. 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.

Widget Icon
Select an icon for widgets. The icon is used in the Header widget, in a Related
Workspaces widget, the Workspaces widget, and in the expanded view of the
Team widget. For more information, see “Widget icon” on page 73.

Perspective Manager
The Perspective Manager is a tool with which you design different layouts. If
you start the Perspective Manager from this link, it opens with a predefined
layout template for business workspace perspectives. 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 92.

Workspace Copying
Select this option to prevent users from copying business workspaces of this
type.

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 3.11. Creating a workspace type

Workspace Creation Settings

Define the folders under the root folder where business workspaces are created
and stored.

• Location
Define the root folder where business workspaces of this type are created
and stored. Root folder and template must have the same classification. Only
business workspaces based on templates with the same classification as the
location can be created in this location. For more information about the root
folder, see “Creating a root folder for the business workspaces” on page 64.
Select one of the following options:

– Content Server Folder

A fixed Content Server folder. Click Select and browse to the Content
Server folder that you created as root folder. All business workspaces are
created in this folder or in subfolders.
– Current Location
The folder in which users create a business workspace. This is the default
option.
– From Business Property
A business property from the business application determines the
location of the business workspace. You must enter the name of the
business property manually. Enter only the name of the business
property without parentheses, for example, CUSTOMER. You can only use a
business property of type Text and it must contain the Content Server
node ID of a folder.
The business workspaces are then created in a folder that corresponds to
the business property’s value.

Important
The business workspace is not moved automatically when the value
of the business property, which determines the location, is changed.
– From Category Attribute
A category attribute determines 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 node that corresponds to
the attribute.

Important
The business workspace is not moved automatically when the
attribute, which determines the location, is changed.

Note: If the workspace location, both root folder and sub location
path, is calculated from a category attribute, which does not

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originate from a business property but from a fix value in the

template, workspace creation works only in Classic View. All other
scenarios are not supported.
• Sub Location Path
Create a subfolder structure rather than saving all business workspaces in
one folder. Select From Pattern to enter a pattern for the subfolder creation.
You can use normal text, categories and attributes, business properties, and
modifiers to create subfolders, for example [2032760:Region:(3)]/
[2032760:City:+5].
This option is only available for location options Content Server Folder,
From Category Attribute, From Business Property (with Extended ECM),
but not for option Current Location. For more information, see “Using
patterns for the location path” on page 84.
Click Insert Attribute to select a category and an attribute.
You can also use multivalue attributes. This creates a folder path in the order
of the values in this multivalue attribute. Empty values may only be at the
end of the multivalue attribute.
If a sublocation folder does not exist when the business workspace is created,
the folder is created. You must ensure that the category attribute is never
empty, for example by making it mandatory. If all attributes for a sub
location are empty, the business workspace is created in the location folder.
This applies to both single value and multivalue attributes.
• Use also for manual creation
Select this option if you want to use the location settings also for manual
creation of business workspaces. Business workspaces are then only created
in the specified location, regardless of the folder where the user started the
creation. In Classic View, after the business workspace has been created, the
user is directed to the newly created business workspace. In Smart View,
users see a confirmation message. Obviously, this option does not apply if
you chose Current Location for the workspace creation.

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 might be left empty, and
the business workspace will be created in a location that is not quite
wanted. You can prevent this by adding the category attribute for the
sublocation path to the workspace template so that the attribute is
displayed in the workspace creation wizard. In addition, you make it
required, so that the user is forced to provide a value for the attribute
that determines the sublocation path.

For more information about multilingual properties, see the SDK Guide on
OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/
Open/63007681).

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 3.11. Creating a workspace type

• Directly open created workspace

In Smart View, the newly created business workspace will be open right after
its creation.
• Create workspaces with fast bulk method
When creating big number of business workspaces, for example for the initial
load, you can use the fast bulk method. This method creates business
workspaces much faster but has its restrictions:

– Location
Only folders and business workspaces are supported. If you configure
From Business Property or From Category Attribute, and the business
property or category attribute contains the ID of a business workspace,
any workspace hierarchy configuration of the parent business workspace
is ignored.
– Sub-items
A business workspace template can only contain the following items:

○ Related business workspaces

○ Folder
○ Email-Folder
○ Collection
– Nested workspaces
Composite Workspaces and Workspace Hierarchies are not supported
– Node data
Only the following node data is attached:

○ Categories and attributes

○ Classifications
○ Create Audit entry
○ Business Workspaces Roles
○ Business Workspaces Relations
○ Custom Columns
○ Facets

Other node data are not supported, most notably Recommender.

– Records Management
The following is supported:

○ Records Management Classifications are supported.

○ RSI

Supplemental Markings and Security Clearance are not supported.

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– Facets and Custom Columns

Supported facets:

○ Date Created
○ Date Modified
○ Modifier
○ Owner
○ Subtype (Content Type)
○ Classification

Supported system columns:

○ Created By
○ Creation Date
○ ID
○ Modified
○ Modified By
○ Name
○ Owner
○ Size
○ Type

Supported custom columns:

○ Workspace Modify Date

○ Workspace Type Id
○ Workspace Name
– Creation date
The Template Workspaces option Apply new creation date to sub-items
is not evaluated in the createOrUpdateWorkspaces call. In bulk mode
the created sub-items always have the actual date as create date.
– Modified By
The Modified By attribute of a node is the user, which called the
WebService call. Whereas with standard creation mode, the resulting
modifier is the Admin user.
– Reference number
Reference number generation is not supported.
– Web reports
Web Reports will not be started when a business workspace is created.

Important
Business workspaces are created in batches. If one business workspace
of a batch with fast bulk method fails to be created, the whole batch call
is ended and no business workspace of that batch is created.

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 3.11. Creating a workspace type

3.11.1.1 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 then select the icon.

Supported formats are gif, x-png, jpeg, pjpeg, and png.

Files must not be larger than 1 MB. For best results, use a square image with the
recommended size of 128x128 pixels.

You can select from sample icons, which are in the following folder on your Content
Server installation: <Content Server Home>\support\otsapxecm\business_
object_icons, for example \\mycontentserver\C\OPENTEXT\support\otsapxecm
\business_object_icons.

Note: If no icon is configured for the workspace type, a default is taken. Users
with sufficient permissions can change the icon for an individual business
workspace.

3.11.2 Advanced settings of a workspace type

Search Settings
Configure how the search behaves when a user searches from a business
workspace that has related workspaces:

• Disable the search in related workspaces.

• Let the users decide if they want to search in related workspaces.
This option is only available to users in Classic View. In Smart View it
behaves in the same way as if Disabled is configured.
• Always search in related workspaces.

Indexing Settings
Select if the category attributes of the business workspace should become
supplementary indexed metadata for child objects and nested business
workspaces. With this option, users can use category attributes in the advanced
search to also find items like documents, emails, folders, or task lists, which are
located in a business workspace. You can select which Content Server object
types will be indexed. 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 and other items with business
workspace attributes” on page 417.
Sidebar Widgets
Configure sidebar widgets that display metadata in the business workspace in
Classic View. For more information, see “Classic View: Configuring sidebar
widgets” on page 75.

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Classification
Optionally, select a classification for this particular workspace type. This
classification is not added to business workspaces and not related to the
classification that links storage location and template.

Records Management
Enable Records Management for the creation of business workspaces. You can
view RM Classification information in the business workspace properties.
Changing this option immediately effects business workspaces of this type.

Roles
Adds the creator of a business workspace to the Team Lead role, if this role
exists.
This option is enabled by default. During upgrade, it is automatically enabled
for existing workspace types.

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 7 “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 CRM system restrict access to the created workspaces. The user can see the
business workspace because the policy created from the SAP ERP system gives
access.

External Document Storage

Documents that were generated in the business application can be stored in the
business workspace.

• 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 the
location path” on page 84.
Click Insert Attribute to select a category and an attribute.
Attributes must be mapped to business properties. If a sub-location folder
does not yet exist when the business workspace is created, the folder is
created.

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• 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.

3.11.3 Classic View: Configuring sidebar widgets

For a workspace type, select a sidebar widget type and configure it. You can also
enable or disable it and set the order of the sidebar widgets in a workspace type.

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 characteristic configuration parameters. You can
configure each sidebar widget individually. You can also use the same sidebar
widget type several times with a different configuration.

The following sidebar widget types are available:

• “Attributes sidebar widget” on page 77

Displays category attribute values of the business workspace.
• “Recent Changes sidebar widget” on page 78
Displays a list of documents inside the business workspace, which have recently
been changed.
• “Related Items sidebar widget” on page 78
Displays links to other workspaces that are related to this business workspace,
both in parent or child relation.
• “Work Items sidebar widget” on page 80
Displays the work items the user has for the business workspace. These work
items include tasks, workflow tasks and reminders.
• “Workspace Reference sidebar widget” on page 81
For Extended ECM: Displays the linked business object of the business
application in a pop-up window.

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Figure 3-4: Sample sidebar widget

To manage sidebar widgets:

You manage and configure sidebar widgets for each workspace type.

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 desired 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.

• <ParentName />: The name of the business workspace.

• <Category_category_attribute[value index] />: 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 in square brackets.

Example: <Category_Customer_Name />, <Category_273845_12[2] />

• <Login />: Login name of the current user.
• <UserID />: User ID of the current user.
• <UserName />: Name of the current user.

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4. For JavaScript Sidebar UI widgets: Select Horizontal to include the sidebar

widget in a sidebar with horizontal orientation. Select Vertical to include the
sidebar widget in a sidebar with vertical orientation.

5. To configure each sidebar widget, click Detailed Configuration. For details, see
the following sections.

3.11.3.1 Attributes sidebar widget

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.

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3.11.3.2 Recent Changes sidebar widget

The Recent Changes sidebar widget displays a list of items that have been changed
in the last days.

Date to Use
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.

3.11.3.3 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” on page 127.

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Display Style
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.

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3.11.3.4 Work Items sidebar widget

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
reminders.

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.
Reminders
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 reminders 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.

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3.11.3.5 Workspace Reference sidebar widget

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.

3.11.4 Editing workspace names

You can display the names of business workspace in different languages and you
can compose a workspace name with metadata.

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 here. These workspace types always have the name that the user
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”.

Tip: Users can change their preferred metadata language in Content Server:
Tools > Settings > Metadata Language.

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

multilingual properties. For more information, see the SDK Guide on OpenText
My Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/
63007681).

3. Add workspace name patterns for each language in the workspace type
configuration. You can use category ID and attributes, business properties, free
text as well as modifiers for the name pattern.

Example: Product name with category and attribute: Equipment [91100:Product

Name]/[91100:Product Family] ([91100:Id:+3(4)]).

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Product name with business property: Equipment [PRODUCT_NAME]/[PRODUCT_

FAMILY] ([OBJID:+3(4)])

Click Insert Attribute to select a category and an attribute. Alternatively, you

can type category ID and attribute or business property.

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.

3.11.5 Using patterns for workspace names and business

object names
You can use name patterns to create names for business workspace names and
business object names.

• Business workspace names: free text, category attributes, and business

properties. See “General settings of a workspace type” on page 67.
• Business object names: free text and business properties. No attributes. See
“Configuring the adding of business objects to Content Server items”
on page 194.

Important
Multivalue attributes are not supported for business workspace names or
business object names.

Examples for name patterns in Content Server

Free text and attributes

You can combine text and attributes to form a name pattern. You can also use
characters like dash (“-”), parenthesis (“( )”), or forward slash (“/”) in this name.

Important

• You cannot use the following characters:

– Colon : cannot be used as Content Server does not allow colon in a

node name
– Square brackets [ ] cannot be used as those are used in the pattern
syntax to indicate category attributes or business properties

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 3.11. Creating a workspace type

• 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.

• 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. The offset must
not be greater than the actual attribute length. Otherwise, an out-of-bound error
is displayed. Separate the modifier from the attribute by a colon.

• 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. The length value may be greater
than the original attribute length. Separate the modifier from the attribute by a
colon.

• Pattern – Material - [123117:Material Description:(20)]

([2032760:Id])

• Result – Material - Standard Water Pump (00000123)

Displayed only the first twenty characters of the Material Description.

Combination
Combine all pattern modifiers.

• Pattern – Material - [123117:Material Description:(20)]

([2032760:Id:+4(3)])

• Result – Material - Standard Water Pump (012)

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.

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3.11.6 Using patterns for the location path

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
“General settings of a workspace type” on page 67.
• You can use multivalue attributes. This creates a folder path in the order of the
values in this multivalue attribute. Empty values may only be at the end of the
multivalue attribute.
• Location where external documents are stored in a business workspace. For more
information, see External Document Storage on page 74.

Important

• You cannot use the following characters:

– Colon : cannot be used as Content Server does not allow colon in a node
name
– Square brackets [ ] cannot be used as those are used in the pattern
syntax to indicate category attributes or business properties
• The forward slash (“/”) separates subfolders.
• If one attribute of many attributes used for a subfolder is empty, the
business workspace is not created. Empty attributes can cause an unwanted
location and are therefore handled as error. OpenText recommends that
you define attributes, which are used for the location in manual creation, as
mandatory.
• If a multivalue attribute contains empty values, which are not at the end of
the multivalue attribute, the business workspace is not created. Empty
attributes can cause an unwanted location and are therefore handled as
error.
• If all attributes for a sub location are empty, the business workspace is
created in the location folder. This applies to both single-value and multi-
value attributes.

To use the pattern for locations:

1. From the 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. The forward slash (“/”) is
used to separate folders.

Tip: You can also use the reference number attribute for a more elaborate
number schema. For more information, see “Using the Reference attribute”
on page 86.

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 3.11. Creating a workspace type

Examples for location path patterns in Content Server

Free text and attributes

You can combine text, attributes and business properties to form a name pattern.
You can also use characters like dash (“-”), parenthesis (“( )”). You can select
category attributes. Business properties must be entered manually in square
brackets.
The forward slash (“/”) separates subfolders.

• Pattern – [PRODUCT_YEAR] > [PRODUCT_MONTH]

• Result – 2017 > 03

Creates folders for production year and month

Offset: +0
Cut off the specified number of characters and displays the rest. The offset must
not be greater than the actual attribute length. Otherwise, an out-of-bound error
is displayed. Separate the modifier from the attribute by a colon.

• Pattern – [2032760:Id:+4]

• Result – 0123
Cut off the first four digits of the ID.

Length: (0)
Display the specified number of characters. The length value may be greater
than the original attribute length. Separate the modifier from the attribute by a
colon.

• Pattern – [123117:Material Description:(20)] ([2032760:Id])

• Result – Standard Water Pump (00000123)

Displayed only the first twenty characters of the Material Description.

Combination
Combine all of those pattern modifiers.

• Pattern – Material/[123117:Material Description:(20)]/[PRODUCT_

YEAR]

• Result path – Material/Standard Water Pump/2017

Added the folder “Material” as root folder, displayed only the first twenty
characters of the Material Description, and displayed the production year
from a business property.

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3.11.7 Using the Reference attribute

You can use the Text:Reference attribute to create a reference number. The reference
number is a category attribute, which uses variables, text strings, and other
attributes to form a reference number schema.

You can also use the reference attribute to create the name. If you use the reference
attribute for the workspace name, you must be aware of the following behavior: If
you change the reference number schema in a category and update all existing
objects with the changed category, only the attribute changes. The generated name
of the business workspace does not change.

Notes

• Re-generate reference – You can re-generate reference numbers after you

changed one of the dependent category attribute values. In Classic View,
after changing the dependent attributes that are available in the reference
number schema, you must first click Submit or Apply before you click Re-
generate reference. Otherwise you will get an error message.
• You can only have one Text:Reference attribute per category. The
Text:Reference attribute cannot be used in workflows.

Example 3-1: Example of a reference schema

Business workspaces for customers are stored in a folder structure, which

reflects departments, for example FS01 for Financial Services.

Reference [241162:CustomerName]-%fileplan%/%sequence%
schema
Result Brown Lawnmowers-FS01/0015

Variable Description
241162:CustomeName Attribute CustomerName. In this
example, the category has the ID 241164.
%fileplan% Folder name.
%sequence% Serial number. It is formatted as a four-
digit number 000N. In this example, it
creates the number 0015.

To add a reference attribute:

1. Open the category that you use for the workspace type.
2. Add the Text:Reference attribute to this category.
3. Define the attribute:

• Name: Name as it displays for the user, for example, file number or
reference number.

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 3.11. Creating a workspace type

• Order: Attribute, which precedes the reference attribute in the category.

• Show in Search: Allows users to search based on this attribute.
• Length and Display length: Maximal length of the reference. Consider also
the length of other attributes and variables that you use in the Attribute
number schema.
• Attribute number schema: Define the schema. You can use the following
elements:

– Text: Text strings or special characters such as hyphens. If you want to

use a percentage sign as text, use the %% variable.
– Attributes: Content from other attributes in the same category. Select the
desired attribute from the list.
– Variables: Variables for dates, sequence and other. For more
information, see the following table.

Variable Description
%sequence% Consecutive number within the
schema
%parentFileId% Reference of the parent business
workspace
%fileplan% Name of the folder in which the
business workspace is stored
%rm-classification% Name of the RM classification which
the business workspace uses
%rm-filenumber% File number of the RM classification
used by the business workspace
%a% Abbreviated weekday with three
characters. The characters depend on
the Content Server language settings.
For example, Mon or Tue for English
%b% Abbreviated month name with three
characters. The characters depend on
the Content Server language settings.
For example, Jan or Mar for English
%c% System date
%d% Day in the month with two digits from
01 to 31
%j% Day in the year with three digits from
001 to 366
%m% Month with two digits from 01 to 12
%w% Weekday in one digit from 1 to 7,
where 1 stands for Sunday

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Variable Description
%y% Year with two digits. For example, 18
for 2018
%A% Full weekday name. The characters
depend on the Content Server
language settings. For example,
Monday
%B% Full month name. The characters
depend on the Content Server
language settings. For example, March
%H% Hours in two two-digit hours on a 24-
hour clock, from 00 to 23
%I% Hours in two two-digit hours on a 12-
hour clock, from 01 to 12
%p% AM or PM on a 12-hour clock
%M% Minutes in an hour from 00 to 59
%S% Seconds in a minute from 00 to 59
%P% Years marked as AD or BC
%U% Week number in the year, with
Sunday as the first day of the week
%W% Week number in the year, with
Monday as the first day of the week
%Y% Year with four digits. For example,
2019
%% A percentage sign

• Attribute number format: Number of digits and leading zeros that are
added to a serial number created with the %sequence% variable. The entry
only adds digits if you use the variable in the Attribute number schema.

Example: 000N creates a serial number from 0001 to 9999.

• Store previous reference in: Attribute that saves legacy reference numbers.
A reference number can change if you changed one of the variables used, for
example, the file name.
The attribute selected here must be a text attribute and has to have at least
the same length as the reference attribute itself.

4. Click OK.

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 3.11. Creating a workspace type

3.11.8 Managing workspace types

To manage workspaces types:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Workspace Types.

2. To enable a workspace type, from the function menu, select Enable Creation.
You see the current status of the workspace type in the Creation 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, or
from the function menu, select Edit.

4. To rename an existing workspace type, from the function menu, select Rename.

5. To delete a workspace type, select it, and then click Delete.

You can only delete workspace types that are not referenced by a document
template, or a business workspace, or with Extended ECM, a business object
type. The value in the In Use column must be No.

6. To check the indexing status of the items in a business workspace, see the
Indexing Status column:

Re-indexing required
This status always occurs when you change the indexing settings of the
workspace type.
You may see this status even if no workspaces or no sub-items within
workspaces exist yet. When performing the test run and no documents are
found for re-indexing, the status will change again to Indexing is up to
date.
Up to date
All items have been passed to the index engine. However, it may still take
some time until the items are fully processed and searchable.

For more information about indexing, see “Indexing documents and other items
with business workspace attributes” on page 417.

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3.12 Smart View: Creating custom columns

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 92.

With Business Workspaces enabled, the following custom columns have already
been created in the Facets volume in the Workspace Columns folder.

• 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 enabling Business Workspaces, you must
create the respective column manually and prepare it for sorting and filtering.

Tip: To create custom columns, you need the Business Administration Facets
and Columns usage privilege and Column object privilege.

Example: The collapsed view of the Workspaces widget displays the workspace name only.
The expanded view of the same widget displays columns for workspace name, creation date
and owner. It is sorted by creation date.

The workspace name is a default custom column, which is created during enabling. Creation
date and owner are created as system default columns during installation of Content Server.

Note: You can enable sorting by date in the Workspaces widget or the Related
Workspaces widget. For this, you create a custom column for the Workspace
Modify Date data source and configure it to be sortable and used for sorting
and filtering. No further configuration is required in the widget.

For more information about widget configuration, see “Workspaces widget”

on page 101 and “Related Workspaces widget” on page 96.

To create a custom column:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Facets. Then navigate to a folder, where you want to store 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

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 3.13. Smart View: Adjusting individual workspace style

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
Workspaces widget, and in the browse view of Classic View, you need not select
Sortable.
Click Add.

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.

For more information about custom columns, see the Content Server help.

3.13 Smart View: Adjusting individual workspace

style
You can adjust individual settings for the style of your workspaces in the UI. For
example, you can override the following standard settings:

• Change the colors of headers and tiles headers.

• Change the background color.

• Change the color of buttons, form elements, and fonts,

• Add your own icons and images.

• Add button shapes.

Note: Opentext recommends not to modify the basic structure and to leave the
font size, the heigth of headers and widget headers, margins, and paddings as
they are defined.

For more information, see OpenText Content Server - Smart View (CSSUI-UGD).

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3.14 Smart View: Creating a perspective 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
appropriate coding.

With Business Workspaces, Perspective Manager uses a reduced set of options,

focusing on perspectives for business workspaces. A new perspective is tied to the
workspace type 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.
• Changes in perspectives take effect immediately. If you need testing, create
the perspective on a test system first.

Some widget parameters support multilingual text. You recognize them by the globe
icon . When you click into one such box, a pop-up opens with text boxes for each
installed language.

Note: In each business workspace, you can have only one Node Browsing
Table widget, regardless of how many tabs you have.

To create a perspective for a workspace type:

1. On the global menu, click Enterprise > Business Workspaces, click Workspace
Types, and then open a workspace type.

2. On the General tab, in the Perspective Manager section, click Manage

Perspectives for this workspace type.

3. In the Perspective Manager, on the General tab, click Create new, and then
enter a title for the perspective.

4. On the Rules tab, you create logical rules, which control when the perspective is
used.

5. On the Configure tab, you design the perspective of the workspace type.

• The widget library pane on the left contains widgets from installed modules,
one of which being Business Workspaces.
• The working area in the middle is where you place the widgets.

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• The options pane on the right shows configuration options of the selected
widget.
• The tabs are configurable. You can create new tabs or edit them. Double-click
a tab name to rename it. To remove a tab, select another tab, and then drag
the tab, which you wanted to delete, out of the picture.
6. When you are done, click Create.
7. To edit a perspective, open it in Perspective Manager and make the required
changes. Perspectives for Business Workspaces are stored in the following
location: Perspectives volume > Business Workspaces > <Folder named after the
workspace type with workspace type ID> . The folder name changes when you
change the workspace type name, the ID remains the same.

Note: When you transport perspectives using the Transport Warehouse, you
must follow a certain order to keep dependencies. For more information, see
section 6.4 “Transporting the configuration” in OpenText Business Workspaces -
Configuration Guide (CSCWS-CGD).

3.14.1 Migrating perspectives

Perspectives for business workspaces, which were created with versions 16.2.9 or
earlier, are “Container” perspectives and they determine their respective workspace
type with a rule. Starting with version 16.2.10, this behavior has changed:
Perspectives can now be “Workspace” perspectives. The workspace type is set
automatically when you start Perspective Manager from the Workspace Type
configuration page.

With version 20.2, all ActiveView perspectives use a new “Perspectives” node type
and must be converted, therefore all rule-based workspace perspectives must be
manually migrated to type-based perspectives.

Important
If you have more than one perspective for the same workspace type, you must
follow a certain order for the conversion of these perspectives.

To convert rule-based perspectives to type-based perspectives:

1. Check for multiple perspectives for the same workspace type:

a. On the global menu, click Business Workspaces > Perspectives.

b. Sort the list of Business Workspaces perspective by size to see all
workspace type folders with multiple perspectives in it.
2. Note the order of these perspectives:

a. On the Content Server Administration page, select ActiveView

Administration > Manage Global Perspectives.
b. In the Container Perspectives section, search for those perspective with the
same workspace type ID.

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c. Take a note of the order in which these perspectives are listed on the Global
Perspectives page. You must follow this order when you convert these
perspectives.

3. On the Content Server Administration page, select ActiveView Administration

> Open the Perspective Manager.

4. Open the workspace perspective that you want to convert, click Edit
Perspective and convert it. Stick to the order that you noted in Step 2.c.

a. On the General tab, click Edit existing and select the perspective you want
to migrate.
b. As Type, select Workspace.
c. Select the corresponding workspace type. If you are unsure, which
workspace was associated to this perspective, check the rule in the Rules
tab.
d. On the Rules tab, delete the rule with the workspace type.
e. Click Update.

For more information, see the online help for Perspective Manager.

3.14.2 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.

Property Description
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.
Description Description of the business workspace,
prefilled with the {description} node
property.

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• 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}: ID of the workspace
type, useful for testing and preparing perspectives.
• 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. You cannot use attribute
sets for this. Only text attributes are allowed.

Widget
You can embed another widget in the header widget. It depends on your
system, which widgets are available.

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Property Description
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
its 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
section 5.7 “Creating an activity manager
object for the Activity Feed” in OpenText
Business Workspaces - Configuration Guide
(CSCWS-CGD).

Note: The Extended ECM Platform

Header Widget does not support
non-text attributes like, for example,
Booleans, sets, or users.

3.14.3 Related Workspaces widget

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

Property Description
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

Property Description
Message for empty result Custom message if no business
workspaces of this type are available.

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Property Description
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 for empty role – 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.
• Group name – Name of a group of
attributes or categories
• 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.

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Property Description
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 section 5.6
“Creating custom columns for Content
Server Smart View search and widgets” in
OpenText Business Workspaces -
Configuration Guide (CSCWS-CGD).
If you want to have the workspaces sorted
by another order than by name, you must
explicitly define the column and the sort
order in the order by section.
• Default is an order ascending by name.
• Sort ascending by the column that you
want to display as Title: Select that
column as Title, do not specify
anything in the Order by field.
• Sort descending by the column that
you want to display as widget title:
select that column as Title, additionally
select this column in the Order by field,
and select the sort order Desc.
Related workspace title Name of the related workspace. You can
use the following:
Variables: {name}. It uses the name of the
business workspace, which may already be
assembled from several attributes.
{modify_date}. For this, the custom
column for Workspace Modify Date
must be configured and have the Used for
Sorting and Filtering option enabled.
Custom columns if they have the Used for
Sorting and Filtering option enabled.

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Property Description
Related workspaces description Description of the related workspace. You
can use the following:
Variables: {name}, {description},
{type_name}, {modify_date},
{create_date}
System Default Columns: {id}, {size},
or {type}
Custom columns if they have the Used for
Sorting and Filtering option enabled.
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

Property Description
Order by Orders the list of workspaces by a custom
column and defines the sort direction.
Custom columns Custom columns to be displayed in the
expanded view. Select a custom column,
and then click Add to array. You can drag
the columns to change the order.
You can enable sorting by date in the
Related Workspaces widget. For this, you
create a custom column for the Workspace
Modify Date data source and configure it
to be sortable and used for sorting and
filtering. No further configuration is
required in the widget. For more
information, see section 5.6 “Creating
custom columns for Content Server Smart
View search and widgets” in OpenText
Business Workspaces - Configuration Guide
(CSCWS-CGD).

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3.14.4 Team widget

The Team widget displays team members as well as roles that have no members.

Property Description
Title Title of the Team widget. Default is Team.

Title Title of the Team widget. Default is Team.

3.14.5 Metadata widget

The Metadata widget displays attributes of the business workspace.

Property Description
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.

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3.14.6 Workspaces widget

The Workspaces widget displays workspaces of a certain type. Workspaces widgets
are typically used on a Home page. You can have more than one Workspaces
widget.

General

Property Description
Title Title of the Workspaces widget, typically
the type of business workspaces listed
here. Default is My workspaces.
Workspace type Type of business workspaces that you
want to display.

Collapsed view

Property Description
Title Title of the Workspaces widget, typically
the type of business workspaces listed
here. Default is My workspaces.
Message for empty result Custom message if no business
workspaces of this type are available.

Expanded view

Property Description
Title Title of the Workspaces widget, typically
the type of business workspaces listed
here. Default is My workspaces.
Order by Orders the list of workspaces by a custom
column and defines the sort direction.

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Property Description
Custom columns Custom columns to be displayed in the
expanded view. Select a custom column,
and then click Add to array. You can drag
the columns to change the order.
You can enable sorting by date in the
Workspaces widget. For this, you create a
custom column for the Workspace Modify
Date data source and configure it to be
sortable and used for sorting and filtering.
No further configuration is required in the
widget. For more information, see section
5.6 “Creating custom columns for Content
Server Smart View search and widgets” in
OpenText Business Workspaces -
Configuration Guide (CSCWS-CGD).

3.14.7 Configuration Volume widget

The Configuration Volume widget provides access to configuration volumes in
Smart View, for example the Document templates volume. The user needs sufficient
access rights to see the widget and make use of it.

3.14.8 Discussion widget

In Perspective Manager, the Discussion widget is displayed as a Communities
widget. The Smart View Discussion widget is intended for a business workspace,
allowing users to ask questions, provide answers to those questions, and search
through previously asked questions and their related answers. This widget stores
data in a Forum object. To include a Discussion widget in a business workspace, the
associated workspace template must include the associated Forum object.

Notes

• The Discussion widget is intended for use in a business workspace.

• Although both Perspective Manager and the Smart View Edit Page tool
allow you to configure the Discussion widget outside of the context of a
business workspace, such use is not supported.
• Keep in mind that this Smart View Discussion widget is associated with a
Classic View forum object, not a Classic View discussion object.

Discussion widget prerequisites

Set notifications
To support the Follow feature in the Discussion widget, you must configure
notifications just as you would for a Forum in Classic View. For information
about how to configure the frequency of notifications if a user chooses to follow

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a topic, see section 1.2 “Configure Notifications” in OpenText Content Server -

Notifications Administration (LLESWBN-H-AGD).
Set eLink
To support the Follow feature in the Discussion widget, you must configure
eLink just as you would for a Forum in Classic View. For information about how
to configure eLink, see section 1.2 “eLink Settings” in OpenText Content Server -
eLink Administration (LLESELK-H-AGD).

Discussion widget configuration parameters

Parameter Description
Width Choose the size that you want for the Discussion widget.
For the Overview tab of a business workspace, the recommended size is
single width.
Forum object To associate the widget with the Forum object in the business workspace,
leave this parameter empty and the widget will automatically link to the
forum. Typically, the administrator creates a new Forum object in the
business workspace or in the business workspace template.

Notes
• The Forum objects must be available in the root folder of the
business workspace. If the root folder does not include a Forum
object, the Discussion widget will display a message that no
discussion is configured. If you later add a Forum to the root
folder, the Discussion widget will automatically link to it.
• If there is more than one Forum object in the root folder of the
business workspace, the Discussion widget automatically links to
the oldest Forum.

To associate the widget with a Forum object outside of the business

workspace, browse Classic View Content Server to find the appropriate
Forum object.

For information about how to create a Forum, see section 1.1 “Creating
and Configuring Forums” in OpenText Content Server - Forums (LLESFOR-
H-UGD).

3.14.9 Business Attachments widget

The Business Attachments widget displays documents and other Content Server
items that are attached to a business object. Business attachments usually are not
stored in a business workspace. If not configured otherwise and if the widget is used
in a workspace perspective, the widget displays business attachments for the
business object of the business workspace. You can also display business objects for
other business object.

Users can create a snapshot for all business attachments displayed in the widget.
Snapshots are folders in Content Server, which contain a Generation of the latest
version of each business attachment that is a document. A Generation is a copy of a

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document, which is separated from the original document, unlike a version. For
more information, see the Content Server help. The snapshot contains a shortcut to
objects other than documents. The name of the folder starts with a prefix, which you
configure for the widget.

In the expanded view, you see additional information for each business attachment
such as description, location and version.

General

Property Description
Title Title of the Business Attachments widget.
Default is Business attachments.
Snapshot folder name prefix Prefix that is added to the snapshot folder
when you create a snapshot from this
widget. A snapshot freezes the current
version of all business attachments of the
business object and stores them in a folder.

Business attachment

Property Description
Business object ID Category attribute that contains the ID of the
business objects for which you want to
display business attachments.
Business object type Category attribute that contains the business
object type.
Business application ID Category attribute that contains the ID of the
business application where the business
object type resides.

If you want to use attribute sets in these fields, you must use the following format:
{categories.<category ID>_<set number>_<attribute ID>}, for example,
{categories.37275_33_1_34}. If the attribute picker does not provide this format,
you must enter it manually.

• Category ID: 37275

• Set: 33

• Line of set: 1

• Attribute ID number: 34

To retrieve the attribute ID, run the following report: <URL of content server>?
func=attributes.dump.

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Collapsed view

Property Description
Message for empty result Custom message if no business attachments
are available.
Order by Orders the list of business attachments by a
column. The default sorting is ascending by
the name of the business attachment.

If you have not selected a column in the

Order by option, the attachments are
ordered by the name. If you selected a
custom column that is not configured for
ordering, an error message is displayed
when the widget is loaded.
Business attachment title Name of the business attachment in the
collapsed view. You can use 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.
Business attachment description Description of the business attachment. You
can use 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. You can
use 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.

Expanded view

Property Description
Order by Orders the list of business attachments by a
column and defines the sort direction.

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Snapshot

Property Description
Parent folder name Folder in business workspace, where
Snapshots are created.
Snapshot name prefix The name of a snapshot consists of the prefix
and a timestamp.

3.14.10 Dossier widget

The Dossier widget displays all documents in the business workspaces.

Property Description
Default group by criterion Groups the documents by their creation date
or a classification.
Hide group by criterion dropbox Provides an option for users to hide certain
groups of documents. The default settings
display the dropbox.
Hide metadata Provides an option for users to hide
metadata of documents. The default settings
display the metadata.
Hide empty fields Hide metadata fields that contain no data.
The default settings display empty metadata
fields.

3.14.11 Header widget with business object information

The Header widget of the Extended ECM Platform module contains information
about the business objects and connections to the respective business application.

Note: Do not use multivalue attributes and multi-row set attributes in the
header widget. You can only use text attributes.

Workspace Properties

Property Description
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.
Description Description of the business workspace,
prefilled with the {description} node
property.

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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.

• 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}: ID of the workspace type,

useful for testing and preparing perspectives.

• 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. You cannot use attribute sets for
this. Only text attributes are allowed.

Completeness check settings

You can configure rules that define which document a business workspace must be
contain. The completeness check displays the number of missing documents.

Widget
You can embed another widget in the header widget. It depends on your system,
which widgets are available.

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Property Description
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 its 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 section 5.7
“Creating an activity manager object for the
Activity Feed” in OpenText Business
Workspaces - Configuration Guide (CSCWS-
CGD).

Metadata settings
Property Description
Hide metadata Provides an option for users to hide
metadata of documents. The default settings
display the metadata.
Hide empty fields Hide metadata fields that contain no data.
The default settings display empty metadata
fields.
Metadata The Header 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.

You cannot use Boolean attributes in the

Header widget. Use the metadata widget to
display this type of data.
• Group name – Name of a group of
attributes or categories
• 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.

Favorite
You can hide the Favorite button in the Header widget.

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3.14.12 Scan barcode widget

Scan the QR code of an object and open the business workspace of that object.

In the configuration of this widget, select one or more business object types. The
business object type must have a configuration for the category attribute, which
contains the barcode value.

For more information, see the following:

• “Scan barcode widget” on page 109

• OpenText Content Server Mobile - Configuration Guide (CSMOB-CGD)

3.15 Smart View: Creating an activity manager object

for the Activity Feed
You can use OpenText™ Content Server Pulse, to display an Activity Feed in the
Header widget or in the standard Activity Feed widget. The Activity Feed monitors
all activities related to content and status for a business workspace and its subitems.
It shows, for example, when someone adds a document.

If you want to also monitor attribute changes, you must create an activity manager
object. An activity manager object is linked to one category attribute. When the
value of the attribute changes, it creates an activity, which is then shown in the
Activity Feed widget.

Note: System administrator rights are required for this task. Please ask
OpenText Professional Services for assistance.

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.

Tip: To create activity manager objects, you need the Business Administration
Facets and Columns usage privilege and Activity Manager object privilege.

To enable activity monitoring with Content Server Pulse, you need access to
the Content Server administration pages.

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To enable Pulse:

1. On the Content Server Administration page, select Pulse Administration >

Configure.

2. Select Enable Pulse.

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 the Add Object Type button .

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.

2. Optional Create a folder for the activity manager objects.

3. Click Add Item and select Activity Manager.

4. Enter at least a name and select a category attribute as data source.

5. Click Add.

To create rules for the activity manager:

1. Open the Specific tab of the activity manager object.

2. 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.

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 3.16. Defining a workspace template

3.16 Defining a workspace template

You can define a workspace template in Classic View and in Smart View. In Classic
View you have more options, like workspace hierarchies or required documents. For
more information about creating templates in Smart View, see “Defining a
workspace template in Smart View” on page 131.

3.16.1 Defining a workspace template in Classic view

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. You can also create a hierarchy of business workspaces, where
you define which workspace type may be included in other workspace types.

Tips

• For more information about Content Server Document Templates, see

section “Document Templates Volume Administration” in the Content
Server online help.
• 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” on page 127.

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3.16.1.1 Configuring document template settings

You must configure that the Content Server subtype for business workspaces
(subtype 848) can be used as a template.

To configure document template settings:

1. On the Content Server Administration page, click Document Templates

Administration > Configure Content Server Document Templates.

2. In the Managed object types section, click Configure and make sure that at
least the Business Workspace (subtype 848) item is configured.

3. For the Classification tree for document types, select a classification tree for
business workspaces.

4. Set the other options as required. For more information, see the Content Server
online help for that page.

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3.16.1.2 Creating a workspace template

To create a workspace template:

1. On the global menu, click Enterprise > Document Templates.

2. Click Add Item > Business Workspace.

Note: If the Business Workspace option is not available, you must enable
it. For more information, see “Configuring document template settings”
on page 112.

Tips

• 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. You
must create the copy only within the Documents Templates Volume, though,
and not in the Enterprise workspace.

Important
When you copy a folder that contains a workspace template, the
workspace template is not copied.

3. Fill the fields as required.

Important
Users will see the name of the template in the Add menu of Content
Server Smart View when they create a business workspace in Content
Server, for example Add > Customer or Add > Material.

4. From the Classifications list, select the same classification that you selected for
business workspace location. For more information, see “Creating a root folder
for the business workspaces” on page 64.

Important
The workspace template and the business workspace location must have
the same classification if you want to create them manually.

5. Select a Workspace Type from the list.

6. Click Add.

7. Configure the template as required.

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In addition to the standard Content Server settings like classification and

permissions you can also configure the following:

• Custom categories to hold metadata.

Note: OpenText recommends that you disable metadata inheritance:

This feature copies metadata from categories of the business workspace
into categories of documents and other items in the business
workspace. However, as this is a one-off action, metadata updates are
not inherited. Inheritance also has impact on system performance.
Instead of inheritance, you can use the indexing function. For more
information, see “Indexing documents and other items with business
workspace attributes” on page 417.

To turn off inheritance, click the Edit Inheritance button and

select Disable Inheritance for categories in templates.
• Permission handling when the workspace template is used to create a
business workspace. For more information, see “Defining permission
handling for business workspace templates” on page 118.
• Replacement of groups is used to restrict access to the business workspace
or parts of it. For more information, see “Defining group replacement
settings” on page 124.
• Team roles and team participants for a workspace template. For more
information, see “Defining team roles and team participants” on page 121.
• Hierarchies of business workspaces. For more information, see “Creating
workspace hierarchies” on page 118..
• OpenText Core shares and recipients. For more information, see “Setting up
content sharing with OpenText Core” on page 119.

8. Open the workspace template and add subfolders and documents as needed
using the Add Item button. You can use placeholder, which represent data,
such as a user name or a reference number, whose value is determined when an
instance of the template is created.
You can use the following placeholders when creating business workspaces.

Placeholder Create workspace in Smart Create workspaces

and Classic view automatically
<Category_CategoryID_ Value of the specified Value of the specified
AttributeID /> Category attribute on the Category attribute on the
created workspace created workspace
<Category_ Value of the specified Value of the specified
CategoryName_ Category attribute on the Category attribute on the
AttributeName /> created workspace created workspace
<CreationDate /> Date the object is created Date the object is created

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 3.16. Defining a workspace template

Placeholder Create workspace in Smart Create workspaces

and Classic view automatically
<Login /> Login name of the user who Login name of the user who
is creating is creating
<Name /> Name of the created Name of the created
workspace workspace
<ParentName /> Name of the folder in which Name of the folder in which
the workspace is created the workspace is created
<Type /> Classification that was used —
to select the template of the
created workspace. Only in
Classic view.
<UserId /> User ID of the user who is User ID of the user who is
creating creating
<UserName /> Name of the user who is Name of the user who is
creating creating

For a complete list of all available placeholders for cases and binder, see Section
6.2.4 “Using placeholders in template contents” in OpenText Content Server
Admin Online Help - Template Workspaces (LLESCSB-H-AGD).

9. To test the configuration, open the location folder, which is configured for this
template. The Add dialog now contains an option with the template name.

Important
Changes to the workspace template are not automatically 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.

Tip: If you want to organize your templates in folders, you can move them.
You can move them within the Document Templates volume but not to a
folder outside the volume, for example the Enterprise workspace.

3.16.1.3 Creating document type rules for a completeness check

With the completeness check you can ensure that a business workspace contains all
required documents. You create a classification for each document type that may be
present in a business workspace. When users upload documents to the business
workspace, they must assign the corresponding classification. The validation rule
checks for classifications of the document type and can further be narrowed down
with category attributes.

Example: In a Human Resources scenario, birth certificate and diploma are required
documents in a personnel business workspace. You create classifications Birth Certificate and
Diploma and assign them to the respective documents when uploaded. You create a
document validation rule that check the existence of one birth certificate in a specific folder.
For a manager level, two diplomas are required, one from high school and one from college,
which you can distinguish using category attributes.

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Tip: Extended ECM Platform provides a Header widget for Smart View, which
displays the number of missing documents based on your validation rules.

The Rule expression is evaluated at the time of the document upload. The validity of
a document is based on the mandatory Date of Origin attribute and the
classification assigned during upload. The document is saved to the specified
workspace folder. The Document Type rules are customized in the document
templates.

To customize Document Type rules:

1. Sign in to Content Server as Business Administrator.

2. Click Enterprise > Document Templates. In the Function menu of your
template, click Properties > Document Type Rule.
3. Edit an existing rule or create a new one. To create a new rule, click Add Rule.
To edit an existing rule, click the corresponding Document Type link.
4. In the Add Document Type Rule dialog, edit the following settings:

• Document Type – click in the box and then browse and select your
document type from the list. You can also start entering a document type
name to get your required document type more quickly.

• Conditions – click the Edit Expression button to open the Expression

Builder.
To create/edit a rule expression:
a. From the Actions list, select a type, for example, Personal
Information.
b. To create and edit the expression, select a category attribute from the list
and select a condition operator. In the text box, enter the required
attribute value.
c. To expand the rule expression, add another row. Select a logical operator
to connect the expressions.

To delete a row, click the Remove This Row button .

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 3.16. Defining a workspace template

d. Click Submit.

• Location – click in the box and from the list, select the workspace folder in
which the document is expected to be available. You can also start entering a
location name to get your required folder location more quickly.

• Groups and Roles – click Select to open the Select Groups and Roles dialog
box.
Select the Grant Access check box for the roles that you want to grant access
and click Save Changes. The selected roles are then displayed in the text
box.

Note: If you have defined group replacement or permission

propagation for the groups you want to add in the document
validation rules, use the respective template group.

• Validity (Months) – enter a period in months to determine how long the

document shall be valid. After the expiry date, a notification about the
outdated document is displayed in the header widget of the employee
workspace.

5. If you add a new rule, click Add.

If you have edited a document type, click Update.

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3.16.1.4 Defining permission handling for business workspace templates

Permissions are defined for the workspace 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 AMILLER creates a new business workspace for a customer using the
Customer template. For the Customer template, user AMILLER only has See access. For the
folder Customer, where the new business workspace is created, user AMILLER also has
Modify access.

If the Merge with creation location option is selected, user AMILLER will have both See and
Modify access. If the Merge with creation location option is not selected, user AMILLER will
have only See access.

To define how permissions are handled:

1. From the function menu of the workspace template, select Properties > Specific.

2. To merge the permissions, select Merge with creation location.

3.16.1.5 Creating workspace hierarchies

Business workspaces may reside in other business workspaces to reflect the
corresponding business object hierarchy. However, such a hierarchy should not
exceed 5 levels of business workspaces. To build up such a hierarchy, you must
define which business workspaces are allowed to host other workspaces. The
hierarchy mechanism is defined in templates and identifies business workspaces by
their classifications.

Prerequisites You fully configured all workspaces types for what will later be parent workspaces
and child workspaces.

If parent workspace template and child workspace template have differing roles,
you can map a parent role to a child role. The role of the child workspace will then
be replaced by the mapped role of the parent workspace with all the access rights of
the child workspace role. With this mechanism, users with roles of the parent
workspace can access the child workspace even if their specific role was not initially
assigned to the child workspace. On the other hand, members of roles of the child
workspace do not automatically gain access to the respective parent workspace.
With this role mapping, you reduce the number of roles to maintain.

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To create a hierarchy:

1. In the function menu of the template, select Properties > Workspace

Hierarchies.

2. From the Classify ... list, select the classification, which is assigned to the
template that you want to be a child template.
The selected classification is listed in the Child Classifications area. The list in
the Select Child Template box now contains all templates that have this
classification.

3. Select a template from the Select Child Template ... list.

4. Optional Map the roles of the parent template to the roles of the child template:
Select the appropriate role from the Child Roles list. You can map each role
only once.

5. On the Classifications tab of the parent workspace template, clear the Inherit
check box.
The Inherit option must be deactivated, so that the child workspace does not
have the same classification as its parent and can be configured differently from
its parent.

6. Click Save.

7. Repeat steps 3 to 6 for each template that is listed in the Select Child
Template ... list.

3.16.1.6 Setting up content sharing with OpenText Core

You can share folders, which are located in business workspace in Content Server
with OpenText Core. This is useful, for example, if you want to share certain
documents with users who do not have access to your Content Server. You can
define in a workspace template, which folders you want to share. You can also
define the access level of users or user groups, and when sharing is started and
when it should end. These settings then apply to all business workspaces created on
the basis of this workspaces template. Users cannot change these settings in an
instance.

You can define these settings for new and for existing workspace templates.

As an alternative, users can share single items manually. For more information, see
Section 15 “Share items to OpenText Core Share” in OpenText Content Server - Smart
View User Help (CSSUI-H-UGD).

Prerequisites A connection to an OpenText Core server must be set up. For more information, see
OpenText Content Server - Content Sharing Administration (LLESEFS-AGD).

To set up content sharing in a workspace template:

1. Open a workspace template in Classic View.

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2. From the function menu, select Properties > Core Share.

3. Click the Action button .

4. Enter a name for the new mapping.

5. Click the Add new item to share button and select at least one folder from
the workspace template.

6. Add Recipients who can view the shared items in OpenText Core:

• Select Core Share User or Core Share Group and type their name.
• Select Category if you want the recipients be determined based on a
category attribute. The category attribute must contain the email address
with which the user logs in to OpenText Core. You can use categories that
have multivalued set attributes.

Select the permission the recipient has for the shared content. The permissions
that are displayed are based on the Available Roles in the Core Share Settings
administration page. For more information, see also the Core Share
documentation.
You can select from the following:

• Viewers can only read documents.

• Collaborators can edit and share documents.
• Managers can also delete documents.

7. Select when you want to start the OpenText Core sharing and when you want it
to stop. Select the Initiate Core Share Trigger and the Stop Core Share Trigger.
You can either select the creation or deletion of a business workspace. Or you
can select a category attribute with the trigger information. This can be, for
example, a status or a date. You can also use the expression builder to create a
more complex condition. You can use categories that have multivalued set
attributes.
If a stop setting is in place and the respective expression will be true, the content
sharing is not carried out.
You can use all expressions that are applicable for the selected attribute’s data
type.
If you change these triggers later in the workspace template, already existing
business workspaces remain unchanged. They keep their original settings.

8. Add a Coordinator. A coordinator is a Content Server user who can manage

this share mapping.

9. Click Save Changes.

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 3.16. Defining a workspace template

Important
Once a folder is shared automatically you must not update the share process
manually again as this may lead to problems in the process.

Transport of Core Share mappings

When a business workspace template is transported from one Content Server

instance to another, the Core Share settings of the business workspace template
are automatically transported.

• Categories can be mapped to different categories while importing to Content

Server but the mapped categories still must have the same attribute names as
mapped in the Core Share mapping. Otherwise, an error occurs while
importing.
• For recipient category attributes, the attribute names must match and data
types must be one of the following: Text:Field, Text:Multiline, Text:Popup, or
TKL.
• For category attributes in the expression builder, attribute names and
attribute data types must match exactly.

3.16.1.7 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 are copied to the created workspaces except for the Template
Administrator, Template Editor, and Template User roles. These three roles are used
to control who can create, modify, and see templates.

You can also define team participants directly in the Team widget of a business
workspace.

Note: You can change team participants for each business workspace
separately.

• Team Roles
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. It has full access permissions for the template. The
Template Administrator role is not copied to business workspaces that are
created from the template.

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– Template Editor
The Template Editor role is added automatically to templates for business
workspaces. This role has the access permissions See, See Contents, Modify,
Edit Attributes, Add Items, and Reserve for the template. The Template
Editor role is not copied to business workspaces that are created from the
template.
– Template User
The Template User role is added automatically to templates for business
workspaces. This role has the access permissions See and See Contents for
the template. The Template User role is not copied to 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, Template Editor, or Template User role, becomes the Team
Lead role. However, you can set any role as the Team Lead 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 team can have
multiple participants.

To define roles and permissions in Content Server:

1. Switch to Classic View: Click your profile image and click Classic View.
2. From the global menu, select Enterprise > Document Templates and find the
template that you want to edit.
3. From the function menu of the workspace template, select Team Roles and
Permissions.
4. Create a role:

a. On the left side of the page in the Role Access section, click the Add Role
button .
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.
5. Assign permissions to the role:

a. On the left side of the page, click the role.

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b. On the right side of the page, enable the permissions that you want to
assign to the role.
c. Click Update.

6. Optional Set the role as Team Lead:

a. On the left side of the page, click the role.

b. On the right side of the page, click Set as Team Lead.

7. On the left side of the page, click Done.

To assign team participants to roles:

1. From the functions menu of the template, select Team Participants.

2. On the left side, in the Participants section, click Find & Add.

3. On the right side of the page, find the user or group that you want to add.

4. 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.

Handling of roles and participants

If you move a business workspace, which is based on a template with team roles and
team participants, roles and permissions are either removed, inherited, or copied. In
addition, the handling of roles and participants also respects the following settings.

• Merge with creation location option on the Specific tab of the template.
• Always inherit the permissions from target destination option on the Core
System – Feature Configuration > Access Control page.

The following handling applies when business workspaces are created and moved:

• Business workspaces are created from templates:

– All team roles and team participants except for the Template Administrator
are copied to the created workspace.
– If the new business workspace is created within a business workspace, the
team roles and team participants that are assigned to the destination are
copied to the created business workspace. This applies only if the merging of
permissions is enabled.
• A business workspace is moved to a destination with team roles, for example
into another business workspace:

– Inherited team roles and permissions are removed.

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– Team roles and team participants that are assigned to the new destination, are
copied to the business workspace. This applies only if the Always inherit the
permissions from target destination option is enabled.
– Team roles assigned to the business workspace directly are still there.
• A business workspace is moved to a destination without team roles:

– Inherited team roles and permissions are removed.

– The team roles assigned to the business workspace directly are still there.

Role mapping in workspace hierarchies

When you create a workspace hierarchy and define which workspace types can be
created within another workspace type, you can also add a role mapping. With this
role mapping, you define which role of the parent workspace is mapped to the role
of a child workspace. Or in other words, which roles of the parent workspace act like
the role of a child workspace. You create workspace hierarchies on template level.
For more information, see “Creating workspace hierarchies” on page 118.

3.16.1.8 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, or on variables.

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.

If you want to remove a group, which was created by the group replacement, from
the business workspace, you clear the category attribute used in the group
replacement configuration. For a detailed description of the complete process, see
Section 6.2.2.1 “Using generated groups to define permissions for workspace
folders” in OpenText Extended ECM for SAP Solutions - User Management and Access
Control Scenarios (ERLK-CUM).

The group replacement is triggered once a workspace is created, it is also triggered

when the workspace categories are updated or cleared.

Prerequisites

• You use groups to restrict access to the template or parts of it. The groups are
used for the template and for the business workspace instances when the
category attribute is empty.
• You grant the groups direct access instead of adding them as team participants to
a team role.

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• If you want to use variables, you have already defined them. For more
information, see “Defining and using variables” on page 126.
• If you want to use a category and an attribute, retrieve their ID.

To define group replacement settings:

1. From the function menu of the workspace template, select Properties > Specific.
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: <Category CategoryID AttributeID />

Specifies a category attribute and is replaced by the value of the specified
category attribute when creating a new business workspace.

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 business
application, the group replacement function uses the template’s group
to assign the group permissions inherited from the template.
• Variable: <Variable VariableName />
Specifies a defined variable. For more information, see “Defining and using
variables” on page 126.

The replacement tags are replaced with actual values when a workspace is
created from the template.

Note: The replacement is only applied when a new workspace is created.

Already existing workspaces are not affected when changing the group
replacement settings.

Error handling

If you use category attributes for group replacement, OpenText recommends that
you make these category attributes mandatory. However, there are mechanisms in
place, which cover empty attributes:

• If the attribute is still empty when the business workspace is created, the group
replacement uses the permissions of the document template.

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• If no group is assigned to the document template, and the group mapping

configuration is done, for example, by adding a group to a child of the document
template, the default permissions of the Template group will not be applied on
the business workspace. However, it will be applied on the child on which the
group is added. Default permissions are the permissions for the template group
on every node. Since the template group is added just to the child, the group
replacement function does not apply anything to the whole business workspace,
only to the child item.
• If a group is removed from a child folder of the business workspace, and the
group mapping attribute is changed from an empty attribute to some value,
groups are created respectively and the permissions are set as per document
template group permissions, even for that child on which the group is removed.

3.16.1.9 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.

To define variables:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Variables for Replacement Tags.

3. Enter the name of the variable and the value and save your changes. The name
of a variable must not contain characters from regular expression, for example [
/<>].

4. Click the Add variable button to add a row. Click the Remove variable
button to delete a row.

5. Click Update to save your settings.

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3.16.1.10 Displaying related business workspaces in a folder

Related Business Workspaces folders are used to display business workspaces that are
somehow related to each other. In Classic View, 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 78.

Example 3-2: Automatic relationships in Extended ECM

In the SAP system, you have defined relationships between customers and
products. In the Customer workspace 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 business application, so

additional coding is required. For more information about the property
provider, see “Implementing a property provider in SAP” on page 53.

Prerequisites for automatic relationships

• 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.

Prerequisites

• Relationships between business workspaces are defined in Content Server.

Manual relation- Users can manually create relationships between business workspaces. This option
ships 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.

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Prerequisites for manual relationships

• Simple Search forms must be set up. For more information, see “Configuring a
simple search for Classic View” on page 422.
• 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. In the template, click Add Item > Related Business Workspaces.

2. On the Add: Related Business Workspaces page, define what kind of
relationships you want to display (Show Parent Relationships, Show Child
Relationships).
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.
4. If you want to display specific information in a Related Business Workspaces
folder, you define custom columns for that folder:
Custom columns configuration must be enabled. You need system
administrator rights in Content Server to enable this.

a. From the function menu of the Related Business Workspaces folder, select
Properties > Columns.
b. In the Local Columns add all columns to the Displayed Columns field that
you want to be displayed in the Related Business Workspaces folder.
c. Click Update.

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Tip: For more information about the user experience of this search option, see
Section 4.1.4 “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 65.

3.16.1.11 Converting a binder/case template to a workspace template

You can migrate templates for cases, binders, folders and other items to workspace
templates. The original template remains as is. You rather create a new workspace
template as a copy in a new location. Technically, you change the object type from,
for example, Folder (0) to Business Workspace (848).

Converting Project templates is not supported.

To copy an item template to a workspace template in Classic view:

1. Go to the volume, where the templates for your folder are kept:

• Cases and Binders – Document Templates volume. From the Global menu,
select Enterprise > Document Templates.
• Folders – Document Templates volume. From the Global menu, select
Enterprise > Document Templates.
• Communities – Community templates volume. On the Content Server
Administration page, click Communities Administration > Open the
Community Templates Volume

2. Find the item template that you want to convert.

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3. From the function menu of the item template, select Copy to Workspace
Template.
4. On the following page, select the workspace type and enter a name for the new
template. Some templates may require additional information.
5. Click Save Changes.
The new workspace template is created in the Document Templates Volume. It
contains all subfolders and content of the original item template. The original
item template remains unchanged. You could use it again to create other
workspace templates.

3.16.2 Applying changes in the template to business

workspaces
If you want to make changes to the template after it has been in use for a while, you
can do so freely. All business workspaces that are created from this template after
the edit, will show these changes. If you want to apply the template changes to
already existing business workspaces, you can use a scheduled processing job.

For more information about Scheduled Processing in general, see “Using Scheduled
processing“ on page 275.

You can chose from the following actions to existing business workspaces:

• Add folder
• Update team roles and permissions

To create a job to change business workspaces:

1. On the global menu, click Enterprise > Extended ECM > Scheduled Processing.

2. Click the Add Item button and click Scheduled Job.

3. Enter a name and a description, also in multiple languages.
4. Select the job type SAP Successfactors Document Template Synchronization.
5. Click Add.
In the next step you define the job and create a schedule.
6. From the function menu of the new job, select Properties > Specific.
7. Edit the parameters in the Configurations section:

• Keep history
• Simulation Mode: Select to not actually run the job but simulate your
selections.
• Workspace IDs: Select one or more business workspaces to be processed. If
you leave this empty and enter a Document Template ID, all business

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workspaces for this template will be processed. If you enter IDs and a
Document Template ID is given, the workspaces IDs will be ignored.
• Document Template IDs: Select from a list of templates. Leave empty to
synchronize all templates.
• Keep Reports

3.16.3 Defining a workspace template in Smart View

A workspace template is the foundation for creating new business workspaces.
Technically, it is a business workspace that you create in the Document Templates
volume and which is connected to a workspace type. You need special permissions
to access the Document Templates volume.

You define the following information in a workspace template:

• Folder structure
• Team roles
• Access permissions

For a robust business workspace, use the following best practices:

Good template design avoids rework effort of existing business workspaces

A workspace template is the master copy for all business workspaces that are
created from it. This means that everything configured in the workspace
template is copied to the new business workspace, but the business workspace
does not maintain any connection to the template. Any changes to the structure
or access permissions in the template has no effect on any business workspaces
already created using the template. Any business workspaces created after the
template change are affected. Therefore, carefully design your template,
especially before you start any initial mass creation of business workspaces.
Avoid complex folder structures for business workspaces
For end users, a complex folder structure adds additional complexity for
accessing and managing documents. It can also negatively impact system
performance when you create large numbers of business workspaces.
Keep folder names unique within a workspace template
When creating more complex folder structures, avoid using the same folder
name in different folder hierarchies. For example, do not create two Email sub-
folders in different folders. While this is still valid, it will cause issues when
creating a Livereport or WebReport against the Email folder. Also if you add
two identically named folders as favorites, you will have trouble distinguishing
them.

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3.16.3.1 Create a template

A workspace template is the foundation for creating a new business workspaces.
Technically, it is a business workspace that you create in the Document Templates
volume.

Create a template:

1. Go to the Documents Templates volume. If you have access permissions to this

volume, your administrator will have configured a link to it on your Home
page.

2. Click the Add item button and select Business Workspace.

3. Enter a name for the workspace template.
4. Select the workspace type for which this workspace template is meant. The
workspace type also controls which perspective is used for this workspace
template.

Note: A folder in the Document Templates volume cannot be used as a

template to create a new folder in Smart View.

3.16.3.2 Editing permissions

The permissions that you configure for a template will be applied to every business
workspace that is created from this template.

When you assign permissions to an item, you can grant users different permissions.

• Read permission, which allows them to see and open items.

• Write permission, which allows them to make various changes and delete items.
• Full control permission, which grants them full permissions on the item.

When you grant a higher level permission, such as Full control, the lower level
permissions, such as Write – Reserve, are automatically granted. If you want to
grant permission for specific functions, you can select Custom and then choose the
individual permission.

As an alternative to editing permissions for each workspace template, if you have

the appropriate permissions and privileges, you can use the Permissions Explorer. It
lists all items in the Documents Templates volume and allows you to easily compare
and manage users, groups, and permissions.

Edit permissions:

1. Click the More actions button on the Action Bar of a document and select
View permissions.
2. To add a user or group, proceed as follows:

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 3.17. Configuring business object types

a. Click the Add button .

b. Select the user or group you want to add. You can filter for the name. You
can also reduce the result list, to the groups where you are a member. Click
Next.
c. Select the permission level. Click Custom to further detail the basic
permission levels Read, Write, Full Control.

3. To add a role, proceed as follows:

a. Click the Add button .

b. Define the role: Enter a role name and, optionally, a description. Select if
you want this role to be the Team Lead. Select the permission level and
finally, add participants to the role. You can later edit the role and the list of
participants for each business workspace.

3.17 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: You can use cross-application business workspaces if you want to associate
similar business object types from different business applications with one type
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 one system and
as a vendor in a different business application, both roles are displayed in the
same workspace type. For more information, see “Cross-application business
workspaces for identical business objects” on page 22.

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Figure 3-5: Configure Business Object Type

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 3.17. Configuring business object types

To create a business object type:

1. On the global menu, click Enterprise > Extended ECM.

2. Click Business Object Types.

3. Click the Add Item button and select Business Object Type.
4. To save the new business object type, you need at least the information
described in “Configuring a basic business object type” on page 135. All other
configuration sections are optional at this point and can be completed later.

3.17.1 Configuring a basic business object type

Name
Name of the business object type. This is an internal name and only visible to
administrators. OpenText recommends that you use the name under which the
business object is known in the business application. You can also add the name
of the business application.
Business Application
Business Application: Select one of the business applications that is connected
to Content Server. If a connection could be completed, you see a green
checkmark and you can then select the business object type from the business
application.
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
Business Object Type: Enter the name of the business object type in the
business application. If a connection to the business application is active, click
Select From Business Application and select the required business object type
from the list of all business object types that are available in the SAP system. If
you are not connected to the SAP system, you can enter the business object type
manually.

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.

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The business object type can be displayed to the end user, for example in the
Smart View header widget. Therefore, you can edit the business object type
name, also in different languages. The Widget Configuration for Smart View is
located at the end of the configuration page.
Display URL
The URL which displays business object information on the business application
server. For more information, see “Creating the display URL” on page 144.

3.17.2 Configuring the creation of business workspaces

You can use business objects in business workspaces and thus use the metadata of
the business object to enrich the business workspace. To use business objects in
business workspaces, you must enable this type of usage and provide workspace
type information. To use the metadata from the SAP system it must be mapped to
category attributes in Content Server.

Used for Business Workspace

Select this option if you want to enrich business workspaces with information
from a business object. Selecting this option displays the following parameters
for the configuration.
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 the New
Workspace Type button and define the workspace type. For more
information, see “Creating a workspace type” on page 65.
Is 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.

Tip: You can later change this with an option in the function menu of a
business object type.

Content Server Classic View

If you did not select any business object type for default display the following
occurs in a business workspace:

• No sidebar widgets will be displayed in the newly created workspace

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 3.17. Configuring business object types

• 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.

Is 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 in Content Server.
Whenever you select this option for a business object type, it will be removed
from other business object types that are linked to the same workspace type.

Workspace Template
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 workspace template” on page 111.
• 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.

Business Object Type Names

The header widget for Smart View can display the name of the workspace type
in different language. You can provide a name in each language that is installed
on your Content Server.

You must also map business properties to category attributes. For more information,
see “Mapping business properties to category attributes” on page 138.

3.17.3 Assigning external document type to attachment

declaration
In this section, you define the processing of a document from external sources.
Therefore, you assign an attachment declaration to the external document type that
contains the processing information.

If no mapping is configured here, the document will neither be filed nor migrated to
Content Server using native attachment archiving.

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Assignment of External Document Type to Attachment Declaration section

• External Document Type: Select an external document type from the list that
displays all document types configured for the business object in the
business application. A document type may be specified at most once.

• Attachment Declaration: From the list of available attachment declarations

saved in Content Server, select an attachment declaration to map to an
external document type. An attachment declaration can be mapped to
multiple document types.

3.17.4 Mapping business properties to category attributes

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.

• 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 sure that you also map all fields that are required
for the determination of the workspace name and 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 151.

• You cannot assign a property group to a simple attribute.

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Business Properties

• Business Property: Name of the business property as it is provided by the

property provider. If the SAP System is available, click in the field to get a list
of all business properties of this business object.

• Mapping Method and Category and 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 Properties Groups

• Property Group: Name of the property group as it is provided by the

property provider

• Mapping Method and Category and 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.

3.17.5 Preparing barcode scanning

You can use a mobile device to scan QR codes of objects and open the respective
business workspace in Content Server. For this, you must provide the category
attribute, which contains the value encoded in the barcode and which uniquely
identifies the business object, for example a serial number.

Configure Barcode
Select From Category Attribute and provide the respective category and
attribute.

In Perspective Manager, you configure this business object type in the widget with
which users scan the code. For more information, see “Scan barcode widget”
on page 109.

For more information about OpenText™ Content Server Mobile, see OpenText
Content Server Mobile App - Installation Guide (CSMOB-IGD) and OpenText Content
Server Mobile - Configuration Guide (CSMOB-CGD)

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3.17.6 Managing business object types

To manage business object types:

1. On the global menu, click Enterprise > Extended ECM.

2. Click Business Object Types.

The list of business objects types shows the following information:

• Name of the business object type

• Business object type’s name in the business application
• Business Application as defined in Content Server.
• Workspace Type connected to the business object type.
• Display is set to default if you want this business object type to be the
default, in case you have more than one business object type associated with
the same workspace type business object type. You can make business object
type the default for display with an option on the function menu.
• Search is set to default if you search for a business object type from a
business workspace that has more than one business object type associated.
You can make business object type the default for search with an option on
the function menu.
• In Use indicates if this business object type is used and cannot be deleted.
• Status indicates if this business object type is enabled and can be used. You
can change the status with an option on the function menu. Disabled
business object types cannot be opened.

3. Select the function menu option Disable so that 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 Can be Added as
Business Object 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.

4. To delete a business object type, select the business object type and click the
Delete button .

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3.17.7 SAP S/4HANA Cloud only: Configuring additional

settings
If you connected an SAP S/4HANA Cloud system as business application, you must
provide additional parameters on the SAP S/4HANA Cloud tab. This tab is only
available if the Extended ECM module is installed. For more information, see
“Complementing SAP S/4HANA Cloud Essential Edition with Extended ECM for
SAP Solutions“ on page 405.

Service URL
Name of the Core Data Service (CDS) in SAP S/4HANA. Each business object
has one CDS, which you copied into your Z namespace to make it available.
Collection
Name of the collection associated with this business object
Search Form Attributes
Attributes displayed in a search form with which users search for business
objects to add them to a business workspace, as well as in the resulting result
list. Click to move attributes from the list of Available Attributes to the list of
Displayed Attributes.
Important
You must not use attributes with the same label in the Displayed
Attributes. If you cannot rename the label, you must remove the attribute.
Events
Event that triggers an automatic creation, usually the CREATE event.
Business Relations
Manually set relations between properties modelled in the CDS view and
business object types of the business application.
Cross-Application Relations
In this section you can configure the automatic creation of a cross application
relation. The selected business property needs to contain the ID of the business
object in the other business application. Select the business application of the
business object that you want to link and the corresponding business object type
that you want to link in that business application.

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3.17.7.1 Restrictions
For the integration with S/4HANA Cloud, the following restrictions apply:

1. Business workspace creation > Search form to find a business object

• When searching for a business object, the input given for non-string fields
must be complete. Partial input or wildcards do not yield a result.
• You must not use attributes with the same label in the search form, with
which you search business objects while creating a business workspace. The
Displayed Attributes list must not contain the same name twice. If you
cannot rename the label, you must remove the attribute.

2. S/4HANA adapter
The S/4HANA adapter supports those business objects, which are having
keyfields of type STRING.

3. Scheduled Processing
A Scheduled Processing job created for “Listen to S/4HANA Events” does not
consider the input given for the Business Object Type field. The job processes
all business objects found in the event queue and which are registered.

4. Versioned documents
Content versioning is not supported by SAP CMIS. Documents must not be
versioned.

5. SAP S/4HANA Cloud Essential Edition

Cross-application scenario: The leading object is the one with the information
about Identical Business Object (IBO) relations. If the non-leading object is not
yet available in the SAP system and the configured property refers to the leading
object, creating a business workspace for the leading object is not supported.

3.18 Creating unique names for Content Server items

Content Server uses node IDs to refer to Content Server items, for example for
category attributes. When you use category attributes to compose a busienss
workspace name, you use the node ID. This creates problems when moving a
configuration from one system to another system, because node IDs are different in
different Content Server systems. To avoid problems here, you define a unique
name for a Content Server item like an alias. If you use the unique name in your
Content Server configuration, you are independent of the node ID.

Note: After you created all relevant items on Content Server and before you
create the document declarations or policy definitions, you must define unique
names for all Content Server items that are relevant for your document
declarations or policy definitions.

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3.18.1 Creating unique names

To define a unique name:

1. From the global menu, select Enterprise > Extended ECM.

2. Click Unique Names.

The displayed list may already contain unique names that where created during
migration or upgrade. Unique names for appearances are sorted in the
Appearances group, all other unique names are initially sorted in the General
group. You can delete single entries in these default groups but you cannot
delete these two groups.

3. To add a unique name, click the Add Item button and then click Unique
Name.

a. Enter the unique name. Maximum length is 26 characters.

Unique names for SAP themes must begin with theme_.
b. Click Browse and navigate to the Content Server object that you want to
associate with the unique name. Select it.
c. Select the group where you want to store the unique name.
d. Click Add.

4. You alter a unique name using the function menu:

a. You can rename a unique name, however you must then change the unique
name in all places where it is used.
b. You can move a unique name from one group to an other group.
c. You can delete a unique name.

Notes

• If you delete a unique name, you must make sure that it was not
used anymore.

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• You cannot restore a unique name.

• If you delete a unique name group that contains unique names, the
unique names are deleted as well.
5. To edit the assignment to a Content Server item, click Browse again.

3.18.2 Creating unique name groups

To create a unique name group:

1. From the global menu, select Enterprise > Extended ECM.

2. Click Unique Names.
The displayed list may already contain unique names that where created during
migration or upgrade. Unique names for appearances are sorted in the
Appearances group, all other unique names are initially sorted in the General
group. You can delete single entries in these default groups but you cannot
delete these two groups.
3. To add a group, click Add Item > Unique Name Group. Enter a name and click
Add. You can sort the list by the group name. Unique names within the group
are sorted alphabetically.

4. To delete a group, select it and click the Delete button .

Notes

• If you delete a unique name group that contains unique names, the
unique names are deleted as well.
• If you delete a unique name, you must make sure that it was not used
anymore.
• You cannot restore a unique name.
• You cannot delete the default groups General and Appearances.

3.19 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 workspace 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.

To be able to use a business object ID in a display URL, it may include special

characters:

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 3.19. Creating the display URL

Table 3-1: Special characters in business object ID

Allowed special characters !?.,:”’^`()[]{}<>*#|~$&

@=+
Not allowed special characters /\;

The following sections provide example display URLs for selected business
applications.

3.19.1 SAP ERP

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+KEY%3d$BorObjectId$%3bOBJTYPE%3d$BorObjectName$&~OkCode=ONLI

$BaseUrl$ Base URL defined in the configuration of the connection to

the business application. For more information, see Section
23.3 “Connecting SAP as the business application” 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$attribute:catname=<Cat ID>,attrname=<attribute name>$
%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
<set name> With attributes grouped in a set, you must also use the set
name followed by a colon and the attribute name.
$attribute:catname=<Cat ID>,attrname=<set name>:<attribute name>$

Example: ERP display URL with category and attribute:

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$BaseUrl$/sap/bc/gui/sap/its/webgui?~logingroup=SPACE&~transaction=%2fOTX
%2fRM_WSC_START_BO+KEY%3d$attribute:catname=1234567,attrname=LastName$%3bOBJTYPE%3d
$BorObjectName$&~OkCode=ONLI

ERP display URL with category and attribute set:

$BaseUrl$/sap/bc/gui/sap/its/webgui?~logingroup=SPACE&~transaction=%2fOTX
%2fRM_WSC_START_BO+KEY%3d$attribute:catname=1234567,attrname=Company:Name$
%3bOBJTYPE%3d$BorObjectName$&~OkCode=ONLI

ERP URL for DocuLink view

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&sap-
language=EN&SELFIELD1=SF_LIFNR&SELOPTION1=CP&SELSIGN1=I&VALUE_LOW1=$BorObjectId
$&sap-wd-configId=/IXOS/DC_WD_DCVIEW_FULL

3.19.2 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

Substitute <Technical Name> and <Operation> from table Table 3-2. Business
Object ID is determined automatically.
$SBaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/
BOTechnicalName=<Technical Name>/Operation=<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 <Technical Name> and <Operation> from table.
Business Object ID is determined from attribute. Enter category ID and attribute.

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$BaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/
BOTechnicalName=<Technical Name>/Operation=<Operation>&NavMode=3&
SAPSRM_BOID=$attribute:catname=<Cat ID>,attrname=<Attr Name>$&
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 <Technical Name> (bupa) from table.
Business object type BUS1006 (business partner) can have different roles, for
example, supplier or bidder. To address the correct role, <Operation> must be
provided by a category attribute. A sample property provider /OTX/RMSRM_CL_
WSPP_BUPA, which provides the attribute OBN_OPERATION is available in
OpenText My Support (https://knowledge.opentext.com/knowledge/llisapi.dll/
Overview/35570575). Business Object ID is determined from attribute.
$BaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/
BOTechnicalName=<Technical Name>/Operation=$attribute:catname=<Cat
ID>,attrname=<Cat Name for OBN>$&NavMode=3&SAPSRM_BOID=
$attribute:catname=<Cat ID>,attrname=<<Attr Name>$&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 3-2: SRM display URL variables

SRM business object

type URL type <Technical Name> <Operation>
Contract 1 cont detail
(BUS2000113)
Contract version 2 cont detail
independent (/otx/
rmcnt)
RFX (BUS2200) 1 rfx detail

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RFx version 2 rfx detail

independent (/otx/
rmrfx)
RFX Response 1 qte display_rfx_resp
(BUS2202)
RFX Response 2 qte display_rfx_resp
version independent
(/otx/rmrsp)
Shopping Cart 2 sc detailprof
(BUS2121)
Purchase Order 1 po detail
(BUS2201)
Confirmation 1 conf detail
(BUS2203)
Invoice (BUS2205) 1 inv detail
Business Partner 3 bupa from category
(BUS1006) attribute:
$attribute:catna
me=<Cat ID>,
attrname=OBN
Operation$

3.19.3 SAP CRM

For SAP CRM systems, you must modify the default URL manually:
$BaseUrl$/sap/bc/bsp/sap/crm_ui_start/default.htm?crm-object-type=<Object Type>

&crm-object-action=B&crm-object-value=$BorObjectId$

Substitute <Object Type> with values from the respective column in “CRM business
objects that are supported by Extended ECM” on page 367.

Only for Add parameter &crm-object-keyname=PARTNER to the URL.

Business
Partner
(Account)
You can add the business role to the CRM URL to avoid the role selection screen in
Optional case a user is assigned to several business roles. For this, you add URL parameter &
saprole=<role> where <role> is the technical name of the business role, for example
SALESPRO for Sales Professional. You can use transaction CRMC_UI_PROFILE to display
the CRM business roles.

Example URL for Opportunity

$BaseUrl$/sap/bc/bsp/sap/crm_ui_start/default.htm?crm-object-type=BT111_OPPT

&crm-object-action=B

&crm-object-value=$BorObjectId$

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 3.19. Creating the display URL

Example URL for Business Partner displayed for Business Role “Sales
Professional”
$BaseUrl$/sap/bc/bsp/sap/crm_ui_start/default.htm?crm-object-type=BP_ACCOUNT

&crm-object-action=B&crm-object-value=$BorObjectId$

&crm-object-keyname=PARTNER&saprole=SALESPRO

3.19.4 SAP C/4HANA Sales Cloud and SAP C/4HANA Service

Cloud
The URL for SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud is
determined in the following pattern:
$BaseUrl$/sap/public/byd/runtime?bo_ns=http://sap.com/thingTypes&bo=COD_GENERIC

&node=Root&operation=OnExtInspect&param.InternalID=$BorObjectId$&param.Type=<item type>

The Lead business object is not yet mentioned in the official list, though.

Alternatively, you can also use the GUID. To do so, however, the GUID must be
stored in a category attribute.

Example for Account

$BaseUrl$/sap/public/byd/runtime?bo_ns=http://sap.com/thingTypes&bo=COD_GENERIC

&node=Root&operation=OnExtInspect&param.InternalID=$BorObjectId
$&param.Type=COD_ACCOUNT_TT

Example for Opportunity

$BaseUrl$/sap/public/byd/runtime?bo_ns=http://sap.com/thingTypes&

bo=COD_GENERIC&node=Root&operation=OnExtInspect&param.InternalID=$BorObjectId
$&param.Type=COD_OPPORTUNITY_THINGTYPE

Example for Ticket

$BaseUrl$/sap/public/byd/runtime?bo_ns=http://sap.com/thingTypes&bo=COD_GENERIC&

node=Root&operation=OnExtInspect&param.InternalID=$BorObjectId
$&param.Type=COD_SRQ_AGENT_TT

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3.19.5 SAP Fiori

For a display in SAP Fiori, you must modify the default URL of your Fiori app. The
Track Sales Order app has the following default URL:
$BaseUrl$/sap/bc/ui5_ui5/ui2/ushell/shells/abap/FioriLaunchpad.html?sap-client=<client>

&sap-language=<language>#<semantic object>-<action>

&/newdetail/SalesOrders(\'$attribute:catname=<category name>,attrname=<attribute name>

$\')/$attribute:catname=<category name>,attrname=<attribute name>$/1000/10/00

Replace <semantic object>, <action><category name> and <attribute name>

with the respective values in your system.

Example URL for Track Sales Order

$BaseUrl$/sap/bc/ui5_ui5/ui2/ushell/shells/abap/FioriLaunchpad.html?sap-client=100

&sap-language=EN#<Semantic Object>-Action

&/newdetail/SalesOrders(\'$attribute:catname=6377616,attrname=Sales Order ID

$\')/$attribute:catname=6377616,attrname=Customer ID

$/$attribute:catname=6377616,attrname=Ship To$/1000/10/00

Note: This sample URL contains line breaks for better readability.

For more information, see “Integrating Extended ECM for SAP Solutions into
SAP Fiori apps“ on page 317.

3.20 Granting usage privileges to users

The following Content Server privileges are related to Business Workspaces and
Extended ECM:

• Business Administration:
Content Server Document Templates
Business Workspaces
Extended ECM
Extended ECM for SAP
• Move Business Workspaces: Only users with this privilege can move a business
workspace to a different folder.
• Edit attributes relevant for group mapping: This privilege is relevant if you use
group replacement in the template. It restricts the editing of attributes that are
used to define the groups that have access to a business workspace. For more
information, see “Defining group replacement settings” on page 124.
• Regenerate Reference Attribute: This privilege allows to generate a new
reference number. This may be necessary if the reference number contains

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 3.21. Mapping authorizations in SAP

attributes and these attributes have changed. For more information, see “Using
the Reference attribute” on page 86.
• Change/Remove Workspace Reference: This privilege allows users to change
the business object of a business workspace, or remove the business object from
the workspace.
• Access Business Workspaces (<Product Name>): This privilege is provided by
each installed Extended ECM product. It necessary to access a business
workspace. It is also the basis for license measurement. .
• Display Business Objects: This privilege allows users to display the data of a
business object in the business application.
• Add/Edit/Remove Business Objects: This privilege allows users to add business
objects to Content Server items.

To administer the privileges:

1. On the Content Server Administration page, click Core System – Feature

Configuration > Usage Privileges.
2. Find the Business Workspaces and Extended ECM usage types and configure
them according to your requirements.

For more information about permissions and privileges in Content Server, see
Section 4.3 “Permissions on Content Server” in OpenText Extended ECM for SAP
Solutions - User Management and Access Control Scenarios (ERLK-CUM).

3.21 Mapping authorizations in SAP

Authorization object fields within SAP are mapped to category attributes of the
Content Server for specific business objects. This mapping is required if you want to
use Content Server policies generated from SAP authorizations.

Important
The Content Server category attributes used for policies must be defined in the
metadata mapping configuration.

For information about the complete configuration, see Section 7 “Using SAP
authorizations to restrict workspace access (optional)” in OpenText Extended ECM for
SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM).

To define a workspace authorization mapping:

1. In the IMG, navigate to the Extended ECM > Maintain Business Object
Declarations activity and click Execute.
2. Select a business object declaration from the list and double-click Workspace
Authorization.
3. Click New Entries and provide the following information:

• Object Type: SAP business object type related to the workspace.

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• Object: Authorization object in SAP which is related to the SAP business

object type.

4. Select the entry from the list of available authorizations and double-click Field
Mapping.

5. Enter or modify the following parameters:

Object Type
SAP business object type related to the workspace.
Object
Authorization object in SAP which is related to the SAP business object
type.
Field name
Field name of authorization object in SAP which is related to the SAP
business object type.
Category unique name
Unique name configured for the Content Server category. For more
information about configuring unique names, see “Creating unique names
for Content Server items” on page 142.

Note: If you are migrating from an existing configuration, you can

display the category ID that was used for the configuration in older
released. To show the Category ID column, 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.
CS category attribute
Attribute name of the Content Server category.

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 3.22. Customizing the search help in SAP

3.22 Customizing the search help in SAP

Users use the Search help dialog to find a business object either when they create a
business workspace in Content Server, or when they add a business object as
workspace reference to a business workspace, or when they add a business object to
a Content Server item.

Search help for business objects assists you to manually create business objects, to
add a Content Server item to a business object or to automatically create business
workspaces in batch reports. For more information, see “Creating a business object
declaration in SAP” on page 54 and “SAP: Creating or updating business
workspaces using batch operations” on page 472.

Note: You can use Elementary Search help, and search help using CDS entities
(e.g., MEKKD). Collective search help is not supported.

You define the search help in the business object declaration. For more information,
see “Creating a business object declaration in SAP” on page 54.

Optionally, you can further customize the search help settings:

• Provide input help (F4 help)

• Map the business object key

3.22.1 Providing input help for search help fields

You can include additional input help (F4 help) for fields of the search help. If there
are no settings for a search help parameter then a default input help will be
determined if possible. This setting is only necessary if a default input help cannot
be determined or if you want to provide a different input help.

To configure F4 support for the search help:

1. In the IMG, navigate to the Extended ECM > Maintain Business Object
Declarations activity and click Execute.
2. Select a business object declaration from the available list; then double-click
Search Help F4 Support in the Dialog Structure area.
3. Enter or modify the following parameters:

Search Help Name

Name of the search help.
SearchHelpParam
Parameter name of a search help.
Input help type
Specify the input help type to be used. If there are no settings for a search
help parameter, the input help will be a listbox for domains with fixed
values and a search help for check tables and ABAP search helps.

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Search Help Name

Set an elementary ABAP search help for the search help parameter.
If this setting is left empty, the default search help will be read from the
DDIC information of the search help parameter. This setting is only
necessary if a collective search help is attached to the search help parameter
in the DDIC. In this case a default elementary search help cannot be
determined and must be set explicitly.
Search help key parameter
This setting is only necessary if the name of the key parameter of the search
help for the search help parameter is different from the search help
parameter.
Search help text parameter
This setting is only necessary if a listbox input help is used and a different
parameter should be used as text. Specifies the name of the parameter of the
search help for the search help parameter that should be used as text in a
listbox input help. If this setting is left empty, the first parameter that is not
the key will be used as text by default.

Exact Search
If active, the search looks for values that exactly equal the search criteria
(value = search criteria). If not active, the search will look for values that
contain the search criteria (search for values with pattern
*search criteria*) .

3.22.2 Mapping the business object keys for a search help

A mapping of the business object key is only necessary if the name of a key field of a
business object does not correspond with a name of a parameter of the assigned
search help or if the filling of a key field must be deactivated. Map the business
object key field to the search help parameter that contains the key.

To map business object keys for a search help:

1. In the IMG, navigate to the Extended ECM > Business Object Declarations
activity, select a business object declaration from the available list and double-
click Search Help Business Object Key.

2. Enter or modify the following parameters:

Object Type
Business object that is used as workspace reference or as a business object
that is added to a Content Server item.
Key field
Key field of the business object.
SearchHelpParam
Parameter of the search help.

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 3.23. Customizing the automatic creation or update of business workspaces in SAP

Key inactive
If active, the key field of business object will not be filled. This setting is
used in cases where a key of a business object is composed of several key
fields, but not all fields should be filled.
For example, the business object WBS Element (BUS2054) has a key with two
key fields; but only one is actually used by SAP, for example when storing a
document with ArchiveLink.
To be consistent with SAP, deactivate the key field that is not used by
setting this parameter.

Note: To use search help for specific business objects, you must regenerate the
respective business object declaration reports.

3.23 Customizing the automatic creation or update of

business workspaces in SAP
You can customize Extended ECM for SAP Solutions to automatically create or
update a business workspace whenever a certain event takes place.

Example: You decided to create a business workspace for each one of your customers.
Instead of creating the workspace manually when you created a new customer, you customize
Extended ECM for SAP Solutions to automatically create a business workspace for each new
customer.

For this, you use the SAP event CREATED that triggers the creation of a workspace.

In addition to the steps you take to enable manual workspace creation, you must
customize the events that trigger the automatic creation.

Extended ECM for SAP Solutions provides the following function modules for the
automatic update and creation of workspaces. To use the asynchronous queuing,
use the respective function module that end with _ASYNC or _ASY. For more
information, see “Creating business workspaces and declaring document
asynchronously” on page 156.

• /OTX/RM_WSC_UPD or /OTX/RM_WSC_UPD_ASYNC function module. This function

module updates an existing workspace with the CHANGED event. With a CREATE
event and all other events, the function module either updates the workspace or
creates a new workspace if it does not yet exist.
• /OTX/RM_WSC_UPD_EXISTING or /OTX/RM_WSC_UPD_EXISTING_ASYNC function
module. This function module updates an already existing workspace with any
event. It does not create a workspace.
• /OTX/RM_WSC_UPD_SUPERTYPE or /OTX/RM_WSC_UPD_SUPER_ASYNC function
module. You can use this function module, if a business object does not have the
relevant events.
• /OTX/RM_WSC_UPD_SUPERTYPE_EXST or /OTX/RM_WSC_UPD_SUPER_EXST_ASY
function module. This function module updates an already existing workspace
that does not have the relevant events. It does not create a workspace.

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For more information, see “SAP: Using change documents for the automatic
creation and updates when events are missing” on page 208.
• /OTX/RMSRM_CL_EVT_UPD method for SAP SRM. This method creates and
updates workspaces in SAP SRM.

For more information about the Maintain Receiver Module Events IMG activity,
see “SAP: Linking events to receiver type function modules” on page 200.

3.24 Creating business workspaces and declaring

document asynchronously
The asynchronous queue for the creation of business workspaces and document
declaration helps you increase system speed and overcome occasional consistency
issues.

Use case: Asynchronous creation of business workspaces with SAP events

With the asynchronous queue in place, creation and update requests for
business workspaces are queued for asynchronous processing. Usually, the
asynchronous process is started by a background job. The process then
processes the queue entries and creates or updates business workspaces. If an
operation fails, the entry stays in queue with a proper hint until the failure
source is remedied.

Use case: Asynchronous mass creation of business workspaces

You use the batch creation reports to create a large number of business
workspaces. You can choose to place the creation jobs in the asynchronous
queue for processing. For more information see, “SAP: Creating or updating
business workspaces using batch operations” on page 472.

Use case: Asynchronous mass declaration of records

You use the batch creation reports to create a large number of records. You can
choose to place the creation jobs in the asynchronous queue for processing. For
more information see, “SAP: Declaring ArchiveLink documents using batch
operations” on page 475

Use case: Asynchronous creation of business workspace plus related document

declaration
Some transactions create a business object and a document at the same time, for
example the ME21N transaction to create a purchase order. Extended ECM for
SAP Solutions is configured to store the document in the corresponding
business workspace. If no workspace exits, it creates a business workspace for
the business object. Technically, Extended ECM for SAP Solutions triggers the
creation of the business workspace, and very soon after that triggers the
declaration of the business document in that business workspace. If the business
workspace is not created at this time, for example because of a server overload,
an error occurs. The asynchronous queue ranks creation requests to ensure that
first the business workspace is created, and afterwards the business document
can be declared in this business workspace.

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 3.24. Creating business workspaces and declaring document asynchronously

Both document declarations running in batch processes and document

declarations running in workflow requests (for example a bulk declaration
report running in background) run in the asynchronous queue.

Parallel You can use parallel processing for the asynchronous queue. In order to increase
processing speed, you can define that several processes run in parallel for a defined number of
items. You can define the settings for the program when you schedule the
background job.

Monitoring You can monitor the queue, check errors and re-start a queued item manually. You
can also control the queuing process by locking writing to or reading from the
queuing database table or locking the process itself. For more information, see
“Setting queue properties” on page 159.

Figure 3-6: Asynchronous queuing for business workspaces

Queue processing

1. An event or a user enqueues items

2. The enqueuing actions stores the items in the queue
Enqueuing can be paused with option Lock queue filling.
3. The queue processor reads items from the queue
Reading from the queue can be paused with option Lock queue reading.
4. Business processes are being created.
Creating business workspaces can be paused with option Lock automatic queue
processing.

Processing of the items is either started manually or by a scheduled job.

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API functions The Extended ECM for SAP Solutions contains function modules for Create or
and function Update events to be processed either synchronously or asynchronously. For
modules
workspace creation that is not event-based, you can use the new API methods. The
API is described in the SDK documentation, which you find in OpenText My
Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/63007681).

Note: OpenText recommends that you first analyze the rate of the workspace
creation and update operations and the time one operation consumes. In most
cases, the manual queue processing can deliver the best system response time
and resource consumption rate. So according to the results of the analysis
schedule the queue processing manually to run in periodically.

3.24.1 Setting up asynchronous queueing for event-based

creation
Extended ECM for SAP Solutions provides function modules that you can use to
trigger the creation or update of business workspaces or business documents by an
event. To use the asynchronous queue, you must use the dedicated function
modules that contain _ASYNC or _ASY in their name.

If you want to process manual workspace creation via the asynchronous queue, you
must address the BOR API. For more information, see the SDK documentation,
which you find in OpenText My Support (https://knowledge.opentext.com/
knowledge/cs.dll/Open/63007681).

To use the asynchronous queue for event-based creation of business

workspaces:

1. In the IMG, navigate to the Extended ECM > Maintain Receiver Module
Events activity and click Execute.

2. Configure events with a function module that is designed for the asynchronous
queue. For more information, see “SAP: Linking events to receiver type function
modules” on page 200.

Authorizations for the background user (for example WF-BATCH)

• For the /OTX/RM object, for the /OTX/RMACT field, set the value to 03.
• For the J_6NRL_WSC authorization object, for the /OTX/RMWAC field, set the value
to 01.

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 3.24. Creating business workspaces and declaring document asynchronously

3.24.2 Setting queue properties

To maintain the queue properties:

1. In the IMG, navigate to the Extended ECM > Maintain Declaration Queue
activity and click Execute.
2. Set the following options according to your requirements:

• Lock queue filling: Writing to the queue is disabled. No more items can be
added.
• Lock queue reading: The queue processing background process is disabled.
Reading from the queue is disabled and thus, no business workspaces will
be created. This attribute is checked regularly by a running background
process and if set to true the process quits.
• Max processing count: Number of times an item is processed before it enters
the status Persistent Error. For more information, see “Re-processing or
deleting failed items” on page 162.
3. Define the settings of the queue processing program /OTX/RM_WSC_Q_
CONSUMER_BGJOB.

a. Start the SE38 transaction.

b. As program, enter /OTX/RM_WSC_Q_CONSUMER_BGJOB.
c. Click Execute.
d. Define the settings:

Number of items to process

Define the number of items to process in total. If the parameter is
empty the program runs as long as there are items to process.
Number of items to fetch
Define the number of items that are collected for processing at the same
time. Default is 150. Ideally, it is at least the multiplication of the
number of processes and the number of items per process. If there are
more items in the queue than the defined number, they are collected in
a new selection.
Number of items per process
Define the number of items that are processed by each process at the
same time. Default is 50.
Use old processing (deprecated)
Only select if you do not want to use the new processing logic. If you
select this check box, all other settings are ignored and parallel
processing is not possible.
Server group
You can define which server group should process the queue. For more
information about parallel processing with asynchronous RFC, see the

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SAP documentation about parallel processing with asynchronous RFC

(for example at http://help.sap.com/saphelp_snc700_ehp01/helpdata/
en/22/0425c6488911d189490000e829fbbd/frameset.htm)
Number of parallel processes
Define the number of processes that run in parallel:

• Number of parallel processes = 0: no parallelization is used at all.

• Number of parallel processes = 1: data fetching runs decoupled
from the workspace creation. All request are sent in one web service
request according to the number of items per process parameter
• Number of parallel processes >1: data fetching runs decoupled from
the workspace creation. The value determines how many web
service calls are started in parallel.

e. Save your entries. These settings are used when the program is executed.

4. Use the SAP background job scheduler (transaction SM36) to plan the queue
processing program /OTX/RM_WSC_Q_CONSUMER_BGJOB.
Select a user with which the business workspaces will be created. This user
must have the authorizations defined in “Setting up asynchronous queueing for
event-based creation” on page 158 and all necessary permissions in Content
Server. This user is also the owner of the business workspaces in Content
Server.

3.24.3 Monitoring the asynchronous queue

You can view items in the asynchronous queue that failed to process. You can enable
the re-processing of the failed items. In a special transaction, you can also view the
number range currently in use for the asynchronous queue. However, you do not
need do any customizing here.

To monitor the queue:

1. Start the /OTX/RM_WSC_Q transaction.

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 3.24. Creating business workspaces and declaring document asynchronously

2. Optional Click Queue status to view the current settings of the asynchronous
queue and the number of items that are currently processed.

3. Select a an option: either view a simple count of failed items or view a detailed
list of failed items. For more information about the other options, see “Re-
processing or deleting failed items” on page 162.

4. Provide filter criteria as required. You can enter your filter criteria for document
declarations separately.
In the Max. Nr. of Displayed Rows field, enter the number of rows you want to
see. You can later browse to the other rows.

5. Click Execute to start the report.

6. If you selected Display list of failed items, the detailed list displays all failed
items, which match your filter criteria.

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7. Click the link in the Application log error column to see more information from
the application log.

8. You can view the source objects for failed item:

For a failed business workspace creation, select the item and click Display
Object to view the business object

For a failed document declaration, select the item and click Display
Document to view the document in the archive.

9. To re-process failed items, select one or more rows, then click Re-process
selected items.

10. To view further rows, click Next items.

3.24.4 Re-processing or deleting failed items

You can attempt to reprocess items, which failed previously. Failed items receive the
status Persistent Error, if they failed several times and reached the number of the
maximal processing count, that you entered in the settings. They will not be
processed further. For more information, see “Setting queue properties”
on page 159.

To re-process items:

1. Start the /OTX/RM_WSC_Q transaction.

2. Select Re-process failed items.

3. Provide filter criteria as required. You can enter your filter criteria for document
declarations separately.

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 3.25. Enabling cross-application business workspaces for multiple business objects

In the Max. Nr. of Displayed Rows field, enter the number of rows you want to
see. You can later browse to the other rows.

4. Click Execute to start the report.

5. To re-process single items, open the detailed list view and select the items there.
For more information, see “Monitoring the asynchronous queue” on page 160.

To delete failed items:

1. In the /OTX/RM_WSC_Q transaction, select Delete failed items.

2. Select Detailed deletion log.
3. Provide filter criteria. You can, for example, select all items with Error status
Persistent Error.

4. Click Execute to start the report.

3.24.5 Viewing the number range interval

To view the number range interval for the asynchronous queue:

The asynchronous queue now uses a number range. You can view the current state
of the number range interval.

1. Start the /OTX/RM_WSC_NR transaction.

2. Click Intervals to view or edit the currently used number.
3. Click Status to edit the current number.

3.25 Enabling cross-application business workspaces

for multiple business objects
A single business workspace can represent multiple, by business processes related
business objects from different SAP systems, for example the following:

• Customer that is used in SAP ERP and SAP CRM.

• Vendor that is used in SAP ERP and SAP SRM

Note: If one of the business applications is an S/4HANA Cloud system, see

“Configuring cross-application workspaces” on page 414.

Any user who has access to one of the business objects in one of the SAP system also
has access to the workspace, and thereby to the information provided by both
systems.

To enable the creation of cross-application workspaces for multiple business objects

from different SAP systems, follow the procedures to customize business
workspaces. In addition, take into consideration the following:

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Configuration of cross-application business workspaces

To enable the creation of cross-application business workspaces for multiple

business objects from different enterprise applications, follow the procedures to
configure business workspaces. In addition, consider the following:

• Property providers
At least one property provider must contain information about the other related
business object type. OpenText My Support (https://knowledge.opentext.com/
knowledge/cs.dll/Open/63007681).
• Template and categories
Create a template and categories with attributes. You can either create a category
that fits both business object types, or create separate categories for the two
business object types.
• Business object types
Create business object types for each of the business objects. The business object
types must have the same document template and the same workspace type.
Also define, which of the business object types should be leading by default for
displaying the business object in the respective enterprise application.
For the mapping of business properties to category attributes, you have the
following options:

– Map the properties of the business object to the same category attributes on
Content Server.
If information changed for one business object in one of the enterprise
applications, the business workspace is updated. If two business objects map
their properties to the same attribute on Content Server, the last update wins.
– Map the properties of all business objects to attributes of different categories
on Content Server. With this, attributes are displayed on different tabs of the
business workspace.
• Workspace types
You must use the same workspace type for both business object types.
• Access to workspaces and to functions related to the SAP system
If access to the business workspace is based on policies take into consideration
the following: If users have access to at least one of the business objects in one of
the SAP systems, and the policies are created accordingly, the users will have
access to the workspace on Content Server.
For displaying the search help, the SAP user that you used in the Connections to
Business Applications (External Systems) must have the corresponding
authorization in the SAP system that is defined as default (Default Search for
Workspace Type in the business object type definition on Content Server). For
more information, see Section 23.3 “Connecting SAP as the business application”
in OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD).

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 3.26. Enabling composite business workspaces

• For some SAP versions, the SAP logon ticket seems to contain the target system
and client, so there might be restrictions concerning the use of cross-application
business workspaces together with SAP logon tickets.

Data update policy with several business objects in one workspace

For cross-application workspaces, the propagation of properties from business

applications is as follows:

1. If the property is unique to a particular system and it is correctly configured for

propagation into the business workspace, it will be displayed as expected.
2. If the property is common to more than one business object and this metadata is
correctly configured for each business object for propagation into the business
workspace, then the resulting value will reflect the last business object which
updated the common property.
“Last one to update common metadata wins!”

3.26 Enabling composite business workspaces

The composite business workspace scenario mainly depends on the property
provider. The property provider must be programmed to identify composite parent
and child relationships.

Example: The following BOR objects are examples for a composite business workspace
scenario in SAP Plant Maintenance:

• Parent: Maintenance Order (BUS2007)

Child: Maintenance Order Operation (AFVC_PM)
• Parent: Planned maintenance task list (BUS1019)
Child: Operations (custom business object /OTX/RMTLO is part of the SAP Extended ECM
Solution Accelerator for SAP PM)

Tip: A sample property provider for SAP ERP task lists and operations is part
of the SAP Extended ECM Solution Accelerator for SAP PM (https://
knowledge.opentext.com/knowledge/cs.dll/Open/37717526).

The composite business workspace scenario has the following characteristics:

Business object declaration

• You need a business object declaration for both the parent and the child
business object.

For more information, see “Configuring business object types” on page 133.
Workspace type
You only need to specify the Workspace Location for the workspace type for the
topmost parent business object. For a child business object, the location is always
the business workspace of the parent, regardless what you specify in the
workspace type.

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Policies
Child business workspaces cannot have their own policies; they inherit policies
from their parent.
Creation
SAP – When you create a business workspace for a parent business object
automatically or manually, business workspaces for all according child business
objects are created.
Content Server – When you create a business workspace for a parent business
object, no business workspaces for child business objects are created.
Deletion
When you delete a parent business workspace, all child business workspaces are
deleted, too.
Search behavior
Documents that are indexed with the metadata of their business workspace,
inherit also the metadata of all parent business workspaces.
For more information, see “Indexing documents and other items with business
workspace attributes” on page 417.
Sidebar widgets

• Attributes sidebar widget displays the attributes of the current business

workspace.
• Recent Changes sidebar widget displays all recently added or changed
documents in the current and all child business workspaces.
• Related Items sidebar widget displays the relationships of the current
business workspace.
• Work Items sidebar widget displays your work items.
• Workspace Reference sidebar widget displays the workspace reference of
the current business workplace.

3.27 Enabling OpenText Recycle Bin for business

workspaces
You can make use of the Content Server Recycle Bin module for business
workspaces. When users delete a business workspace, the workspace reference is
removed, and the business workspace is moved to the Recycle Bin. The business
workspace is no longer connected to a business object, and the original business
object can be used for another business workspace. In addition, all relationships
from or to this business workspace are removed.

When the business workspace is restored from the Recycle Bin, it is not re-connected
to the original business object. Users must manually assign a business object as
workspace reference again.

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 3.28. Checking the appearance of the SAP integration

The object types Business Workspaces (848) and Related Business Workspace (854)
are mandatory restorable object. This means, that they are always restorable and
cannot configured otherwise.

Prerequisite OpenText Recycle Bin must be installed on Content Server.

To enable the Recycle Bin:

1. On the Content Server Administration page, click Core System – Feature

Configuration > Recycle Bin.

2. Select Enable Recycle Bin and click Save Changes.

3.28 Checking the appearance of the SAP integration

If you want to integrate the Extended ECM for SAP Solutions functionality in SAP
CRM or SAP SRM, you can adjust the Content Server appearance and use an SAP
based skin. As a standard, these settings are made automatically during the
installation of Business Workspaces

After installation, unique names for standard SAP themes already exist. You can edit
these unique names and their assignment. Changes take effect immediately. The
following SAP themes are already configured: content_server, default, sap_
tradeshow, sap_tradeshow_plus. Unique names for appearances must use the
prefix theme_ and they are always expected in lower-case, even if SAP sends the
parameter in upper-case. For more information, see “Creating unique names for
Content Server items” on page 142.

Note: System administrator rights are required for this task. Contact OpenText
Professional Services for assistance.

To check the appearance integration:

1. On the Content Server Administration page, click Appearances

Administration > Open the Appearances Volume.

2. Select the recommended appearance:

For SAP CRM: EXTENDED_ECM_CRM_DEFAULT
For SAP SRM: EXTENDED_ECM_SRM_SAP_TRADESHOW

3. Check if the following settings are present according to Figure 3-7 or Figure 3-8.

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• Current Status: Enabled

• Header section
• Content Server Components section
• Workspace section

Figure 3-7: Appearance settings for SAP CRM

Header script for EXTENDED_ECM_CRM_DEFAULT –

<SCRIPT ID="crm_default" TYPE="text/javascript"></SCRIPT>
<LINK ID="crm_default_css" REL="stylesheet" TYPE="text/css"/></LINK>
<SCRIPT TYPE="text/javascript">
document.getElementById("crm_default").src = supportPath + 'xecmpf/crm_default/
crm_default.js';
document.getElementById("crm_default_css").href = supportPath + 'xecmpf/
crm_default/crm_default_style.css';
document.getElementsByTagName('body').className+=' preventFlicker';
var trunc_type = '_848';
</SCRIPT>
<STYLE>
#pw_SideBarWrapper {display: none;}
</STYLE>

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 3.28. Checking the appearance of the SAP integration

Figure 3-8: Appearance settings for SAP SRM

Header script for EXTENDED_ECM_SRM_SAP_TRADESHOW –

<SCRIPT ID="srm_sap_tradeshow" TYPE="text/javascript"></SCRIPT>
<LINK ID="srm_sap_tradeshow_css" REL="stylesheet" TYPE="text/css"/></LINK>
<SCRIPT TYPE="text/javascript">
document.getElementById("srm_sap_tradeshow").src = supportPath + 'xecmpf/
srm_sap_tradeshow/srm_sap_tradeshow.js';
document.getElementById("srm_sap_tradeshow_css").href = supportPath + 'xecmpf/
srm_sap_tradeshow/srm_sap_tradeshow_style.css';
document.getElementsByTagName('body').className+=' preventFlicker';
var trunc_type = '_848';
</SCRIPT>

These settings will turn off certain standard Content Server UI components such
as header and footer; an additional JavaScript will be added to the appearance
to manipulate the breadcrumb navigation.

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3.29 Allowing users to save MS Outlook emails to

business workspaces
You can install the Business Workspaces Outlook add-in in Microsoft Exchange or
Microsoft Exchange Online if you want to allow users to save emails from Microsoft
Outlook to business workspaces.

By default, the add-in allows users to browse to and search for business workspaces
and select a folder in which to save an email. If needed, you can also force users to
save emails to a specific regular folder or Email folder in a business workspace.

Tip: For more information about Outlook add-ins, see Add-ins for Outlook
(https://technet.microsoft.com/EN-US/library/jj943753(v=exchg.150).aspx).

3.29.1 Installing and upgrading the Business Workspaces

Outlook add-in
You must use an Outlook add-in manifest file to install or upgrade the Business
Workspaces Outlook add-in in Microsoft Exchange or Microsoft Exchange Online.

You must download the latest manifest file for the Business Workspaces Outlook
add-in from the Content Server system you want to use to store emails. During the
download process, information about that Content Server system is saved to the
manifest file. You can then use the downloaded manifest file to install or upgrade
the add-in in Microsoft Exchange or Microsoft Exchange Online.

When users subsequently open the add-in in Outlook, the add-in automatically
connects to the Content Server system you used to download the manifest file.

If you upgrade the Business Workspaces Outlook add-in, downloading the manifest
file, as documented in “To download the latest Outlook add-in manifest file:“
on page 171, allows you to see all functionality of the upgraded module.

Tips

• If you previously installed the Business Workspaces Outlook add-in, you

can optionally upgrade the add-in whenever a new version of the Business
Workspaces Outlook add-in manifest file is available. For more
information, see the Release Notes.
As stated above, if you upgrade the add-in, and you fail to download the
most recent manifest file, you may not see the new functionality in your
upgraded add-in.
• For more information about Outlook add-in manifest files, see Outlook
add-in manifests (https://dev.office.com/docs/add-ins/outlook/manifests/
manifests?product=outlook).

Note: You must use the manifest file you downloaded to install the Business
Workspaces Outlook add-in in Microsoft Exchange or Microsoft Exchange

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 3.29. Allowing users to save MS Outlook emails to business workspaces

Online. During the installation process, when you are prompted to select the
location from which to install the add-in, select Add from file and then select
the manifest file you downloaded.

For more information, see Install or remove add-ins for Outlook for your
organization (https://technet.microsoft.com/en-us/library/jj943752(v=exchg.
150).aspx).

3.29.1.1 Preparing to install or upgrade the Business Workspaces

Outlook add-in
Before installing or upgrading the Business Workspaces Outlook add-in, confirm
that Content Server is mapped to a web server that has HTTPS enabled.

For more information about configuring a web server for Content Server, see
OpenText Content Server - Installation Guide (LLESCOR-IGD).

3.29.1.2 Downloading the latest Outlook add-in manifest file

To download the latest Outlook add-in manifest file:

1. On the Content Server system you want to use to store emails, browse to the
Content Server Administration page, and click Business Workspaces > Set up
Outlook Add-in.

2. On the Set up Outlook Add-in page, in the Outlook Add-in Manifest File area,
do the following:

a. The File name field cannot be edited. This field contains the filename of the
manifest file, BusinessWorkspace.Manifest.xml.
b. The File version field cannot be edited. It displays the Outlook add-in
manifest file version that is available to be downloaded.
c. In the Content Server URL field, confirm that the value in this field
displays the URL for the Content Server system you want to use. The URL
must start with https.
By default, the URL of your current Content Server system is pre-populated
in this field. In most cases, you can keep the default URL. However, you
can edit the URL if, for example, the pre-populated URL does not contain
the correct protocol value or if your Content Server system requires a
different URL for external access.

Notes

• If the pre-populated URL starts with http, you must map Content
Server to a web server that has HTTPS enabled. You must then
confirm that the new URL, that starts with https, appears in the
Outlook Add-in Manifest File area.
• If you edit the URL, and you are using a port other than 443 for
HTTPS connections, you must add your server port number to the

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URL. For example, if you are using port 4430 for HTTPS
connections, the URL must have the following form:
https://MyHost.example.com:4430

3. Click Download.

4. When prompted, save the BusinessWorkspace.Manifest.xml file to your local

computer.

3.29.1.3 Migrating custom settings to the new Outlook add-in manifest file
If you are upgrading the Business Workspaces Outlook add-in, you must migrate
settings from your old manifest file to the new manifest file you downloaded if you
previously edited your old manifest file to add custom settings, for example, image
URLs.

Note: If you did not add custom settings to your old manifest file, you can skip
this task.

To migrate custom add-in settings to the new Outlook add-in manifest file:

1. In a text editor, open the new BusinessWorkspace.Manifest.xml manifest file

you downloaded.

2. From your old manifest file, copy the custom settings you want to migrate and
paste them to the corresponding locations in the new manifest file.

3. Save your changes in the new manifest file.

3.29.1.4 Uploading the Outlook add-in manifest file

To install or upgrade the Business Workspaces Outlook add-in, you must upload the
Outlook add-in manifest file you downloaded in Microsoft 365 admin center.

Tip: For more information about installing Outlook add-ins, see Install or
remove add-ins for Outlook for your organization (https://
technet.microsoft.com/en-us/library/jj943752(v=exchg.150).aspx).

To upload the Outlook add-in manifest file:

1. In Microsoft 365 admin center, open the Services & add-ins page.

2. Click Deploy Add-in and click Next.

3. Click Upload custom apps.

4. Select I have a manifest file (.xml) on this device and click Choose File to select
the BusinessWorkspace.Manifest.xml file you downloaded.

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 3.29. Allowing users to save MS Outlook emails to business workspaces

3.29.2 Preparing your environment

Before configuring the add-in, complete the following tasks:

1. Create and configure the business workspaces and folders in which you want
users to save emails. For more information about the types of folders you can
create and the guidelines for creating the folders, see “Creating Content Server
folders for the add-in” on page 173.
2. Grant users the Add Items permission, or higher, on the business workspaces to
which they will save emails.
3. Optionally, if you want users to specify metadata values when saving emails to
folders, assign any of the following categories to those folders:

• Categories with required attributes.

• Categories with required security clearance levels.
• Categories with required supplemental markings.

a. Security clearance levels and supplemental markings apply only if you

are using the OpenText Security Clearance module in Content Server.
For more information, see OpenText Content Server - Security Clearance
(LLESRCS-H-UGD).
b. Do not assign categories that contain attribute sets with multiple rows
to folders. If you assign this type of category to a folder, users will not
be able to specify metadata values in all of the fields within the
attribute set.
4. Optionally, add one or more search forms to the Search Forms folder in the
Business Workspaces volume. For more information, see “Creating search forms
for the add-in” on page 174.

3.29.2.1 Creating Content Server folders for the add-in

When you configure the add-in, you can choose to allow users to browse to, and
then select, folders in which to save emails, or you can force users to save emails to a
specific folder. For more information, see “Configuring add-in settings”
on page 176.

You must create one or more regular or Email folders in each business workspace
based on the functionality you plan to configure.

Guidelines for creating regular folders

• If you plan to allow users to browse to, and then select, folders in which to
save emails, you can create as many regular folders as you want in each
business workspace.
• If you plan to force users to save emails to a specific, regular folder, you must
create an instance of the same folder in each business workspace. The

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spelling and capitalization of each folder instance must match in all of the
business workspaces.

Example: If you want to allow users to save emails to a business workspace called
BW1, and also save emails to a second business workspace called BW2, create a regular
folder called Email communication in BW1, and a separate folder with the same name
in BW2.

Guidelines for creating Email folders

• If you plan to allow users to browse to, and then select, folders in which to
save emails, you can create as many Email folders as you want in each
business workspace.
• If you plan to force users to save emails to a specific Email folder, you must
create an Email folder in each business workspace. You can choose to create
an Email folder with a different name in each business workspace or create
an instance of the same Email folder in each business workspace.
If you create an Email folder with a different name in each business
workspace, each folder that you create must be the first Email folder that
appears alphabetically in each business workspace. When a business
workspace has multiple Email folders, emails are saved only to the first
Email folder that appears alphabetically in that business workspace.
If you create an instance of the same Email folder in each business
workspace, the spelling and capitalization of each folder instance must
match in all of the business workspaces.

Tip: Regular folders and Email folders are specific types of folders that you can
create in Content Server. For more information about each folder type, see
Section 4.7 “Adding and Configuring Folders” in OpenText Content Server - Get
Started (LLESRT-H-UGD).

3.29.2.2 Creating search forms for the add-in

The Business Workspaces Outlook add-in provides custom search functionality,
which allows users to search for business workspaces based on search forms you
create in Content Server. By default, the search forms in the Saved Queries volume
are displayed in the Select a search form list in the add-in. Users can select a search
form from this list, and then use the fields within that form to search for a business
workspace in which to save an email.

If you want to display a different set of search forms in the Select a search form list,
you can add search forms, or shortcuts that point to search forms, to the Search
Forms folder in the Business Workspaces volume. You must also configure each
search form as a custom view search.

1. For more information about creating search forms and configuring them as
custom view searches, see Section 5.15.4 “Classic View: Configuring a

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 3.29. Allowing users to save MS Outlook emails to business workspaces

simple search” in OpenText Business Workspaces - Configuration Guide

(CSCWS-CGD).
2. If you do not want to make search forms available to users, you can hide
the Custom search button from the add-in. For more information, see
“Configuring add-in settings” on page 176.

To access the Search Forms folder:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Outlook Add-in Configuration, and then click Search Forms.

To add a search form to the Select a search form list:

1. Do one of the following:

• Create a search form in the Search Forms folder. Browse to the Search
Forms folder, click Search on the Tools menu, and then configure the search
fields for the form.
• Create a search form in any other Content Server location, and then add a
shortcut that points to that search form in the Search Forms folder.

Tip: When you create a search form, consider setting its Content Type
system attribute to Business Workspace. When this attribute is set, only
business workspaces are returned in the search results.

2. Configure the search form as a custom view search. On the Make Custom View
Search page of the search form, select the Show check box for one or more
search fields, and then click Save.

To remove a search form from the Select a search form list:

1. Browse to the Search Forms folder.

2. Remove a search form or shortcut from the folder, for example, delete the item
from the folder or move it to a different location outside of the folder. The
corresponding search form is removed from the Select a search form list in the
add-in.

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3.29.3 Configuring add-in settings

On the Configure Outlook Add-in administration page in Content Server, you must
specify the name of each Microsoft Exchange Server system that will be used to save
emails in the Trusted Exchange Servers area. You can also use this page to configure
add-in settings in Content Server, for example, in the Email Saving Options area.

Before Outlook Add-in version 20.3, single sign-on (SSO) was disabled by default.
Beginning with version 20.3, for new installations, SSO is enabled by default. You
can change this setting in Step 6. Single sign-on requires configuration, the
instructions can be found in Section 5.17.5 “Configuring your environment for SSO
authentication” in OpenText Business Workspaces - Configuration Guide (CSCWS-CGD).

To configure add-in settings:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Outlook Add-in Configuration.
2. Click General Configuration. On the Configure Outlook Add-in page, do the
following:
3. In the Email Saving Options area, if you want to specify the folders and folder
types to which users can save emails, configure the following options:

a. Optional If you want to allow users to expand business workspaces in the

add-in, select Allow users to expand workspaces and browse workspace
folders. You must select this box if you want to allow users to browse the
folder structure and select a folder in which to save an email. This box is
selected by default.
Clear this box if you want to prevent users from expanding business
workspaces. If you clear this box, you must select and configure the Save
emails to a pre-configured folder option in Step 3.b instead.
If you select this box, you can also choose the following:

• In addition, if you want to restrict users, so that they can only save
emails to Email folders, select Save emails only to email folders. Clear
this box if you want to allow users to save emails to any type of folder.
This box is cleared by default.
When this box is selected, the Save icon appears only when users place
their pointer on Email folders in the add-in. When this box is cleared,
the Save icon appears when users place their pointer on any type of
folder in the add-in.
b. Optional If you want users to save emails to a specific folder in a business
workspace, select Save emails to a pre-configured folder. This box is
cleared by default.
Clear this box if you want to allow users to save emails to any folder in a
business workspace. If you clear this box, you must select and configure the
Allow users to expand workspaces and browse workspace folders option
in Step 3.a instead.

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If you select this box, you must choose one of the following options:

• If you want users to save emails to the first Email folder that appears
alphabetically in a business workspace, select Save emails to the first
email folder in the workspace.
You can use this option if, for example, you want to allow users to save
emails to Email folders with different names in each business
workspace (for example, an Email folder called MyFolder in one
business workspace and an Email folder called Communication in
another business workspace).
If you select this option, you must create an Email folder in each
business workspace that users can access in Content Server. Each folder
you create must be the first Email folder that appears alphabetically in
each business workspace.
• If you want users to save emails to the workspace root folder, select
Save emails to the workspace root folder. For information about the
workspace root folder, see Section 1.11 “Creating a root folder for the
business workspaces” in OpenText Content Server User Online Help -
Business Workspaces (LLESCWS-H-UGD).
• If you want users to save emails to a specific regular folder or Email
folder, select Save emails to the following workspace folder. You can
use this option if, for example, you want users to save emails to a
specific folder that has the same name in each business workspace.
If you select this option, in the associated box, you must specify the
name of the folder to which users will save the emails. You must also
create an instance of the folder in each business workspace that users
can access in Content Server.

1. You cannot specify a subfolder name. You must specify the

name of a folder that has been created directly in a business
workspace.
2. The specified folder name applies to all business workspaces
that users can access in Content Server.
For example, if you specify the folder name Folder1, users can
save emails only to a folder called Folder1 in each business
workspace. In this scenario, if you want to allow users to save
emails to multiple business workspaces, you must create a
folder called Folder1 in each business workspace.

Tip: For examples of how to configure email saving options, see

“Examples: Configuring email saving options” on page 178.
4. In the Page Size area, specify the number of items that are displayed from
business workspaces and folders at a time. By default, this value is 10.
5. Optional In the Search Forms area, select Show custom search section if you
want to make search forms available to users in the add-in.

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By default, this option is selected, and users can use search forms to search for
business workspaces. You can specify which search forms are available in the
add-in. For more information, see “Creating search forms for the add-in”
on page 174.
When this option is cleared, the Custom search button is hidden from the add-
in and users can search for business workspaces only by name and type.

6. Optional In the Single Sign-on area, clear Enable if you do not want the add-in to
use single sign-on (SSO) authentication to access Content Server. By default, this
option is selected and SSO authentication is used.
You must configure your environment for SSO authentication. For more
information, see Section 5.17.5 “Configuring your environment for SSO
authentication” in OpenText Business Workspaces - Configuration Guide (CSCWS-
CGD). If your environment is not configured for SSO authentication, users will
still be able to sign in, although the sign-in time will be delayed.

7. In the Trusted Exchange Servers area, specify the name of each Exchange
Server system that will be used to save emails. Users will be permitted to save
emails only from the Exchange Server systems you add to this list.
You must specify each Exchange Server name on a separate line. By default, the
Office 365 Exchange Server name, outlook.office365.com, appears in the list.

8. Click Save Changes.

3.29.3.1 Examples: Configuring email saving options

The following examples list the folders and settings needed to configure email
saving options in different scenarios. For more information about configuring email
saving options, see “Configuring add-in settings” on page 176.

Example 3-3: Allowing users to select folders to save emails

In this example, users can browse to and select any folder in which to save
emails. The Save icon appears whenever users place their pointer on any folder
in any business workspace.

Folders to create
Any number of regular folders or Email folders in each business
workspace.

Email saving options to configure

1. Select Allow users to expand workspaces and browse workspace

folders.

2. Clear all other email saving options.

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Example 3-4: Requiring users to save emails to a specific Email folder

In this example, users are not permitted to expand business workspaces to

browse the folder structure. The Save icon appears whenever users place their
pointer on a business workspace. Clicking this icon saves an email to the first
Email folder that appears alphabetically in the business workspace.

Folders to create
An Email folder in each business workspace. Each folder can have a
different name in each business workspace. Make sure that each folder you
create is the first Email folder that appears alphabetically in each business
workspace.

Email saving options to configure

1. Clear Allow users to expand workspaces and browse workspace

folders.

2. Select Save emails to a pre-configured folder.

3. Select Save emails to the first email folder in the workspace.

Example 3-5: Allowing users to choose an Email folder to save emails

In this example, users can expand business workspaces to browse the folder
structure; however, they are permitted to save emails only to Email folders. The
Save icon appears whenever users place their pointer on an Email folder. The
Save icon does not appear when users place their pointer on regular folders.

Folders to create
Any number of Email folders in each business workspace.

Email saving options to configure

1. Select Allow users to expand workspaces and browse workspace

folders.

2. Select Save emails only to email folders.

3. Clear Save emails to a pre-configured folder.

Example 3-6: Requiring users to save emails to a specific regular folder

In this example, users are not permitted to expand business workspaces to

browse the folder structure. The Save icon appears whenever users place their
pointer on a business workspace. Clicking this icon saves an email to a regular
folder called Folder1.

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Folders to create
An instance of a regular folder called Folder1 in each business workspace.
Email saving options to configure
1. Clear the Allow users to expand workspaces and browse workspace
folders option.
2. Select Save emails to a pre-configured folder.
3. Select Save emails to the following workspace folder, and then specify
Folder1 as the name of the folder to which users can save emails.

Example 3-7: Requiring users to save emails to the workspace root folder

In this example, users are not permitted to expand business workspaces to

browse the folder structure. The Save icon appears whenever users place their
pointer on the workspace root folder. Clicking this icon saves email to the
workspace root folder.

Folders to create
You do not need to create any folders. You need to designate the
workspace root folder. For more information, see Section 1.11 “Creating a
root folder for the business workspaces” in OpenText Content Server User
Online Help - Business Workspaces (LLESCWS-H-UGD).
Email saving options to configure
1. Clear the Allow users to expand workspaces and browse workspace
folders option.
2. Select Save emails to a pre-configured folder.
3. Select Save emails to the workspace root folder.

3.29.4 Configuring rules and email search settings to display

suggested workspaces
You can configure rules and email search settings to control which business
workspaces are more likely to appear in the Suggested workspaces list in the
Business Workspaces Outlook add-in.

Whenever a user opens the add-in to save an email, the add-in performs the
following steps to determine which business workspaces to display in the Suggested
workspaces list:

1. The add-in uses the rules you configured to search for business workspaces
based on whether the email that is open contains a specific term or pattern in one
of its properties, for example, its subject line.

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2. The add-in uses the email search settings you configured to search for business
workspaces containing emails that have the same sender and similar recipients
as the email that is open.
3. After performing both search processes, the add-in assigns the numeric weight
values that are specified within the rules and email search settings to each
business workspace. An overall weight value is calculated for each business
workspace based on the combined results of both search processes.

The business workspaces that have the highest overall weight values are then
displayed in the Suggested workspaces list. By default, up to five business
workspaces can appear in the list.

For more information about how the add-in performs each of these steps, see
“Understanding how rules and email search settings are applied” on page 181.

3.29.4.1 Understanding how rules and email search settings are applied
You can configure rules and email search settings on the Suggested Workspaces
Configuration page in the Business Workspaces volume. For more information, see
“Configuring Rules and Email Search Settings” on page 184.

Whenever a user opens the add-in to save an email, the following actions take place:

1. The add-in uses each rule that you configured to search for business workspaces.
When a rule is applied, the following actions take place:
a. The add-in uses the Matching Condition pattern and email property
specified within the rule to determine whether to apply the rule to the email
that is open. Specifically, the add-in checks whether the email property in the
opened email contains the pattern.

Example: If you specify the regular expression order[\s]\d+ as the Matching

Condition pattern, and then you select Subject as the email property to search, the
add-in searches for the term order followed by a space and any combination of
numbers in the subject line of the opened email.

b. If the email that is open contains that pattern, the add-in searches for
business workspaces based on the Workspace Type value and Extraction
Term pattern specified within the rule.
The add-in uses the Extraction Term pattern to extract a value from the
email property you specified within the rule, and then uses the extracted
value to search for business workspaces by name.

Example: If you specify the regular expression order[\s](\d+) as the Extraction

Term pattern, and then you select Subject as the email property to search, the add-in
extracts the number that appears after the word order from the subject line of the
opened email.
For example, if the subject line of the email is order 1234, the add-in extracts the
value 1234. The add-in then searches for business workspace names that contain
1234.

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c. The add-in retrieves business workspaces based on the Workspace Type

value specified within the rule and whether the business workspace names
contain the value that was extracted from the email property.

Example: If you select Order as the Workspace Type value, and if the Extraction
Term pattern extracts 1234 from the email property, the add-in retrieves all business
workspaces that have the type Order, and have names that contain 1234.
d. The add-in assigns a numeric weight value to each business workspace that
is retrieved. These weight values are added to the overall weight value of
each business workspace.
By default, the Default Weight value specified on the Workspace Rules tab
is assigned to each business workspace that is retrieved.

Example: If the Default Weight value is set to 20, a value of 20 is assigned to the
overall weight value of each business workspace that is retrieved.

However, if a Weight value is specified within the rule itself, the Weight
value overrides the Default Weight value.

Example: If you set the Weight value to 100, but set the Default Weight value to 20,
a weight value of 100 is assigned to each business workspace that is retrieved by that
rule specifically.
2. The add-in then uses email search settings you configured to search for relevant
emails. The following actions take place:
a. The add-in searches within all business workspaces to find previously stored
emails that contain the same sender or similar recipients as the email that is
open. In the email search settings, you can specify whether the add-in
performs searches based on the sender, recipients, or both.

Example: If you configured the add-in to perform searches based on both the sender
and recipients, and if the email that is open lists jdoe@domain.com as the sender
and jsmith@domain.com as a recipient, all previously stored emails that list
jdoe@domain.com as the sender or jsmith@domain.com as a recipient are
returned in the search results.
b. When such emails are found, the emails are sorted based on the Sort Emails
by option specified in the email search settings. For example, you can sort
the emails based on their last modified dates.
c. The add-in retrieves emails from the top of the sorted set. The add-in
retrieves a maximum of 50 emails and any emails that appear after the first
50 emails are excluded from the set of retrieved emails.
d. The add-in assigns a numeric weight value to each business workspace that
contains emails that were retrieved in the previous step. The weight values
are assigned based on the number of retrieved emails that each business
workspace contains.
These weight values are added to the overall weight value of each business
workspace and are calculated using the Weight of each Email value
specified in the email search settings.

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Example: If the Weight of each Email value is set to 5, and a business workspace
contains 3 of the retrieved emails, a value of 15 is added to that business workspace’s
overall weight value.

3. To calculate an overall weight value for each business workspace, the add-in
uses the weight values that are assigned as a result of applying the rules and
searching for emails.

Example: If a business workspace is assigned a value of 20 after the rules are applied and
a value of 15 after the email search takes place, that business workspace’s overall weight
value is 35.

4. The business workspaces that have the highest overall weight values are then
displayed in the Suggested workspaces list.

Tips

• For more information about rules and email search settings, see “Testing
your rules and email search settings” on page 184.

• For more information about creating regular expressions, see https://

regex101.com/.

3.29.4.2 Understanding how rules are applied to emails sent from

Extended ECM mobile clients
Emails that are sent from Extended ECM mobile clients have pre-defined subject
lines that appear in the following format:

[<Workspace Type Name>] <Workspace Name>:

Example: RE:[Customer] Equipment: Comments

If a user opens an email that has this type of subject line in Outlook, the Business
Workspaces Outlook add-in automatically applies a default rule to determine which
business workspaces to display in the Suggested workspaces list. Specifically, the
add-in uses both the workspace type name and workspace name from the subject
line to search for relevant business workspaces to display in the Suggested
workspaces list.

Example: If the subject of an email is RE:[Customer] Equipment: Comments, the add-in

searches for business workspaces that include Customer in the name of their workspace type
and Equipment in their workspace name.

The add-in assigns a numeric value of 30 to each business workspace that is found,
and then displays the relevant business workspaces in the Suggested workspaces
list.

If you configure rules and email search settings, the default rule is applied in
conjunction with the configured rules and email search settings.

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3.29.4.3 Testing your rules and email search settings

You can optionally use the Test tab on the Suggested Workspaces Configuration
page to test the rules and email search settings you configure. You can test rules and
email search settings if, for example, you want to check the validity of the regular
expressions that you configure.

You must first configure and save the rules and email search settings you want to
test on the Workspace Rules and Email Search tabs on the Suggested Workspaces
Configuration page. On the Test tab, you can then specify the properties to include
in a simulated email you want to test.

When you run the test, the add-in applies the rules and email search settings you
configured to the simulated email and displays the actions that would occur if a user
were to open an email containing the properties you specified. For example, the test
results show which values would be extracted from email properties and which
values would be used to search for emails and business workspaces when specific
rules are used.

If the test does not produce the intended results, you can edit the rules and email
search settings and run the test again. You can also run the test with different
simulated email properties.

3.29.4.4 Configuring Rules and Email Search Settings

To configure rules and email search settings:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Outlook Add-in Configuration.

2. Click Suggested Workspaces Configuration.

3. On the General tab, configure the following options, as needed:

a. Optional Select the Show Suggested Workspaces Section option if you want
to display the Suggested workspaces list in the Business Workspaces
Outlook add-in. Clear this option to hide the list from the add-in. By
default, this option is selected.
b. In the Number of Suggested Workspaces field, select the maximum
number of business workspaces to display in the Suggested workspaces
list. By default, up to five business workspaces appear in the list.

4. On the Workspace Rules tab, do the following:

a. Select the Default Weight value you want to assign to each business
workspace that is found by any of the rules you configure. By default, this
value is added to the overall weight value of each business workspace that
is found by a rule.
b. Optional If you want to configure a rule, in the Rules area, click Add a Rule,
and then configure the following settings.

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i. In the Name field, specify a name for the rule.

ii. Select Enabled to allow the rule to find business workspaces. When
this option is cleared, the rule is not used to find business workspaces.
iii. In the Email Property area, select the email property that you want use
to find business workspaces. When a user opens an email, the add-in
checks whether this property contains the pattern specified in the
Matching Condition field. If that pattern is found in the opened email,
the rule uses the regular expression specified in the Extraction Term
field to retrieve business workspaces.
Select one of the following properties:

• Subject: allows the add-in to search for patterns within the subject
line of the opened email.
• Sender: allows the add-in to search for patterns within the Sender
field of the opened email.
• To: allows the add-in to search for patterns within the To field of
the opened email.
• Cc: allows the add-in to search for patterns within the Cc field of
the opened email.

A. In the Apply this rule if property area, specify the matching

method to be used. This is the pattern you want to search for
within the email property you selected in Step 4.b.iii. This pattern
determines whether the rule is used to retrieve business
workspaces. For example, if you selected Subject as the email
property in Step 4.b.iii, the rule searches for the pattern in the
Subject field of the opened email. If the specified pattern is found
in the opened email, the rule retrieves business workspaces.
Select one of the following matching methods:

• Contains: select this option if you want to search for a specific

keyword or phrase within the email property.
• Regular Expression: select this option if you want to use a
regular expression to search for a pattern within the email
property.

Note: Both matching methods are case-insensitive.

B. In the Matching Condition field, specify the keyword, phrase, or

regular expression based on the matching method you selected in
Step 4.b.iii.A. For examples, see “Examples: Workspace rules”
on page 188.
iv. You need to specify the search criteria used to retrieve business
workspaces if the opened email contains a property that matches the
Matching Condition pattern you specified in Step 4.b.iii.B.
Specify the following:

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A. In the Workspace Type field, select the business workspace type

you want to retrieve. When the rule is applied, only business
workspaces of that type are retrieved. You can select any
workspace type that is currently configured in Business
Workspaces.
B. In the Extraction Term field, specify a regular expression to
extract a value from the email property you selected. The
extracted value is then used to retrieve business workspaces by
name. For examples, see “Examples: Workspace rules”
on page 188.

Note: You can specify only one capturing group within the
regular expression. If you specify multiple capturing groups,
only the first capturing group is used to extract the value
from the email property.
v. In the Weight field, if needed, select the weight value you want to
assign when business workspaces are retrieved by this rule
specifically. This value is added to the overall weight value of each
business workspace that is found by this rule.
By default, this value is set to Default, meaning that the value that is
selected in the Default Weight list in Step 4.a is assigned to business
workspaces that are found by this rule. If you select a value other than
Default, the Weight value overrides the Default Weight value.
c. Click OK.

Note: Clicking OK adds the rule to the rules list; however, the rule is
not saved until you click Save Changes or Apply.
d. You can now configure additional rules, as needed, by following the steps
in Step 4.b.
Once you are finished configuring your rules, you will see the rules list.
The rules are sorted by weight and then by name. Rules are applied in the
order they are listed.

Tip: In the rules list, you can click the Edit button to edit a rule, or
the Delete button to delete a rule. You can also enable or disable a
rule by selecting or clearing its check box in the Enabled column.
5. On the Email Search tab, configure the following settings:

a. In the Sort Emails by field, select one of the following options to specify
how to sort the emails that are returned in the search results:

• Last modified date: sorts the emails by the last modified date in
descending order.
• Relevance: sorts the emails according to the relevance rules that are
defined in Content Server. For more information about relevance rules,
see the Content Server Administration Online Help.

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The Sort Emails by option specifies which emails are retrieved if more than
50 emails are returned in the search results. The add-in retrieves only the
first 50 emails from the search results and excludes all emails that appear
after the first 50 emails. If more than 50 emails are returned in the search,
the sort order specifies which emails are included in the set of retrieved
emails and which emails are excluded from that set.
b. In the Weight of Each Email field, if needed, specify a numeric value that is
added to the overall weight value of a business workspace whenever an
email is found by the search. By default, the weight value is set to 1;
however, you can specify any positive integer.
For example, if the Weight of Each Email value is set to 5, and if 3 emails
are found in a business workspace, a value of 15 is added to that business
workspace’s overall weight value.
c. Optional Select Search Email Sender if you want to allow the add-in to find
previously saved emails that have the same sender as the email that is
open.
d. Optional Select Search Email Recipients if you want to allow the add-in to
find previously saved emails that include similar recipients as the email
that is open.

6. Click Save Changes to save the rules and search settings and return to the
Outlook Add-in Configuration folder.

Tip: You can also click Apply to save the rules and search settings without
leaving the page.

3.29.4.5 Testing Rules and Email Search Settings

To test rules and email search settings:

1. On the Test tab, in the Outlook User area, specify an Outlook email address to
represent the user who saves emails in Outlook.

2. In the Email Properties area, specify one or more email property values to
include in the simulated email you want to test.

• Sender: specify the email address of the sender to include in the simulated
email.
• To: specify one or more email addresses to include as the recipient in the
simulated email.
• Cc: specify one or more email addresses to include as additional recipients in
the simulated email.
• Subject: specify a phrase or term to include in the subject line of the
simulated email.

Note: If you specify multiple email addresses in the To or Cc fields, each

address must be separated by a semicolon (;).

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3. Click Test.

3.29.4.6 Examples: Workspace rules

This section provides examples of workspace rules that are used to find business
workspaces.

Example 3-8: Using the “Contains” matching method to find business

workspaces based on an email’s subject line

In this example, a rule is configured with the following parameters:

• Email Property: Subject

• Matching Method: Contains
• Matching Condition: customer
• Workspace Type: Customer
• Extraction Term: customer[\s]+(.+)

When the rule is applied, the add-in searches the subject line of the opened
email for the term customer. If the subject line contains that term, the add-in
uses the extraction term pattern to extract the characters that appear after
customer in the subject line.

For example, if the subject line is customer ABCD, the add-in extracts the value
ABCD. The add-in then retrieves all business workspaces that have the type
Customer and whose names include ABCD.

Example 3-9: Using the “Regular Expression” matching method to find

business workspaces based on an email’s subject line

In this example, a rule is configured with the following parameters:

• Email Property: Subject

• Matching Method: Regular Expression
• Matching Condition: order[\s|-]+\d+
• Workspace Type: Order
• Extraction Term: order[\s|-]+(\d+)

When the rule is applied, the add-in searches the subject line of the opened
email for the pattern order[\s|-]+\d+, that is, the term order, followed by
one or more spaces or hyphens, followed by one or more numbers. If the
subject line contains this pattern, the add-in uses the extraction term pattern to
extract the numbers that appear after order in the subject line.

For example, if the subject line is order - 1234, the add-in extracts the value
1234. The add-in then retrieves all business workspaces that have the type
Order and whose names include 1234.

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Example 3-10: Using the “Regular Expression” matching method to find

business workspaces based on an email address

In this example, a rule is configured with the following parameters:

• Email Property: Sender

• Matching Method: Regular Expression
• Matching Condition: equipment_[\d]+@server.com
• Workspace Type: Equipment
• Extraction Term: equipment_([\d]+)@server.com

When the rule is applied, the add-in searches the Sender field of the opened
email for the pattern equipment_[\d]+@server.com, that is, the term
equipment, followed by an underscore, followed by any combination of
numbers, followed by @server.com. If the Sender field contains this pattern,
the add-in uses the extraction term pattern to extract the numbers that appear
between equipment_ and @server.com.

For example, if the Sender address in the opened email is equipment_

1234@server.com, the add-in extracts the value 1234. The add-in then retrieves
all business workspaces that have the type Equipment and whose names
include 1234.

3.29.4.7 Allowing email fields to be extracted for indexing

To allow the add-in to search for emails based on email properties, you must allow
the OTEmailSenderAddress and OTEmailRecipientAddress email fields to be
extracted for indexing in Content Server.

Note: System administrator rights are required for this task.

To allow email fields to be extracted for indexing:

1. On the Content Server Administration page, click Email Services

Administration > Configure Email Services.

2. In the Extractable Email Fields area, confirm that the following email fields are
selected:

• OTEmailSenderAddress
• OTEmailRecipientAddress

By default, these fields are permitted to be extracted for indexing.

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3.29.5 Configuring your environment for SSO authentication

By default, users are prompted to type their Content Server credentials whenever
they browse to the Business Workspaces Outlook add-in. You can optionally set up
single sign-on (SSO) authentication so that users do not need to enter credentials
each time they browse to the add-in.

To set up SSO authentication, you can do either of the following:

• Configure Content Server to use either Microsoft Active Directory Federation

Services (ADFS) authentication through OpenText Directory Services, or
authentication through the local Active Directory domain. For more information,
see OpenText My Support (https://knowledge.opentext.com/knowledge/
llisapi.dll/Open/14273139).
You must then configure security settings in Content Server and add URLs to the
list of trusted sites in Internet Explorer. For more information, see “Configuring
security settings for SSO authentication” on page 190 and “Adding URLs to the
list of trusted sites in Internet Explorer” on page 191.
• Enable SSO authentication in Content Server itself. For more information, see
Section 1.3 “Configuring Integration Settings” in OpenText Content Server -
OpenText Directory Services Integration Administration (LLESDSI-AGD).

3.29.5.1 Configuring security settings for SSO authentication

If you enable single sign-on (SSO) authentication for the add-in, you must also
configure Content Server to allow request handlers to be embedded in external
frames. By default, Content Server prevents request handlers from being embedded
in external frames.

To configure security settings for SSO authentication:

1. On the Content Server Administration page, click Core System – Server

Configuration > Security Parameters.
2. In the Frame Embedding area, clear the Prevent request check box.

For more information about configuring security parameters, see the OpenText
Content Server Administration Online Help.

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 3.30. Configuring how users can copy or move business workspaces

3.29.6 Adding URLs to the list of trusted sites in Internet

Explorer
In Microsoft Outlook, the Business Workspaces Outlook add-in is displayed in an
embedded Internet Explorer browser. On each client computer that is used to access
the add-in, you must add the URL of your Content Server system to the list of
trusted web sites in Internet Explorer.

If you are configuring SSO authentication in your environment, you must also add
the URLs of all servers that provide access to Content Server (for example, the
OpenText Directory Services server, ADFS server, and any proxy servers).

To add URLs to the list of trusted sites in Internet Explorer:

1. In Internet Explorer, open the Internet Options dialog box.

2. On the Security tab, select the Trusted site zone.

3. Click Sites, add the required URLs to the list of trusted web sites, and then close
the Trusted sites dialog box.

4. Click OK.

3.30 Configuring how users can copy or move

business workspaces
You can configure if and how users can copy or move business workspaces.

Per workspace You can inhibit copying for each workspace type.
type
Usage You can grant the Move Business Workspaces usage privilege to a group of users.
Privileges You need administrator permissions for this.

Classification As default, users can copy or move business workspaces only to folders, which have
independent the same classification as their original folder. However, you can disable this check
and allow users to copy or move business workspaces wherever they want to. This
is a system-wide setting and you need administrator permissions for it.

To allow to copy or move a business workspace anywhere:

1. On the Content Server Administration page, click Business Workspaces >

Configure Business Workspaces.

2. Select Allow Move and Copy.

3. Click Save Changes.

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Chapter 4
Configuring business attachments

Business attachments are links between an item in Content Server and a business
object.

• From the SAP perspective, you open your business object; then you add a
Content Server item as a business attachment. Business attachments are displayed
in the Business Content window. Typically, this a document, a folder or an URL.
• From the Content Server perspective, you add a business object to the Content
Server item.
A business object that is added to a Content Server item is displayed in the
Business Objects tab of that item. They are also indicated by the Business
Objects icon.

Business attachments can be created either manually or automatically.

Figure 4-1: Business attachments

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Chapter 4 Configuring business attachments

4.1 Customizing steps

The following steps in this order are required to configure business attachments.

1. SAP Property Provider – Write your own property provider or use the default
property provider which is part of Extended ECM for SAP Solutions.
For more information, see “Implementing a property provider in SAP”
on page 53.
2. Content Server – Enable a business object type so that it can be used as business
attachment, and select which Content Server object types can be used for
business attachments, typically folders or documents.
For more information, see “Configuring the adding of business objects to
Content Server items” on page 194.
3. Create a search form to find business objects in the business attachment widget.
For more information, see “Creating a search form for business attachments”
on page 420.
4. Optional Content Server – Configure the automatic adding of business objects.
For more information, see “Content Server: Configuring the automatic adding
of business objects” on page 196.
5. Optional For an automatic update of the attributes when business objects are
changed: In the SAP system (IMG), maintain the receiver modules. For more
information, see “SAP: Linking events to receiver type function modules”
on page 200.

4.2 Configuring the adding of business objects to

Content Server items
You can configure if business objects can be added to a Content Server item. You can
use this scenario, for example, if you maintain a product manual in Content Server.
You can then add the business objects of all products that use this manual. In
Content Server, you see the related business objects. In the business application, you
see a link to the manual in Content Server for this product.

This is independent of business workspaces.

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 4.2. Configuring the adding of business objects to Content Server items

Can be Added as Business Object

Select this option so that this business object type can be added as a business
object to a Content Server item.

Options

• Enable Metadata Mapping from the business application to OpenText

Content Server: This enables automatic mapping of business object metadata
to the corresponding Content Server categories during the adding of a
business object. The property mapping of the business object is used. For
more information, see “Configuring the creation of business workspaces”
on page 136.

Note: This function requires a prior implementation of the property

provider.

Important
If metadata mapping is configured for added business objects, you can
only create one business attachment per workspace type for a business
object.
• Enable Callback Interface Before Adding Business Objects (SAP only):
Optional execution of additional Business Add-Ins (BAdIs), which enhance
the SAP functions; these are executed prior to the process of adding a
business object.
• Enable Callback Interface Before Removing Business Objects (SAP only):
Optional execution of additional Business Add-Ins (BAdIs), which enhance
the SAP functions; these are executed prior to the process of removing a
business object.

The BAdI is /OTX/RM_DOL_REF_LL in package /OTX/RM_DOL. For more

information, see section SAP BAdIs in the SDK documentation, which you find
in OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/
Open/63007681).

Business Object Name Pattern

Business Object Name Pattern: Enter a pattern that will be used for the
business object name when it is added to a Content Server item. You can use
business properties and plain text, for example Document: [OBJTYPE]
[DESCRIPT] ([OBJKEY]). You can also use modifiers for the name pattern,
however, you cannot use category attributes for the name of a business object.
For more information, see “Using patterns for workspace names and business
object names” on page 82.

Configure Content Server Objects

Click Managed Object Types to select all object types where users may add a
business object or where a business object can automatically be added. All object
types that are available in your Content Server installation are listed. Some
object types like documents, folders and business workspaces are preselected.

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Chapter 4 Configuring business attachments

Select the URL object if you want users to view shortcuts in the Business
Objects tab of the business workspace. For more information, see Section 4.6
“Adding a shortcut to a Content Server item using a Simple Search” in OpenText
Extended ECM for SAP Solutions - User Guide (ERLK-UGD).
Tip: You must first save a business workspace before you can click the
Manage Object Types button.
Automatic Adding of Business Object
Select this option to configure automatic adding of business objects.
Trigger Automatic Creation by
These options are only relevant if you want a configuration that adds business
objects automatically to Content Server items. For more information, see
“Content Server: Configuring the automatic adding of business objects”
on page 196.
Specify a category attribute; this attribute must be of the checkbox type
(Boolean).
When the user enables this attribute checkbox in the Category properties tab of
the document, the business object is added automatically.
Retrieve Business Object Key from
Specify the attribute that contains the key of the business object.
Note: The available parameter values are the key fields of the selected
business object type.

4.3 Content Server: Configuring the automatic

adding of business objects
You can configure that business objects are added automatically to a Content Server
item, triggered by an event, for example, when a user sets a certain attribute.

To enable automatic adding of business objects:

1. Open the business object type that you want to use to automatically add
business object to Content Server items.
2. Add a category to the business object type that contains a boolean attribute
(“true” or “false”) which you can use as a trigger.

3. For the business object type, add the following information:

Trigger Automatic Creation by

These options are only relevant if you want a configuration that adds
business objects automatically to Content Server items. For more

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 4.4. Content Server: Granting object and usage privileges

information, see “Content Server: Configuring the automatic adding of

business objects” on page 196.
Specify a category attribute; this attribute must be of the checkbox type
(Boolean).
When the user enables this attribute checkbox in the Category properties
tab of the document, the business object is added automatically.
Retrieve Business Object Key from
Specify the attribute that contains the key of the business object.

Note: The available parameter values are the key fields of the selected
business object type.

For more information about the automatic handling, see “Configuring events for
business workspaces and business attachments“ on page 199.

4.4 Content Server: Granting object and usage

privileges
The following Content Server privileges are related to business attachments:

• Add/Edit/Remove Business Objects

Only users with this privilege can add business objects as a link to a Content
Server item, edit the link or remove it.
• Display Business Objects
This restriction applies only to SAP business objects that are linked by adding
them to a Content Server item. It does not restrict the access to an SAP business
object from the corresponding business workspace.

To administer the privileges:

1. On the Content Server Administration page, click Core System – Feature

Configuration > Usage and Transaction Privileges.

2. Set the object and usage privileges as required.

For more information about permissions and privileges on Content Server, see
Section 4.3 “Permissions on Content Server” in OpenText Extended ECM for SAP
Solutions - User Management and Access Control Scenarios (ERLK-CUM).

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4.5 Automatically updating business attachments

Extended ECM for SAP Solutions provides the following function modules for the
automatic update of business attachments:

• /OTX/RM_WSC_UPD_BUS_REFS function module for business objects that have

been added to Content Server item.
• /OTX/RM_WSC_UPD_BUS_REFS_SUPER function module. You can use this function
module if a business object does not have the relevant events.
For more information, see “SAP: Using change documents for the automatic
creation and updates when events are missing” on page 208.

For more information, see “SAP: Linking events to receiver type function modules”
on page 200.

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Chapter 5

Configuring events for business workspaces and

business attachments

You can customize the system so that whenever a business object is changed or
created, an action is triggered in Content Server. For example, when a business
object is created, a business workspace is created. Or when metadata is changed, this
change is transferred to the Content ServerExtended ECM.

Typically, this is based on CREATED and CHANGED events which are triggered by
the business object. However, if a business object does not provide events, you can
use change documents as an alternative method. This chapter explains how to find
out which method is appropriate and how you customize it.

5.1 Preparing events implementation

After you have identified the business object that should trigger the automatic
creation or update of a business workspace or a business attachment, you need to
find out which method to use for events:

• Events that are provided by the business object

• Change documents when events are missing

Important
The following describes only roughly how to find event methods for a business
object type. For a detailed description, see the SAP NetWeaver help (http://
help.sap.com/saphelp_nw70/helpdata/EN/c5/
e4aeef453d11d189430000e829fbbd/frameset.htm).

To find out which event method the business object type requires:

1. Find out if your business object type provides the CREATE and CHANGE
events:

a. Run transaction SWO1.

b. Enter the name of the business object and click Display.

c. Check if the business objects provides the required events. If so, you can
maintain the events in the IMG for Extended ECM for SAP Solutions. For
more information, see “SAP: Linking events to receiver type function
modules” on page 200.

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2. If the business object type does not provide events, check which change
documents it writes that you can use to trigger events:

a. Run transaction SE16 to view table TCDOB which maintains the change
documents.

b. In this table, the TABNAME is the name of the table, and the OBJECT is
the name of the change document object. For example, the business object
type KNA1 (Business Partner) writes a change document DEBI.

For more information, see “SAP: Using change documents for the automatic
creation and updates when events are missing” on page 208.

5.2 SAP: Linking events to receiver type function

modules
When a business object is created or changed, an event is created for this object, for
example a CREATED event or a CHANGED event. You can use this event to create or
update the corresponding Content Server item. Typically, these items include
business workspaces and added business objects.

You define entries for every relevant business object event and link them to the
respective function modules.

Tip: For composite workspaces, you might need a custom function module
with additional logic.

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 5.2. SAP: Linking events to receiver type function modules

To use the asynchronous method via queuing, use the respective function module
that end with _ASYNC or _ASY. For more information, see “Creating business
workspaces and declaring document asynchronously” on page 156.

Important
The SAP Workflow System must be set up and running correctly for events to
be created (SWU3 transaction). For more information, see the SAP
documentation.

Table 5-1: Receiver type function modules and events for business
workspaces

Function Receiver function module Event

For (asynchronous) creation /OTX/RM_WSC_UPD Every relevant event, for
and update of business /OTX/RM_WSC_UPD_ASYNC example CHANGED, CREATED,
workspaces. ASSETTOBECREATED
This function modules
update an existing
workspace with the CHANGED
event. With a CREATED event
and all other events, the
function module either
updates the workspace or
creates a new workspace if it
does not exist yet.
For (asynchronous) update of /OTX/RM_WSC_UPD_ Every relevant event, for
existing business workspaces EXISTING example CHANGED
This function module /OTX/RM_WSC_UPD_
updates an already existing EXISTING_ASYNC
workspace with any event. It
does not create new
workspaces.
For (asynchronous) creation /OTX/RM_WSC_UPD_ CREATED, CHANGED
of business workspaces if the SUPERTYPE
business object does not have /OTX/RM_WSC_UPD_
the relevant events. SUPER_ASYNC
For more information, see
“SAP: Using change
documents for the automatic
creation and updates when
events are missing”
on page 208.

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Chapter 5 Configuring events for business workspaces and business attachments

Function Receiver function module Event

For (asynchronous) update of /OTX/RM_WSC_UPD_ Every relevant event, for
existing business workspaces SUPERTYPE_EXST example CHANGED
if the business object does not /OTX/RM_WSC_UPD_
have the relevant events. SUPER_EXST_ASY
This function module
updates an already existing
workspace that does not have
the relevant events. It does
not create a workspace.

For more information, see

“SAP: Using change
documents for the automatic
creation and updates when
events are missing”
on page 208.

Table 5-2: Receiver type function modules and events for added business
objects

Function Receiver function module Event

For added business /OTX/WSC_UPD_BUS_REFS Every relevant event,
objects if the according for example CHANGED,
business object has the CREATED,
relevant events. ASSETTOBECREATED
For added business /OTX/RM_WSC_UPD_BUS_REFS_SUPER CREATED, CHANGED
objects if the business
object does not have the
relevant events. For
more information, see
“SAP: Using change
documents for the
automatic creation and
updates when events
are missing”
on page 208.

To link events to a receiver function module:

1. In the IMG, navigate to the Extended ECM > Maintain Receiver Module
Events activity and click Execute.
2. Click New Entries.
3. It depends on the object type if you define settings for a BOR Object Type or a
ABAP Class.

For BOR object types

• Object Category: BOR Object Type

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 5.2. SAP: Linking events to receiver type function modules

• Object Type: Name of the object type, for example, EQUI. For print lists,
enter PRINTLIST.
• Event: Event of the SAP business object type, for example CHANGED,
CREATED, ASSETTOBECREATED. The name depends on the object type.

– For automatic creation and update of automatically created

workspaces, create entries for every relevant event, for example
CHANGED, CREATED, ASSETTOBECREATED. The names depend on the
object type.
– For update of manually created workspaces and for update of added
business objects, create entries for every CHANGED event. The names
depend on the object type.
• Receiver Type: Enter a name that identifies this entry. If you are using
the /OTX/RM_WSC_UPD_SUPERTYPE or the /OTX/WSC_UPD_BUS_REFS_
SUPER function module, enter the name of the supertype of the derived
business object, for example KNA1. For more information, see “SAP:
Using change documents for the automatic creation and updates when
events are missing” on page 208.
• Receiver Call: Select Function Module.
• Receiver Function Module: Receiver function module for the required
function, see “Receiver type function modules and events for business
workspaces” on page 201 or “Receiver type function modules and
events for added business objects” on page 202.
• Check Function Module: Leave empty.
• Receiver Type Function Module: Leave empty.
• Destination of Receiver: Enter NONE to use the context of the user that
runs the functions. If you leave this field empty, the background
workflow user, usually WF-BATCH, is used. It must exist in the system.
• Event delivery: Select Using tRFC (Default).
• Linkage activated: Select this option to enable the linkage.
• Enable Event Queue: OpenText recommends that you do not use the
standard SAP event queue when using the Extended ECM
asynchronous queue.
• Behavior Upon Error Feedback: Select your preferred behavior, for
example System defaults.
• Receiver Status: Leave default here.

For ABAP classes

• Object Category: ABAP Class

• Object Type: Name of the object type, for example /SAPSRM/CL_WF_
PDO_PO.

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Chapter 5 Configuring events for business workspaces and business attachments

• Event: Event of the SAP business object type, for example READY_FOR_
WORKFLOW. The names depend on the object type.

• Receiver Type: Enter a name that identifies this entry.

• Receiver Call: Enter Method.
• Class Name: Class for the required function. Enter /OTX/RMSRM_CL_
EVT_UPD.

• Check Function Module: Leave empty.

• Receiver Type Function Module: Leave empty.
• Destination of Receiver: Enter NONE to use the context of the user that
runs the functions. If you leave this field empty, the background
workflow user, usually WF-BATCH, is used. It must exist in your
system.
• Event delivery: Select Using tRFC (Default).
• Enable Event Queue: OpenText recommends that you do not use the
standard SAP event queue when using the Extended ECM
asynchronous queue.
• Behavior Upon Error Feedback: Select your preferred behavior, for
example System defaults.
• Receiver Status: Leave default here.

4. Select Linkage activated to enable the linkage.

5. Click Save.

6. Repeat the procedure for every relevant business object type.

For examples of possible entries for the different scenarios, see “Configuration
examples for business workspace and business object updates” on page 205.

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 5.2. SAP: Linking events to receiver type function modules

Configuration examples for business workspace and business

object updates
Example 5-1: Update of business workspaces: receiver function module
for CHANGED event of the EQUI business object

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Chapter 5 Configuring events for business workspaces and business attachments

Example 5-2: Update of added business objects: receiver function module

for CHANGED event of the EQUI business object

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 5.2. SAP: Linking events to receiver type function modules

Example 5-3: Creation and update of business workspaces for purchase

orders in an SAP SRM system

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Chapter 5 Configuring events for business workspaces and business attachments

5.3 SAP: Using change documents for the automatic

creation and updates when events are missing
There are business objects that do not have the CREATE and CHANGE events, which are
required to use the /OTX/RM_WSC_UPD and /OTX/RM_WSC_UPD_BUS_REFS function
modules. For these business objects, it might be an option to use change documents
to trigger automatic creation or updates.

Tip: To find out if a business object writes the documents, see “Preparing
events implementation” on page 199.

In this case, use one the following function modules:

• /OTX/RM_WSC_UPD_SUPERTYPE for the automatic update and creation of

workspaces. Use /OTX/RM_WSC_UPD_SUPER_ASYNC for asynchronous queue
processing.

• /OTX/RM_WSC_UPD_SUPERTYPE_EXST for the automatic update of an already

existing workspace. It does not create a workspace. Use /OTX/RM_WSC_UPD_
SUPER_EXST_ASY for asynchronous queue processing.

• /OTX/RM_WSC_UPD_BUS_REFS_SUPER for the update of business objects that have

been added to the Content Server item.

Note: You can use only one of the function modules. If you need both the
update of business workspaces and of business objects, contact OpenText
Professional Services for assistance.

To enable automatic creation and updates using change documents:

1. In the SWO1 transaction, derive a new subtype for the business object that does
not have the required events. For example, create a subtype Z_KNA1 for the KNA1
supertype. As program, enter Z_KNA1.

2. In the SWO1 transaction, for the created subtype, add the /OTX/RMWSC interface.
This interface creates the relevant events for the derived business object.

3. In the Maintain Change Document Events activity, define the change

document that triggers the event for the derived business object type.
For example, for the derived Z_KNA1 business object type, you can use the
change document object DEBI to trigger a CHANGED event. For more information
about the activity, see “SAP: Maintaining change document events”
on page 209.

4. Link the function module to the event of the new subtype as described in “SAP:
Linking events to receiver type function modules” on page 200. In the Receiver
Type field, enter the name of the supertype of the derived business object, for
example KNA1.

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 5.4. SAP: Maintaining change document events

Example 5-4: Update of business objects: receiver module for the

CREATED event of the Z_KNA1 business object

5.4 SAP: Maintaining change document events

You can use the writing of change documents to trigger events for a business object
type. This is relevant for the following:

• For business object types that do not have the required events to create or update
a business workspace or business objects. For more information, see “SAP: Using
change documents for the automatic creation and updates when events are
missing” on page 208.
For example, you can define that when the DEBI change document is created, for
the Z_KNA1 business object type, the CREATED event is triggered.
• For the update of policies when role assignments are changed or deleted. For
more information, see Section 7.5 “Enabling automatic policy assignment for
changed role assignments” in OpenText Extended ECM for SAP Solutions - User
Management and Access Control Scenarios (ERLK-CUM). You define two entries for
the PFCG change document object. If the PFCG change document object is changed
or deleted, for the /OTX/PFCG object type the USER_CHANGED event is triggered.

Tip: For more information about the creation of events when change
documents are written, see the SAP Help portal (http://help.sap.com/

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Chapter 5 Configuring events for business workspaces and business attachments

saphelp_nw70/helpdata/EN/c5/e4aeef453d11d189430000e829fbbd/
frameset.htm).

To maintain change document events:

1. In the IMG, navigate to the Extended ECM > Maintain Change Document
Events activity and click Execute.

2. Add the following entries:

For business object types that do not have the required events, link all relevant
actions of change document objects to the related business object events:

• Change doc. object: Enter the change document object, for example DEBI.
• Object Category: BOR Object Type
• Object Type: Derived business object type, for example Z_KNA1.
• Event: Enter CHANGED or CREATED.
• Trigger Event: Select On Create or On Change.

For the update of policies when role assignments are changed or deleted, create
two entries. For more information, see Section 7.5 “Enabling automatic policy
assignment for changed role assignments” in OpenText Extended ECM for SAP
Solutions - User Management and Access Control Scenarios (ERLK-CUM).

• Change doc. object: PFCG

• Object Category: BOR Object Type
• Object Type: /OTX/PFCG

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 5.4. SAP: Maintaining change document events

• Event: USER_CHANGED
• Trigger Event: Select once On Change and once On Delete.

3. Click Save.

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Chapter 6
Configuring document declarations

With Extended ECM for SAP Solutions, you can make SAP ArchiveLink and print
lists as well as SAP DMS documents available on Content Server.

In addition, you can set the declared SAP ArchiveLink documents and print lists
under the responsibility of OpenText Records Management by assigning an RM
Classification.

6.1 Configuring document declarations for SAP

ArchiveLink
To make ArchiveLink documents and print lists available on Content Server, you
have to configure document declarations.

SAP Archive Server

Business Object 2
Archived
AL document
Business Object 1

Business workspace for Content Server with RM

Business Object 1
Folder for ArchiveLink
Record A

Record B

Figure 6-1: ArchiveLink and Records Management

Multiple links to You can link one archived document to multiple business objects in the SAP system.
an ArchiveLink The business objects point to one document in Archive Server. At the same time,
document
Content Server creates multiple records with links to the archived document. You
can store the records in a business workspace or any other location in Content
Server.

Deleting With Records Management, you defined retention periods, which control when a
documents and record must be deleted. You can delete each record for the same document
records
independently of each other. However, the archived document is only deleted when
the last record has been deleted.

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Chapter 6 Configuring document declarations

SAP
Business Business Business
Object 1 Object 2 Object 3

1 2

Content Server
Record A Record B

Archive Server
Archived
document

Figure 6-2: Deleting ArchiveLink documents and records

1. Record A is deleted:
Link between Business Object 1 and the Archived document is deleted. The
archived document is not deleted, though, as there is still another record linked
to the document.
2. Record B is deleted:
Link between Business Object 2 and the Archived document is deleted. The Archived
document is deleted because the last record was deleted.
Link between Business Object 3 and the Archived document is deleted.

6.1.1 Prerequisites and customizing steps

Consider the following for document declarations:

• Which types of documents do you want to declare: ArchiveLink documents or

print lists?
• Do you want to set the declared documents under OpenText Records
Management?
• Where do you want to store the documents and should they be available to users
on Content Server in a Shared Documents scenario?

Prerequisites

• The system is set up for document declaration according to Section 23.18

“Preparing document declaration” in OpenText Extended ECM for SAP Solutions -

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 6.1. Configuring document declarations for SAP ArchiveLink

Installation and Upgrade Guide (ERLK-IGD). After this the following must be
available:

– Records Management classification (only if you want to set the documents

under Records Management)
– Folder type and item type are imported.
– Authorization for records is defined.
– The system categories otx.sap.rm.SystemArchiveLink and otx.sap.rm.
SystemPrintList were imported. For more information, see Section 23.18.2
“Importing SAP system categories” in OpenText Extended ECM for SAP
Solutions - Installation and Upgrade Guide (ERLK-IGD).

The following steps in this order are required to configure document declaration:

Steps overview

1. SAP Property Provider – Provide a property provider for the document

declaration. For more information, see “SAP: Implementing a property provider
for document declaration” on page 218.
2. SAP IMG – Create a document declaration. For more information, see “SAP:
Creating a document declaration” on page 219.
3. Optional SAP IMG – Maintain multilingual names for documents.
4. SAP IMG – Assign the newly created declaration ID to a business object and a
document type. For more information, see “SAP: Assigning a document
declaration to a business object and a document type” on page 230.

6.1.2 Enabling document declaration for ArchiveLink

documents
ArchiveLink is a standard SAP component to provide documents for a business
object. This can be either manually by the user or automatically, triggered by an
event. The documents are stored in an archive and linked to the business object. In
addition, archived documents can be set under Records Management.

Prerequisites The system is set up for document declaration according to Section 23.18 “Preparing
document declaration” in OpenText Extended ECM for SAP Solutions - Installation and
Upgrade Guide (ERLK-IGD).

To enable document declaration for ArchiveLink documents:

1. In the SAP system, create a new business property provider if the default
property provider is not suitable for you. For more information, see “SAP:
Implementing a property provider for document declaration” on page 218.
2. On Content Server, create categories.
The categories are used to store metadata of the ArchiveLink document, such as
the ArchiveLink document type.

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3. Optional On Content Server, create a Records Management classification (RM

classification).
The RM classification is mandatory if you want to enable the Records
Management capabilities. The RM classification is typically part of an overall
file plan. For more information, see “Content Server: Setting up RM
classifications for ArchiveLink documents and print lists” on page 219.
4. Define unique names for all Content Server items, for example categories and
folders, that you want to use in your document declaration. For more
information, see “Creating unique names for Content Server items”
on page 142.
5. In the SAP system (IMG), define a declaration for the defined Content Server
location, categories and classifications. For more information, see “SAP:
Creating a document declaration” on page 219.
If you want to enable Records Management, for the Records Management
settings, specify an existing RM classification and all additional fields as
required.
6. Optional In the SAP system, enter the names of declared documents in additional
languages. For more information, see “SAP: Providing multilingual document
names” on page 228.
7. In the SAP system (IMG), assign a declaration ID to the document type and SAP
object type. For more information, see “SAP: Assigning a document declaration
to a business object and a document type” on page 230.
8. Optional For automatic declaration, select the Automatic check box. Any new
ArchiveLink entry matching the given object type and document type is
automatically declared as a record.
In the SAP system (IMG), maintain the receiver modules to make sure that the
documents are updated automatically. For more information, see “Maintaining
receiver modules for CHANGED events (optional)” on page 237.

6.1.3 Enabling document declaration for print lists

Print lists are generated by reports in the SAP system. They can be stored in an
archive using the standard ArchiveLink functionality. Extended ECM for SAP
Solutions enables you to integrate these print lists in folders on Content Server.

Example 6-1: Print lists on Content Server

Your SAP system creates daily reports that you want to store on Content
Server. You can define a root folder for print lists created by the same report
and create subfolders for every day the report runs.

Prerequisites The system is set up for document declaration according to Section 23.18 “Preparing
document declaration” in OpenText Extended ECM for SAP Solutions - Installation and
Upgrade Guide (ERLK-IGD).

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To enable document declaration for print lists:

1. In the SAP system, create a new business property provider if the default
property provider is not suitable for you. For more information, see “SAP:
Implementing a property provider for document declaration” on page 218.
2. On Content Server, set up categories.
The categories are used to store metadata of the ArchiveLink document, such as
the ArchiveLink document type.
3. Optional On Content Server, set up Records Management classifications (RM
classifications).
The RM classification is mandatory to enable the Records Management
capabilities. The RM classification is typically part of an overall file plan. For
more information, see “Content Server: Setting up RM classifications for
ArchiveLink documents and print lists” on page 219.
4. Define unique names for all Content Server items, for example categories and
folders, that you want to use in your document declaration. For more
information, see “Creating unique names for Content Server items”
on page 142.
5. In the SAP system (IMG), define a declaration for the defined Content Server
location, categories and a classification. For more information, see “SAP:
Creating a document declaration” on page 219.
For the Document Location setting, keep the following in mind:

• If you select Constant and leave the field empty, the Extended ECM
operations root folder becomes the root folder and the documents are not
accessible for users.
The Operations root folder stores business documents from the SAP system
in Content Server. There is a folder for each business application with the
same name. You need administration rights to access the folders.
• The Workspace option is only relevant in special scenarios, for example if
the property provider associates the print list with a specific object.

If you want to use Records Management for the Records Management settings,
specify an existing RM classification and all additional fields as required.
6. Optional In the SAP system, define the names of declared documents in
additional languages. For more information, see “SAP: Providing multilingual
document names” on page 228.
7. In the SAP system (IMG), assign a declaration ID to the document type and SAP
object type. For more information, see “SAP: Assigning a document declaration
to a business object and a document type” on page 230.
8. Optional For automatic declaration when print lists are created: Select the
Automatic check box if any new print list entry matching the given object type
and document type should be declared as record automatically.

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For automatic declaration when print lists are created: In the SAP system (IMG),
maintain the receiver modules events. For more information, see “Maintaining
receiver modules for automatic declaration of print lists” on page 234.

6.1.4 SAP: Implementing a property provider for document

declaration
Implementing a property provider is required if you want to enhance the basic
metadata of documents with more business properties. The Extended ECM for SAP
Solutions release contains the following default business property provider classes:

• /OTX/RM_CL_PP_ALINK
This provider class allows storing documents with all the ArchiveLink properties
like Document ID, Business Object Type, etc.
• /OTX/RM_GEN_PP_CL_ALINK_DOC
Generic property provider for document declaration. You can use this property
provider without further enhancement and development. You may also derive it
to change its behavior. This version of the generic property provider replaces
the /OTX/RM_GEN_PP_ALINK_DOC property provider, which is obsolete with
version 16 EP4 (16.2.4.).
• /OTX/RM_CL_PP_PRINTLIST
This provider class allows storing print lists.

To enhance the business property provider:

1. Use the SE24 transaction to open the Class Builder.

2. You can enhance the default business property providers.

To enhance the basic metadata, you have to derive a new class from the default
business property provider classes. All the elements needed for this
implementation are collected in the package interfaces of the /OTX/RM package
and the /OTX/RM_WSCI package.

Note: These interfaces may change with the next version of Extended
ECM for SAP Solutions. Therefore, be aware that possible upgrade tasks
will not be covered by Extended ECM for SAP Solutions.

For more information about property providers, see the SDK in OpenText My
Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/63007681).
OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/
63007681).

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6.1.5 Content Server: Setting up RM classifications for

ArchiveLink documents and print lists
You need Records Management (RM) classifications to assign the document or
record to a file plan or taxonomy in Content Server. This is mandatory for Records
Management. For more information, see the Content Server online help.

To define classifications:

• Define an RM classification to assign the document or record to a file plan or

taxonomy in Content Server. Mandatory for Records Management.

Note: If you already created an RM classification according to Section

23.18.1 “Creating a Records Management classification (optional)” in
OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD), you can omit this step here.

6.1.6 SAP: Creating a document declaration

In this IMG activity, you define document declarations for ArchiveLink documents
and print lists.

For the document declaration, you need the following information; some of them
must be configured before you begin this procedure.

• Name of property provider

• Connection ID
• Unique names of system category and other categories
• Unique name of location folder or definition of business workspace
• Names of business properties and category attributes
• Unique name of RM Classification

To create a document declaration:

1. In the IMG, navigate to the OpenText Extended ECM for SAP Solutions >
Extended ECM > Document (ArchiveLink) ... > Maintain Document
Declarations activity and click Execute.

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Click New Declaration.

2. ID, Description, and Property Provider, and Business Object Type

Enter or modify the following parameters:

• Declaration ID
Enter a unique name for this declaration.
• Description
Enter a description that states the purpose of the document declaration.
• Business Property Provider
Select one of the available property providers from the value list.
Extended ECM for SAP Solutions includes the following default property
providers:

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 6.1. Configuring document declarations for SAP ArchiveLink

/OTX/RM_CL_PP_ALINK for ArchiveLink documents

/OTX/RM_GEN_CL_PP_ALINK as generic property provider for ArchiveLink
documents
/OTX/RM_CL_PP_PRINTLIST for print lists.

• Business Object Type

If you entered the generic property provider /OTX/RM_GEN_CL_PP_ALINK or
a child of this class, enter the business object type.

Click Next.

3. Content Server Settings

Enter the following parameters:

Connection ID
Select one of the configured connection to Content Server from the value
list. For more information about the connected Content Server, see Section
22.2.6 “Maintaining Extended ECM connections” in OpenText Extended ECM
for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD).
System Category Unique Name
Select an existing unique name of an Extended ECM for SAP Solutions
system category. The category will store the system properties coming from
the property provider. For more information about unique names, see
“Creating unique names for Content Server items” on page 142.

Note: A suitable system category must contain all system attributes

that are defined by the selected property provider; and the attributes
must match both in name and data type.

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Categories (optional)
You can add more categories that store the non-system properties coming
from the property provider specified before. Click Insert Category to add
a row and select an existing Content Server category by its unique name.

Note: The category that has been specified under System Category
cannot be selected.

To delete a row, select it and click Delete Category.

Document Location
ArchiveLink documents and print lists declared as records are stored in
Archive Center. The document location defines the target folder where
records will be stored. You refer to folders using the unique names you
defined for them. For more information about unique names, see “Creating
unique names for Content Server items” on page 142.
The following parameters are available:

• The Root Folder field may contain a constant, the parameters of a

business workspace or a business property:

– Unique Name
Unique name of an existing folder within Content Server. However,
if the field is empty, the Enterprise Library Services Application
folder becomes the root folder. In this case, the document will not be
accessible to users.
– Workspace
By using the fields Object and Key, the business workspace where
the document will be located can be specified explicitly. If the fields
Object and Key are empty, the document or print list will be located
according to the workspace definition for the associated business
object.

Note: When using a workspace as Root Folder, the

configuration for the workspace must done beforehand. For
more information, see “Configuring business workspaces“
on page 49.

○ Object
Optional: SAP object type (e.g. EQUI)
○ Key
Optional: Property of the property provider with the key of the
business object for the workspace where the document is stored.
– Business Property
ID of an existing folder within Content Server provided by a
property of the assigned property provider. If the value of the field is
0, the Content Server application folder becomes the root folder.

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Note: If the Content Server application folder is used as root

folder, you cannot use any of the two impersonation scenarios (see
Section 22.2.6 “Maintaining Extended ECM connections” in
OpenText Extended ECM for SAP Solutions - Installation and Upgrade
Guide (ERLK-IGD)).

• (Optional) In the Sub Folder field, you can define a pattern to specify
the sub folder name using normal text, document property values and
modifiers.
Modify the default document location according to your storage
strategy. Insert the property placeholder using the Insert Placeholder
button. For more information, see “Creating a name pattern for record
declaration” on page 227.

Document Name
ArchiveLink documents and print lists declared as records are stored in the
defined document location; the record name is defined in the Document
Name field. You can create a name pattern with normal text, placeholders
and modifiers similar. For more information, see “Creating a name pattern
for record declaration” on page 227. Modify the default document name
according to your storage strategy. Insert the property placeholder using
the Insert Placeholder button.

Note: The URL, with which users will open the document, consists of
the host name, the port, and the document name. This URL may not
be longer than 1024 ASCII characters. With URL-Encoding, a single
non-ASCII character, for example, from the Cyrillic alphabet, uses
three and more ASCII characters, thus, the maximum length can easily
be reached.

Tips

• OpenText recommends that you define the Document Name in a way

that it gets a unique name.

• You can also configure different document names for different

languages. For more information, see “SAP: Providing multilingual
document names” on page 228.

Click Next.

4. Categories Mapping
The Categories Mapping dialog always displays a tab for the system category
and a tab for each additional category.

Note: The system category only supports standard ArchiveLink properties

which you cannot change.

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Click Search help in the respective rows to define the mappings between
SAP business properties and category attributes.
Business properties with the same type and name as a category attribute are
suggested as default mapping. For each mapping pair, the F4 value list displays
all business properties with the same type as the corresponding category
attribute.

5. If the mapping table has property groups, click the respective Map button to
define the mappings of the subproperties.
Click OK to close the Property Group Mapping dialog.
Click Next.

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6. Records Management Settings

Specify all Records Management settings. Click Search help in the

respective fields to define the following parameters:

• RM Classification (optional)
If you select Unique Name, you refer to the RM classification using the
unique name you defined for it. For more information about unique names,
see “Creating unique names for Content Server items” on page 142.
If you select Template, a template mechanism with placeholders is provided
similar to the one for Document Location field. You can create a pattern to
define the RM Classification template using normal text, document property
values and modifiers.
Insert the property placeholder using the Insert Placeholder button. For
more information, see “Creating a name pattern for record declaration”
on page 227.

Parameters for the following can either be defined as a constant value or by

using a business property value.

• Record Date

• Status

• Status Date

• Mark Official

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Notes

• Empty RM classification field

Be aware of the following behavior:

– Creating a document: If the document inherits an RM classification,

all other RM configuration parameters are applied.
– Updating a document: If no RM classification is set but the document
already has an RM classification, the document keeps its current RM
classification, and all other RM configuration parameters are applied.
– If you do not provide an RM classification and the document does not
inherit an RM classification then this document will not be under
Records Management. The other RM parameters are therefore not
applied.
• If you fill the Record Date, Status, and Status Date field, but leave the
RM Classification empty, then the provided fields are only applied if
the document to create receives an RM classification via inheritance or
the document to update already has a RM classification.
• The values for RM Classification and Status must exist on the Content
Server Records Management server.
• Constant values for Record Date and Status Date are interpreted as
being in the GMT time zone.

Tip: These parameters correspond to the fields on the Records Detail tab
for a declared document in the Content Server Web UI.

7. Optional Select one or more of the available supplemental markings in the

Supplemental Markings table.
Click Finish.

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The table of declarations displays the new declaration.

Creating a name pattern for record declaration

For record declaration, you can create a name pattern for document name and
subfolder path.

The Insert Placeholder button displays a list of properties evaluated at record

declaration time. The properties that are available depend on the property provider
that you specified before.

Examples for name patterns in Content Server

Normal text and attributes

Combine normal text and attributes to form a pattern. You can use special
characters to separate the name pattern elements, for example dash (“-”),
parenthesis (“( )”), or forward slash “/”.

• Pattern – [AL_PLUS_Attributes.DocDesc_engl], archived

[ArchiveLink.Storage Date]

• Result – Delivery slip for customer, archived 201403152015

Offset: +2
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.

• Pattern – [AL_PLUS_Attributes.DocDesc_engl], archived

[ArchiveLink.Storage Date+2]

• Result – Delivery slip for customer, archived 1403152015

The first two digits of the date are cut off.

Length: (8)
Displays the specified number of characters. Separate the modifier from the
attribute by a colon. An out-of-bound length causes an error.

• Pattern – [AL_PLUS_Attributes.DocDesc_engl], archived

[ArchiveLink.Storage Date(8)]

• Result – Delivery slip for customer, archived 20140315

Only the first eight digits of the date are displayed.

Combination
You can combine all of those pattern modifiers.

• Pattern – [AL_PLUS_Attributes.DocDesc_engl], archived

[ArchiveLink.Storage Date+2(6)]

• Result – Delivery slip for customer, archived 140315

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The first two digits of the date are cut off and only six are displayed. The
word , archived was added.

An out-of-bound offset or length will cause an errors during the creation of the
record.

You can compose a name of several attributes. However, if one of those attributes
does not provide a value, this attribute is omitted without error message.

Example: You define the path with the following attributes: [Country]/[City]/
[MaterialType]. If the [City] attribute delivered no value the subpath would consist of
only [Country]/[MaterialType].

Note: To separate folders, use the forward slash (“/”). The colon (“:”) cannot be
used in Content Server paths. It is replaced by a space.

6.1.7 SAP: Providing multilingual document names

You can maintain the names of declared documents in many languages.

Customizing overview

1. Edit the property provider to support multilingual properties. For more

information, see the SDK Guide in OpenText My Support (https://
knowledge.opentext.com/knowledge/cs.dll/Open/63007681).
2. Maintain multilingual document names in the SAP system.
3. Add languages to the multilingual metadata in Content Server. For more
information, see “Configuring multilingual metadata languages” on page 64.

To maintain multilingual document names in the SAP system:

1. In the IMG, navigate to the OpenText Extended ECM for SAP Solutions >
Extended ECM > Document (ArchiveLink) ... > Maintain Multilingual
Document Declaration Templates activity and click Execute.

2. Add an entry for each language that you want to support.

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 6.1. Configuring document declarations for SAP ArchiveLink

• Declare ID: Select the document declaration that you created in Step 2 of
“SAP: Creating a document declaration” on page 219.
• Lng ISO: Select a language ISO code.
• Title template: Enter naming schema for this language.
You can use variables for the document names. For more information, see
“Creating a business object declaration in SAP” on page 54.

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6.1.8 SAP: Assigning a document declaration to a business

object and a document type
In the document declaration you defined where and how an ArchiveLink document
or a print lists are declared. In this step, you assign the document declaration to an
SAP business object type and to the document type.

To assign a declaration ID to object type and document type:

1. In the IMG, navigate to the Extended ECM > Document (ArchiveLink) ... >
Assign Declaration ID to Object Type and Document Type activity and click
Execute.

2. Click New Entries.

3. Click Search help in the respective fields to select an object type, a

document type, and the declaration ID.

a. Select Active to make this assignment visible to the document processing.

b. Select Automatic if any new ArchiveLink document or print list entry that
match the given object type and document type should be declared
automatically. For manual declaration via report and GOS menu, leave the
check box deselected.

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Note: For automatic declaration of print lists, the CREATED event for
print lists must be linked to the respective receiver module; for details
see “Maintaining receiver modules for automatic declaration of print
lists” on page 234.
c. Select Async. if you want to put the processing in the asynchronous queue.
You can only use the asynchronous queue if you also selected Automatic.
If the process creating the document declaration is a batch or workflow
process, the declaration will always be processed by the asynchronous
queue, regardless of this setting.
d. Optional You can select Auth.Check if you want to perform an additional
authentication check on display and delete access of declared ArchiveLink
documents or print lists.

Caution
Do not select the Auth.Check check box when the GOS
enhancement /OTX/RM_BF_GOS_ATTACHMENT is activated; as it also
performs an authentication check, performance will be impaired.
For more information, see “Customizing the GOS Attachment list
for Records Management” on page 307.

Note: This functionality requires the BAdI ALINK_AUTH_CON.

However, this BAdI does not function in all applications; HR
personnel administration is one example. Therefore this additional
check is not supported in all SAP applications.
e. Optional Enter a value in the Declaration delay to let the automatic
declaration process first check if the document is already in the archive. If
the document is found in the archive, the declaration process continues. If
the document is not found in the archive, the declaration process stops for
the defined amount of seconds you entered in the Declaration delay field
and continues afterwards. Enter a value in the Declaration retry field, how
many times you want the declaration process loop through the whole check
and wait process.

4. Click Save .

6.1.9 SAP: Customizing the dialog to declare documents

When users declare a document manually, a wizard helps them fill out the required
information. You can customize this dialog. You can define if a field is visible, and if
so, if it is mandatory.

The following explains how you configure each field of the respective sections.

Tip: See Section 6.6.1 “Declaring records” in OpenText Extended ECM for SAP
Solutions - User Guide (ERLK-UGD) for detailed explanations on how to use the
declare dialog.

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1. The Supplemental Markings table is only visible if some supplemental

markings are defined in Content Server Administration > Security Clearance
Administration > Security Clearance Levels and Supplemental Markings
Management. Selecting a supplemental marking is never mandatory.

2. Define, which record detail fields are visible and which of the visible ones are
mandatory
From the global menu, select Enterprise > Records Management > Records
Management Administration > System Settings > RM Fields. Notice that the
Update Cycle Period field and the Next Review Date field are only mandatory
if the Essential field is mandatory and the user selects a vital essential code. The
Records Management Configuration page (see Content Server Administration
> Records Management Administration > Enable and Configure Records
Management) defines which essential codes are vital.
3. The Records Management Fields configuration also defines whether the Cross
Reference field is visible or not. Selecting a cross reference is never mandatory.

4. The Configure Records Management page (Records Management Workspace >

Records Management Administration > System Settings > RM Settings)
defines whether cross references can optionally be a version or not. If they can be

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 6.1. Configuring document declarations for SAP ArchiveLink

a version, a check box appears to let users choose whether the selected cross
reference should be a version or not.
5. The Categories field is always visible. This field is only mandatory if the MIME
type of the current document has been associated to one or more categories.
To configure the MIME types, go to Content Server Administration > System
Administration > Administer MIME Types and Categories.

6.1.10 Configuring automatic document declaration

When creating an ArchiveLink entry, the BAdI OA_BADI_LINK is called by the SAP
system. Extended ECM for SAP Solutions contains an active BAdI implementation
that reacts to the creation of ArchiveLink entries. This BAdI implementation looks
up the IMG activity for document declaration. If there is a matching configuration
that is both enabled and set to automatic the BAdI declares
the ArchiveLink document.

Changing an ArchiveLink entry means reassigning it to another business object. In

this case, the same BAdI interacts again.

When a business object is updated, a workflow event, typically the CHANGED

workflow, is started. In this case, a function module, for example /OTX/RM_UPD_
RECORD_VIA_EVENT, /OTX/RM_UPD_REC_EVENT_ASYNC, /OTX/RM_UPDMD_RECORD_
VIA_EVENT or /OTX/RM_UPDMD_REC_EVENT_ASYNC, can update metadata of any
document attached to the business object.

Asynchronous To use the asynchronous method via queuing, use the respective function module
queue that end with _ASYNC or _ASY. Also document declarations initiated by the workflow
processing
user are processed via the asynchronous queue. For more information about the
asynchronous queue, see “Creating business workspaces and declaring document
asynchronously” on page 156.

For ArchiveLink documents and printlists, the following function modules are
relevant:

ArchiveLink documents declared as documents in Content Server

To declare ArchiveLink documents automatically, you set the respective flag in
the document declaration. For more information, see “SAP: Assigning a
document declaration to a business object and a document type” on page 230.
Print lists declared as documents in Content Server
To declare print lists that are archived automatically, you use a function
module /OTX/RM_CRT_RECORD_PRINTLIST or /OTX/RM_CR_REC_PRINTLIST_
ASYNC
For more information, see “Maintaining receiver modules for automatic
declaration of print lists” on page 234.
Update records metadata
To automatically update metadata of document that are linked to a business
object when the metadata was changed in the business transaction, you use
function modules:

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For a complete update of title, location, metadata, classification, and security

clearance, use /OTX/RM_UPD_RECORD_VIA_EVENT or /OTX/RM_UPD_REC_EVENT_
ASYNC
For an update of metadata only without changes in classification and security
clearance information, use /OTX/RM_UPDMD_RECORD_VIA_EVENT or /OTX/RM_
UPDMD_REC_EVENT_ASYNC.

Tip: The _ASYNC events are for using the asynchronous queue. For more
informations, see “Creating business workspaces and declaring document
asynchronously” on page 156.

For more information, see “Maintaining receiver modules for CHANGED events
(optional)” on page 237.

Table 6-1: Receiver function modules and events for document declaration

Function Receiver function module Event

For a complete /OTX/RM_UPD_RECORD_VIA_EVENT Every relevant event,
(asynchronous) update (/OTX/RM_UPD_REC_EVENT_ASYNC) for example CHANGED
of the record (i.e. title,
location, metadata,
classification, and
security clearance).
For an (asynchronous) /OTX/RM_UPDMD_RECORD_VIA_EVENT Every relevant event,
update of record (/OTX/RM_UPDMD_REC_EVENT_ASYNC) for example CHANGED
metadata only.
For the (asynchronous) /OTX/RM_CRT_RECORD_PRINTLIST CREATED
declaration of print lists (/OTX/RM_CR_REC_PRINTLIST_
as records. ASYNC)

6.1.10.1 Maintaining receiver modules for automatic declaration of print

lists
This step is required if you want to set up a scenario where print lists that are
archived should be declared automatically as records documents.

You must activate the creation of the PRINTLIST.CREATED event. After activation, a
receiver module must be linked to the CREATED event of the PRINTLIST Object Type.

Note: The SAP Workflow System must be set up and running correctly for
events to be created (SWU3 transaction). For more information, see the SAP
documentation.

To activate the creation of the CREATED event:

1. Navigate to the Extended ECM > Activate Receiver Module Events activity and
click Execute.

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Click the Activate Receiver Module Events activity in the IMG.

2. Select the Trigger Event PRINTLIST.CREATED option.

3. Click Save.

To link the receiver module to the CREATED event:

1. Navigate to the Extended ECM > Maintain Receiver Module Events activity
and click Execute.
2. Click New Entries.

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Chapter 6 Configuring document declarations

Figure 6-3:

3. Specify the following parameters:

• Object Category: BOR Object Type

• Object Type: PRINTLIST
• Event: CREATED
• Receiver Type: Arbitrary
• Receiver Call: Function module
• Receiver Function Module: /OTX/RM_CRT_RECORD_PRINTLIST or /OTX/RM_
CR_REC_PRINTLIST_ASYNC for using the declaration queue.

• Destination of Receiver: Enter NONE to use the context of the user that runs
the functions. If you leave this field empty, the background workflow user,
usually WF-BATCH, is used. It must exist in your system.
• Linkage Activated: Select this option.

Leave all other settings as shown in Figure 6-3.

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 6.1. Configuring document declarations for SAP ArchiveLink

4. Click Save.

Note: In the Assign Declaration ID to Object Type and Document Type

activity, select the Automatic check box if any new print list entry matching the
given object type and document type should be declared as record
automatically.

For more information, see “SAP: Assigning a document declaration to a

business object and a document type” on page 230.

6.1.10.2 Maintaining receiver modules for CHANGED events (optional)

This step is required if you want to set up a scenario where a change of the metadata
in a business transaction automatically updates the metadata of the records linked to
this business object.

Example 6-2:

ArchiveLink documents linked to the finance business object BKPF are declared
as records. Some metadata like the reference number are stored at the record
item type during declaration. At a later stage, the reference number changes;
this should automatically update the reference number in the item type.

Depending on the SAP version used, the following screens might look different on
your system.

To link the receiver module to the CHANGED event:

1. Navigate to the Extended ECM > Maintain Receiver Module Events activity
and click Execute.

2. Click New Entries.

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Chapter 6 Configuring document declarations

Figure 6-4: Example entry Event Type Linkages

3. Specify the following parameters:

• Object Category: BOR Object Type

• Object Type: Select the type that you want to update

• Event: Changed

• Receiver Type: Arbitrary

• Receiver Call: Function module.

• Receiver Function Module:

– For a complete update of title, location, metadata, classification, and

security clearance: /OTX/RM_UPD_RECORD_VIA_EVENT or /OTX/RM_UPD_
REC_EVENT_ASYNC
– For an update of the metadata only /OTX/RM_UPDMD_RECORD_VIA_EVENT
or /OTX/RM_UPDMD_REC_EVENT_ASYNC

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 6.2. Configuring document declarations for SAP DMS

• Destination of Receiver: Enter NONE to use the context of the user that runs
the functions. If you leave this field empty, the background workflow user,
usually WF-BATCH, is used. It must exist in your system.
• Linkage Activated: Select this option.

Leave all other settings as shown in Figure 6-4.

4. Click Save.

Notes

• In some application areas, events can be activated using SAP Change

Documents.
• The SAP Workflow System must be set up and running correctly for events
to be created (SWU3 transaction). For more information, see the SAP
documentation.

6.2 Configuring document declarations for SAP DMS

New: DMS originals with multiple versions are now supported.

A technical user in the SAP system is now required to delete DMS references
(Content Server shortcuts) in Content Server.

Users can now filter in folders that contain SAP DMS documents.

SAP Document Management System (SAP DMS) is the document management

system of an SAP system. SAP DMS collects original documents, versions and
renditions thereof in one Document Info Record (DIR). Since documents can be
relevant to multiple business objects, for example products or equipment, the
document can be linked to these other business objects. This concept is similar to
“Related workspaces” or “business attachments” in Content Server.

Note: The simultanious physical deletion of declared DIRs at the same time
when they are deleted from SAP is currently not supported.

The document business object is called DRAW. In this integration, it can be linked to
the following business objects:

• Maintenance notification (BUS2038)

• Maintenance order (BUS2007)
• Functional location (BUS0010)
• Material (BUS1001006)
• Equipment (EQUI)
• Purchase requisition (BUS2105)

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• Quality Notification (BUS2078)

• Service Notification (BUS2080)
• Claim Notification (BUS7050)
• General Notification (BUS7051)

Note: The number of object links is restricted to 150 per object type. Exceeding
links will not be created in Content Server. SAP log SLG1 will contain a
warning if the limit is exceeded.

If you need another limit, or if you need additional linked objects, you have
two options:

• Redefine the appropriate method in Property Provider /OTX/RMERP_CL_

WSPP_DMS_DOC.

• Create a copy of Property Provider /OTX/RMERP_CL_WSPP_DMS_DOC and

define another limit or add additional linked objects.

Overview With the support of SAP DMS documents in a business workspace, users have
immediate access to all originals that are linked to the same business object as the
workspace references. The business workspace lists all originals in a DMS
Documents folder. Technically, this is a virtual folder, which grants access to the
originals. These originals remain on the archiving system, where they were initially
stored from the SAP system.

The documents in the business workspace have the same metadata as the
corresponding SAP DMS Document (DRAW). Users can filter the document list by
Status, Parts, Type, and Version and further attributes.

You configure document declarations for SAP DMS, step by step. After you linked
the events to a receiver function module in the SAP system, the document
declaration proceeds automatically for each change of an DMS original. For more
information, see “Configuring the SAP DMS integration” on page 242 and “SAP:
Linking events to a receiver function module” on page 246.

You can use the error queue /OTX/RMERP_DMS_PEQ to check the SAP DMS
synchronization. For more information, see “Using the Error Queues” on page 488.

You can also use a batch operation for the initial declaration of already existing DMS
documents. DMS originals with multiple versions can be declared as documents
using the batch operation as well. For more information, see “SAP: Declaring SAP
DMS documents using batch operations” on page 478.

Note: If you updated OpenText Extended ECM for SAP Solutions to the
current release, you have to run the batch operation to declare already existing
versions of DMS originals.

SAP is the leading system for DMS, DMS originals and DMS references. If it is
necessary to delete a DMS reference (Content Server shortcut) by using the SAP

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 6.2. Configuring document declarations for SAP DMS

system, special rights are needed. For this, a technical user with the appropriate
permissions has to be created. For more information, see “Creating a technical user”
on page 247.

Note: The maintenance of the technical user is mandatory for a successful

creation of DMS references. Otherwise the DMS Error Queue will contain DMS
references for reprocessing.

Relevant package for integration

The following packages are relevant for the integration and must be installed:

• OTEXRLE

6.2.1 Sample scenario: Purchase requisition

This scenario describes a workflow with the business object purchase requisition.
We use a SAP Fiori app to manage our purchase requisitions.

In the detailed view of a purchase requisition item, we switch to the Attachment

area.

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Here, we can add a new document as an attachment. The document is stored in the
DMS system, you see the details here.

Note: For correct event handling in the SAP attachment service, you must
implement SAP Note 3008752 – Change event is not triggered after uploading
originals in File Uploader(PLMWUI) and FIORI apps.

Content Server In Content Server, the same Purchase Requisition has a business workspace with a
special folder for SAP DMS documents. This folder contains the attached document
of the Purchase Requisition.

6.2.2 Configuring the SAP DMS integration

To set up the SAP DMS integration, you must configure both, Content Server and
the SAP system:

Configuration overview

Content Server

• Deploy the configuration

• Prepare the workspace template
• Configure the workspace generation for the DRAW business object

SAP System

• Install the OTEXRLE component.

• Create business object declarations
• Create a document declaration in the SAP system
• Assign a document type to the document declaration
• Link events to a receiver function module

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 6.2. Configuring document declarations for SAP DMS

6.2.2.1 SAP: Creating business object declarations

In your SAP system, create business object declarations for the DRAW business
object and the related business object types. Customize the specific settings for the
business object types as follows:

To create the business object declarations

1. In the Business Object Declaration dialog, create and configure the following
business object declaration for the document business object:

• Object Type – DRAW

• Properties Provider – /OTX/RMERP_CL_WSPP_DMS_DOC
• Search Help Name (example) – CV01T

2. Create business object declarations for other business objects you need that
should be linked to the document business object DRAW. For example,
Functional location, Equipment or Material.
For more information, see “Creating a business object declaration in SAP”
on page 54.

6.2.2.2 Content Server: Deploying the configuration in Content Server

Use Content Server Warehouse to deploy the transport files SAP DMS Configuration
EN 1.zip and SAP DMS Configuration EN 2.zip. You must deploy the files in this
order to keep dependencies.

To deploy the transport files for the SAP DMS configuration:

1. After the installation, the transport files are located in the Content Server
support directory. By default, the support directory is the img\ directory.
Download the files from URLs like the following:
https://otcs.example.com/img/xecmsap/transport/SAP%20DMS%20Configuration%20EN
%201.zip
https://otcs.example.com/img/xecmsap/transport/SAP%20DMS%20Configuration%20EN
%201.zip

2. Use the Content Server Transport Warehouse to deploy the transport files.

Important
You must deploy the transport files in two steps, because there are
dependencies between the objects: First deploy SAP DMS Configuration EN
1.zip, which contains the categories, then deploy SAP DMS Configuration
EN 2.zip.

For more information about the Content Server Transport Warehouse, see
OpenText Content Server - Transport (LLESTRP-UGD).

3. Resolve missing dependencies which prevent the OK to deploy status. For non-
exact matches in the target system, confirm the matches or correct them.

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4. The folder where the SAP DMS documents are located may be missing. If
necesssary, create the folder and edit the workbench item accordingly.

5. After the deployment, check if you have the following objects present:

Type Name Needs attention in

Workbench
SAP DMS Configuration EN 1.zip
Category SAP DMS Document
SAP DMS Original
Category Folder SAP Document Confirm or set parent
Management System folder
Classification SAP DMS Document Confirm or set parent
folder
SAP Document
Management System
Workspace Type SAP DMS Document Update location and set to
an existing folder
SAP DMS Configuration EN 2.zip
Facet Folder SAP DMS Columns Confirm parent folder
Custom Columns Description Verify data sources from
the SAP DMS categories
Number
Part
Status
Type
Version
Related Business Related Business
Workspaces Workspaces
Workspace Template SAP DMS Document Confirm non-exact matches
like classification
Business Object Type SAP DMS Document Confirm non-exact matches
like business application or
workspace type
Templates Folder SAP Document Confirm or set folder
Management System

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 6.2. Configuring document declarations for SAP DMS

6.2.2.3 Content Server: Preparing the workspace template for the related
business objects
The workspace template for the related business objects, like the Material or the
Equipment, must contain a special folder for SAP DMS documents. You can
configure the name but you must use a folder with SAP DMS Folder type.

Important
With an DMS integration, the SAP system is the master system. Therefore,
Content Server documents that are related to DMS must not be changed or
deleted. You must set the permissions for business users in Content Server so
that they only have read access. When setting the permissions, also consider
Content Server hierarchies and permission inheritance. For instance, the
deletion of a folder must be forbidden when it contains folders with DMS
artifacts.

To add a DMS Documents folder to the template:

1. Open the template for the respective workspace type in Classic View.
2. Add a new item SAP DMS Folder.
3. Enter a name, description and location for the folder.
4. Click Add.

6.2.2.4 SAP: Creating a document declaration in the SAP system

You create a document declaration. The process is similar to the standard procedure
for document declarations.

The following parameters are already preset during the creation of a SAP DMS
document declaration:

• Business object type (is DRAW)

• Document location
• Document name
• Records Management Settings
• Additional categories

For more information about the standard procedure, see “SAP: Creating a document
declaration” on page 219.

To create a document declaration for SAP DMS documents:

1. In the IMG, navigate to the Extended ECM > DMS Document Declarations >
Maintain Document Declarations activity and click Execute.
2. Create a new document declaration with the following parameters:

• Declaration ID

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• Description
• Connection ID: a Content Server connection
• System Category Unique Name: the unique name you configured for the
SAP DMS Original category.
• Sub Folder

6.2.2.5 SAP: Assigning a document type to the document declaration

In the document declaration you defined where and how an SAP DMS document is
declared. In this step, you assign the document declaration to the DRAW business
object type and to a document type.

For more information about the standard procedure, see “SAP: Assigning a
document declaration to a business object and a document type” on page 230.

To assign a document type to the SAP DMS document declaration:

1. In the IMG, navigate to the Extended ECM > DMS Document Declarations >
Assign Declaration ID to Document Type activity and click Execute.
2. Create a new entry with the following parameters:

• Object Type: is always DRAW and cannot be selected here

• Type: Select a document type
• Declare ID: the ID of a SAP DMS document declaration
3. You can set filters, to select only documents, which match these criteria:

• Status: for example, RL, to show only released documents

• Storage Category: show only documents, which are stored in a specific
archive.
• Application: application that opens the document type, for example a PDF
reader.

6.2.2.6 SAP: Linking events to a receiver function module

SAP events trigger when a SAP DMS document created in Content Server. You must
link these events to a function module. For this scenario, the CREATED and the
CHANGED events of the DRAW object must be linked to the /OTX/RMERP_DMS_CRTUPD_
REC receiver function module.

For more information, see “SAP: Linking events to receiver type function modules”
on page 200.

To link events to a receiver function module:

1. In the IMG, navigate to the Extended ECM > Maintain Receiver Module
Events activity and click Execute.

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 6.2. Configuring document declarations for SAP DMS

2. Click New Entries.

3. Create two entries, one for the CREATED and one for the CHANGED event of
the DRAW object type.

• Object Category: BOR Object Type

• Object Type: DRAW.
• Event: CHANGED and CREATED
• Receiver Call: Select Function Module.
• Receiver Function Module: /OTX/RMERP_DMS_CRTUPD_REC
• Check Function Module: Leave empty.
• Receiver Type Function Module: Leave empty.
• Destination of Receiver: Enter NONE to use the context of the user that runs
the functions. If you leave this field empty, the background workflow user,
usually WF-BATCH, is used. It must exist in the system.
• Event delivery: Select Using tRFC (Default).
• Linkage activated: Select this option to enable the linkage.

4. Click Save.

6.2.3 Creating a technical user

In user context, DMS references (Content Server shortcuts) cannot be deleted in the
Content Server system. For this, a technical user with the appropriate permission is
needed.

To create this technical user, you have to configure both, Content Server/OTDS and
the SAP system.

Configuration Overview

Content Server

• Create a technical user on Content Server/in OTDS

SAP

• Create a technical user and a technical user role on the SAP system
• Create the RFC destination for a technical user
• Customize the RFC destination

Note: If you updated OpenText Extended ECM for SAP Solutions to the
current release, you also have to create a technical user.

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6.2.3.1 Content Server: Creating a technical user

Create the technical user DMS_RM_TECH in Directory Services (OTDS), where all
Content Server users and groups are managed, and consolidate this user to Content
Server. The user is required to delete DMS references on Content Server side.

Note: You can change the technical user name DMS_RM_TECH to a name of your
choice and use it accordingly.

For more information, see Section 23.7 “Managing users and permissions” in
OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-
IGD).

6.2.3.2 SAP: Creating a technical user and a technical user role

Create the technical user DMS_RM_TECH in the SAP system. After this, create the
single role Z_DMS_RM_IMPERSONATION on the SAP system. The single role is required
for SAP users to use impersonation.

To create a technical user and the user role for impersonation:

1. Create the technical user DMS_RM_TECH on the sap system.

2. Assign the technical user DMS_RM_TECH to the role /OTX/RMERP_DMS_TECH_

USER_ROLE.

3. Start transaction PFCG.

4. Create the single role Z_DMS_RM_IMPERSONATION.

5. Assign authorization object S_ICF with the following parameters:

• ICF_FIELD – DEST
• ICF_VALUE – <value of field Authorization for Destination during
creating the RFC destination, that you will use for user impersonation>.
Enter, for example, CHECK_IMP.

6. Assign users to the role Z_DMS_RM_IMPERSONATION.

For more information, see Section 22.1.2 “Assigning SAP roles” in OpenText Extended
ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD).

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 6.2. Configuring document declarations for SAP DMS

6.2.3.3 SAP: Creating the RFC destination for a technical user

To be able to delete DMS references (Content Server shortcuts) in Content Server,
you have to create the RFC destination DMS_RM_TECH_USER for the technical user
DMS_RM_TECH.

To create an RFC destination for the technical user:

1. Run transaction SM59 to open the Configuration of RFC Connections screen.

2. Create a new connection with the following parameters:

• RFC Destination – DMS_RM_TECH_USER

• Connection Type – Logical Destination
• Description 1 – <description>
For example, Logical destination used for DMS Reference deletion.

3. Open the Logon & Security tab and specify the following settings:

• In the Security Options section set:

Authorization for Destination – <value of field ICF_VALUE >
Enter, for example, CHECK_IMP. For more information about the field
ICF_VALUE, see “SAP: Creating a technical user and a technical user role”
on page 248
• In the Logon section, enter the following values:

– User – DMS_RM_TECH
– Password – <password>

6.2.3.4 SAP: Customizing the RFC destination for a technical user

Finally, you have to customize the RFC destination DMS_RM_TECH_USER in the IMG.

To customize the RFC destination for a technical user:

1. Run transaction SPRO to open the IMG.

2. Click SAP Reference IMG.

3. Navigate to the OpenText Extended ECM for SAP Solutions > Extended ECM
> DMS Document Declarations > Maintain Technical User activity and click
Execute.

4. Enter the Conn. ID and the RFC destination for tech. user you created before,
and click Enter.

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6.2.4 Displaying ArchiveLink documents in the SAP DMS

folder
New: You can now display ArchiveLink documents in the SAP DMS folder
with the same custom columns for metadata.

A business object may have SAP DMS documents as well as ArchiveLink documents
related to it. Therefore, it might be convenient to see all documents displayed side
by side in the DMS Documents folder.

To achieve this, you configure the document declaration for the ArchiveLink
documents so that they are stored in the business workspace of the corresponding
DRAW business object. You provide a separate folder for ArchiveLink documents
within the DRAW business workspace. For more information, see “Configuring
document declarations“ on page 213.

Being located within the DRAW business workspace, the ArchiveLink documents
are now automatically displayed in the DMS Documents folder of the related
workspace.

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Chapter 7
Setting up Business Scenarios

7.1 Configuring the system for the Enterprise Asset

Management Business Scenario
Extended ECM for SAP Enterprise Asset Management (EAM) is a comprehensive
scenario for your maintenance management, your spare parts management, and
your inventory management. You can manage manuals, technical drawings and
other documents in a technical object file and access the technical object file in
maintenance processes, In addition, you can document issues, procedures or
maintenance results for a seamless flow across the different participants.

The Enterprise Asset Management Business Scenario is prepared for two separate
maintenance processes which you can use with the delivered sample business
application. As well, these processes are alligned to processes in your existing SAP
business application:

• Corrective Maintenance
• Preventive Maintenance

The Enterprise Asset Management Business Scenario predefines settings for these
processes. With the delivered sample business application, you can start without
changes. Using SAP as a business application needs additional configuring.

7.1.1 Integrating Extended ECM for SAP EAM into processes

on SAP S/4HANA
7.1.1.1 Displaying SAP DMS documents in business workspaces
Before you start the Extended ECM for SAP Enterprise Asset Management Business
Scenario, follow the description in “SAP: Creating business object declarations”
on page 243 and “SAP: Creating a document declaration in the SAP system”
on page 245. After this is finished, proceed as follows.

To maintain the document types for the Enterprise Asset Management

Business Scenario

1. Enter transaction SPRO to open the IMG.

2. To maintain the document types, navigate to Cross-Application Components >
Document Management > Control Data > Define Document Types.
3. In change mode, select the document type you want to maintain.
4. Click Define object links and maintain the object links for the document type.
For example, the PMQMEL Maintenance Notification.

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5. Assign the document types to the document declaration. For more information,
see “SAP: Assigning a document type to the document declaration”
on page 246.
6. In the IMG, navigate to Cross-Application Components > Document
Management > Additional Settings – Simplification > Attachment Service –
Storage Repository Activation. Here, the storage category is activated, which is
used for attachment uploads in SAP Fiori apps. Make sure that you use a
storage category to an OpenText archive.

Note: If a standard storage category like DMS_C1_ST is used, do not use

transaction OACT to change the assigned content repository to an OpenText
archive. Instead, use SAP’s own program RSIRPIRL or the OpenText
program /IXOS/RT_KPRO_SCENARIO to migrate the document from the old
storage category to the new storage category.

Note: If the change event is not triggered after uploading originals in File
Uploader (PLMWUI) and Fiori apps, consider applying SAP Note 3008752.

7.1.1.2 Using cross-application navigation in SAP Fiori Launchpad

The Extended ECM for SAP Enterprise Asset Management Business Scenario
delivers the Fiori catalog /OTX/RLSA_PM_APPS. This catalog includes ready-to-use
target mappings to call the following business workspaces:

• Equipment
• Functional Location
• Maintenance Notification
• Maintenance Order
• Maintenance Task List

The business workspaces will appear as actions for semantic objects in menus of
Smart Links or Related Apps buttons.

For more information, see “Using intent-based navigation” on page 333, and
“Integrating SAP Fiori Apps (SAP S/4HANA)” on page 269.

7.1.1.3 Impersonating users outside Extended ECM

Generally, the Extended ECM for SAP Enterprise Asset Management Business
Scenario can be used by users without a license for Extended ECM. For example, a
user might want to add SAP attachments to the SAP Fiori App Request Maintenance
(App ID: F1511) that also shall be declared as records in Content Server. In this case,
you have to enable an user-specific impersonation.

• If the user is assigned to a special group like SAP_BR_EMPLOYEE_MAINTENANCE

you can impersonate the user to a technical user. For more information, see
“Impersonation for automatic workspace creation” on page 43.
• All other users are impersonated to their initial name.

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

Example 7-1: Sample code for impersonation of a user assigned to a

group
1 METHOD /otx/rm_if_impersonate~get_imper_user.
2 DATA:
3 ls_agr_user TYPE AGR_USERS,
4 l_role TYPE AGR_NAME VALUE 'SAP_BR_EMPLOYEE_MAINTENANCE'.
5
6 SELECT SINGLE * FROM agr_users INTO ls_agr_user WHERE agr_name = l_role AND
uname = sy-uname.
7 IF sy-subrc EQ 0. " user belongs to this role
8 pe_imper_user_name = 'xecmtech01'.
9 ELSE. " all other users are impersonated to their initial name
10 pe_imper_user_name = sy-uname.
11 ENDIF.
12
13 ENDMETHOD.

7.1.1.4 Defining the display URL

The Extended ECM for SAP Enterprise Asset Management Business Scenario
delivers the following predefined display URLs. Usually they are defined on
Content Server in business object type definition. For more information about the
display URL, see “Creating the display URL” on page 144.

Business Object Type Display URL Remark

OT Equipment $BaseUrl$/sap/bc/ui2/ TechObjIsEquipOrFuncnlLoc
flp#MaintenanceObject- ='EAMS_EQUI'
displayFactSheet&//
C_ObjPgTechnicalObject(Tec With this parameter the Fiori
hObjIsEquipOrFuncnlLoc='E App refers to equipment.
AMS_EQUI',TechnicalObject
='$BorObjectId$')
OT Functional Location $BaseUrl$/sap/bc/ui2/ TechObjIsEquipOrFuncnlLoc
flp#MaintenanceObject- ='EAMS_FL'
displayFactSheet&//
C_ObjPgTechnicalObject(Tec With this parameter the Fiori
hObjIsEquipOrFuncnlLoc='E App refers to a functional
AMS_FL',TechnicalObject='$ location.
BorObjectId$')
OT Maintenance Order $BaseUrl$/sap/bc/ui2/ The display URL is still the
flp#MaintenanceOrder- generic URL to start the SAP
displayFactSheet&// GUI or HTML transaction.
C_ObjPgMaintOrder('$BorO The workspace type
bjectId$') perspectives of this object
does not have the icon to
open the SAP business
application. The operation
can easily be accessed using
the Fiori App of the
superordinate order or task
list.

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Chapter 7 Setting up Business Scenarios

Business Object Type Display URL Remark

OT Material $BaseUrl/sap/bc/ui2/
flp#Material-
displayFactSheet?&//
C_ProductObjPg('$BorObject
Id$')
OT Notification $BaseUrl$/sap/bc/ui2/
flp#MaintenanceNotification-
displayFactSheet&//
C_ObjPgMaintNotification('$
BorObjectId$')
OT Task List $BaseUrl$/sap/bc/ui2/ The display URL does not
flp#MaintenanceTaskList- open the object details.
displayFactSheet? Instead, the list page will be
TaskListGroup= displayed which will ask the
$attribute:catname=192189,att user to enter the missing key
rname=Group date. The main reason is, that
$&TaskListGroupCounter= the user shall take a
$attribute:catname=192189,att conscious decision of the key
rname=Group Counter date. As the detail page
$&TaskListType= allows users to navigate to
$attribute:catname=192189,att change task list data based on
rname=Task List Type ID$ the key date, the user should
be aware of this.

The category IDs in the table above, for example, 192189, derive from the original
Content Server. While you import the transports with the business object types, the
IDs are mapped to the current category IDs of your Content Server. The targets, like
MaintenanceOrder-displayFactSheet, correspond to the SAP Fiori Apps, used for
the Extended ECM for SAP Enterprise Asset Management Business Scenario.

For more information, see “Integrating SAP Fiori Apps (SAP S/4HANA)”
on page 269.

Note: The base display URL ($BaseUrl$) defined in the connection to the
business application and the base display URL to access the SAP Fiori
Launchpad need to be identical. If required, replace $BaseUrl$ with the base
display URL of your Fiori Launchpad portal. Use the relative path to access the
SAP Fiori Launchpad portal: /sap/bc/ui2/flp.

If you do not use S/4HANA or Fiori Launchpad, change the display URL back to the
generic URL to start the SAP GUI for HTML transaction for the business object:
$BaseUrl$/sap/bc/gui/sap/its/webgui?~logingroup=SPACE&~transaction=
%2fOTX%2fRM_WSC_START_BO+KEY%3d$BorObjectId$%3bOBJTYPE%3d
$BorObjectName$&~OkCode=ONLI

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

7.1.2 Customizing Extended ECM for SAP EAM

If you use an on premise SAP system like SAP ERP or SAP S/4HANA as a business
application, you have to customize the following for using the Extended ECMfor
SAP Enterprise Asset Management Business Scenario:

• “Defining business object declarations” on page 255

• “Configuring event triggering” on page 259
• “Maintaining receiver module events” on page 262
• “Configuring auxiliary reports” on page 269
• “Integrating SAP Fiori Apps (SAP S/4HANA)” on page 269
• “Printing maintenance orders” on page 271

7.1.2.1 Defining business object declarations

Create business object declarations with the following settings.

For more information how to create business object declarations, see “Creating a
business object declaration in SAP” on page 54.

Equipment
Object type EQUI
Property provider /OTX/RLSA_PM_CL_PP_
EQUIPMENT
Search help name /OTX/RLSA_PM_SH_
EQUIPMENT
Activation selected
Generic Property Provider Config ID 1
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_equipment

Functional Location
Object type BUS0010
Property provider /OTX/RLSA_PM_CL_PP_
FUNC_LOC
Search help name /OTX/RLSA_PM_SH_FUNC_
LOC
Activation selected

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Functional Location
Generic Property Provider Config ID 1
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_func_
location

Maintenance Order
Object type BUS2007
Property provider /OTX/RLSA_PM_CL_PP_
ORDER
Search help name /OTX/RLSA_PM_SH_ORDER
Activation selected
Generic Property Provider Config ID 1
Custom Properties
Attribute TASK_LIST_KEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_maint_order_
prev
Generic Property Provider Config ID 2
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_maint_order_
corr

Maintenance Order Operation

Object type AFVC_PM
Property provider /OTX/RLSA_PM_CL_PP_
ORDER_OP
Search help name —
Activation X

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

Maintenance Order Operation

Generic Property Provider Config ID 1
Custom Properties
Attribute TASK_LIST_KEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_maint_order_
op_pr
Generic Property Provider Config ID 2
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_maint_order_
op_co

Material (Shared object)

Object type BUS1001006
Property provider /OTX/RLSA_0_CL_PP_
MATERIAL
Search help name /OTX/RLSA_0_SH_
MATERIAL
Activation selected
Generic Property Provider Config ID 1
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_material

Notification
Object type BUS2038
Property provider /OTX/RLSA_PM_CL_PP_
NOTIFICAT
Search help name /OTX/RLSA_PM_SH_
NOTIFICATION

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Chapter 7 Setting up Business Scenarios

Notification
Activation selected
Generic Property Provider Config ID 1
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_notification

Task List
Object type BUS1019
Property provider /OTX/RLSA_PM_CL_PP_
TASK_LST
Search help name /OTX/RLSA_PM_SH_
TASKLIST
Activation selected
Generic Property Provider Config ID 1
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_task_list

Task List Operation

Object type /OTX/RLTLO
Property provider /OTX/RLSA_PM_CL_PP_
TASK_LST_OP
Search help name —
Activation selected
Generic Property Provider Config ID 1
Custom Properties
Attribute OBJKEY
Operator <>
Active selected
Custom Property TEMPLATE_ID
Unique Name ot_templ_task_list_
operati

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

7.1.2.2 Configuring event triggering

Some BOR object types cannot trigger each event type by default. Therefore, in some
cases, you have to use change documents or workflows to react on different
activities. Beforehand, make sure that change documents are written for all the
business objects of interests.

To enable change documents

To be able to trigger an event and to receive change documents, the creation of

change documents must be enabled. You have to enable change documents for each
combination of plant and order type that is relevant for your Enterprise Asset
Management Business Scenario.

1. Enter transaction SPRO and open SAP Reference IMG.

2. SAP ERP: Navigate to Plant Maintenance and Customer Service >

Maintenance and Service Processing > Maintenance and Service Orders >
Functions and Settings for Order Types > Define Change Docs, Collective
Purc. Req. Indicator, Operation No. Interval.

3. In Increment for Automatic Operation Number: Overview in the columns Plnt

and Type find the relevant plants and order types. Select Change documents
and OpStatChangeDoc for the status change document for operations for each
relevant entry.

4. Click Save and Exit.

Note: To display change documents created in this procedure, use transaction

RSSCD100.

To enable the creation of change documents for Functional Location

1. Enter transaction SPRO and open SAP Reference IMG.

2. Navigate to Plant Maintenance and Customer Service > Master Data in Plant
Maintenance and Customer Service > Technical Objects > Functional
Locations > Define Category of Functional Location.

3. In Functional Location Category: Overview doubleclick on the description of

the relevant category to open the details.

4. In Functional Location Category: Details select ChangeDocuments and

Change Docs During Creation.

5. Repeat step 3. and 4. for each relevant category.

6. Click Save and Exit.

Note: To be able to generate CREATED events, SAP Note 3010588 has to be

implemented.

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To enable the creation of workflow events for Equipment

1. Enter transaction SPRO and open SAP Reference IMG.

2. Navigate to Plant Maintenance and Customer Service > Master Data in Plant
Maintenance and Customer Service > Technical Objects > Equipment >
Equipment Categories > Maintain Equipment Category.

3. In EquipCategories: Overview select Change documents and Change Docs

During Creation for each equipment you want workflow events to be
generated.

4. Click Save and Exit.

To enable the creation of workflow events through change documents

1. Enter transaction SPRO and open SAP Reference IMG.

2. Navigate to OpenText Extended ECM for SAP Solutions > Extended ECM >
Maintain Change Document Events.

3. In Events for Change Document: Overview doubleclick on the change doc.

object, you want to enable as follows:

Address (for Functional Location and Equipment): Change

Change doc. object ADRESSE
Object Category BOR Object Type
Object Type /OTX/RLADR
Event CHANGED
Trigger Event On Change

Functional Location: Create

Change doc. object IFLO
Object Category BOR Object Type
Object Type /OTX/RLFLO
Event CREATED
Trigger Event On Create

Functional Location: Change

Change doc. object IFLO
Object Category BOR Object Type
Object Type /OTX/RLFLO
Event CHANGED

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

Functional Location: Change

Trigger Event On Change

Material (Shared object): Change

Change doc. object MATERIAL
Object Category BOR Object Type
Object Type /OTX/RLMAT
Event CHANGED
Trigger Event On Change

Note: The CREATED event for Material is triggered by the system

automatically.

Maintenance Order: Change

Change doc. object ORDER
Object Category BOR Object Type
Object Type /OTX/RLORD
Event CHANGED
Trigger Event On Change

Notification: Change
Change doc. object MELDUNG
Object Category BOR Object Type
Object Type /OTX/RLNOT
Event CHANGED
Trigger Event On Change

Task List: Create

Change doc. object PLAN
Object Category BOR Object Type
Object Type /OTX/RLTLI
Event CREATED
Trigger Event On Create

Task List: Change

Change doc. object PLAN
Object Category BOR Object Type

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Task List: Change

Object Type /OTX/RLTLI
Event CHANGED
Trigger Event On Change

To enable the creation of workflow events through status change

1. Enter transaction BSVW and click Customer Settings to maintain status change
events.

2. Click New Entries to create a new entry for the Maintenance Order Operations
deletion event.

3. In New Entries: Overview of Added Entries in StatusOT select OVG Object

Category.

4. In BusinessOT enter /OTX/RLORO Business Object Type.

5. In Event enter DELETED.

6. Click Status restrictions. In System Status enter I0013 (DLT). Enter a space in
Inactive.

7. Click Save and Exit.

7.1.2.3 Maintaining receiver module events

To automatically react on creating, updating or deleting business objects, you must
configure the respective receiver module events. The following configuration is
using the function modules which invoke the asynchronous queue processing.

For more information, see “SAP: Linking events to receiver type function modules”
on page 200.

Equipment: Automated workspace creation

Object Category BOR object type
Object Type EQUI
Event CREATED
Receiver Type EQUI
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

Equipment: Automated workspace update

Object Category BOR object type
Object Type EQUI
Event CHANGED
Receiver Type EQUI
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_EXISTING_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Note: For Equipment, automated workspace deletion is not supported.

Functional Location: Automated workspace creation

Object Category BOR object type
Object Type /OTX/RLFLO
Event CREATED
Receiver Type BUS0010
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_SUPER_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Functional Location: Automated workspace creation

Object Category BOR object type
Object Type /OTX/RLFLO
Event CREATED
Receiver Type BUS0010
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_SUPER_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Functional Location: Automated workspace update

Object Category BOR object type
Object Type /OTX/RLFLO

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Functional Location: Automated workspace update

Event CHANGED
Receiver Type BUS0010
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_SUPER_EXST_ASY
Destination of Receiver NONE
Linkage Activated selected

Functional Location (optional): Automated workspace update for changed address

Object Category BOR object type
Object Type /OTX/RLADR
Event CHANGED
Receiver Type /OTX/RLADR
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_ADR_ASYNC
Destination of Receiver NONE
Linkage Activated selected

This setting is optional. It only needs to be enabled if the SAP system does not
trigger the CHANGED event in case of address changes for a functional location. For
example, a special case is that the address is changed and inherited to a sub-
equipment or a functional location.

Note: For Functional Location, automated workspace deletion is not

supported.

Maintenance Order and Maintenance Order Operation: Automated workspace creation

Object Category BOR object type
Object Type BUS2007
Event CREATED
Receiver Type BUS2007
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_ORD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Maintenance Order and Maintenance Order Operation: Automated workspace update

Object Category BOR object type

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

Maintenance Order and Maintenance Order Operation: Automated workspace update

Object Type /OTX/RLORD
Event CHANGED
Receiver Type BUS2007
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_ORD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Note: If an operation of a not released order is deleted, the system triggers a

CHANGED event. The function module logic determines the correct action. If a
maintenance order is already in released status its operations are just flagged
for deletion, but not physically deleted. If a maintenance order is not yet
released its operations are physically deleted. In both cases the corresponding
workspaces are not deleted. A !, added to the workspace name, shows that the
business object was flagged for deletion in the SAP system.

Maintenance Order and Maintenance Order Operation: Automated workspace update

with status change to released
Object Category BOR object type
Object Type BUS2007
Event RELEASED
Receiver Type BUS2007
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_ORD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Maintenance Order and Maintenance Order Operation: Automated workspace update

with status change to technically completed
Object Category BOR object type
Object Type BUS2007
Event TECCOMPLETED
Receiver Type BUS2007
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_ORD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

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Maintenance Order and Maintenance Order Operation: Automated workspace update

with status change to completed
Object Category BOR object type
Object Type BUS2007
Event COMPLETED
Receiver Type BUS2007
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_ORD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Maintenance Order and Maintenance Order Operation: Automated workspace update

of released orders with deletion indicator
Object Category BOR object type
Object Type /OTX/RLORO
Event DELETED
Receiver Type AFVC_PM
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_SUPER_EXST_ASY
Destination of Receiver NONE
Linkage Activated selected

Note: If an operation from a released order is deleted, no events or change

documents are triggered. Therefore, it is not possible to update the operation
workspace accordingly. For more information, see SAP note 2473055.

Material (Shared object): Automated workspace creation

Object Category BOR object type
Object Type BUS1001006
Event CREATED
Receiver Type BUS1001006
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

Material (Shared object): Automated workspace update

Object Category BOR object type
Object Type /OTX/RLMAT
Event CHANGED
Receiver Type BUS1001006
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_SUPER_EXST_ASY
Destination of Receiver NONE
Linkage Activated selected

Note: For Material, automated workspace deletion is not supported.

Notification: Automated workspace creation

Object Category BOR object type
Object Type BUS2038
Event CREATED
Receiver Type BUS2038
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Notification: Automated workspace update

Object Category BOR object type
Object Type /OTX/RLNOT
Event CHANGED
Receiver Type BUS2038
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_SUPER_EXST_ASY
Destination of Receiver NONE
Linkage Activated selected

Notification: Automated workspace update while in process

Object Category BOR object type
Object Type BUS2038

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Notification: Automated workspace update while in process

Event INPROCESS
Receiver Type BUS2038
Receiver Call Function module
Receiver Function Module /OTX/RM_WSC_UPD_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Note: For Notification, automated workspace deletion is not supported.

Task List and Task List Operation: Automated workspace creation

Object Category BOR object type
Object Type /OTX/RLTLI
Event CREATED
Receiver Type BUS1019
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_TLI_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Task List and Task List Operation: Automated workspace update and automated
workspace deletion
Object Category BOR object type
Object Type /OTX/RLTLI
Event CHANGED
Receiver Type BUS1019
Receiver Call Function module
Receiver Function Module /OTX/RLSA_PM_EVENT_TLI_ASYNC
Destination of Receiver NONE
Linkage Activated selected

Note: For Task List and Task List Operation automated workspace deletion is
allowed. Upon deletion a CHANGED event is triggered by the system. Therefore,
the same setup as for automated workspace update is used. The function
module logic determines the correct action. The objects are just flagged for
deletion, but not physically deleted. Therefore, the corresponding workspaces
as well are not deleted. A !, added to the workspace name, shows that the
business object was flagged for deletion in the SAP system.

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

7.1.2.4 Configuring auxiliary reports

The report for the automated workspace creation and update needs the exact keys of
the Plant Maintenance business objects. The Extended ECMfor SAP Enterprise Asset
Management Business Scenario contains two auxiliary reports to list the technical
keys for the corresponding object.

Predefined auxiliary reports

Report Description
/OTX/RLSA_PM_LIST_ORD_OP Lists a given Plant Maintenance order
hierarchy
/OTX/RLSA_PM_LIST_TL_GRP Lists a given Plant Maintenance task group
hierarchy

7.1.2.5 Integrating SAP Fiori Apps (SAP S/4HANA)

The Extended ECMfor SAP Enterprise Asset Management Business Scenario uses
the following SAP Fiori Apps:

App ID Semantic Object Semantic Action Description

F2072 MaintenanceObject displayFactSheet Find Technical Object
for equipment
F2175 MaintenanceOrder displayFactSheet Find Maintenance
Order
F2773 Material displayFactSheet Access to product
master data and
context information
F2071 MaintenanceNotificat displayFactSheet Find Maintenance
ion Notification
F2660 MaintenanceTaskList displayFactSheet Find Maintenance
Task List

For more information, see SAP Fiori Apps Reference Library (https://
fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/).

This business scenario defines the display URL of business object types to call these
Fiori Apps. For more information, see “Defining the display URL” on page 253.

Furthermore, this business scenario delivers the custom Fiori catalogs /OTX/RLSA_0_
S4_APPS and /OTX/RLSA_PM_APPS which define target mapping definitions to call
the business workspace integration app for each object.

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Chapter 7 Setting up Business Scenarios

Predefined target mapping and tiles (/OTX/RLSA_PM_APPS)

Semantic Semantic Reference Target Mapping Business
object action or Tile workspace
MaintenanceObj openOTXECMEq Target Mapping Equipment
ect uipment
openOTXECMFu Target Mapping Functional
ncLoc Location
MaintenanceOrd openOTXECMOr Target Mapping Maintenance
er der Order
Material displayFactS Yes Tile Material
heet
openOTXECMMa Target Mapping
terialLength
18
MaintenanceNot openOTXECMNo Target Mapping Maintenance
ification tification Notification
MaintenanceTas openOTXECMTa Target Mapping Maintenance
kList skList Task List

To make SAP Fiori apps available (S/4HANA)

1. Apply the implementation steps for each SAP Fiori App relevant for your
business scenario. For more information, see SAP Fiori Apps Reference Library
(https://fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/).

2. Activate OData service and ICF nodes for business workspace. For more
information, see “Customizing the Fiori Launchpad for the OpenText Test
Launcher” on page 324

Note: Content Server and SAP Fiori Launchpad URL are expected to run
under the same origin to avoid cross-origin resource sharing (CORS)
issues. You need a reverse proxy to set this up. For example, you can use
the SAP Web Dispatcher. Alternatively, you can use the URL parameter
UseClassicConfig=true. If you use it, make sure that you can resolve
any cross-origin resource sharing (CORS) issues imposed by SAP Fiori
Launchpad shell otherwise. For more information, see the Extended ECM
and SDK Guide in OpenText My Support (https://
knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=63007681&
objAction=browse&viewType=1).
3. Add the Fiori catalog /OTX/RLSA_PM_APPS to an (PFCG) authorization roles
and assign the role to your Fiori Launchpad users. Users assigned to the role
will then see the action to open the OpenText business workspace in the Related
Apps menu of the Fiori apps listed above. For more information, see “Defining
catalogs, target mapping, groups and tiles” on page 328.

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

The catalog /OTX/RLSA_PM_APPS references to the target mapping #Material-

openOTXECMMaterialLength18. If the length extension for material number is active
and all material numbers are converted, you may also use the target mapping
#Material-openOTXECMMaterialLength40 which is included in the Fiori catalog /
OTX/RLSA_0_S4_APPS. The tile #Material-displayFactSheet requires that the
SAP Fiori App Product (App ID: F2773) is implemented.

Note: No target mappings are delivered to open business workspaces of

Maintenance Order Operations and Task List Operations (items). They can be
accessed as sub folders in the business workspaces of their superordinate order
or task list.

7.1.2.6 Printing maintenance orders

The Extended ECM for SAP Enterprise Asset Management Business Scenario is
prepared to select Maintenance Order documents for printing. For this purpose, a
special Content Server category was created. With the help of utility class /OTX/
RLSA_0_CL_DOC_COLLECTOR, a printing solution can retrieve the documents which
should be printed.

The category Print Control is attached to documents which are uploaded into
following folders:

• Maintenance Order – 01 Work Instructions

• Maintenance Order – 02 Detailed Information
• Maintenance Order – 03 Analysis Results
• Maintenance Order – 04 Recommendations
• Maintenance Order Operation – Root

Workspace You can use utility class /OTX/RLSA_0_CL_DOC_COLLECTOR to retrieve documents

document utility from specific workspaces. You either print all documents of a maintenance order
workspace or just documents which are explicitly selected for printing via a category
attribute.

GET_WSPS_PRINT_DOCUMENTS
Retrieves node IDs of documents from workspaces for a list of business object
IDs where the category Print Control is assigned and attribute Selected for Printing
is selected.
Relevant objects are filtered by a facet query. As the objects are not filtered by
document type on Content Server, the method GET_WSPS_PRINT_DOCUMENTS
filters by documents (node type=144) and document shortcuts. For each business
object ID, duplicate node IDs are removed from the resulting document list.
Prerequisites

• Make sure that the unique name ot_facet_printable is pointing to facet

Selected for Printing.
• Assign category Print Control to documents or shortcuts and tag documents
with attribute Selected for Printing.

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• If the category Print Control is assigned to a folder and the folder is tagged
with attribute Selected for Printing, then child objects newly added to this
folder inherit the category assignment and attribute setting.

GET_WSP_PRINT_DOCUMENTS
Like GET_WSPS_PRINT_DOCUMENTS, but just retrieves the node ID of documents
from workspaces for one business object IDs where the category Print Control is
assigned and attribute Selected for Printing is selected.
GET_WSPS_DOCUMENTS
Retrieves node IDs of documents (node type=144) and document shortcuts
(node type=1) from workspaces for a list of business object IDs.
Relevant objects are filtered by a facet query. With optional parameter PI_
EXCLUDE_SHORTCUTS shortcuts can be excluded. For each business object ID
duplicate node IDs are removed from the resulting document list.
Prerequisite – Make sure that the unique name ot_facet_content_type is
pointing to system default facet Content Type.
GET_WSP_DOCUMENTS
Like GET_WSPS_DOCUMENTS, but just retrieves node IDs of documents (node
type=144) and document shortcuts (node type=1) from workspaces for one
business object ID.
GET_DOC_CONTENT
Gets the binary content of a document for a specific node ID.

Note: By default, objects are retrieved from the workspace and all its sub-
workspaces (composite workspaces). With parameter PI_EXCLUDE_
SUBWORKSPACE this behavior can be changed.

7.1.3 Setting up the EAM Departmental Page

The Enterprise Asset Management Business Scenario delivers a predefined
departmental page to provide the business user in Smart View access to all related
content. If you follow the below described steps, the user can open the departmental
page by clicking the Enterprise Asset Management widget on the landing page.

For more information, see Section 2.3.2 “Add an item” in OpenText Content Server -
Smart View (CSSUI-UGD) and Section 8.2.4 “Choose a layout” in OpenText Content
Server - Smart View (CSSUI-UGD).

To connect the Departmental Page

1. On the landing page, open Edit Page.

2. Select For everyone.
3. Click Add widget.
4. Under Standard Widgets select Shortcut Group and drag and drop it to the
landing page.

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 7.1. Configuring the system for the Enterprise Asset Management Business Scenario

5. In the Shortcut popup in Target object browse to select Enterprise > OpenText
Business Scenarios > Enterprise Asset Management.

6. Then, in the Shortcut popup in Display name enter Enterprise Asset

Management. Click Save.

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Chapter 8
Using Scheduled processing

The Scheduled Processing framework lets you process a large number of items.
Using Content Server Expression Builder, you can select ranges of items. You can
suspend a running job and resume processing. The error handling functionality lets
you view error items and schedule them to be processed again.

Depending on your scenario and the installed modules, you can use the framework
to perform the following tasks:

• Create or update large numbers of business workspaces for the initial creation of
business workspaces from an SAP C/4HANA Sales Cloud and SAP C/4HANA
Service Cloud integration.
• Create or update large numbers of documents from a business application
integration
• Only with Extended ECM for Microsoft Office 365: Create Office 365 groups,
connect them to a business workspace, and send email notifications when
business workspaces are connected to groups.

You can schedule jobs to run periodically and during off-hours with a low server
workload.

8.1 Creating a scheduled job

To create a scheduled processing task:

1. On the global menu, click Enterprise > Extended ECM > Scheduled Processing.

2. Click the Add Item button and click Scheduled Job.

3. Enter a name and a description, also in multiple languages.

4. In the Product list, select the product for which you want to create a scheduled
job.
The list displays all external system connections and Content Server.

5. In the Job Type list, select the job type.

Options will vary depending on the product you selected in the Product list:

• OpenText Extended ECM Platform

– Create or Update Workspaces: You can create and update multiple

workspaces for users by creating and scheduling a workspace creation/
update job in Content Server.

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– Document Template Synchronization: If a business workspace template

is changed, this job type allows the change to be replicated in the
previously created instance of the template.
– Migrate Enterprise Library Types
• OpenText Extended ECM for SAP Solutions

Note: You can use Create or Update Workspaces job type for the
scheduled processings SAP C/4HANA Sales Cloud and SAP C/
4HANA Service Cloud.

– Listen to S/4HANA events

You can use this job type for the scheduled processing SAP S/4HANA
Cloud Essential Edition.
This entry is displayed only if the connection is using the SAP S/4HANA
SPI Adapter.
• OpenText Extended ECM for Microsoft Office 365

– Microsoft Teams Change Scan: creates a scheduled job to monitor

changes to MS Teams. You create this job when you set up content
sharing between Content Server and MS Teams.
– Office 365 Group/Microsoft Team Creation: creates an Office 365 Group
or a Microsoft Team, which is connected to a business workspace.
– Office 365 Group/Microsoft Team Membership: when an Office 365
Group or a Microsoft Team is connected to a business workspace, the
team participants of the business workspace are added to the Office 365
Group or the Microsoft Team as members. The participant of a business
workspace who is designated as the team lead is set as the owner of the
group or team. Multiple participants can be team leader. If there is no
team lead defined, the owner of the group or team is the user as defined
in the configuration.
– Office 365 Send Email Notifications: sends out emails notifying users
that they are now members of a business workspace group.

For more information, see Section 15.4 “Creating Extended ECM for Office
365 scheduled jobs” in OpenText Extended ECM for Microsoft Office 365 -
Installation and Administration Guide (EEMSO-IGD).
• Other products –
Options will vary depending on the products installed.

– SAP SuccessFactors Workspace Creation/Update

6. The following settings are relevant for job types of Other products only.

a. From the Business Application list, select the business application. The
connection to the business application must have been configured before.

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 8.2. Editing and running a scheduled job

b. Select one Business Object Type that is available on the selected system.
You will later be able to set filters for the business object type.

7. Click Add.
In the next step you filter the business objects and create a schedule.

8.2 Editing and running a scheduled job

After having created a task, you configure the job. Depending on the job type, you
add details, for example the schedule or a filter on the business object types.

To detail a scheduled job for a chosen product

1. Open the scheduled job that you want to edit:

a. On the global menu, click Enterprise > Extended ECM.

b. Click Scheduled Processing.
c. Click the scheduled job you want to edit and run.

2. On the Specific tab, in the Configuration section, you have several options.
They will vary depending on the job type of the scheduled job you selected.
For example, you can select a Business Application or you can define the
number of objects to be processed in Block Size.

3. In the optional Advanced Parameters section of the Configuration section, you

select further options for the scheduled job. The section appears depending on
the job type you selected.
For example, in Keep history you can specify the maximum number of entries
in the job history.

4. In the Run Options section, you select options for processing the scheduled job.

a. Select Manual, if you want to run the scheduled job manually.

b. Select On Schedule, and define your settings in the Activity Schedule, if
you want to run the scheduled job on an regular basis.
c. Select After Job, if you want to run the scheduled job after a specific job.
The scheduled job is then executed automatically after the specified job has
finished processing. This happens only if the dependent job is configured
for On Schedule as well, or executed also after another dependent job has
finished.

5. Choose one of the following options:

a. Click Save and Run Now to save the settings start the scheduled task
immediately.
b. Click Save to save your settings.

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To detail a scheduled job for Other Products

1. Open the scheduled job that you want to edit:

a. On the global menu, click Enterprise > Extended ECM.

b. Click Scheduled Processing.
c. Click the scheduled job you want to edit and run.
2. On the Specific tab, in the Configuration section, you have several options.
They will vary depending on the job type of the scheduled job you selected.
For example, in Keep history you can specify the maximum number of entries
in the job history.
3. Select a Scheduling Agent. You can create a schedule for one of the three
Extended ECM Scheduled Processors.
4. To configure a scheduled processor, do the following:

a. Click Configure Schedule.

b. On the Configure Scheduled Activities page, find the Extended ECM
Scheduled Processor 1–3 sections.
c. Design your schedule in these sections as required.
d. Click Submit.
5. Choose one of the following options:

a. Click Save and Run Now to save the settings start the scheduled task
immediately.
b. Click Save to save your settings.

Note: You can monitor the progress of your scheduled jobs on the overview
page. You see the number of scheduled and progressed objects. If there is an
error, you can click on Error to see the log file. You may have to update the
page from time to time.

To see the History of a scheduled job

1. On the overview page search for your scheduled job. If the job has history
entries, the Details link is shown in the History column.
2. Click the Details link. On the History tab, all job runs are listed. In the
overview you see, for example, information about the number of jobs run, and
job run durations.
3. Expand the list of a specific job execution to get job reports.

4. To view or download the history of a single step in the job run, click .

5. To view or download the complete history of this job run, click Download
All.

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 8.2. Editing and running a scheduled job

6. If you want to download the job history for all job runs as a CSV file, click on
Export All History.

7. If you want to download the job reports for all job runs as a ZIP file, click on
Download History Reports.

Note: You can download the job reports for the following job types:

• OpenText Extended ECM Platform

– Document Template Synchronization

• OpenText Extended ECM for SAP SuccessFactors

– Central Workspace Creation/Update

– Document Template Synchronization
– Group Synchronization
– Permission Synchronization
– User Synchronization

8. If activated, you see specific error messages on the Error items tab,

To suspend a running job:

You can suspend a running job and resume processing later.

1. Find the running job that you want to suspend.

2. From the function menu, select Suspend.

The status changes to Suspended.

3. To start the job again, from the function menu, select Resume.

4. To stop the job altogether, from the function menu select Cancel.

Restrictions in logical operations in SAP C/4HANA Sales Cloud

and SAP C/4HANA Service Cloud
The SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud ODATA API
has restrictions regarding logical operations, which have an impact on Content
Server.

Restrictions in ODATA API

• Logical OR
The logical OR only works when used for the same property:
Supported: ...$filter=PartyID eq '1001' or PartyID eq '1002'
Not supported: ...$filter=PartyID eq '1001' or TerritoryID eq 'CA'

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Each OR segment can be executed as a separate query, and the results can be
collated:

Example: 1st Query: ...$filter=PartyID eq '1001'

2nd Query: ...$filter=TerritoryID eq 'CA'.
To reduce round trips to the server, multiple queries can be executed as part of a
$batch query.
• Logical AND
Logical AND only works when used between different properties:
Supported: ...$filter=OpportunityID ge '1001' and Name/content eq
'Sample*'
Not supported: ...$filter=PartyID ge '1001' and PartyID le '2001'

Implications in Content Server

The adapter might spread a complex filter expression over many OData
requests. The defined expression is processed sequentially to formulate an
ODATA query. Each OR condition creates a new query if the previous field name
is different than the current field name. Each AND condition is simply attached to
the current query. If the previous part of the query was an OR condition the
query is enclosed by a parenthesis before attaching the new part. If more than
one query was created, these requests are processed in parallel via the OData
batch mechanism for better performance. However, this has an impact on
pagination. As the page size is respected for each request separately, it can
happen that more result is provided to the framework than was originally
requested by the page size. This may not have impact on the creation job
because at the end only those business entities are processes, which satisfy the
defined business object filter. Additionally, if it turns out that more than one
sub-request must be made to get the next batch of data, the processing stops by
design. To overcome this limitation either redesign the filter criteria.

8.3 Handling failed items and runtime errors

Once the scheduled job has been processed, you see the result in the overview table.
Errors can occur as failed items and runtime errors. Both error types are then sent
with the event Scheduled Processing to System Monitoring.

• Failed Items
If there were failed items that could not be processed, you see the number of
these items in the Error Items column.

To handle failed items:

1. Click the number of failed items in the Error Items column.

2. On the following page, view the details and an error description.

3. If you fixed the error cause, click Queue all to reprocess the error items.

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 8.3. Handling failed items and runtime errors

4. Click Delete All to delete all error items.

• Runtime Errors
If there are runtime errors, you can see an Error link in the Status column. Click
the link to view the detailed error message.

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Chapter 9
Using the Content Server Integration Widget

The Content Server integration widget provides JavaScript libraries, which you can
use to display business workspaces and other Content Server functionality in a
modern and more flexible way.

User When a user starts creating a new business workspace, the integration widget first
experience offers business workspaces without business object. Users can then decide if they
want to complete one of the available early workspaces or create a new on. This
integration widget is also called “Create and Complete” widget.

You can use the “Create and Complete” integration widget for the following SAP
Systems:

• Business Content window: “Enabling the integration widget in the Business

Content window” on page 299
• SAP Fiori: “Customizing intent-based navigation for business documents and
business workspaces” on page 336
• SAP Web Dynpro applications like SAP SRM or SAP PPM:“Integrating Extended
ECM for SAP Solutions into SAP SRM“ on page 397
• SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud: “Integrating
Extended ECM for SAP Solutions into SAP C/4HANA Sales Cloud and SAP C/
4HANA Service Cloud“ on page 309

With SAP CRM Web Client or S/4CRM, you can still use only the classic folder
browse integration widget.

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Figure 9-1: Integration into Business Content window

9.1 Prerequisites
Browser
Browser must be HTML5-compliant, which is any recent version of Firefox,
Safari, Chrome, and Internet Explorer starting from version 10.
As of Extended ECM for SAP Solutions 20.4 you can also use Microsoft® Edge.

Tip: On Windows, OpenText recommends using Extended ECM for SAP

Solutions 21.3 with SAP GUI for Windows 7.70.

Note: If you are using Internet Explorer, ensure that it starts in Standard
mode.
If you are using Microsoft Edge with SAP GUI 7.70, currently the following
limitations occur:

• OpenText Office Editor does not support Microsoft Edge yet.

• Windows Viewer is not supported. OpenText recommends using Web
Viewer instead.
• High-contrast themes are not supported.

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 9.1. Prerequisites

SAP System
Web Dynpro, for example SAP ERP, SAP SRM
• SAP_BASIS 731
• SAP_UI 740 (see SAP Note 1742528)
• Class CL_WD_HTML_ISLAND must exist on your system. Use transaction SE24
to check.

Configuration
• In the IMG activity OpenText Extended ECM for SAP Solutions >
Infrastructure > Maintain Extended ECM Connections, the Support
Directory field must contain the directory on Content Server where the files
for the Content Server integration widgets are stored.

• In the IMG activity OpenText Extended ECM for SAP Solutions > Extended
ECM > Maintain Business Object Declarations, the Use Widgets for UI

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field must be selected. For more information, see “Creating a business object
declaration in SAP” on page 54.

SAP Notes
1746385 - Main WEBCUIF Browser Support Note
1753544 - Web Dynpro - HTML standards mode
1737445 - Internet Explorer standards mode rendering for EP
1742528 - Web Dynpro HTML integration: HTMLIsland, Container, Fragment

Microsoft IIS
If you want to use the integration widget and if you use Content Server on
Microsoft IIS, you must configure detailed errors messages on local and remote
requests. For more information, see “Configuring Microsoft IIS to return
meaningful REST API error messages” on page 300,

9.2 Integration in NetWeaver Business Client

For the integration in NetWeaver Business Client, the following SAP Notes must be
implemented

• 1956448 - Unequal rendering for NWBC and Web Dynpro ABAP – Prerequisite
for SAP Note 1963267 - SAP NWBC ABAP Runtime Patch 36

• 1963267 - SAP NWBC ABAP Runtime Patch 36 – For SAP NetWeaver Business
Client (NWBC) for HTML: Enables Web Dynpro applications to be started as
defined in the WdPreferredRendering application parameter. For this, the SAP

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 9.3. Troubleshooting for the integration widget

NWBC for HTML automatically switches Internet Explorer to the suitable

rendering mode.

9.3 Troubleshooting for the integration widget

9.3.1 Browser does not display integration widget correctly
If you are using Internet Explorer to display the SAP application, check if it is in
Standard mode:

See also SAP Note 1753544 - Web Dynpro - HTML standards mode

To check the browser mode:

1. In Internet Explorer, press F12 and open the DOM Explorer.

2. Make sure that following entry exists in the <head> section:

<meta http-equiv="x-ua-compatible content="IE-EDGE">

To set the browser mode for the Web Dynpro application:

1. In the Web Dynpro Explorer (SE80 transaction), go to your application.

2. Set the WDPREFERREDRENDERING parameter to STANDARDS.

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9.3.2 User does not see logging in browser

To see logging of widgets in the Internet Explorer console for debugging, the user
must be registered in the /OTX/RM_WDGENTRA table.

To maintain users for logging:

1. Start transaction SE16 to maintain the /OTX/RM_WDGENTRA table.

2. Enter the user that you want to enable for logging.

9.3.3 Smart View in Content Server or the integration widget

returns Error: Bad Request (400)
Cause Content Server runs on Microsoft IIS, which is not configured to display detailed
errors for REST API calls.

Solution Do the following:

To enable Detailed Errors in Microsoft IIS:

1. Open Internet Information Services (IIS) Manager.

2. On the left, expand the Content Server website, and click the Content Server
Application.

3. The default Application name is OTCS.

4. In the middle pane, double-click Error Pages.

5. On the right, under Actions, click Edit Feature Settings On the Edit Error
Pages Settings, enable Detailed errors in the Error Responses section, and then
click OK.

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Chapter 10
Reporting incidents to SAP Solution Manager

You can allow users to report incidents directly from Smart View to your local SAP
Solution Manager. For more information about SAP Solution Manager, see https://
help.sap.com/viewer/p/SAP_Solution_Manager.

To enable SAP incident reporting:

1. On the Content Server Administration page, click Extended ECM for SAP >
Configure SAP support integration.

2. Click Enable and provide the connection parameters to the server, which hosts
the SAP Solution Manager: Server, Port Number and Protocol. Make sure, that
you have no spaces at the end of the server name or the port number. The URL
to the SAP support portal is https://support.sap.com/en/index.html.

3. Click Save Changes.

To report an incident as a user:

1. In Smart View, click the Profile Menu.

2. Click Report incident to SAP.

3. Fill in the required information in the incident report and save your data.

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Chapter 11
Viewing CMIS for SAP repositories

You can view the SAP CMIS repositories in Content Server.

To view a repository:

1. On the Content Server Administration page, click Extended ECM for SAP >
SAP CMIS Repositories.

2. Click the repository you want to view. The repository name is the same as the
name of the SAP system you configured as business application.

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Chapter 12
Integrating Extended ECM for SAP Solutions into
SAP GUI

You have several customizing options when integrating Extended ECM for SAP
Solutions into SAP GUI:

• Make business workspaces and business attachments available via Generic

Object Services (GOS).
• Customize the functions and appearance of the Business Content window.
• Customize the GOS Attachment list for Records Management.

12.1 Customizing the Generic Object Services (SAP

GUI)
New: You can now open business attachments that are compound documents
and display any document they contain.

You can make business workspaces and business attachments available for users in
SAP GUI via Generic Object Services (GOS). The user can then create workspaces,
display existing ones and display, create and delete business attachments in SAP
GUI. For this, you customize the GOS table.

The Business Content window displays business workspaces, business attachments

like pictures or compound documents for example, business documents, local
TempoBox folders, other local files, and notes in one dialog.

Tip: For a detailed description of the Business Content window, see Section 8
“Working with the Business Content window” in OpenText Archiving and
Document Access for SAP Solutions - User Guide (ER-UGD).

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To customize General Object Services:

1. Start the SM30 transaction, and then enter SGOSATTR in the Table/View field.
Click Maintain.

2. Click New Entries.

3. Customize the new entry according to the following list. The OTX_ATTACH
service displays the Business Content window: business workspaces, business
attachments and business documents (ArchiveLink documents). From the
Business Content window, users can access the complete functionality.

Name of service
Enter OTX_ATTACH.
Description
Provide a description, for example, Business Content. This description is
displayed in the GOS menu.
Quick Info
Provide a quick info, for example, Business Content. This information is
displayed for the icon.

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 12.1. Customizing the Generic Object Services (SAP GUI)

Class for Generic Service

Enter /OTX/RM_GOS_SRV_ATTACH_LIST.
Service Type
Select Single Service.
Icon
ICON_BUSINAV_DATAMODEL

Note: Control and Commit required must remain unselected.

4. You must define the position of the new service in the General Object Services.
In the Next service field, enter the name of the service that should follow after
this service. If the service is the last, leave the field empty.

Important
If you do not define the position correctly, it might not be displayed at all.

• You want to add the new service at the beginning of the existing services:
Enter the name of the first existing service in the Next service field of the
new service.
• You want to add the new service at the end of the existing services: Enter the
name of the new service in the Next service field of the last existing service.
Leave the Next service field of the new service empty.
• You want to add the new service in between the existing services: Enter the
name of the new service in the Next service field of the predecessor of
existing services. Enter the name of the successor existing service in the Next
service field of the new services.

5. Click Save.

Note: For more information about maintaining the SGOSATTR table, see the SAP
documentation (https://www.sdn.sap.com/irj/scn/index?rid=/library/uuid/
a0139058-ef9d-2b10-598c-9e23dc6f44fc).

For problems when displaying services in GOS, see SAP Note 961713 -
Structure of table SGOSATTR.

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12.2 Selecting items to be displayed in Business

Content window
For each business object type, you can select, which items you want to be displayed
in the Business Content window.

To customize the displayed items in a Business Content window:

1. In the IMG, navigate to the Extended ECM > Business Content Window >
Maintain Business Content Window Display Options, and then click
Execute.

2. Click New Entries.

3. Select a business object type and then select the options that you want to be
displayed:

• Full page: Uses the whole Business Content window to display the business
workspace in Smart View
• Bus. Wrks: Display a node for the business workspace
• Wrks thumbs: Business workspace thumbnails
• Drag Drop: Enable Drag and Drop in business workspaces
• Attachment: Display a node business attachments
• Documents: Display a node for business documents
• Doc. thumb: Display thumbnails for business documents
• Notes: Display a node for notes
• Files: Display a node for local files

Tip: For general settings of the Business Content window, which are also
placed in this dialog, see “Enabling the integration widget in the Business
Content window” on page 299.

12.3 Customizing the context menu of the Business

Content window
The context menu of the Business Content window in the SAP system displays a
selection of Content Server menu entries that are available for the specific item. You
can customize the context menu as follows:

• Remove Content Server menu entries that are not relevant and add specific menu
items that are available on Content Server, for example when a new module was
installed. The added menu items are displayed in the context menu only if they
are available for the item type. For more information, see “Customizing the
Business Content window context menu with Content Server menu entries”
on page 297.
• In addition to the available Content Server menu entries, you can add new
entries and implement custom functionality. For more information, see “Adding

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 12.3. Customizing the context menu of the Business Content window

custom functionality to the Business Content window context menu”

on page 298.

Note: The customizing applies only to Content Server Classic View. It does not
apply if the integration widget is used as described in “Enabling the
integration widget in the Business Content window” on page 299.

12.3.1 Customizing the Business Content window context

menu with Content Server menu entries
You can remove irrelevant entries from the context menu or add specific menu
items, which are also available in Content Server, for example when a new module
was installed. The context menu items are displayed in the context menu only if they
are available for the item type.

To customize the context menu with Content Server menu entries:

1. In the IMG, navigate to the Extended ECM > Business Content Window >
Maintain Business Content Window Menu, and then click Execute.

2. Click New Entries.

3. Enter the following:

Code ID
Enter the code ID. Use the F4 help to retrieve the code ID.

Note: If the code ID is not listed in the F4 help, retrieve it from

Content Server: In the Content Server IDE plug-in for Eclipse, go to
the WebNodeCmd object in the WEBNODE OSpace. From the context
menu of the WebNodeCmd, select Open Inheritance View. A list
with all possible context menu objects is displayed. Find the respective
object and note the name.

BROWSE Open
COPY Copy
DELETE Delete
DOWNLOAD Download
FETCH Open
MAKEFAVORI Add to Favorites
TE
MOVE Move
PRINT Print
TEXTEDIT Edit

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VIEWDOC View with Content Suite Viewer

Note: Alternatively, you can integrate Content Suite

Viewer using the SM30 transaction. This is the
recommended integration. For more information, see
“Integrating Viewers in the Business Content window”
on page 303.

Add/Remove
Click Add or Remove. When you add an entry, it is added according to the
sequence in the Content Server menu. You cannot add already existing
entries.
Description
Enter a description. This description is displayed in the context menu. You
can use && to display the & character.
If you want to add the entry in other languages, use the standard SAP
mechanism clicking Goto > Translation.

Example: In the following example, the new menu item Zip & Download is added to
the menu.

12.3.2 Adding custom functionality to the Business Content

window context menu
In addition to the available Content Server menu entries, you can add new entries to
the context menu and implement custom-made functionality using BAdI
technology. For detailed information, see the SDK on OpenText My Support (https://
knowledge.opentext.com/knowledge/cs.dll/Open/63007681).

Adding custom functionality:

1. In the IMG, navigate to the Extended ECM > Business Content Window >
Implement Business Content Window Menu BAdI, and then click Execute.

2. Implement your code. For detailed information, see the sample code provided
with the BAdI definition (menu Goto > Sample Code > Display).

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 12.4. Providing Drag-and-drop functionality for the Business Content window

• The method PROCESS_CTX_MENU_CONSTRUCTION is used to create an

additional context menu entry.
• In the method PROCESS_WKSP_FCODE you can react on the function codes
you assigned to your context menu entry.

12.3.3 Opening a document from the Business Content

window context menu
If you want to have the Open command for documents in the context menu of the
Business Content window in Classic View, you must configure it:

To enable the Open command for documents:

1. On the Content Server Administration page, select Core System - Server

Configuration > Presentation > Configure Document Functions.

2. In the Open section, enable Enabled.

3. Click Save changes.

12.4 Providing Drag-and-drop functionality for the

Business Content window
To upload documents, users can drag files from the local file system into a business
workspace. The local files system can either be the local file explorer or the Local
Files node in the Business Content window.

To copy files, users can drag between different nodes in the Business Content
window. To download files, they drag a file to the Local Files node.

For this functionality, users must have the S_GUI authorization object with the
ACTVT=60 parameter. This authorization object is part of the /OTX/RM_USER role.

12.5 Enabling the integration widget in the Business

Content window
In the Business Content window, users can work with business workspaces. You can
define separately for each business object type that users see the Create and
Complete integration widget (Content Server Smart View) instead of the default
view. Optionally, you can also define which theme to use.

Important
If you want to use the integration widget and if you use Content Server on
Microsoft IIS, you must configure detailed errors messages on local and remote
requests. For more information, see “Configuring Microsoft IIS to return
meaningful REST API error messages” on page 300.

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To enable the integration widget (Content Server Smart View):

1. In the IMG, navigate to the Extended ECM > Maintain Business Object
Declarations activity, and then select Use Widgets for UI for the business
objects for which you want to enable the integration widget in Business Content
window, Web Dynpro or CRM UI.
For more information about the activity, see “Creating a business object
declaration in SAP” on page 54.

2. Optional To define the theme, in the IMG, navigate to the Extended ECM >
Business Content Window > Maintain Business Content Window Display
Options, and then click Execute.

a. In the General Settings section, click New Entries.

b. As Setting Name enter WSP_WIDGET_CSS_THEME and as Setting Value enter
the name of the theme, for example belize.

Note: You can now use the new belize theme for the integration
widget integration. However it is currently not recommended for
page view.

3. Through authorization object J_6NRL_WSC, if users may view the Business

Content window in full page view. You may want to disable this option to
avoid that users forget to log out properly.

a. Run transaction pfcg to edit the authorization role.

b. In the J_6NRL_WSC authorization object, set the /OTX/RMWAC field Business
workspace activity to value 02 Open Business Workspace in Fullpage..

Tip: For more customizing options for the Business Content window, see
“Selecting items to be displayed in Business Content window” on page 296.

12.5.1 Configuring Microsoft IIS to return meaningful REST

API error messages
Using the default configuration, Microsoft IIS returns a generic error message when
interfaces that are based on the Content Server REST API, such as the Content Server
Smart View, encounter errors. Presenting a more informative error message to users
can aid in troubleshooting any difficulties that they encounter.

Example: With Detailed errors enabled, IIS returns a message similar to An item with the
name <filename.txt> already exists, but if Detailed errors is not enabled, IIS returns
only Error: Bad Request (400).

To enable Content Server to display informative error messages when problems

occur with Content Server REST API interfaces enabled using Microsoft IIS,
OpenText recommends that you enable Detailed Errors in Microsoft IIS.

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 12.6. Maintaining Content Server subtypes as copy/move target in the Business Content window

To enable Detailed Errors in Microsoft IIS:

1. Open Internet Information Services (IIS) Manager.

2. On the left, expand the Content Server website, and click the Content Server
Application.

3. The default Application name is OTCS.

4. In the middle pane, double-click Error Pages.

5. On the right, under Actions, click Edit Feature Settings On the Edit Error
Pages Settings, enable Detailed errors in the Error Responses section, and then
click OK.

12.6 Maintaining Content Server subtypes as copy/

move target in the Business Content window
In the Business Content window, users can copy or move documents or other items
from one location to another location in Content Server. However, if you are using
custom Case subtypes and you want to copy or move documents to these custom
Case subtypes you must do the following SAP customizing.

All Content Server items that can be targets for a copy/move operation are
maintained in the /OTX/RM_STWL table. This table is part of Extended ECM for SAP
Solutions and it is filled with a predefined set of subtypes. The new table /OTX/RM_
STWL_C is available to maintain new entries.

Important
As soon as /OTX/RM_STWL_C has one entry, the /OTX/RM_STWL is not used
anymore. If you intend to use /OTX/RM_STWL_C, you must copy the entries of /
OTX/RM_STWL into the custom table.

To maintain custom Case subtypes for copy/move operations:

1. Copy all entries from the /OTX/RM_STWL table to the Subtype column of the /
OTX/RM_STWL_C table.

a. Start transaction SE16, and then open /OTX/RM_STWL.

b. Start transaction SM30, and then open the maintenance view of the /OTX/
RM_STWL_C table.
c. Copy all entries from /OTX/RM_STWL into the clipboard. You can use CTRL
+ Y to copy several rows.
d. Copy the rows into the Subtype column of the /OTX/RM_STWL_C table.
e. Add the connection ID for which the subtype is valid.

2. Add a new entry for your new Case subtype:

• Conn. ID: Connection ID. You find this information in the IMG > OpenText
Extended ECM for SAP Solutions > Infrastructure > Maintain Extended

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ECM Connections. For more information, see Section 22.2.6 “Maintaining

Extended ECM connections” in OpenText Extended ECM for SAP Solutions -
Installation and Upgrade Guide (ERLK-IGD).
• Subtype: ID of the Case subtype. You find this information in the Content
Server Administration page > Template Workspaces Administration >
Administer Case Types. The subtype ID of a Case is a positive integer
between 31350 and 31399. For more information, see the Content Server
online help for this administration page.

12.7 Providing access to local folders for the

Business Content window
The Business Content window automatically displays the local Tempo Box folder if
Tempo Box client is installed. In addition, users can add other local folders to the
Local files node in the Business Content window. For this functionality, users must
have the J_6NRL_LFS authorization object. This authorization object is part of the /
OTX/RM_USER role.

To assign the authorization object to a group:

1. Start the PFCG transaction.

2. Find the relevant role and add the J_6NRL_LFS authorization object.

Security settings – When a user accesses a local folder from the Business Content
window, an SAP security alert informs the user about the risk. Users can confirm the
message per access attempt or they can set the security options for their client.

To set the security options on SAP GUI:

1. From the SAP GUI menu, select Options.

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 12.8. Integrating Viewers in the Business Content window

2. Select Security > Security Settings.

3. Set Status and Default Action as required.

12.8 Integrating Viewers in the Business Content

window
Viewers are used to display documents in Business Content window, DocuLink and
Content Server. The following viewers can be integrated and used to display
documents:

OpenText™ Imaging Web Viewer and OpenText™ Imaging Windows Viewer

Can be used as viewers for files that are stored in Archive Center. They must be
of a MIME type that is supported by Web Viewer.

OpenText™ Content Suite Viewer

Can be enabled in Content Server. It uses an OpenText Brava! Server installation
specifically prepared for this use case. For more information about installation
and configuration, see the respective documentation.
OpenText Intelligent Viewing (licensed version) is supported in the Business
Content window if you use Microsoft Edge and SAP GUI for HTML 7.70.

Note: OpenText Intelligent Viewing is currently not supported for mobile

devices like Apple® iPad®.

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Configuring the Content Server viewer

Configuring OpenText Viewing or OpenText Intelligent Viewing (licensed

version) as Content Server viewer:

• If you want to use OpenText Viewing or Intelligent Viewing, enable this viewer
in Content Server Administration. For more information, see Section 2
“Configuring OpenText Viewing” in OpenText Content Server Admin Online Help -
Viewing and Transformation Administration (LLESVWX-H-AGD).

Configuring Web Viewer and OpenText Imaging Windows Viewer as Content

Server viewer:

• If you want to use one of these viewers, define the relevant settings in Content
Server Administration.
• Configure the mime types. For more information, see “Customizing MIME types
for preview” on page 306.
• Configure the viewer settings in the SAP system. For more information, see
Section 17.2 “Configuration for Web Viewer” in OpenText Archiving and Document
Access for SAP Solutions - Scenario Guide (ER-CCS).

Configuring Content Suite Viewer as Content Server viewer:

• Content Suite Viewer Administration on the Content Server Administration

page. For more information, see OpenText Content Server Admin Online Help -
Content Suite Viewer Administration (LLESDV-H-AGD).

Configuring the Business Content window viewer

The Business Content window displays Content Server content. To use Content
Suite Viewer as viewer within the Business Content window, you enable a menu
entry for the viewer and define that the document opens in the Content Suite Viewer
when the user double-clicks it.

• Enable Content Suite Viewer as Content Server viewer.

– Content Suite Viewer Administration on Content Server Administration page.

For more information, see OpenText Content Server Admin Online Help -
Content Suite Viewer Administration (LLESDV-H-AGD).
• On Content Server, disable that the document opens for editing when the user
double-clicks it.
• Maintain mime types and define that Microsoft Office document are opened with
the viewer. For more information, see “Customizing MIME types for preview”
on page 306.
• Configure the Business Content window so that there is a new menu entry and
the document opens in Content Suite Viewer when the user double-clicks it.

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 12.8. Integrating Viewers in the Business Content window

To disable editing in Content Server:

1. On the Content Server administration page, click Core System - Server

Configuration > Security Parameters.

2. In the Document Function section, for the Open function, select Disabled.

To add a Content Suite Viewer action to Business Content window menu:

1. Start the SM30 transaction and enter /OTX/RM_WSC_FCOD in the Table/View

field. Click Maintain.

2. Click New Entries.

3. Customize the new entries according to the following lists.
Add an entry for Business Content window:

• Menu ID: ALPLUS

• Code ID: VIEWDOC
• Description: For example View or Display with Content Suite Viewer.
• Activation: Select it.
• Function Code: PICK

Add an entry for DocuLink:

• Menu ID: DOCULINK

• Code ID: VIEWDOC
• Description: For example View or Display with Content Suite Viewer.
• Activation: Select it.
• Function Code: PICK

Note: If you do not want to disable the Open document function on Content
Server, the FETCH function will be used instead of the defined VIEWDOC function
when users double-click a document in Business Content window. You can
circumvent this by defining a description that is alphabetically before the
description of the FETCH action, for example FETCH with description Open and
VIEWDOC with description Display.

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12.9 Customizing MIME types for preview

The Business Content window is based on a hidden Windows Internet Explorer (IE)
to render documents for the preview. Internet Explorer takes care of calling the
respective rendering application. However, some Internet Explorer add-ons, for
example Web Viewer, handle specific MIME types by enabling an in-place rendition.
As a consequence, the Business Content window must use a visible Internet Explorer
to render the corresponding documents.

The /OTX/RM_GOS_DD table keeps a default list of MIME types for which Internet
Explorer add-ons enable an in-place rendition. If this list is not sufficient, you can
maintain a custom list in the /OTX/RM_GOS_DD_C table.

Note: The Business Content window ignores the /OTX/RM_GOS_DD table as

soon as the /OTX/RM_GOS_DD_C table has at least one entry.

Recommended setting for Web Viewer

If Web Viewer is enabled on Content Server, add MIME types of documents to the /
OTX/RM_GOS_DD_C table. If you did not maintain the MIME types in the /OTX/RM_
GOS_DD_C table, it can happen that an archived document that you want to open in
Business Content window causes an infinite loop.

Important
Also add the MIME types from /OTX/RM_GOS_DD if you want to keep the
behavior of these MIME types as well.

Restrictions Web Viewer can only render documents that are archived to an OpenText archive.
For example, if you want to display a Microsoft Word document, Internet Explorer
starts Microsoft Word, but leaves an empty browser window open.

Recommended setting for OpenText Content Suite Viewer

If Content Suite Viewer is enabled on Content Server, add MIME types of
documents to the /OTX/RM_GOS_DD_C table. If you did not maintain the MIME types
in the /OTX/RM_GOS_DD_C table, it can happen that an archived document that you
want to open in Business Content window causes an infinite loop.

Important
Also add the MIME types from /OTX/RM_GOS_DD if you want to keep the
behavior of these MIME types as well.

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 12.10. Customizing the GOS Attachment list for Records Management

12.10 Customizing the GOS Attachment list for

Records Management
If you want to use business attachments and Records Management functionality in
the GOS Attachment list you must activate business functions.

Note: This customizing step is not necessary if you are using Business Content
window. For more information, see “Customizing the Generic Object Services
(SAP GUI)” on page 293.

With business functions, you integrate the following into the GOS Attachment list:

Button Declare as record

Button View record details

Records Management Status symbol Is record

Business functions

• /OTX/RM_BF_GOS_ATTACHMENT
Integrates Records Management functions into the GOS Attachment list.
• /OTX/RM_DOL_BF_GOS_ATT_LIST
Integrates business attachments into the GOS Attachment list.

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• /OTX/RM_BF_DISP_PRINTLIST
Integrates Records Management functionality into the OADR and OADD
transactions.

To activate business functions:

1. In the IMG, navigate to the Extended ECM > Activate Business Functions
activity and click Execute.

2. Open the ENTERPRISE_EXTENSIONS folder and activate the following

options by selecting the checkbox in the Planned Status column:

• /OTX/RM_BF_DISP_PRINTLIST: Records Management for Display

Printlists
• /OTX/RM_BF_GOS_ATTACHMENT: Business Function GOS Attachment

Note: /OTX/RM_DOL_BF_GOS_ATT_LIST is displayed but is no longer

relevant.

3. Click Activate Changes.

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Chapter 13
Integrating Extended ECM for SAP Solutions into
SAP C/4HANA Sales Cloud and SAP C/4HANA
Service Cloud

Extended ECM for SAP Solutions provides an integration solution for SAP C/
4HANA Sales Cloud and SAP C/4HANA Service Cloud. You can display the
business workspace of a business object along with the structured data. Integration
points are the business objects Account, Lead and Opportunity for SAP C/4HANA
Sales Cloud, and Service Request (ticket) for SAP C/4HANA Service Cloud.

Prerequisites

• Content Server module Extended ECM for SAP (xecmsap) must be installed
• You must have access to Content Server administration pages
• You must have access to SAP C/4HANA Sales Cloud and SAP C/4HANA Service
Cloud administration pages

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Figure 13-1: Integration Architecture

SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud use an Identity
provider (IdP) for authentication. For a single sign-on scenario, you set up a
connection between OpenText Directory Services and the corporate IdP using
Security Assertion Markup Language (SAML). For more information, see Section 4.1.4
“Configuration and use of SAML authentication” in OpenText Directory Services -
Installation and Administration Guide (OTDS-IWC).

This sample integration provides for the following business objects:

• account
• lead
• business opportunity.
• service request (ticket)

If you need other business objects, you can write your own SPI adapter. For more
information, see Extended ECM Platform 16.2 - SDK and API documentation and
the SPI Java SDK (https://knowledge.opentext.com/knowledge/cs.dll/Open/
66215224).

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13.1. Preparing Content Server for the SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud integration

13.1 Preparing Content Server for the SAP C/4HANA

Sales Cloud and SAP C/4HANA Service Cloud
integration
To prepare Content Server for the integration:

1. Security Parameters
Make the C4C domain a trusted domain.

a. On the Content Server Administration page, click Core System - Server

Configuration > Security Parameters.
b. In the Cross-Domain area, enter the URL of SAP C/4HANA Sales Cloud or
SAP C/4HANA Service Cloud, for example my123456.ondemand.com.

2. Business Application
Create a connection to the SAP C/4HANA Sales Cloud and SAP C/4HANA
Service Cloud system:

a. On the Content Server Extended ECM volume, click Connections to

Business Applications (External Systems).
b. Create a new connection with the following special settings:
Logical System Name: Must be the same as the tenant name of the SAP C/
4HANA Sales Cloud and SAP C/4HANA Service Cloud system. In this
example, my123456.
Connection Type: C4C SPI Adapter V2
Application Server Endpoint: The OData endpoint of your SAP Cloud for
Customer tenant, for example, https://my123456.crm.ondemand.com/
sap/c4c/odata/v1/c4codataapi

Important
SAP Cloud for Customer OData API V1 is deprecated and therefore
the previous SPI version is depricated as well.
c. For more information, see Section 23.3 “Connecting SAP as the business
application” in OpenText Extended ECM for SAP Solutions - Installation and
Upgrade Guide (ERLK-IGD).

3. Business workspace
Create workspace types, categories, classifications, and business object types for
the following business objects:

• CorporateAccount
• Lead
• Opportunity
• Service Request (Ticket)

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For more information, see “Configuring business workspaces“ on page 49.

13.2 Customizing the integration in SAP C/4HANA

Sales Cloud and SAP C/4HANA Service Cloud
The following procedure describes how to integrate business workspaces for
CorporateAccount, Lead, Opportunity in SAP C/4HANA Sales Cloud, and Service
Request in SAP C/4HANA Service Cloud. To do this, you create an HTML mashup,
with which you will then enhance a screen. This enhancement step is done in
HTML5 UI. Thus you must be logged on to HTML5 UI or switched to it before you
start with procedure “To enhance a screen with the HTML mashup:“ on page 314.

Microsoft Silverlight® mode is not supported anymore.

To create an HTML mashup for the integration:

Create an HTML mashup for each business object:

1. Go to the Administrator work center. Then choose Business Flexibility >

Mashup Authoring
2. Click New > New HTML Mashup and configure the following for each
business object:

Business CorporateAcc Lead Opportunity Service

Object ount Request
(Ticket)
Mashup Business & Business & Business & Productivity &
Category Finance Finance Finance Tools
Port Binding Addition InsideView Opportunity Ticket
Account Lead Info Information
Information Information
botype CorporateAcco Lead Opportunity ServiceRequest
unt
bokey AccountInterna LeadID OpportunityID TicketID
lID
Relations Parent to Child of Child of Parent to
Opportunity, Account and Account and follow-up item
Lead, Ticket Ticket as Ticket as Ticket,
preceding item preceding item Opportunity
and Lead
Child of
Account and
Ticket as
preceding item

• Mashup Category: see table

• Port Binding: see table. The port binding defines which parameters are
available for mashup components.

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 13.2. Customizing the integration in SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud

• Mashup Name: Business workspace, for example

• Status: Active
• Configuration Information
Type: URL
URL: URL to Content Server, for example, https://cs.example.com/
otcs/cs.exe
Height: Fixed height, at least 300, recommended 600.
• Request parameters
func: xecmpf.GetWspIntegration in column Constant
botype: See table, enter in column Constant
extsysid: Logical name of the business application as defined in Content
Server in column Constant. For more information, see “Preparing Content
Server for the SAP C/4HANA Sales Cloud and SAP C/4HANA Service
Cloud integration” on page 311.
theme (optional): sap.skyline.c4c or sap.fioriclient.c4c in column
Constant.
bokey: See table, enter in column Parameter Binding
language (optional): /$System/SystemLogonLanguage to propagate the
logon language to the integrated business workspaces. If the respective
language is not available on Content Server, the default language is
displayed.
navigateMode (optional): Sets priority over the navigation mode in the
profile settings.

– treeView gives priority to the navigation tree and the navigate back
function in full page view.
– navigateUp gives priority to the navigate up and the navigate back
function.

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To enhance a screen with the HTML mashup:

1. Open the screen, in which you want to create a new tab to display the business
workspace: CorporateAccount, Lead, Opportunity, or Service Request (Ticket).

2. From the menu, select Adapt > Edit Master Layout.

3. Select the tab bar until it gets a frame and a yellow background.

4. Add a new tab:

a. Click Add Tab

b. Enter a title for the new tab and click + button.
c. Click Apply.

5. Add the mashup:

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 13.3. Configuring Single Sign-on

a. In the new tab, click the main area. When it is yellow, click Select Parent
.

b. Click Add Items and select Add Mashup.

c. Select the HTML mashup that you created for this screen.
d. In the Height (%) field set a value for the dimension of the HTML mashup.
If you enter 100, the business workspace in the pane uses the available
space. If you want to use the fixed height you defined during creating the
HTML mashup, do not enter a value here.
e. Click Apply.
f. When you are done, from the main menu, select Adapt > End Layout
Changes.

13.3 Configuring Single Sign-on

You can configure Single Sign-on (SSO) for SAP C/4HANA Sales Cloud and SAP C/
4HANA Service Cloud and your identity provider. To do so, you perform the
following steps:

• Download the SAML Service Provider (SP) metadata file from SAP C/4HANA
Sales Cloud and SAP C/4HANA Service Cloud and upload it to your identity
provider.
• Create a metadata XML file from your identity provider and upload it to SAP C/
4HANA Sales Cloud and SAP C/4HANA Service Cloud.
• Configure OTDS to use the same identity provider. For more information, see
Section 4.9 “Configuring SAML” in OpenText Directory Services - Installation and
Administration Guide (OTDS-IWC).

To download the SP metadata file:

1. Go to the Administrator work center. Then choose Common Tasks >

Configure Single Sign-On.

2. On the My System tab, click Download Metadata: SP Metadata.

3. Use this file to register the SAP C/4HANA Sales Cloud or the SAP C/4HANA
Service Cloud system as a Service Provider with your identity provider, for
example SSOCircle.

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To create the identity provider connection:

1. Create a SAML metadata.xml file from your identity provider. Consult the
provider's documentation for details.

2. In SAP C/4HANA Sales Cloud or SAP C/4HANA Service Cloud, open the
Identity Provider tab.

3. Click New Identity Provider and select the metadata.xml file.

4. Optionally, create an alias for the identity provider.

13.4 Tips and tricks

Enable Google Chrome browser to open a business workspace with the
“samesite” settings
You can configure the Extended ECM SAP C/4HANA Sales Cloud and SAP C/
4HANA Service Cloud integration to open a business workspace in Google
Chrome with the samesite settings enabled.

To enable Google Chrome with “samesite” settings:

1. In Google Chrome, open the chrome://flags/ page, and make sure that all
flag settings are set to Default.

2. On the Content Server Administration page, select Core System – Server

Configuration > Security parameters.

3. Enable Same Site Attribute and set it to None.

If you set the Same site Attribute to Lax or Strict, the workspace will not be
loaded in the SAP C/4HANA Sales Cloud and SAP C/4HANA Service
Cloud frame.

13.5 Additional resources

For more information about the SAP C/4HANA Sales Cloud and SAP C/4HANA
Service Cloud integration, see the following resources:

• Extended ECM SDK

Describes the SPI adapter framework from xECM Platform, which defines the
integration logic with the external system: https://knowledge.opentext.com/
knowledge/llisapi.dll/Open/68222307

• SAP C/4HANA Sales Cloud and SAP C/4HANA Service Cloud

OData API v2 Reference: https://help.sap.com/viewer/product/
SAP_HYBRIS_CLOUD_FOR_CUSTOMER/1905/en-US?q=API%20Reference

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Chapter 14
Integrating Extended ECM for SAP Solutions into
SAP Fiori apps

You can make business workspaces or business documents available in SAPUI5

apps. These can be either your own custom apps or SAP Fiori apps based on
SAPUI5. The documents are displayed in a custom tile or can be navigated to in
cross-app navigation. There may be some ambiguity in terminology, because a
“Fiori app” could be one of the following:

• An SAP Fiori app as delivered by SAP. For a list of all apps, see https://
fioriappslibrary.hana.ondemand.com.
• An SAPUI5 app following the SAP Fiori Design Guidelines
• Any browser app hosted on an SAP Fiori Launchpad server.

In any case, the techniques presented in this chapter refer to apps implemented with
SAPUI5 and typically hosted on an SAP Fiori Gateway server with SAP Fiori
Launchpad. For information on how to integrate DocuLink UIs into SAP Fiori
Launchpad, see “Customizing the Fiori Launchpad for the OpenText Test Launcher”
on page 324.

Recommended reading

For more information see the following resources:

• SAPUI5 SDK: https://sapui5.hana.ondemand.com/# ( https://

sapui5.hana.ondemand.com/#). Search for “Extending”.
• Extended ECM for SAP Solutions SDK Guide in OpenText My Support (https://
knowledge.opentext.com/knowledge/cs.dll/Open/63007681).

14.1 SAP Fiori architecture

SAP Business Suite or S/4HANA features an ABAP engine for transactional
applications. Backend application artifacts and application content are stored in the
backend database.

In addition, the UI apps are deployed on a central SAP ABAP NetWeaver server,
which also contains the UI Service Add-on for the shell services and the Gateway
Add-on for the OData enablement of the ABAP-based Suite system.

Fiori apps are created using HTML5 and SAPUI5. For some extensions, the
underlying jQuery JavaScript library may be used. All supported form factors and
operating systems are supported with one development project and a single code
line per user interface app.

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14.2 Integration of OpenText products

SAP Fiori integrations are, for example, available for the following products:

• OpenText™ Extended ECM for SAP® Solutions

Described in this guide.
• OpenText™ Archiving and Document Access for SAP Solutions
For more information, see OpenText Archiving and Document Access for SAP
Solutions - Installation and Upgrade Guide (ER-IGD) and OpenText Archiving and
Document Access for SAP Solutions - Scenario Guide (ER-CCS).
• The Foundation component of OpenText™ Vendor Invoice Management for
SAP® Solutions (VIM for SAP).
As a user of OpenText Extended ECM for SAP Solutions and Archiving and
Document Access for SAP Solutions, you are entitled to use the Foundation
component of Vendor Invoice Management for SAP Solutions, with which you
can build your own SAPUI5 Fiori apps to browse for business objects. This
collection of ABAP Add-Ons provided by the Foundation component of Vendor
Invoice Management for SAP Solutions is called OpenText Fiori Business Object
Browsers Enabler for SAP Solutions.
• OpenText™ Document Presentment Live for SAP® Solutions
For more information, see Section 6 “Integrating Document Presentment Live
into SAP Fiori” in OpenText Document Presentment Live for SAP Solutions -
Customizing Guide (CCMSAPL-CGD).

Additional resources

• Release notes for Archiving and Document Access for SAP Solutions (https://
knowledge.opentext.com/knowledge/llisapi.dll/Overview/67835278): list of
required Add-Ons and versions for building a custom Fiori app for business
object brower.
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCP-CGD): detailed information about the Foundation component
of Vendor Invoice Management for SAP Solutions

14.2.1 Extended ECM for SAP Solutions in SAP Fiori

Extended ECM for SAP Solutions integrates in the different layers of SAP Fiori:

• Base functionality for Extended ECM for SAP Solutions in the backend
• Specific OData Services as extension of the Gateway layer in the backend
• SAPUI5 integration for business workspace functionality in the frontend
• Test application OpenText Test Launcher in the frontend

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 14.2. Integration of OpenText products

• Integration into existing SAP Fiori apps, for example Find Maintenance Order (a
SAP Fiori elements based app) or Stock – Single Material (a SAPUI5 freestyle
app)

Figure 14-1: SAP Fiori Integration for Business Workspaces

14.2.1.1 Relevant packages for integration

The following packages are relevant for the integration and must be installed in the
according systems. After you have installed the packages, you can start to integrate
the functionality in your application.

Table 14-1: Relevant Packages for SAP Fiori (Business Workspaces)

Add-on Package Package Functionality System

OTEXRL /OTX/ Base functionality ERP (CRM, SRM, S/
RM_CSUI_BASE 4HANA) Backend
OTEXRLO /OTX/ OData services, ERP/Gateway
RM_WSC_ODATA extension of the Backend
Gateway layer
If the backend does
not support OData
services (no
component IW_BEP
or SAP_GWFND
installed), the OData
services are installed
on the frontend
system.

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Add-on Package Package Functionality System

OTEXRLF /OTX/RMF_UI Extended ECM Fiori Central Hub/
apps and Gateway Frontend
components
OTEXRLF /OTX/RMF_UI4BC Extended ECM Central Hub/
Business Workspace Gateway Frontend
for Business Center
OTEXBASF (ADA) /OTX/ Test application and Central Hub/
RMF_LAUNCH otx nodes in SICF Gateway Frontend
OTEXBASB /OTEB/BC_MAIN Add-on for Business ERP (CRM, SRM, S/
object browsers. 4HANA) Backend
Requires Business
Center Add-ons.

14.2.2 Extended ECM for SAP Solutions and the Foundation

component of Vendor Invoice Management for SAP
You can create custom Fiori apps with the Foundation component of VIM for SAP.
A Fiori app built upon the Foundation component of VIM for SAP is then the
leading application.

• SAP Gateway layer

– ArchiveLink PLUS functionality for business documents integrated in the

custom SAP Fiori app built with Foundation component of VIM for SAP.
• Backend layer

– Base functionality for Archiving and Document Access for SAP Solutions
including the optional Add-On OTEXBASB.

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 14.2. Integration of OpenText products

– Specific OData services as extension of the gateway layer

– Foundation component of VIM for SAP and customizations for the Fiori
custom app

14.2.2.1 Packages for integration

The following packages are relevant for the integration and must be installed in the
according systems. After you have installed the packages, you can start to integrate
the functionality in your application.

Table 14-2: Relevant Packages for SAP Fiori (Business Workspaces)

Add-on Package Package Functionality System

OTEXRL /OTX/ Base functionality ERP (CRM, SRM, S/
RM_CSUI_BASE 4HANA) Backend
OTEXRLO /OTX/ OData services, ERP/Gateway
RM_WSC_ODATA extension of the Backend
Gateway layer
If the backend does
not support OData
services (no
component IW_BEP
or SAP_GWFND
installed), the OData
services are installed
on the frontend
system.
OTEXRLF /OTX/RMF_UI Extended ECM Fiori Central Hub/
apps and Gateway Frontend
components
OTEXRLF /OTX/RMF_UI4BC Extended ECM Central Hub/
Business Workspace Gateway Frontend
for Business Center
OTEXBASF (ADA) /OTX/ Test application and Central Hub/
RMF_LAUNCH otx nodes in SICF Gateway Frontend
OTEXBASB /OTEB/BC_MAIN Add-on for Business ERP (CRM, SRM, S/
object browsers. 4HANA) Backend
Requires Business
Center Add-ons.

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14.2.2.2 Packages for business object browsers

The following packages are relevant for building a leading custom Fiori app for
business object browsers. For the required versions and support packages, consult
the detailed information in the Release Notes of OpenText Extended ECM for SAP
Solutions.

Table 14-3: Relevant Packages for SAP Fiori

Add-on Package Functionality System

OTBCBAS OpenText Process Base Backend
includes the functionality of
the former OTBCBAS,
OTBCINB, OTBCFND and
OTBCWSR packages. The
Inbound component of
Vendor Invoice Management
for SAP Solutions requires
extra licenses
OTBCWUI OpenText Process UI Frontend

14.3 Understanding the customizing for a Fiori

integration
The following steps are relevant to enable the Extended ECM for SAP Solutions
functionality in the different systems:

Prerequisites

• You have installed and configured the SAP Fiori system landscape. For more
information about the system landscape, see SAP Help Portal at Setup of SAP
Fiori System Landscape with ABAP Environment (http://help.sap.com/
fiori_bs2013/helpdata/en/ba/f61f533f86ef28e10000000a4450e5/frameset.htm).
• SAPUI5 version as stated in the Release Notes.
• You have done the initial configuration of SAP Gateway.

Important
The connection between the backend system and the frontend system must
be configured as a trusted connection.
• You have set up the SAP Fiori infrastructure.

For more documentation, see the SAP Help Portal at https://help.sap.com:

• Search for SAP Fiori Implementation Information and then open the guide for
your SAP release
• Search for UI Technology Guide for SAP S/4HANAand then open the guide for
your SAP release.

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The following steps are relevant to enable the Extended ECM for SAP Solutions
functionality in the different systems:

Table 14-4: Installation and configuration steps in the different systems

Step System Additional information

Basic installation of Extended SAP ERP (backend system) OpenText Extended ECM for
ECM for SAP Solutions SAP Solutions - Installation
and Upgrade Guide (ERLK-
IGD)
Installation of additional SAP ERP (backend system) if Install the Extended ECM for
Extended ECM for SAP IW_BEP or SAP_GWFND are SAP Solutions OData services
Solutions packages for OData installed on the backend only if the
services: OTEXRLO other OData services are
installed there. If the backend
does not support OData
services, install them on the
frontend system.
Installation of additional SAP Gateway system On the frontend, the basic
Extended ECM for SAP (frontend system) installation of Extended ECM
Solutions packages for SAP for SAP Solutions is not
Fiori: OTEXBASF, OTEXRLF necessary.
Specific:Maintain Business SAP ERP (backend system) “Creating a business object
Object Declaration: Select declaration in SAP”
Use Widgets for UI on page 54
Specific:Maintain Extended SAP ERP (backend system) Section 22.2.6 “Maintaining
ECM Connections: Maintain Extended ECM connections”
support directory in OpenText Extended ECM for
SAP Solutions - Installation
and Upgrade Guide (ERLK-
IGD)
Specific:If a Web Dispatcher is SAP ERP (backend system) Section 22.2.6 “Maintaining
used, enable and define the Extended ECM connections”
proxy settings for OpenText in OpenText Extended ECM for
Content Server. SAP Solutions - Installation
and Upgrade Guide (ERLK-
IGD)
Setting up the SAP Fiori SAP Gateway system SAP Help Portal https://
Launchpad (frontend system) help.sap.com. Search for
Setting Up the Launchpad
and open the guide for your
SAP release.

For more information, see SAP Help Portal at https://help.sap.com, search for one of
the topics below and open the guide for your SAP release:

• SAP Fiori for SAP Business Suite

• SAP Fiori Launchpad

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• SAP Fiori Implementation Information

• UI Technology Guide for SAP S/4HANA

After you have enabled the functionality in general, further steps are necessary to
integrate a specific application.

Retrieving version information

For each application, there is a static version.html that includes the version
number. You may need this information if you needed to contact OpenText support.

To retrieve version information in a browser:

1. In a browser, in the address bar, enter the following

http(s)://<SAP hostname>:<SAP port>/sap/bc/ui5_ui5/otx/<subpath of Fiori app>/

version.html

Example:
http://mucr3d5o.opentext.net:8000/sap/bc/ui5_ui5/otx/RMF_LAUNCH/version.html

2. The version number displays in the browser window.

14.4 Customizing the Fiori Launchpad for the

OpenText Test Launcher
OpenText Test Launcher /OTX/RMF_LAUNCH is a test application. You can use it to
test the integration of Extended ECM for SAP Solutions in the Fiori Launchpad. It is
contained in the ABAP Add-On OTEXBASF of Archiving and Document Access for
SAP Solutions.

Configuration overview

• The application comes with its OData services. You check if they are available
after installation and activate them if necessary.

• In the Fiori Launchpad, users work with their apps. You configure the Fiori
Launchpad to show the OpenText Test Launcher for relevant users such as
administrators who test the integration. For this, you create a tile catalog and a
tile group.

• The application is displayed in a tile. The tile is configured to show a specific

navigation target with a defined semantic object.

• The PFCG role defines, which users can access a specific tile catalog and tile
group. For the test user, you define a specific role and assign a catalog and a
group to it.

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14.4.1 Frontend: Adding the OData services

The OData services are typically installed on the backend system, and you add them
as external services on the frontend system. If the OData services are not added yet,
you add them in the Activate and maintain services transaction.

To add the OData service:

1. Start the Activate and maintain services (/IWFND/MAINT_SERVICE) transaction.

2. Click Add Service.

3. Enter the system alias of your backend system.

4. In the Technical Service Name field, enter the technical name of the relevant
OData services. The following services are relevant:

• /OTX/RM_WSC_ODATA_SRV for business workspaces with version 2.

5. In the Version field, enter 1.

6. Click Get Services.

7. Click Add Selected Services.

8. Enter a technical name for the service in your customer namespace.

9. Assign a package or click Local Object.

10. Click Execute to save the service.

11. On the Activate and maintain services screen, check if the system alias is
maintained correctly. If not, delete the alias and add the correct one.

14.4.2 Frontend: Activating the ICF services

Check if the relevant services are already activated. If not, activate them.

To activate the ICF service:

1. On the frontend server, start transaction Maintain Services (SICF).

2. Click Execute.
3. Navigate to default_host > sap > bc > ui5_ui5 > otx.

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4. Activate the following services:

• rmf_bws_cc_ui for the Extended ECM Business Workspace Component

• rmf_launch for the Test Launcher

To activate the service select it and on the menu, click Service/Host > Activate.

14.4.3 Frontend: Configuring the launchpad navigation

The navigation between launchpad applications is based on intents. Intents are
abstract representations, which are resolved to specific navigation targets.

Each application within the launchpad has a resource locator (URL) by which it can
be loaded. Instead of encoding the technical name of the target application into the
URL hash, the launchpad performs an redirection through the intent.

You must configure the application targets in the target mapping as a combination
of a semantic object and an action mapped to the navigation target. Since target
mappings are assigned to users as part of a catalog, they are assigned to PFCG roles.
An intent is independent of a role, therefore it can be resolved differently based on
the role of the user that triggers the navigation.

For more information, see also “Using intent-based navigation” on page 333.

Prerequisites for customizing navigation

• The user who performs the customizing must be assigned the composite role
SAP_UI2_ADMIN or its related sub roles, and the SAP_UI2_USER_700 role.

Table 14-5 list all values that are needed in different configuration contexts. Define
meaningful values and make a note of them as you need them later in the process.

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 14.4. Customizing the Fiori Launchpad for the OpenText Test Launcher

Table 14-5: Sample Values for Navigation

Object Action or Tool Value Needed later for

Semantic object SAP Netweaver > UI For example Defining target
Technologies > SAP ZZXECM_SO mapping, defining
Fiori > Adding Apps the tile
to SAP Fiori
Launchpad > Define
Semantic Objects
Catalog Launchpad Designer Extended ECM Defining the PFCG
> Catalog > Add Catalog, XECM_ role
catalog TEST_CAT
Tile Launchpad Designer Title: OpenText Defining the group
> Catalog > Tiles > Test Launcher
Create
Group Launchpad Designer Extended ECM Defining the PFCG
> Add Group Group, XECM_TEST_ role
GROUP

14.4.3.1 Defining a semantic object

The semantic object is used later when you configure the target mapping for the tile
catalog.

To define a semantic object:

1. In the IMG, navigate to the SAP Netweaver > UI Technologies > SAP Fiori >
Configuring Launchpad Content > Adding Apps to SAP Fiori Launchpad >
Define Semantic Objects for Navigation activity and click Execute.

2. Click New Entries and add a semantic object, for example ZZXECM_SO.

3. Enter a semantic object name and a semantic object description.

4. Click Save.

The navigation target is defined in the LPD_CUST transaction. There, you create a
new launchpad and add applications to it. Alternatively, you can add the OpenText
Test Launcher application to an existing launchpad, for example, if you already have
a launchpad for testing.

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14.4.3.2 Defining catalogs, target mapping, groups and tiles

In the SAP Fiori Launchpad Designer, you define the following:

• A catalog that contains target mapping, groups and tiles. Later, you assign the
catalog to the PFCG role.
• A target mapping for the catalog. For each application you define an intent
(semantic object) and a target (defined by the launchpad).
• A tile for each of your apps, for example the OpenText Test Launcher.
• A group within the catalog. Later, you assign the group to the PFCG role.
You can add tiles to the group.

To start the Launchpad Designer:

• in the IMG, navigate to SAP Netweaver > UI Technolgies > SAP Fiori >
Configuring Launchpad Content > Adding Apps to SAP Fiori Launchpad
(Using SAP Fiori Launchpad Designer > Configure Target Mappings and
Tiles > SAP Fiori Launchpad Designer (Current Client).
Alternatively, start the /UI2/FLPD_CONF (cross-client) or /UI2/FLPD_CUST
(client-specific) transaction.

Note: Maintain catalogs and groups either only in current client or only
across clients. Maintaining catalogs and groups mixed in current client
and across clients can lead to inconsistencies.

To create a catalog:

1. In the Launchpad Designer, on the Catalogs tab, in the footer, click + Add.

2. Add a title, for example Extended ECM Test, and an ID, for example XECM_
TEST_CAT.

3. Click Save.

To define target mapping:

1. In the new catalog, click Target Mapping.

2. In the footer, click Create Target Mapping.

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 14.4. Customizing the Fiori Launchpad for the OpenText Test Launcher

3. Define the following in the Intent section:

• Semantic Object: Enter the ID of the semantic object that you defined
previously, for example ZZXECM_SO
• Action: Define a unique name in the context of the semantic object, for
example launcher.
4. Define the following in the Target section:

Application Type SAPUI5 Fiori App

Title for example, Business Documents
URL /sap/bc/ui5_ui5/otx/rmf_launch
Component otx.ecmlink.launcher
Title Enter a meaningful title, for example,
Business Documents.
Component otx.ecmlink.launcher

To create a tile:

1. In the catalog, click Tiles to open the list of tiles.

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2. In the footer, click Create

3. Enter at least the following:

• Title and Subtitle: Enter the titles of the tile that are displayed for the user.
• Icon: Specify an icon that is displayed in the tile.
• Use semantic object navigation: Select.
• Semantic Object: Enter the ID of the semantic object that you defined
previously, for example ZZXECM_SO.
• Action: Define a unique name in the context of the semantic object, for
example launcher.

4. Click Save.

5. Click the Back arrow to return to the catalog.

To create a group:

1. In the Launchpad Designer, on the Groups tab, in the footer, click + Add.

2. Define the following:

• ID: Enter an ID, for example XECM_TEST_GROUP. You use this ID later when
defining the PFCG role.
• Title: For example OpenText Test Group

3. Click Save.

4. To add tiles to the group, click + Add Tile

5. Click the search icon. In the window, enter the title of the tile that you defined
before, for example OpenText Test Launcher and filter the list for it.

6. The catalog list displays all catalogs that contain the tile. Click the catalog.

7. In the list of contained tiles, select the tile that you want to add, for example
OpenText Test Launcher.

8. Click the Back arrow to return to the group.

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14.4.4 Frontend: Configuring access

To grant the users access to the application, you create a new single role and do the
following:

• Add the catalog and group that you created before to the role menu.
• Add Start authorizations for the OData services
• Assign users to the role.

After creating the role you assign it to the users.

To create a role for the Test Launcher:

1. Start the PFCG transaction.

2. Create a new single role and open the Menu tab.
3. On the Menu tab, open the menu of the button for adding objects (probably
labeled Transaction), and click SAP Fiori Tile Catalog. Select or enter the
following:

• Catalog Provider: Fiori Launchpad Catalogs

• Catalog ID: ID of the group created before, for example XECM_TEST_CAT

4. On the Menu tab, open the menu of the button for adding objects and click SAP
Fiori Tile Group.

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5. In the Assign Group window, enter the following:

• Group ID: ID of the group created before, for example XECM_TEST_GROUP

6. On the Menu tab, open the menu of the button for adding objects and click
Authorization Default.

7. In the Service window, in the Authorization Default list, click Tadir Service.
Specify the following values:

• Program ID: R3TR

• Object Type: IWSG

8. In the table, enter the name of the OData service you have activated. Enter the
name as follows: technical name_<four-digit version number with leading
zeros>:
Service for business workspaces: ZRM_WSC_ODATA_SRV_0002. Relates to the
OData services of Fiori control for business documents of Archiving and
Document Access: ZALDS_ODATA_SRV_0001.

9. On the User tab, assign the role containing the catalogs, groups, and OData start
authorizations to a user by specifying the user ID.
Thereby, the user has UI access to the apps in the catalogs and the start
authorizations for the respective OData services on the frontend server.

10. On the Authorization tab, click the button next to Profile Name to generate the
authorization profile for the role.

11. Click Change Authorization Data, and then Generate.

14.4.5 Backend: Configuring access

To grant the users access to the application on backend, you create a new single role
and do the following:

• Add Start authorizations for the OData services

• Assign users to the role.

After creating the role you assign it to the users.

To create a role for the backend:

1. Start the PFCG transaction.

2. Create a new single role and open the Menu tab.

3. On the Menu tab, open the menu of the button for adding objects and click
Authorization Default.

4. In the Service window, in the Authorization Default list, click TADIR Service.
Specify the following values:

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 14.5. Using intent-based navigation

• Program ID: R3TR

• Object Type: IWSV

5. In the table, enter the name of the OData service you have activated. Use the F4
value help to get the name in the correct spelling

/OTX/RM_WSC_ODATA_SRV 0002
/OTX/ALDS_ODATA_SRV 0001 0001
This relates to the OData services of Fiori control for business documents of Archiving
and Document Access.

6. On the Authorization tab, click the button next to Profile Name to generate the
authorization profile for the role.

7. Click Change Authorization Data, and then Generate.

The following authorization objects are used:

• S_RFC: Activity=16; RFC_NAME=/IWBEP/FGR_MGW_CLIENT_IF, SYST*;

RFC_TYPE=FUGR
• S_RFCACL: ACTVT=16; RFC_EQUSER=Y; all other values = * or a more
restricted value, if necessary

After you have edited the authorization data, click Save and then Generate.

8. On the User tab, assign the role containing the catalogs, groups, and OData start
authorizations to a user by specifying the user ID.

For more information, see “Understanding authorizations” on page 346.

14.5 Using intent-based navigation

With the intent-based navigation mechanism, you can call applications in different
views or modes depending on the runtime parameters and roles of the user. Rather
than encoding the name of the target app into the URL fragment, you can provide a
navigation intent.

The Business Documents app of Archiving and Document Access for SAP Solutions
and the Business Workspace app of Extended ECM both support this concept.

The SAPUI5 functions for intent-based navigation can also be implemented in your
own custom app. Furthermore, the SAPUI5 functions sap.ui.comp.navpopover.
SmartLink and sap.ui.comp.navpopover.NavigationPopoverHandler make use
of target mappings and semantic navigation.

Note: If you followed this guide, you have already created intent-based
navigation for the OpenText Test Launcher. This section explains how to
configure intent-based navigation especially for OpenText apps for business
documents or business workspaces.

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For more information, see “Frontend: Configuring the launchpad navigation”

on page 326.

Figure 14-2: Intent-based navigation with Smart Link

Figure 14-2 shows the standard SAP app “Manage Sales Orders” with intent-based
navigation using SmartLink. It lists link targets of the semantic object SalesOrder.
You are free to add your own target mappings in the customizing of the Fiori
Launchpad Content.

Intent-based navigation can be leveraged in SAP Fiori Elements-based apps:

• In some SAP Fiori Elements applications, the Related Apps button is already
enabled: only configuration in the Fiori Launchpad Content is required.
• Many SAP Fiori Elements apps use smart fields with UI annotations or the
@Consumption.semanticObject, which automatically creates SmartLink
controls at runtime: only configuration in the Fiori Launchpad Content is
required
• Even if metadata extensions are not allowed, new attributes may be appended to
an existing Core Data Services (CDS) view, this way allowing to use annotations.

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 14.5. Using intent-based navigation

Figure 14-3: Intent-based navigation with Fiori Elements

Further reading:

• Intent-based Navigation on the SAP Help Portal (https://help.sap.com/viewer/

52715f71adba4aaeb480d946c742d1f6/2.0.01/en-US/
5ff538515a2a455696f9c203939d9360.html).
• Guided Answers - How to extend Fiori elements apps (https://
ga.support.sap.com/dtp/viewer/index.html#/tree/1910/actions/24709)

Many SAP delivered apps already use SmartLink, RelatedApps or a similar

navigation function. Then you only need do some customizing. This guide shows
examples for the following approaches:

• SAP Fiori Elements-based apps: “Example: “Sales Order” app for S/4HANA”
on page 339.
• Older apps not based on SAP Fiori Elements: “Example: “Manage Journal
Entries” app” on page 340.

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Figure 14-4: Intent-based navigation with Related Apps

For a distinct business object, for example a sales order, a semantic object
SalesOrder is used to make a list of actions available. For this, SAP already defined
several target mappings in Fiori UI tile catalogs. If the corresponding authorization
role is assigned to a user, the user can see and use the target mapping.

As each target mapping allows to map URL parameters, a specific parameter as

SalesOrder can be mapped to a parameter, like kv1.

14.5.1 Customizing intent-based navigation for business

documents and business workspaces
This section explains the basic steps to create an intent-based navigation for business
documents and business workspaces on the SAP Fiori Launchpad:

To customize intent-based navigation:

1. Semantic object
Choose an existing semantic object, for example SalesOrder, or alternatively,
create a new semantic object:

a. In the IMG, navigate to SAP Netweaver > UI Technolgies > SAP FIori >
Configuring Launchpad Content > Adding Apps to SAP Fiori Launchpad
> Define Semantic Objects for Navigation.
b. Create a new semantic object, for example, ZZMySalesOrder.
2. Catalog
In the Launchpad designer select a catalog or create a new one:

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 14.5. Using intent-based navigation

a. To launch the Launchpad Designer, in the IMG, navigate to SAP

Netweaver > UI Technolgies > SAP Fiori > Configuring Launchpad
Content > Adding Apps to SAP Fiori Launchpad (Using SAP Fiori
Launchpad Designer > Configure Target Mappings and Tiles > SAP Fiori
Launchpad Designer (Current Client).
Alternatively, you can directly open the URL to the Launchpad Designer in
your browser, if you bookmarked it.
b. Click the Create Catalog button.
c. Enter Title and ID for the new catalog and click Save.
3. Target Mapping
Create a new target mapping:

a. Click the Target Mapping icon in the header bar.

b. Click Create Target Mapping in the footer bar.
c. Provide the following information to define a new target mapping for
business documents:

Intent – Semantic Object ID of the semantic object, for example,

SalesOrder
Intent – Action businessdocuments or
businessworkspace
Target – Application Type SAPUI5 Fiori App
Target – Title Enter a meaningful title, for example,
Business Documents.
Target – URL Enter the relative ICF URL of the Fiori
app /sap/bc/ui5_ui5/otx/alf_
doc_ui for business documents
/sap/bc/ui5_ui5/otx/rmf_bws_
cc_ui for business workspaces
Target – Component otx.alplus.documents for business
documents
otx.ecmlink.
businessworkspace_cc for business
workspaces
d. In the Parameters table of the target mapping, set the real key parameter of
the app, for example kv1 in the target name of a parameter name like
SalesOrder. Use the default value of parameter SapObject to predefine
the BOR object type. And use a default value for parameter kp to predefine
the concatenation and formatting of key values.
4. Role
Start the PFCG transaction to create a role, which can use the catalog, that
contains the target mappings.

Now the new target mappings can be access with the URL's like:

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• Business Documents app:

http://frontend01.sapcustomer.com:8000/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
FioriLaunchpad.html#SalesOrder-businessdocuments

• Business Workspace app:

http://frontend01.sapcustomer.com:8000/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
FioriLaunchpad.html#SalesOrder-businessworkspace

The Business Documents and Business Workspace apps require the startup
parameters SapObject and ObjectId or SapObject, kp and kv1, kv2, … to define
the SAP BOR object instance for which the business documents or business
workspace are displayed.

For the example of SAP business object type BUS2032 and object ID 0000011660 the
intent-based URL's with parameters look like:

• Business Documents app:

http://frontend01.sapcustomer.com:8000/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
FioriLaunchpad.html#SalesOrder-businessdocuments?
SapObject=BUS2032&ObjectId=0000011660

• Business Workspace app:

http://frontend01.sapcustomer.com:8000/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
FioriLaunchpad.html#SalesOrder-businessworkspace?
SapObject=BUS2032&ObjectId=0000011660

Notes
Application The application parameter length including SemanticObject/Action should not
parameter exceed 512 bytes when serialized as UTF-8.
length
Security The transfer of the SAP business object type and SAP business object ID are not
security critical: The OData services of Archiving and Document Access for SAP
Solutions and OpenText Extended ECM for SAP Solutions check the user's
authorization to see contents of the business documents and business workspaces or
call services, which do such an authorization check. The business object ID does not
reveal any specific data.

As mentioned above, the Archiving and Document Access for SAP Solutions and
OpenText Extended ECM for SAP Solutions applications perform no sanity check of
the values entered for SAP business object type and object ID.

What happens with mistakenly added or used data, for example, ?SapObject=
BUS2032&ObjectId=11660?

• If the user can do so on the OpenText Content Server, a business workspace with
this reference can be created. Any data or files added to this business workspace
are not lost because they are stored on the Content Server. In the case any
business data shall be transferred, like category attributes filled by a property
provider, the mistake can be discovered.

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 14.5. Using intent-based navigation

• If the user can add documents with the wrong object ID to ArchiveLink, then
data is not lost. In the case, such wrongly assigned data is discovered, it can be
still moved to link entries with the correct object ID.
• The kv1, kv2, … and kp parameter can be used to map to more than one key
value.

14.5.2 Example: “Sales Order” app for S/4HANA

The SAP Fiori Elements app Sales Order FactSheet with app ID F1814 and
predefined intent SalesOrder-displayFactSheet has functions like a list of related
apps. In this case, all links of related apps are called in the following way:

• The intent (target mapping) belongs to semantic object SalesOrder

• The user needs to be authorized to use the target mapping
• When calling the intent, the parameter SalesOrder=(integer), for example
SalesOrder=2 is added.

Configure the following:

Catalog For this example, you can create your own

Fiori UI catalog in the Fiori Launchpad
Designer.
Authorization role Use the PFCG transaction to create an
authorization role to expose the target
mappings of your catalog to users.
Intent – Semantic Object SalesOrder
Intent – Action displayMyBusinessDocuments
Target – Source of Navigation Target SAPUI5 Fiori App
Target – Title For example, Display Sales Order
Business Documents
Target – URL /sap/bc/ui5_ui5/otx/alf_doc_ui
Target – Component otx.alplus.documents

Parameters

Name … Default Value Target Name

SalesOrder kv1
SapObject BUS2032
kp 010i

With this configuration, an action with the title “Display Sales Order Business
Documents” will be available in the list of related apps and at other areas, where
actions for SemanticObject = SalesOrder are used.

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Important
The combination of semantic object and action must be unique.

Intent-based navigation lies in the mapping of one or more parameters for key
values as populated by the calling app to the list of key values kv1, kv2. The default
value for SapObject is set to BOR object type BUS2032. And the value of kp is used
to set the leading zeros of the 10 digits long BOR-key.

14.5.3 Example: “Manage Journal Entries” app

The SAP Fiori Manage Journal Entries app with app ID F017 and predefined intent
AccountingDocument-manage is an older app, which is not yet based on SAP Fiori
Elements, but already uses smart functions like sap.ui.comp.navpopover.
SmartLink related to semantic object AccountingDocument.

The links are called in this way:

• The target mapping belongs to the semantic object AccountingDocument

• The user needs to be authorized to use the target mapping
• When calling the intent, the parameters CompanyCode, FiscalYear and
AccountingDocument are filled.

In this example, you can create your own Fiori UI catalog in the Fiori Launchpad
Designer. Use transaction PFCG to create an authorization role to expose the target
mappings of your catalog to users.

A target mapping may then look like:

Name … Default Value Target Name

CompanyCode kv1
AccountingDocume kv2
nt
FiscalYear
SapObject BKPF
kp 04i_010i_04i

Then an action with the title “Display Accounting Business Workspace” will be
available in the list of related apps and at other areas, where actions for
SemanticObject = AccountingDocument are used.

Important
The combination of semantic object and action must be unique.

Intent-based navigation lies in the mapping 1 or more parameters for key values as
populated by the calling app to the list of key values kv1, kv2, kv3, … The default
value for SapObject is set to BOR object type BKPF. And the value of kp is used to
concatenate the three sorted and formatted values as expected for BKPF:

340 OpenText™ Extended ECM for SAP® Solutions ERLK210400-CGD-EN-03

 14.5. Using intent-based navigation

1. CompanyCode with a length of 4 and leading zeros.

2. AccountingDocument with a length of 10 and leading zeros.

3. FiscalYear with a length of 4 and leading zeros.

14.5.4 Example in a custom app

You can extend a leading SAPUI5 (Fiori) app to call the Business Documents and
Business Workspace apps with their intent-based URLs.

In the case of a freestyle SAPUI5 app, you implement either directly in the original
app or extend the app.

The main difference is that the apps are not integrated as single UI elements, but are
called via link as other apps.

Recommended readings:

• SAP Fiori Launchpad for Developers - Architecture Overview (http://

www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/a0b41949-
b803-3210-6bba-dc97da1ac623?QuickLink=index&overridelayout=true&
59511067181158)
• SAP Fiori Launchpad for Developers - Navigation Concepts (http://
www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/907ae317-
cb47-3210-9bba-e1b5e70e5c79?QuickLink=index&overridelayout=true&
59575491523067)
• See also class sap.ushell.services.CrossApplicationNavigation for a
description of methods.

• In the case SAP Fiori Elements-based apps this navigation concept of app to app
navigation can also be used. But then, it may be more elegant to use UI
annotations, instead.

Below is a code snippet to give you an idea how this integration method can be used
programmatically:
/*
* Your application needs the right ID's
* of the semantic object and action
* Here the values are referring to the
* target mapping definition which was
* defined for the xECM business workspace app
* in the previous chapter
*/
var sSemanticObject = "ZZXECM_SO";
var sAction = "businessworkspace";
/*
* Your application needs to calculate the
* parameters in the right format
*/
var sSapObject = "BUS2032";
var sObjectId = "0000011660";

if (sap.ushell && sap.ushell.Container) {

// your

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Chapter 14 Integrating Extended ECM for SAP Solutions into SAP Fiori apps

var oCrossApplicationNavigation =
sap.ushell.Container.getService("CrossApplicationNavigation");
/* Navigate to the external target
* of our xECM business workspace app
*/
oCrossApplicationNavigation.toExternal(
{ target:
{ semanticObject : sSemanticObject,
action: sAction
},
params :
{ SapObject : sSapObject,
ObjectId : sObjectId
}
}
);

14.5.5 Starting a workflow from the integration widget in a

Fiori app
You can configure Content Server Workflow to be started from the integration
widget in a Fiori app.

To configure a Content Server workflow for usage in a Fiori app:

1. Design your workflow in Content Server. For more information, see xxx

2. On the General tab, select Initiate in Smart View.

Users can now select Start workflow from the menu integration widget in a
Fiori app.

14.6 Creating your own extension of an SAP Fiori app

One way to integrate the Extended ECM for SAP Solutions functionality is to create
an application that requires no modifications in the SAP-delivered standard
application.

A typical SAP-delivered standard application consists of bootstrap files, views, view

controllers, and internationalization files. A custom application extends an SAP-
delivered standard application and consists of the bootstrap file Component.js,
which extends the Component.js of the SAP standard application,
internationalization file, view fragments, views, and view controllers.

Resources

For more information, see the following resources:

• SAP help: Extending SAPUI5 apps (https://sapui5.hana.ondemand.com/#/topic/

a264a9abf98d4caabbf9b027bc1005d8)
• Extended ECM for SAP Solutions SDK Guide in OpenText My Support (https://
knowledge.opentext.com/knowledge/cs.dll/Open/63007681). OpenText My

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 14.6. Creating your own extension of an SAP Fiori app

Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/63007681). The

latest version of the SDK Guide provides information for Fiori developers and
sample implementations.

Prerequisites

• You have development tools installed:

– SAP Web IDE cloud edition: https://cloudplatform.sap.com/capabilities/

product-info.SAP-Web-IDE.9e5c9d90-e8e0-4e82-aed2-09087a10c973.html

– Offline tools: https://tools.hana.ondemand.com/#sapui5

• You have installed the following development tools: ABAP Development Tools
for SAP NetWeaver, SAPUI5 Application Development Tool for Eclipse.

• SAPUI5 version as stated in the Release Notes

• For offline development, ensure the local Tomcat web server is configured to
work with SAPUI5 Eclipse.

• You have installed the relevant Extended ECM for SAP Solutions Add-on
packages for Fiori integration and customized the system for the SAP Fiori
integration.

For offline development, the main steps are:

• Download the SAP-delivered standard application from the ABAP system.

• Test the SAP-delivered standard application in your local Launchpad sandbox

environment.

• Create a custom application that extends an SAP-delivered standard application.

• Check the SAP-enabled extension options.

• Define the extensions metadata.

• Test the custom application in your local Launchpad sandbox environment.

• Upload the custom application to the ABAP system.

• Test the custom application on the ABAP system.

• Configure the custom application on Fiori Launchpad.

• Test the custom application on Fiori Launchpad.

For more information, search for UI Extensibility Workflow at https://help.sap.com.

After all steps to extend an SAP-delivered standard application were done

successfully, you see a custom tile on the SAP Fiori Launchpad.

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14.7 Extending your own custom SAPUI5 app

If you wanted to create your own SAPUI5 app, you basically have the following
options:

• App built with SAP Fiori Elements: check https://sapui5.hana.ondemand.com/#/

topic/358cf2598d71462b8ac2bd8c944efbfd
Change to your SAPUI5 version to make sure, the technique is already
supported.
• App, which you “freely” implemented with SAPUI5.

– If you want your original app unchanged, use the extension techniques as
already mentioned in previous section. This means you create a new custom
app that integrates the business workspaces UI control of OpenText Extended
ECM for SAP Solutions.
– Alternatively, you directly insert the code into your original application to
integrate the business workspaces UI control of OpenText Extended ECM for
SAP Solutions.

Figure 14-5: Custom Fiori app based on Fiori elements

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 14.8. Creating a business object browser

14.8 Creating a business object browser

With a license for OpenText Extended ECM for SAP Solutions and Archiving and
Document Access for SAP Solutions, you are entitled to use the Foundation
component of VIM for SAP. You can use it to build your own SAPUI5 Fiori apps,
mainly to browse a database for business objects.

Read the usage restrictions listed in the Release Notes of OpenText Extended ECM
for SAP Solutions. Always follow supported customizing options and enhancements
as described in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCP-CGD).

Additional resources

• Release notes for Archiving and Document Access for SAP Solutions (https://
knowledge.opentext.com/knowledge/llisapi.dll/Overview/67835278): list of
required Add-Ons and versions for building a custom Fiori app for business
object brower.
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCP-CGD): detailed information about the Foundation component
of Vendor Invoice Management for SAP Solutions

Prerequisites

See the Release Notes for the latest supported or recommended versions.

• SAPUI5 plug-ins
• Archiving and Document Access for SAP Solutions Add-on packages for
integration are installed and properly configured
• You customized the system for the SAP Fiori integration
• You have installed the relevant Foundation component of Vendor Invoice
Management for SAP Solutions add-on packages for Fiori integration
• You have installed the OTEXBASB add-on package.
• On the SAP frontend, the Fiori apps of Document Access, Extended ECM and the
Foundation component of Vendor Invoice Management for SAP Solutions are
active. The OData services of these products are also registered. Trusted system
connections and system aliases to SAP backend systems are also defined.

License restrictions

The license for Extended ECM for SAP Solutions includes a subset of the Foundation
component of Vendor Invoice Management for SAP Solutions functionality. With
the installation of the OTEXBASB add-on package, you see all transactions required
for Business Object Browsers in the IMG branch of Archiving and Document Access
for SAP Solutions. If you have sufficient licenses, you can also access the
configuration of the Foundation component of Vendor Invoice Management for SAP
Solutions with transaction /OTX/PF00_IMG.

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• General Settings
• Workplace Configuration
• Add-In Customizing
• Fiori App Customizing (called Web Services in the Foundation component of
Vendor Invoice Management for SAP Solutions configuration)

Basic information

• In the IMG, in OpenText Archiving and Document Access > Business Object
Browsing > General Settings > Logical Systems, you must have an entry with
Logical system = LOCAL. For more information, see Section 3.2 “Configuring
logical systems” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCP-CGD).
• The Foundation component of Vendor Invoice Management for SAP Solutions
provides the specific Fiori task app /sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03,
which renders the pattern of a Master-Detail app. For more information about
the Master-Detail app, see SAP Fiori Design Guidelines ( https://
experience.sap.com/fiori-design-web/v1-30/master-detail-app/).
The following URL parameters determine which data records and business
objects are displayed:

– Work object type wobjType is an abstraction of the business object and how it
is displayed
– Node nodeId is an abstraction of an item to navigate to usually an business
object instance or a list of instances of a specific business object
– Work center or Workplace workplaceId is an abstraction for navigation to
group access to several nodes which are related to each other

14.8.1 Understanding authorizations

The following authorization objects are used by the Foundation component of
Vendor Invoice Management for SAP Solutions by default. You can view them with
the PFCG transaction.

• J_6NPF_NAV restricts users to specific work centers and thus to specific nodes
assigned to those work centers. The value of the authorization object is the Work
Center ID.
• J_6NPF_WTY restricts permissions to specific actions on specific nodes and work
objects.

Sample authorization role

• If you must restrict access to your business data, for example to table KNA1, you
use the code enhancements as described in the BC configuration guide.
• In the Menu tab, you must have TADIR Services

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 14.8. Creating a business object browser

R3TR IWSV /OTX/RM_WSC_ODATA_SRV 0002

R3TR IWSV /OTX/ALDS_ODATA_SRV 0001
Relates to the OData services of Fiori
control for business documents of
Archiving and Document Access.
R3TR IWSV /OTX/PF05_DATA 0003

The following authorization objects are used

• S_RFC: Activity=16; RFC_NAME=/IWBEP/FGR_MGW_CLIENT_IF, SYST*;

RFC_TYPE=FUGR
• S_RFCACL: ACTVT=16; RFC_EQUSER=Y; all other values = * or a more
restricted value, if necessary
• S_SERVICE: results from values in Menu tab
• J_6NPF_NAV: contains ID of workplace
• J_6NPF_WTY: contains IDs of work object types and node IDs

Depending on what the user shall be able to see in Extended ECM the related
permissions must also be assigned.

14.8.2 Customizing the SAP backend system

Customizing the SAP backend system for the use of the Foundation component of
Vendor Invoice Management for SAP Solutions involves the following steps, which
you all perform in the SPRO transaction.

• “Preparing the data and navigation structure for the app”

– Define a work object type

– Define where data is retrieved from
– Define the navigation structure and the nodes it consists of
– Define work centers
– Set the web item handler class
• “Using the perspective template _OTEB_BC_TEMPLATE_01 for the app
layout”
Create the perspective, which is the layout of the app. You can use our template
as basis. If you want to create a perspective without template, see “Alternative:
Creating a perspective without template” on page 354.
• “Adapting the perspective and creating the data binding”

– Change the work center name, which is displayed to the user

– Create a perspective ID for each pair of node ID and work object type
– Place the nodes in the work center

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– Create a data binding to fill variables in a perspective with data from the
business object
– Define, which properties you want to display in the detail section of an item.
– Change the perspective labels and texts

14.8.2.1 Preparing the data and navigation structure for the app
1. Start the SPRO transaction and navigate to OpenText Archiving and Document
Access > Business Object Browsing.

2. Work object type

Define the selection, display, and processing of work objects:

a. Go to Workplace Configuration > Work object types > Work object types.
b. Define a work object type, for example work object type OTX_EX_CUST01.
c. Set at least a handler class, similar to the default handler class /OTX/
PF03_CL_DATA_HANDLER_DYN.
d. Define a display structure and a data selection structure. In the simplest
case it is a database table, for example KNA1.

3. Data selection
Define the table and the field from which the data is taken:

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 14.8. Creating a business object browser

a. Go to Workplace Configuration > Work object types > Dynamic data

selection.
b. For each work object type, define the following:

• Table, for example KNA1.

• Table Field, for example KNA1 - KUNNR, KNA1 - NAME1, which you are
expecting to use at runtime.

4. Nodes
Define the nodes that you use in a navigation structure:

a. Go to Workplace Configuration> Navigation> Nodes.

b. Create at least one active node, which is related to the work object type
defined before, for example OTX_RMCUST_NODE for the work object type
OTX_EX_CUST01.
c. Under this node, in the Order by branch, define at least one entry to have a
default sorting
5. Navigation structure
Define the order of nodes within a structure:

a. Go to Workplace Configuration > Navigation > Navigation structure.

b. Create a navigation structure, for example COCKPIT_OTX_EX01. Node levels
are not required, because they are not used in the Fiori UI. This navigation
structure is only a reference in the next configuration.

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6. Work center
Define the work center that can be selected in the navigation bar:

a. In the configuration of the Foundation component of Vendor Invoice

Management for SAP Solutions , go to OpenText Business Center for SAP
Solutions > Workplace Configuration > Navigation > Work Center.
b. Define at least one work center, for example OTX_EX01_WP, under which
you want to group your apps.

7. Web item handler class

Define a web item handler class for the work object type:

a. Go to Web Services > Work Object Types > Work Object Types.
b. Define a web item handler class for your work object type, for example /
OTX/CL_AL_EX_BOBCUST_ITEM for the work object type OTX_EX_CUST01.
Such a class must implement the interface /OTX/PF62_IF_ITEM_HANDLER.
For more information, see Section 9.12.2.28
“CHANGE_RELATED_BUS_OBJECT” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCP-
CGD).
Do not implement methods, which are indicated as OBSOLETE or NOT
RELEASED.
c. Set a Key definition for the work object type, for example KUNNR at field
position 1.
d. Define the Related business object, for example Object Type = KNA1 and
Field List (Key) = KUNNR, because at runtime this information is
conveyed from the Foundation component of Vendor Invoice Management
for SAP Solutions app to the Fiori controls of Extended ECM for SAP
Solutions.

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 14.8. Creating a business object browser

If you want to use this layout template, continue with “Using the perspective
template _OTEB_BC_TEMPLATE_01 for the app layout” on page 351.

If you do not want to use this layout, “Alternative: Creating a perspective without
template” on page 354.

14.8.2.2 Using the perspective template _OTEB_BC_TEMPLATE_01 for

the app layout
OpenText Extended ECM for SAP Solutions provides a layout template
_OTEB_BC_TEMPLATE_01, which you can use to create new perspectives for
business object browsing.
Layout template OpenText Extended ECM for SAP Solutions provides a layout template
_OTEB_BC_TEMPLATE_01, which you can use to create new perspectives for
business object browsing.

Prerequisites
• The user who does the customizing needs authorizations to use the perspective
editor. For more information, see Section 9.3 “Editing perspectives and layouts”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCP-CGD).
• If you installed the transport Administration – /OTBCWUI/PF07_BC_ADMIN –
Perspective Manager as suggested by the Foundation component of Vendor

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Invoice Management for SAP Solutions documentation, there is a catalog and

group named Business Center Administration with a tile named Maintain
Perspectives Business Center Administration. Maintain Perspectives, Perspective
Manager, Perspective Editor are synonyms of the same entity of the Fiori app.
• The otherwise optional ABAP Add-On OTEXBASB is required on the SAP backend
server, on which the ABAP Add-Ons of the Foundation component of Vendor
Invoice Management for SAP Solutions are installed
• The BC Set /OTEB/BC_TEMPLATE_01 must be activated on the client of the SAP
backend server. For more information, see Section 8 “Installing the Foundation
component of Vendor Invoice Management for SAP Solutions for Fiori business
object browsing (OTEXBASB)” in OpenText Archiving and Document Access for
SAP Solutions - Installation and Upgrade Guide (ER-IGD).
• You must perform all steps in “Preparing the data and navigation structure for
the app” on page 348successfully.

Tips on using the template

• The layout ID is _OTEB_BC_TEMPLATE_01. Do not change the ID.

• The BC Set /OTEB/BC_TEMPLATE_01 provides perspective texts in English
language assigned to the layout for text keys DOCUMENTS, INFO, RELATED
and WORKSPACE. Translations in further languages will be provided by
language packages. Texts are copied to a new item perspective at creation time.
This means, that translations installed later are only available for the _OTEB_BC_
TEMPLATE_01 layout and perspectives created thereafter.
• Create a perspective based on layout _OTEB_BC_TEMPLATE_01 as your base
perspective.
• Modify general things, which you repeatedly require Fiori in this base
perspective.
• Localized perspective texts are specific to each perspective. Therefore, if you
repeatedly use localized texts, define and translate them as soon as possible in
your base perspective before you create other perspectives.
• Create your productive perspectives from that base perspective.
• If _OTEB_BC_TEMPLATE_01 will be changed or other sample layouts or templates
will be delivered later, your already created perspectives will not change.
• The layout _OTEB_BC_TEMPLATE_01 was created for property binding. This
means that the content of one field (column) of the work object type’s display
structure is bound to the value of one property. If you need to have dynamic,
concatenated texts, consider one of the following ways:

– Using Selection Exit – Define a display structure to be used in the work

object type. For each property you want to bind you need to have a column,
which delivers the value at runtime. Also define the Selection Exit in the work
object type customizing. For more information, see Section 8.1.1 “Defining
work object types” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCP-CGD).

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 14.8. Creating a business object browser

The exit is an ABAP object class implementing the /OTX/PF03_IF_CHANGE_

SELECT interface. In the implemented code of method CHANGE_SELECTION_
RESULT you change the entries of parameter PCT_DATA. If you need line
breaks, use class constant CL_ABAP_CHAR_UTILITIES=>CR_LF .
– Using perspective editor and SAPUI5 – Using perspective editor and
SAPUI5 does not mean, that you do not use custom exits at all. It rather
suggests that you could insert more SAPUI5 controls as Layout containers
into the tree of your perspective. For example, several sap.m.Text controls,
which are assembling the concatenated text, and you have one control for
each column of the display structure. For this approach you need more
practice in using SAPUI5 controls and this may break the layout more easily,
if you insert new controls at the wrong places of the perspective tree.

To create the perspective based on the layout template

_OTEB_BC_TEMPLATE_01:

1. Use the SE09 transaction to create a customizing transport request. You will
need it when editing perspectives and perspective view bindings.

2. Start the Fiori Launchpad and click the Perspectives Maintenance tile. On the
start page of the Perspective Editor, you have access to all available perspectives
and layouts.

3. Check the available layouts

To see if the layout template _OTEB_BC_TEMPLATE_01 is available, click Layouts.

Note: Do not change this layout. In future support packages this layout
may be changed without further notice.

Click All Perspectives and proceed with the next step.

4. Create a new perspective

a. At the very bottom of the page, click Create Perspective.

b. Select the customizing request that you created for this.
c. In step 1. Choose a creation approach, select Layout
d. In step 2. Specify parameters, enter the following:

• Perspective Type: Item

• Perspective ID: Enter the ID of the new perspective.

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• Root Work Object Type: Use the search help to select a valid work
object type, which you defined beforehand in the Foundation
component of Vendor Invoice Management for SAP Solutions
customizing on the backend server.
• Select Layout: Select the layout with the help of the search help. Select
layout with _OTEB_BC_TEMPLATE_01.
• Enter a description to make it easier for you to recognize the purpose of
the perspective and app.
e. Click Create.
The perspective is created.

5. You can now adapt it if you want to. For more information, see Section 9.3
“Editing perspectives and layouts” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (BOCP-CGD) and a document
about the template’s details in OTDN (https://knowledge.opentext.com/
knowledge/llisapi.dll/Open/63009526).

14.8.2.3 Alternative: Creating a perspective without template

If you do not want to use the template, you can create your perspective starting from
scratch.

1. Item type perspective

Create an item type perspective for the layout of your Fiori app:

a. Click the Perspective Maintenance tile on the Launchpad to start the

Perspective Editor.
b. On the start page of the Perspective Editor, you have access to all available
perspectives and layouts. Click Create Perspective on the toolbar at the
bottom of the page.
c. In the Create Perspective dialog box, create a perspective, using the
following parameters:

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 14.8. Creating a business object browser

• Perspective ID: Enter, for example, OTX_RM_BOB_ITEM_CUSTOMER

• Perspective Type: Select Item from the list.
• Perspective Template: Choose, for example Existing Perspective from
the list.
• Select Perspective: Click in the field to open the Select Perspective
dialog box and choose a perspective from the list, for example
PF31_DEFAULT_ITEM.
• Enter description: Enter a description.
d. Click Create.
2. Perspective View
The detail page of a perspective or layout enables you to perform all actions to
configure the perspective to your needs. For more information about
Perspectives, see Section 9.3 “Editing perspectives and layouts” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCP-CGD).
Example: [ot_bc_app_namespace].view.item.ItemHeaderAttrStats: item
header, for which the data binding is maintained. To maintain the data binding, in the
Foundation component of Vendor Invoice Management for SAP Solutions configuration
go to Web Services > Workplace > Nodes. In the following dialog structure go to
Nodes> Master List - Data Binding.
[ot_bc_app_namespace].view.item.AttributeList: renders a list of attributes,
which can be used for details. To maintain it, in the Foundation component of Vendor
Invoice Management for SAP Solutions configuration got to Web Services >
Perspectives > Data Binding. In the following dialog structure go to Perspective>
Attributes List View.
Further perspective views may be the areas in which you can open a business workspace
control (BSP application /OTX/RMF_BWS4BC_02) and business documents control (BSP
application /OTX/ALF_DOCS4BC_02).

Create perspective views for this perspective:

a. To make perspective views of OpenText Extended ECM for SAP Solutions

available on the detail page of a perspective, right-click the node Views.
Select and execute the function Add Module Views. In the following pop-
up window, enter the name of the BSP application, for example /OTX/RMF_
BWS4BC_02 or /OTX/ALF_DOCS4BC_02. Then click OK. The related item
views are added under the node Views.
b. In the list under the node Views, you may then find the following views:

• otx.alplus.doc4otbcwui02.view.item.BusinessDocuments:
renders the list of business documents. A click a document opens it in
an overlay over the existing web page.
• otx.alplus.doc4otbcwui02.view.item.BusinessDocumentsSplit:
use together with view DocumentDisplay. It renders the list of business
documents. A click a document opens the document display in the view
DocumentDisplay.

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• otx.alplus.doc4otbcwui02.view.item.DocumentDisplay: use
together with BusinessDocumentsSplit. Displays opened documents.
• otx.ecmlink.bws4otbcwui02.view.item.BusinessWorkSpace:
renders the business workspace by opening the integration widget from
Content Server.
c. You can place a view by drag and drop to the tree of the perspective.
d. With the perspective editor, you can adjust the layout of the Fiori app.
Where applicable you are free to choose display texts and icons. At text
fields with globe icon, you can define a text ID in upper case and angle
brackets. These are maintained in configuration OpenText Business Center
for SAP Solutions > Fiori App Customizing > Perspectives > Perspective
Texts. For more information, see the BC configuration guide and the ECM
for SAP Solutions – SDK and API documentation (https://
knowledge.opentext.com/knowledge/llisapi.dll/Open/68222307).

14.8.2.4 Adapting the perspective and creating the data binding

1. Work center name
Define the name of your work center that is displayed to the users:

a. In the Foundation component of Vendor Invoice Management for SAP

Solutions configuration, go to OpenText Archiving and Document Access
> Business Object Browsing > Fiori App Customizing > Workplace >
Work Center.
b. Enter a display text for your work center.

2. Perspective ID
For each pair of node ID and work object type define a perspective ID:

a. In the Foundation component of Vendor Invoice Management for SAP

Solutions configuration, go to OpenText Archiving and Document Access
> Business Object Browsing > Fiori App Customizing > Workplace >
Work Center.
b. Create a mapping of node ID, work object and perspective.
c. You can also define other properties like node description or pagination
sizes. You also can define an exit class to enhance the node. For more
information, see the BC configuration guide.
d. In the sub nodes Search fields, Sort fields and Filter fields, define the table
columns that you want to use in the app for searching, sorting or filtering.
e. In the sub node Master List – Data Binding, define the display texts of each
item in the master list.

3. Nodes in work center

Place the nodes on the work center.

a. In the Foundation component of Vendor Invoice Management for SAP

Solutions configuration, go to OpenText Archiving and Document Access

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 14.8. Creating a business object browser

> Business Object Browsing > Fiori App Customizing > Workplace >
Assignment of Nodes to Work Center.
b. Create an entry for each assignment of work center, node ID and work
object type, for example OTX_EX01_WP – OTX_ALCUST_NODE – OTX_EX_
CUST01.
The Node position is currently not used in Fiori UI.

4. Data binding
Define the data binding of a perspective in the Fiori app. For more information,
see Section 9.8.1 “Input helps” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation (BOCP-CGD):
Define the data binding of a perspective in the Fiori app.
For more information, see sections see the following:

• Section 9.7 “Configuring the data binding of perspectives” in OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCP-CGD)
• Section 9.3.3.1 “Configuring property bindings” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCP-
CGD)
• “Using the perspective template _OTEB_BC_TEMPLATE_01 for the app
layout” on page 351

a. In the Foundation component of Vendor Invoice Management for SAP

Solutions configuration, go to OpenText Archiving and Document Access
> Business Object Browsing > Fiori App Customizing > Perspective >
Data Binding.
b. Instead of the Header View sub node, use a layout as suggested in our
perspective template and use property binding in the perspective editor.
c. Instead of the Attribute List View sub node, use a layout as suggested in
our perspective template, and use property binding in the perspective
editor. You may, however, use the Attribute List View sub node if you
want to use hyperlinks at properties. See the release notes for known issue
of property binding and hyperlinks.
d. At sub node Table View, you define the content of table views (Advanced
Line Items), that you want to see in the perspective.

5. Perspective texts
Maintain and translate the perspective texts. For more information, see Section
9.3.4 “Maintaining perspective texts” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (BOCP-CGD):

a. In the Foundation component of Vendor Invoice Management for SAP

Solutions configuration, go to OpenText Archiving and Document Access
> Business Object Browsing > Fiori App Customizing > Perspective >
Perspective Texts.
b. Select the perspective ID, for example OTX_AL_BOB_ITEM_CUSTOMER.

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c. At sub node Texts, you define the texts of every text ID, which is defined in
the perspective. With menu Goto > Translation, each text can be translated
into target languages.

14.8.3 Customizing the SAP frontend system

To customize the SAP frontend for the integration of Foundation component of
Vendor Invoice Management for SAP Solutions :

1. Start transaction /UI2/SEMOBJ to define one or more custom semantic objects

for your app navigation, for example OTX_AL_EX_BOB_CUSTOMER to relate
to your business object.

2. Open the Launchpad Designer to define a Fiori catalog for your app navigation.
The Launchpad Designer opens in a browser with the following URL:
https://[sapsystem].example.net:[port]/sap/bc/ui5_ui5/sap/arsrvc_upb_admn/
main.html

3. Create a target mapping for each of your browsing apps. The content consists of
the semantic object, which you defined earlier, and an action.

Semantic Object Action

OTX_AL_EX_BOB_CUSTOMER browseDocumentAccess
OTX_AL_EX_BOB_CUSTOMER browseExtendedECM

Add the following values:

• Application Type: select SAPUI5 Fiori App

• Title: enter a description
• URL: enter /sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03
• ID: enter ot.approve.requests03

Notes

• OpenText recommends that you add the URL parameters nodeid,

wobjType and workplaceId as mandatory with specific values, for
example OTX_ALCUST_NODE, OTX_EX_CUST01 and OTX_EX01_WP.
By doing so, you prevent that a person, who is allowed to use this target
mapping, can misuse it to call the Foundation component of Vendor
Invoice Management for SAP Solutions Fiori app for a different
configuration.
• Do not forget to set a default value for Parameter system with a valid
system alias, for example OTXADAEXAMPLE, which is delivered by
the customizing of the Fiori solution accelerator.

4. In the same Fiori catalog, define a tile for each target mapping with the URL
parameters according to the target mapping.

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 14.9. Using OpenText™ Imaging Enterprise Scan Web Scanning in a Fiori app

5. After you have created or edited your Fiori catalog, use the PFCG transaction to
change or create an authorization role on the SAP frontend system to assign the
Fiori catalog to that role. This is done in the Menu tab as a item of type SAP
Fiori Tile Catalog.

6. The following is the customizing of an example authorizations role.

In Menu tab, you must have TADIR services.
Related to OData services from OpenText:

• R3TR IWSG ZALDS_ODATA_SRV_0001

Relates to the OData services for the Fiori control for business documents of
Archiving and Document Access.
• R3TR IWSG ZRM_WSC_ODATA_SRV_0002
• R3TR IWSG ZPF05_DATA_0003

Related to personalization:

• R3TR IWSG ZINTEROP_0001

• R3TR IWSG ZPAGE_BUILDER_PERS_0001

You also need access to the SAP Fiori Tile Catalog(s) and perhaps also to SAP
Fiori Tile Group, if you want to also have default tile group.
The following authorization objects are used:

• S_SERVICE: prefilled by the entries in Menu tab

• S_TCODE: TCD=SICF
• /IWFND/SRV: Wildcards; or if required more restricted
• /UI2/CHIP: /UI2/CHIP=X-SAP-UI2* ; ACTVT=*
• S_PB_CHIP: ACTVT=03,16; CHIP_NAME=X-SAP-WD-CHIP*

For more information about further frontend basis authorizations, see the SAP
documentation (http://help.sap.com).

14.9 Using OpenText™ Imaging Enterprise Scan Web

Scanning in a Fiori app
Web Scanning, a light-weight scan application based on HTML5 and Javascript has
an SAP web plug-in to provide its functionality in an SAP app. After scanning, the
SAP app controls what happens to the documents, for example, where they are
stored. The basic functionality of Web Scan is the same for Content Server, OCC or
SAP integration. For more information, see OpenText Imaging Enterprise Scan Web
Scanning - User Guide (CLESW-UGD) and OpenText Imaging Enterprise Scan Web
Interface - Installation Guide (CLESW-IGD).

Scan Business OpenText exposes ArchiveLink attachments enriched with ArchiveLink PLUS
Document attributes in an SAPUI5 based control Business Documents, to integrate in all kinds

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of SAP Fiori apps. Users release scanned documents and the “Business Documents”
app stores and assigns them using ArchiveLink.

14.9.1 Understanding the use case

Business specialist scans documents and stores them as ArchiveLink documents

• Nick, the SAP business specialist uses the SAP Fiori Sales Order app to
maintain and browse business data.
• The app is extended with the OpenText Business Documents control. The
control has now the new action to scan documents with Imaging Enterprise
Scan Web Scanning
• Imaging Enterprise Scan Web Scanning exchanges data with the OpenText
Business Documents control through the SAP web plug-in.
• When released, scanned documents are stored and get ArchiveLink entries

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 14.9. Using OpenText™ Imaging Enterprise Scan Web Scanning in a Fiori app

14.9.2 Setting up the Imaging Enterprise Scan Web Scanning

integration
Installation prerequisites

• Imaging Enterprise Scan Web Scanning must be installed, preferably on the

server where Archive Center installed or any other host with Apache Tomcat.
For more information, see OpenText Imaging Enterprise Scan Web Scanning - User
Guide (CLESW-UGD) and OpenText Imaging Enterprise Scan Web Interface -
Installation Guide (CLESW-IGD).
• Extended ECM for SAP Solutions 20.4 or later must be installed on the SAP
system. Make sure the following is available:
On the SAP gateway server:

– ABAP Add-On OTEXBASF (20.4) including OpenText Fiori app “Business

Documents”(otx.alplus.documents – /sap/bc/ui5_ui5/otx/alf_doc_ui)
with Web Scan
– SAPUI5 1.71 or later is required

On the SAP backend server

– OpenText Business Documents OData service /OTX/ALDS_ODATA_SRV, Service

Version 0001 (as delivered with OTEXBASO 20.4 or later)
– OpenText Extended ECM for SAP Solutions Base, (as delivered in ABAP
Add-On OTEXBAS 20.4 or later)

On the server where Archive Center is installed or any other host with Apache
Tomcat

– The Web Scan WAR (Web Application Resource) file. You can get it from the
download area on OpenText My Support.

Customizing prerequisites

• Users must have S_WFAR_OBJ permission to create at least one ArchiveLink

document type related to a document class with MIME type image/tiff or
application/pdf.
• Users must have permission to a Fiori Catalog with a target mapping that
includes the Semantic Object OTADA and action startWebScan, which defines the
URL of the Web Scan app. An SAP authorization role on the SAP Gateway server
assigns this to users.
To get the actual start URL from the Fiori Launchpad Content, a method in the
SAPUI5 framework is used, which only exists in SAPUI5 version 1.71 or newer. If
the SAPUI5 version is older, the action is disabled and hidden.

For more information on how to use Web Scanning in a Fiori app, see Section 2.2
“Using OpenText Imaging Enterprise Scan Web Scanning in a Fiori app” in OpenText
Archiving and Document Access for SAP Solutions - User Guide (ER-UGD).

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To customize the Fiori system for Web Scanning:

1. On the gateway server, run the /UI2/SEMOBJ transaction.

2. Create a semantic object OTADA, for example with English description “Special
Intents for OpenText Archiving and Document Access”.

3. Run the /UI2/FLPD_CUST transaction on the SAP gateway server.

4. Define a Fiori Catalog, for example Z_ADA_WEBSCAN.

5. In the Fiori catalog in tab Target Mappings, create a new Target Mapping:

• Semantic Object: OTADA

• Action = startWebScan
• Application Type = URL
• URL = index.html file of the web scan app
• Device Types = only for Desktop
• Optionally, Parameter = parentProduct as mandatory with value = sap

To install OpenText Captiva Cloud Runtime:

1. In for example OpenText Sales Order Browser, select a sales order.

2. Click + Add, and then select Scan Business Document.

3. In the Captiva Cloud Runtime dialog box, click Download, and then save the
setup.exe file.

4. In the SHA-256 dialog box, you can copy the checksum to verify the checksum
of the downloaded OpenText Captiva Cloud Runtime setup file. Click Close.

5. Run setup.exe.

6. In the Introduction dialog box, click Next.

7. Accept the license agreement, and then click Next.

8. In the Configure Remote Access dialog box, select if you want to disable
remote access or allow remote access for users from the group “Captiva Cloud
Toolkit Users”, and then click Next.

9. In the Ready to Install the Program dialog box, click Install.

10. In the Installation Complete dialog box, click Finish.

11. Reload the browser page.

OpenText Captiva Cloud Runtime uses ports to communicate with Web Scanning. It
chooses the first available port for each protocol in following range:

• http: 49732, 49733, 49734

• https: 49735, 49736, 49737

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If none of the listed ports is available, then an error is logged in the Microsoft
Windows System event log.

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Integrating Extended ECM for SAP Solutions into
SAP CRM and S/4HANA for Customer Management

To use the Extended ECM for SAP Solutions functionality in SAP CRM or S/4HANA
for Customer Management (S/4CRM), you add Extended ECM for SAP Solutions
specific views, for example, for business partners, opportunities, or leads.

Tip: Extended ECM for SAP Solutions also provides a Content Server
appearance that provides an SAP-like skin for business workspaces in Content
Server. For more information, see “Checking the appearance of the SAP
integration” on page 167.

Relevant packages for integration

The following packages are relevant for the integration and must be installed:

• OTEXBAS
• OTEXRL
• OTEXRLC

15.1 Customizing the integration into SAP CRM Web

Client UI or S/4CRM
You can make workspaces and business attachments available in the SAP CRM Web
Client UI or in S/4CRM. Business workspace and Business attachments are
displayed as assignment blocks.

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Figure 15-1: SAP CRM Web Client UI integration

Figure 15-2: S/4HANA for customer management integration

The user has the following options:

• Browse an existing workspace and display its documents.

• Manually create a new workspace if there is no workspace for the respective
business object.
• Display the list of business attachments.
• Display the document referenced in the business attachments.

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 15.1. Customizing the integration into SAP CRM Web Client UI or S/4CRM

• Create a new business attachment.

• Delete a business attachment.

Finding CRM business objects

Table 15-1 contains a list of all CRM business objects that have been identified by
OpenText. If you require other business objects, you can extract the necessary
information from the system:

• Component Name and View Set can usually be found in the Web Client UI by
clicking the header of the view and pressing F2.
• The Main Context can usually be found in the code of the IF_BSP_WD_HISTORY_
STATE_DESCR~GET_MAIN_ENTITY method of the Main Window of the UI
component.

Important
CRM Lean Order (LORD) with all its business objects and UI components, for
example ERP_H, are not supported.

Table 15-1: CRM business objects that are supported by Extended ECM

UI View Set Object Type Main BOR Object

component Context
Sales Professional
Business BP_HEAD BP_HEAD/ BP_ACCOU PARTNER BUS1006
Partner BPHEADOve NT
(Account) rview
Opportunity BT111H_OPP BT111H_OPP BT111_OPPT BTORDER BUS2000111
T T/
Opportunity
OVViewSet
Lead BT108H_LEA BT108H_LEA BT108_LEA BTORDER BUS2000108
/
LeadOVView
Set
Activity BT126H_APP BT126H_APP BT126_APPT BTORDER BUS2000110
T T/
ApptOVView
set
Task BT126H_APP BT126H_APP BT126_APPT BTORDER BUS2000125
T T/
ApptOVView
set
Business BT126H_APP BT126H_APP BT126_APPT BTORDER BUS2000126
Activity T T/
ApptOVView
set

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UI View Set Object Type Main BOR Object

component Context
Product PRD01OV PRD01OV/ PRD_MATSR PRD BUS1178
MaterialOV V
Sales BT121H_SLS BT121H_SLS BT121_SLSC BTORDER BUS2000121
Contract C C/
ContractOP
Sales Order BT115H_SLS BT115H_SLS BT115_SLSO BTORDER BUS2000115
O O/
SOHOverVie
w
Quotation BT115QH_SL BT115QH_SL BT115_SLSO BTORDER BUS2000115
SQ SQ/
SQHOverVie
w
Case
Case CRMCMP_C CRMCMP_C CRM_CMG CMGCASE BUS20900
MG MG/
OverviewPag
e
Investigative Case Management
ICM Case CRM_ICM_C CRM_ICM_C CRM_ICM_C ICMGMG BUS20900
MG MG/ ASE
CaseOvervie
wPage
ICM Lead CRM_ICM_C CRM_ICM_C CRM_ICM_L ICMGMG BUS20900
MG MG/ EAD
CaseOvervie
wPage
ICM Incident CRM_ICM_A CRM_ICM_A CRM_ICM_I BTORDER BUS2000126
CT_M CT_M/ NCIDENT
ActivityOP
ICM Activity CRM_ICM_A CRM_ICM_A CRM_ICM_O BTORDER BUS2000126
CT_M CT_M/ PERATION
ActivityOP
ICM BP ICM_BP ICM_BP/ CRM_ICM_B PARTNER BUS1006
OverviewPag P
e
Channel Manager
Campaign CPG_MAIN CPG_MAIN/ CPG_CAMP CAMPAIGN BUS2010020
OPOverview AIGN
MDF PGM_MAIN PGM_MAIN/ PGM_MDFP MDFPROGR BUS2010050
Program OverviewPag ROGRAM AM
e

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 15.1. Customizing the integration into SAP CRM Web Client UI or S/4CRM

UI View Set Object Type Main BOR Object

component Context
IT Service
Knowledge CRM_KNOW CRM_KNOW BT106_KA BTORDER BUS2000106
Article ART_H ART_H/
KAHeaderO
VP
Service
Service SRQM_INCI SRQM_INCI CRM_SRQM BTORDER BUS2000223
Request DENT_H DENT_H/ _INCIDENT
IncidentOV
Service Order BT116H_SRV BT116H_SRV BT116_SRVO BTORDER BUS2000116
O O/
OVViewSet
Service Order BT116QH_SR BT116QH_SR BT116_SRVO BTORDER BUS2000116
Quotation VQ VQ/
OVViewSet
Problem SRQM_PROB SRQM_PROB CRM_SRQM BTORDER BUS2000224
LEM_H LEM_H/ _PROBLEM
ProblemOV
Service BT112H_SC BT112H_SC/ BT112_SC BTORDER BUS2000112
Contract OVViewSet
Installed Base IBMAIN IBMAIN/ IB150_IBASE IBHEADER BUS20150
DetailsOvervi
ew

To display business workspaces and business attachments in the SAP CRM Web
Client UI or in S/4CRM as assignment blocks, perform the following steps.

Note: If you are completely new to the way the SAP CRM Web UI framework
works, see the documentation and literature on Web UI development for a
better understanding.

To edit the component for Extended ECM for SAP Solutions integration:

1. You need an enhancement set active in the client that you want to use. If there is
no active enhancement set, create one. For information on how to create an
enhancement set, see the respective SAP documentation.

2. In the BSP Component Workbench (BSP_WD_CMPWB transaction), open the

component you want to enhance, for example BP_HEAD for business partners.
Access the workbench with your active enhancement set.

3. If your component has not been enhanced yet, create an enhancement for it
using the Enhance Component button.

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a. Click Enhance Component.

b. Enter the name of the enhancement set and click Okay.
c. Enter a name for the new application that is created as part of the
component enhancement and click Okay.

A new BSP application is created as part of the component enhancement.

4. In the Runtime Repository Editor, switch to the edit mode and add a new
component usage with the name CUECMLink. The new component usage should
use the /OTX/RMCRM_GS_ECMLK component and the /OTX/RMCRM_GS_ECMLK/
WrkSpceWindow interface view for business workspaces.
On the ComponentUsages context menu, click Add Component Usage.

5. To the component usage, add the /OTX/RMCRM_GS_ECMLK/BusRefWindow

interface view for business attachments. From the context menu for the newly
created component usage, select Add Interface View.

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 15.1. Customizing the integration into SAP CRM Web Client UI or S/4CRM

6. In the Runtime Repository Editor, open the ViewSets node, select the view set
you want to enhance, and add the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow
view for business workspaces and the /OTX/RMCRM_GS_ECMLK/BusRefWindow
view for business attachments to the respective view area.
For example, for business partners, go to the BP_HEAD\BPHEADOverview view
set. To the OverviewPage view area, add the /OTX/RMCRM_GS_ECMLK/
WrkSpceWindow view for business workspaces and the /OTX/RMCRM_GS_ECMLK/
BusRefWindow view for business attachments.

7. In the Runtime Repository Editor, click Save.

8. Open the Configuration tab for the view set and edit the Customer
Configuration. If there is no customer configuration, open the standard
configuration and click Copy Configuration to create a new one.

a. Move the newly added interface views to the list of displayed assignment
blocks and enter a title for each of them.
For example, for business partners, open the configuration tab for the BP_
HEAD\BPHEADOverview view and move the /OTX/RMCRM_GS_ECMLK/
WrkSpceWindow view for business workspaces and the /OTX/RMCRM_GS_
ECMLK/BusRefWindow view for business attachments to the list of displayed
assignment blocks
b. Enter a title for each of them, for example Business Workspace and
Business Attachments.

Note: If you are using multiple languages, log on in each language

and define the title in the corresponding language.
c. Set the load option to Direct or Lazy.

9. On the Configuration tab, click Save.

10. Redefine the WD_USAGE_INITIALIZE method of the component controller:

a. In the Component Structure Browser, go to the Component Controller.

From the context menu of the Component Controller, select Enhance.

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b. On the Controller Structure tab in the right pane, navigate to Sub

Component Handling. Redefine the WD_USAGE_INITIALIZE method.

Important
You must use the enhanced component controller. Do not use the
original component controller.

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 15.1. Customizing the integration into SAP CRM Web Client UI or S/4CRM

c. Double-click the redefined WD_USAGE_INITIALIZE method and implement

the method. In the method code, replace <Main Context> with the name of
the main context of the UI component. For more information, see “CRM
business objects that are supported by Extended ECM” on page 367. For
example, for component BP_HEAD, replace <Main Context> with
PARTNER.
METHOD wd_usage_initialize.

" If usage is ExtECM Component

IF iv_usage->usage_name EQ 'CUECMLink'.
" Bind ExtECM context PARENTNODE to CRM component root context
iv_usage->bind_context_node( iv_controller_type =
cl_bsp_wd_controller=>co_type_component
iv_name = iv_usage->usage_name
iv_target_node_name = '<Main Context>'
iv_node_2_bind = 'PARENTNODE' ).
ELSE.
" Super method
super->wd_usage_initialize( iv_usage ).
ENDIF.

ENDMETHOD.

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d. Click Activate to activate the code.

For more information, see the respective SAP documentation in the SAP Help Portal
(http:\\help.sap.com):

• SAP CRM: http://help.sap.com/saphelp_crm70/helpdata/en/19/

68a028d02b460fa899066d948ed3ab/frameset.htm
• Web Client UI framework: http://help.sap.com/saphelp_crm70/helpdata/en/4c/
ea2be450e94597b5a6017f095a6132/frameset.htm
• S/4HANA for customer management: https://help.sap.com/viewer/
9292850233994fcc84999673c1d20dc6/7.0.4.12/en-US/
b1529b9a61db4f00b67b964118bab392.html?q=s%2F4CRM

Special cases

CRM business object Product

If you want to use the CRM business object Product (UI Component
PRD01OV) for business workspaces or business attachments, you must
additionally implement the CRM_PRODIL_UIU_BADI BAdI.
1. Open the IMG and go to Customer Relationship Management >
Master Data> Products> Business Add-Ins> BAdI: Enhancements in
CRM WebClient UI for Products.
2. Implement method GET_VIEWS_TO_DISPLAY as follows:
METHOD if_ex_crm_prodil_uiu_badi~get_views_to_display.

DATA:
ls_static_view TYPE bsp_dlc_ovw_dyn_views_list,
ls_view TYPE crmc_pril_uiu.
LOOP AT ct_static_views INTO ls_static_view WHERE component EQ '/OTX/
RMCRM_GS_ECMLK'.
ls_view-bsp_appl = ls_static_view-component.
ls_view-viewname = ls_static_view-viewname.

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 15.2. Customizing the integration into SAP CRM Interaction Center Web Client UI

APPEND ls_view TO ct_views.

ENDLOOP.
ENDMETHOD.

CRM business object Installed Base

If you want to use the CRM business object Installed Base (UI Component
IBMAIN), note that there is an error in SAP code in determining the key of
the BOR Object. For a workaround proceed like this:
1. Copy class CL_CRM_UIU_IBASE_MAPPER and make the following change
in method GET_BOR_FROM_ENTITY:
" Fix for SAP Error
* rs_result-objkey = lr_entity->get_property_as_string( iv_attr_name =
'GUID_COMPC' ).
IF lv_name = cl_crm_ibase_il_constant=>root_object.
rs_result-objkey = lr_entity->get_property_as_string( iv_attr_name =
'IB_GUID_16' ).
ELSE.
rs_result-objkey = lr_entity->get_property_as_string( iv_attr_name =
'GUID_COMPC' ).
ENDIF.

2. Customize this class in the IMG: Customer Relationship Management

> UI Framework > Technical Role Definition > Define Object
Mapping for Object IBHeader.
Custom BAdI for mapping
If the predefined SAP mapping of CRM objects to BOR objects is not
suitable for your needs, you can implement a BAdI using the IMG activity
CRM Settings > BAdI: Business Object Binding.

15.2 Customizing the integration into SAP CRM

Interaction Center Web Client UI
You can make business workspaces and business attachments available in the SAP
CRM Interaction Center Web Client UI. The business workspace and the business
attachments are displayed as tabs.

Note: In some versions of Interaction Center for S/4HANA for customer

management Fact Sheets are used. For more information, see “Customizing the
integration into SAP CRM or S/4CRM Fact Sheets” on page 383.

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Figure 15-3: SAP CRM Interaction Center Web Client UI integration

The user has the following options:

• Browse an existing workspace and display its documents.

• Manually create a new workspace if there is no workspace for the respective

business object.

• Display the list of business attachments.

• Display the document referenced in the business attachments.

• Create a new business attachment.

• Delete a business attachment.

To display business workspaces and business attachments in the SAP CRM IC Web
Client UI as additional tabs, perform the following steps.

Note: If you are completely new to the way the SAP CRM Web UI framework
works, refer to the documentation and literature on Web UI development for a
better understanding.

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 15.2. Customizing the integration into SAP CRM Interaction Center Web Client UI

To edit the component for Extended ECM for SAP Solutions integration:

1. You need an enhancement set active in the client you want to use. If there is no
active enhancement set, create one. For information on how to create an
enhancement set, see the respective SAP documentation.

2. In the BSP Component Workbench (BSP_WD_CMPWB transaction), open the

component you want to enhance, for example IUICOVW which is the overview
page for business partners in IC Utilities.
Access the workbench with your active enhancement set.

3. If your component has not been enhanced yet, create an enhancement for it.

a. Click Enhance Component.

b. Enter the name of the enhancement set and click Okay.

c. Enter a name for the new application that is created as part of the
component enhancement and click Okay.

A new BSP application is created as part of the component enhancement.

4. In the Runtime Repository Editor, start the edit mode and add a new
component usage with the name usageECMLink.
The new component usage should use the /OTX/RMCRM_GS_ECMLK component
and the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow interface view for business
workspaces.

5. To the component usage, add the/OTX/RMCRM_GS_ECMLK/BusRefWindow

interface view for business attachments. From the context menu of the newly
created component usage, select Add Interface View.

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6. In the Runtime Repository Editor, open the ViewSets node, select the view set
you want to enhance, and add the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow
view for business workspaces and the /OTX/RMCRM_GS_ECMLK/BusRefWindow
view for business attachments to the respective view area.
For example, for the overview page for business partners in IC Utilities, go to
the IUICOVW/BottomVS view set. To the view area BottomVA, add the
usageECMLink./OTX/RMCRM_GS_ECMLINK/WrkSpceWindow for business
workspaces and the usageECMLink./OTX/RMCRM_GS_ECMLINK/BusRefWindow
view for business attachments.

7. In the Runtime Repository Editor, click Save.

8. In the Component Structure Browser, go to the view that contains the tabs and
where you would like to add the business workspace tab and the business
attachments tab.
For example, for the overview page for business partners in IC Utilities, go to
the IUICOVW/AccOvwNav view.
From the context menu of the view, select Enhance.
9. On the View Structure tab in the right pane, navigate to View Controller. To
open the view controller class, double-click on the implementation class of the
view controller.

a. Switch to the edit mode.

b. Clear the Filter option.
c. Click Redefine and redefine the FILL_TABLE method of the view controller
with the following coding:
METHOD fill_table.

* Local data declarations

DATA: ls_link TYPE crmt_thtmlb_link.

* Super method
super->fill_table( ).

* OpenText Links
ls_link-id = 'AccWrkSp'.
ls_link-text = 'Business Workspace'.
ls_link-onclick = 'WORKSPACE_CLICKED'.
APPEND ls_link TO links_tab.

ls_link-id = 'AccBusRef'.
ls_link-text = 'Business Attachment'.
ls_link-onclick = 'BUSREF_CLICKED'.
APPEND ls_link TO links_tab.

ENDMETHOD.

d. To activate the code, click Activate.

e. To return to the Component Structure Browser, click Back twice.
10. On the View Structure tab in the right pane, navigate to Outbound Plugs.

a. From the context menu of Outbound Plugs, select Create and create the
following outbound plugs:

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 15.2. Customizing the integration into SAP CRM Interaction Center Web Client UI

• OP_ACCWRKSPACE for business workspaces

• OP_ACCBUSREF for business attachments

Tip: The OP_ prefix is added automatically. You only need to provide
the plug name.
b. Double-click the OP_ACCWRKSPACE outbound plug to implement it.
Implement it with the following coding:
METHOD op_accwrkspace.
view_manager->navigate( source_rep_view = rep_view
outbound_plug = 'NavToAccWrkspace' ).
ENDMETHOD.

Click Activate to activate the code.

c. Double-click the OP_ACCBUSREF outbound plug to implement it. Implement
it with the following coding:
METHOD op_accbusref.
view_manager->navigate( source_rep_view = rep_view
outbound_plug = 'NavToAccBusRef' ).
ENDMETHOD.

Click Activate to activate the code.

11. On the View Structure tab in the right pane, navigate to Event Handler.

a. From the context menu of Event Handler, select Create and create the
following event handlers:

• EH_ONWORKSPACE_CLICKED for business workspaces for the event

WORKSPACE_CLICKED

• EH_ONBUSREF_CLICKED for business attachments for the event BUSREF_

CLICKED

Tip: The EH_ON prefix is added automatically. You only need to

provide the actual name.

Note: The name of the event is case sensitive. Provide the name of the
events exactly like stated in uppercase.
b. Double-click the EH_ONWORKSPACE_CLICKED event handler to implement it.
Implement it with the following code:
METHOD eh_onworkspace_clicked.
selected_index = 'AccWrkSp'.
op_accwrkspace( ).
ENDMETHOD.

Click Activate to activate the code.

c. Double-click the EH_ONBUSREF_CLICKED event handler to implement it.
Implement it with the following code:
METHOD eh_onbusref_clicked.
selected_index = 'AccBusRef'.
op_accbusref( ).
ENDMETHOD.

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Click Activate to activate the code.

12. In the Runtime Repository Editor, go to Navigational Links and add an entry
for every new tab.
Add the navigational link NavToAccWrkspace for the workspace tab and
NavToAccBusRef for the business attachment tab.
The source is the current enhanced view with the relevant outbound plug
(ACCWRKSPACE for workspace, ACCBUSREF for business attachment).
The target is your newly defined usage (usageECMLink./OTX/RMCRM_GS_
ECMLK/WrkSpceWindow for workspaces, usageECMLink./OTX/RMCRM_GS_
ECMLK/BusRefWindow for business attachments).
For example, for the overview page for business partners in IC Utilities, add the
following navigational links:

• Navigational link: NavToAccWrkspace

Source view: IUICOVW/AccOvwNav, outbound plug ACCWRKSPACE
Target view: usageECMLink./OTX/RMCRM_GS_ECMLK/WrkSpceWindow,
inbound plug DEFAULT (leave the field empty)
• Navigational link: NavToAccBusRef
Source view: IUICOVW/AccOvwNav, outbound plug: ACCBUSREF
Target view: usageECMLink./OTX/RMCRM_GS_ECMLK/BusRefWindow,
inbound plug DEFAULT (leave field empty)

13. In the Runtime Repository Editor, click Save.

14. Redefine the WD_USAGE_INITIALIZE method of the component controller.

a. In the Component Structure Browser, go to the Component Controller.

From the context menu of the component controller, select Enhance.

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 15.2. Customizing the integration into SAP CRM Interaction Center Web Client UI

b. On the Controller Structure tab in the right pane, navigate to Sub

Component Handling. Redefine the WD_USAGE_INITIALIZE method.

Important
You must use the enhanced component controller. Do not use the
original component controller.

c. Double-click the redefined WD_USAGE_INITIALIZE method and implement

the method.
For example, for component IUICOVW the method must be implemented as
follows:
METHOD wd_usage_initialize.

" If usage is ExtECM Component

IF iv_usage->usage_name EQ 'usageECMLink'.
" Bind ExtECM context PARENTNODE to CRM component root context
iv_usage->bind_context_node( iv_controller_type =
cl_bsp_wd_controller=>CO_TYPE_CUSTOM
iv_name = 'IUICOVW/CuCoOvw'
iv_target_node_name = 'ACCOUNT'
iv_node_2_bind = 'PARENTNODE' ).
ELSE.
" Super method
super->wd_usage_initialize( iv_usage ).
ENDIF.

ENDMETHOD.

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For other UI components, the method must be implemented as follows:

• If the main context is in a custom controller

Replace 'IUICOVW/CuCoOvw' in the method code with the name of the
custom controller.
Replace 'ACCOUNT' in the method code with the name of the main
context.
• If the main context is in the component controller
Implement the WD_USAGE_INITIALIZE method as described in Step 10
of “Customizing the integration into SAP CRM Web Client UI or S/
4CRM” on page 365.
Replace 'CUECMLink' in the method code with 'usageECMLink'.
Replace <Main Context> in the method code with the name of the main
context. For more information, see table “CRM business objects that are
supported by Extended ECM” on page 367.
d. Click Activate to activate the code.

Note: If the predefined SAP mapping of SAP CRM objects to BOR objects is
not suitable for your needs, you can implement a BAdI using the IMG activity
CRM Settings > BAdI: Business Object Binding.

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 15.3. Customizing the integration into SAP CRM or S/4CRM Fact Sheets

15.3 Customizing the integration into SAP CRM or S/

4CRM Fact Sheets
You can make business workspaces and business attachments available in SAP CRM
or S/4CRM Fact Sheets. Business workspaces and business attachments are
displayed as Fact Sheets views.

One example of a Fact Sheet is the Collection Fact Sheet in the S/4CRM Utilities
Interaction Center.

All Fact Sheets of SAP CRM or S/4CRM are supported with a default business object
for the business workspace and business attachments.

For more information about SAP CRM and SAP S/4CRM Factsheets, see the
following resources on the SAP Help Portal:

• SAP CRM: https://help.sap.com/saphelp_crm70/helpdata/en/d5/

2c9a9796554a1b971a6744f63d32f2/frameset.htm
• SAP S/4CRM: https://help.sap.com/viewer/b90203d3616f482ebd9776775ac722d8/
1809.001/en-US/476a4e08f1db199ae10000000a42189d.html?q=fact%20sheet

Table 15-2: CRM business objects that are supported by default for Fact
Sheets by Extended ECM

Fact Sheet ID Fact Sheet Title Object BOL Object BOR Object
BP_ACCOUNT_ Account Fact Business Partner BuilHeader BUS1006
FS Sheet
ETC_ACCOUN Electronic Toll Business Partner BuilHeader BUS1006
T_FS Collection -
Account
Overview

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Fact Sheet ID Fact Sheet Title Object BOL Object BOR Object
FCC_ACCOUN Financial Business Partner BuilHeader BUS1006
T_FS Customer Care -
Account
Overview
FCC_BUAG_FS Financial Business BuAg BUS1006130
Customer Care - Agreement
Business
Agreement
Overview
FCC_COLLECTI Financial FI-CA Work FicaWLIHeader CA_WLI
ON_FS Customer Care - Item
Collection Fact
Sheet
FCC_DUNNIN Financial FI-CA Work FicaWLIHeader CA_WLI
G_FS Customer Care - Item
Dunning Fact
Sheet
IBASE_FACTSH Fact Sheet for Installed Base IBComponent BUS20151
EET_COMP Installed Base Component
Component
IBASE_FACTSH Fact Sheet for Installed Base IBHeader BUS20150
EET_HEAD Installed Base
ICCMP_AFS Account Fact Business Partner BuilHeader BUS1006
Sheet
ISU_BICONS_FS Billing Overview Business BuAg BUS1006130
Agreement
ISU_BUAG_FS Business Business BuAg BUS1006130
Agreement Agreement
Overview
ISU_BUPA_FS Account Business Partner BuilHeader BUS1006
Overview
IU_ACCOUNT_ Account Fact Business Partner BuilHeader BUS1006
FS Sheet
OBJECT_FACTS Object Factsheet Object Product BUS1278
HEET
PROV_ACCOU Provider - Business Partner BuilHeader BUS1006
NT_FS Account
Overview
PROV_FCC_AC Provider - FCC Business BuAg BUS1006130
COUNT_FS Account Agreement
Overview

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 15.3. Customizing the integration into SAP CRM or S/4CRM Fact Sheets

To display business workspaces and business attachments in the SAP CRM or

S/4CRM Fact Sheets:

1. Assign the Extended ECM Business Workspace and Business Attachments

views to the Fact Sheet:

a. In the IMG, navigate to the Customer Relationship Management (CRM) or

Customer Management (S/4CRM) > UI Framework > UI Framework
Definition > Fact Sheet > Maintain Fact Sheet activity and click Execute.
b. Select a Fact Sheet from the list; then double-click View Assignments in the
Dialog Structure area.

c. Add the Extended ECM Fact Sheet Views for business workspace and
business attachments:

• Component Name: /OTX/RMCRM_GS_ECMLK for both entries

• Interface View: OTX/RMCRM_GS_ECMLK/WrkSpceWindow and /OTX/
RMCRM_GS_ECMLK/BusRefWindow
• Inbound Plug: FACTSHEET for both entries
• Title: Business Workspace and Business Attachments

d. Click the Save button.

A warning is displayed: Choose the key from the allowed namespace.
Press RETURN to confirm the message and save again.

Note: If you are using multiple languages, log on in each language

and define the title in the corresponding language.

2. Configure the Workspace and Business Attachment Views in the Fact Sheet:

a. Start the BSP_WD_CMPWB transaction to start the BSP Component

Workbench.

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b. Open the BSP_DLC_FS component. In the Component Structure Browser

under Views, select the BSP_DLC_FS/factsheet view and click the
Configuration tab.
c. Click the Edit button.
d. Select the Fact Sheet and click the Search button. Select a Fact Sheet
configuration from the result list and click Next.

e. Click Next to skip the Page Type and Layout screen.

f. Optional Some Fact Sheets have multiple tiles. Select the tile where the
business workspace and business attachments should be added.
g. Select Business Workspace from the Available Fact Sheet Views list. Move
the Business Workspace View to the Assigned Fact Sheet Views list with
the arrow button. Repeat for the business attachments.

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 15.3. Customizing the integration into SAP CRM or S/4CRM Fact Sheets

h. Optional Click in the title column to change the title of the Business
Workspace or Business Attachment view.
i. Click Save.

If the default business object supported by a Fact Sheet (“CRM business objects that
are supported by default for Fact Sheets by Extended ECM” on page 383), is not
suitable for your needs, you can implement a BAdI to return a custom business
object.

Configure custom business objects for the business workspace and business
attachments:

1. In the IMG, navigate to the CRM Settings > BAdI: Fact Sheet integration
activity and click the Execute button.

2. Create an Enhancement Implementation.

3. Create a BAdI implementation and the corresponding implementation class.

The BAdI is filter-dependent with the Fact Sheet ID as filter value. Provide a
BAdI implementation for each Fact Sheet ID you want to return a custom
business object.

4. Set the Fact Sheet ID as Filter value for the BAdi Implementation. For the Fact
Sheet IDs, see in the IMG branch Customer Relationship Management (CRM)
or Customer Management (S/4CRM) > UI Framework > UI Framework
Definition > Fact Sheet > Maintain Fact Sheet.

5. Implement your code in the BAdI implementation class.

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• The method GET_OBJECT_WRKSPC_FACTSHEET is used to return a

business object for the business workspace.
• The method GET_OBJECT_BUSREF_FACTSHEET is used to return a
business object for the business attachments.

Both methods must return a CRM BOL object. The input for both methods are
the Fact Sheet ID, the CRM BOL Collection passed to the Fact Sheet (might be
empty) and the Workspace or Attachments Window.

Extended ECM provides default BAdI implementations for all Fact Sheets, which are
called when no custom BAdI definition exists:

• Enhancement Implementation /OTX/RMCRM_ENH_FACTSHEET_DEF

• Package /OTX/RMCRM_FACTSHEET.

You can use this default BAdI implementations as example code and as reference for
you own custom BAdI implementation.

15.4 Providing documents from a business

workspace as email attachments
You can enable users of SAP CRM to add a document from the business workspace
as an attachment to an email. This function is available for Web Client UI and
Interaction Center Web Client UI.

To enable this function, you add a button to the email creation pages of SAP CRM
Web Client UI or SAP CRM Interaction Center Web Client UI. The user can click this
button to select a document from a business workspace and attach it to the email.

For more information about the user experience, see Section 9.5 “Adding a business
workspace document to an email” in OpenText Extended ECM for SAP Solutions - User
Guide (ERLK-UGD).

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 15.4. Providing documents from a business workspace as email attachments

For more information about SAP CRM and the Web Client UI framework, see the
respective SAP documentation in the SAP Help Portal:

• SAP CRM (http://help.sap.com/saphelp_crm70/helpdata/en/19/

68a028d02b460fa899066d948ed3ab/frameset.htm)
• Web Client UI framework (http://help.sap.com/saphelp_crm70/helpdata/en/4c/
ea2be450e94597b5a6017f095a6132/frameset.htm)

15.4.1 Integrating Content Server access into the Web Client

email screen
To edit the email component for business workspace integration:

1. You need an active enhancement set in the client that you want to use. If there is
no active enhancement set, create one. For information on how to create an
enhancement set, see the respective SAP documentation.

2. In the BSP Component Workbench (BSP_WD_CMPWB transaction), open the

component BT126H_MAIL for the email page. Access the workbench with your
active enhancement set.

3. If component BT126H_MAIL has not been enhanced yet, create an enhancement

for it:

a. Click Enhance Component.

b. Enter the name of the enhancement set and click Okay.
c. Enter a name for the new application that is created as part of the
component enhancement, for example Z_BT126H_MAIL, and click Okay.
A new BSP application is created as part of the component enhancement.

4. In the Runtime Repository Editor, switch to the edit mode. From the
ComponentUsages context menu, select Add Component Usage to add the
new component usage CUCSTargetTree with the following parameters:

• component /OTX/RMCRM_TARG_TREE

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• interface view /OTX/RMCRM_TARG_TREE/TargetTreeWindow

5. In the Runtime Repository Editor, click Save.

6. In the Component Structure Browser, go to view BT126H_MAIL/send_screen.

From the context menu of the view, select Enhance.

7. On the View Structure tab in the right pane, navigate to View Controller. To
open the view controller class, double-click the implementation class of the
view controller.

a. Open the Attributes tab.

b. Switch to the edit mode.
c. Add the new attribute MH_ADDATTACHMENTCS_HELPER with the following
parameters.

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 15.4. Providing documents from a business workspace as email attachments

• Attribute: MH_ADDATTACHMENTCS_HELPER
• Level: Instance Attribute
• Visibility: Private
• Typing: Type Ref To
• Associated Type: /OTX/RMCRM_CL_BT126H_MAIL

d. Click Activate to activate the code.

e. Click Back to return to the Component Structure Browser.

8. On the View Structure tab in the right pane, navigate to Event Handler.

a. From the context menu of Event Handler, select Create and create the
following event handlers:

• EH_ONADDATTACHMENTCS for the event ADDATTACHMENTCS

• EH_ONADDATTACHMENTCS_CLOSED for the event ADDATTACHMENTCS_
CLOSED

Note: The name of the event is case sensitive. Provide the name of the
events exactly like stated in uppercase.

Tip: The EN_ON prefix is added automatically. You only need to

provide the name of the event.
b. Double-click the EH_ONADDATTACHMENTCS event handler to implement it.
Implement it with the following code:
METHOD eh_onaddattachmentcs.

IF mh_addattachmentcs_helper IS INITIAL.
CREATE OBJECT mh_addattachmentcs_helper
EXPORTING
pih_view_controller = me
pih_component_controller = me->comp_controller.
ENDIF.

mh_addattachmentcs_helper->open_target_tree_popup(
pih_view_context = me->typed_context ).

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ENDMETHOD.

Click Activate to activate the code. Then click Back.

c. Double-click the EH_ONADDATTACHMENTCS_CLOSED event handler to
implement it. Implement it with the following code:
METHOD eh_onaddattachmentcs_closed.

CALL METHOD mh_addattachmentcs_helper->target_tree_popup_closed

CHANGING
ct_attachments = me->gt_attachments
ct_attachment_content = me->gt_attachment_content.

ENDMETHOD.

Click Activate to activate the code. Then click Back.

9. On the View Structure tab in the right pane, navigate to View Layout.

a. Double-click the page send_screen.htm to open it.

b. Find the tag <thtmlb:button id="CM_SearchButtonGrp" ……. />
c. Directly under this tag, add the following tag:
<thtmlb:button id="AddAttachmentCSButton"
onClick="ADDATTACHMENTCS"
text="<%=page->otr_trim( '/OTX/RMCRM_EMAIL_ATTACHMENT/
ADDATTACHMENTCS_BTN' ) %>"
tooltip="<%=page->otr_trim( '/OTX/RMCRM_EMAIL_ATTACHMENT/
ADDATTACHMENTCS_BTN' ) %>"/>

d. Click Activate to activate the code. Then click Back.

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 15.4. Providing documents from a business workspace as email attachments

15.4.2 Integrating Content Server access into the Interaction

Center email screen
To edit the email component for business workspace integration:

1. You need an enhancement set active in the client you want to use. If there is no
active enhancement set, create one. For information on how to create an
enhancement set, see the respective SAP documentation.

2. In the BSP Component Workbench (BSP_WD_CMPWB transaction), open the

component CRMCMP_CCS_EML for the email page.
Access the workbench with your active enhancement set.

3. If the CRMCMP_CCS_EML component has not been enhanced yet, create an

enhancement for it.

a. Click Enhance Component.

b. Enter the name of the enhancement set, and click Okay.
c. Enter a name for the new application that is created as part of the
component enhancement, for example Z_CRMCMP_CCS_EM, and click
Okay.

A new BSP application is created as part of the component enhancement.

4. In the Runtime Repository Editor, switch to the edit mode. From the
ComponentUsages context menu, select Add Component Usage to add the
new component usage CUCSTargetTree with the following parameters:

• component /OTX/RMCRM_TARG_TREE
• interface view /OTX/RMCRM_TARG_TREE/TargetTreeWindow

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5. In the Runtime Repository Editor, click Save.

6. In the Component Structure Browser, go to view CRMCMP_CCS_EML/

MailAttachments.
From the context menu of the view, select Enhance.

7. On the View Structure tab in the right pane, navigate to View Controller. To
open the view controller class, double-click the implementation class of the
view controller.

a. Open the Attributes tab.

b. Switch to the edit mode.
c. Add the new attribute MH_ADDATTACHMENTCS_HELPER with the following
parameters.

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 15.4. Providing documents from a business workspace as email attachments

• Attribute: MH_ADDATTACHMENTCS_HELPER
• Level: Instance Attribute
• Visibility: Private
• Typing: Type Ref To
• Associated Type: /OTX/RMCRM_CL_CRMCMP_CCS_EML

d. Click Activate to activate the code.

e. Click Back to return to the Component Structure Browser.

8. On the View Structure tab in the right pane, navigate to Event Handler.

a. From the context menu of Event Handler, select Create and create the
following event handlers:

• EH_ONADDATTACHMENTCS for the event ADDATTACHMENTCS

• EH_ONADDATTACHMENTCS_CLOSED for the event ADDATTACHMENTCS_
CLOSED

Note: The name of the event is case sensitive. Provide the name of the
events exactly like stated in uppercase.

Tip: The EN_ON prefix is added automatically. You only need to

provide the name of the event.
b. Double-click the EH_ONADDATTACHMENTCS event handler to implement it.
Implement it with the following code:
METHOD eh_onaddattachmentcs.

IF mh_addattachmentcs_helper IS INITIAL.
CREATE OBJECT mh_addattachmentcs_helper
EXPORTING
pih_view_controller = me
pih_component_controller = me->comp_controller.
ENDIF.

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Chapter 15 Integrating Extended ECM for SAP Solutions into SAP CRM and S/4HANA for Customer Management

mh_addattachmentcs_helper->open_target_tree_popup(
pih_view_context = me->typed_context ).

ENDMETHOD.

Click Activate to activate the code. Then click Back.

c. Double-click the EH_ONADDATTACHMENTCS_CLOSED event handler to
implement it. Implement it with the following code:
METHOD eh_onaddattachmentcs_closed.

mh_addattachmentcs_helper->target_tree_popup_closed(
pih_view_context = me->typed_context ).

ENDMETHOD.

Click Activate to activate the code. Then click Back.

9. On the View Structure tab in the right pane, navigate to View Layout.

a. Double-click the page MailAttachments.htm to open it.

b. Find the tag <thtmlb:fileUpload id="myFileUpload1" …… />
c. Directly under this tag, add the following tag:
<thtmlb:button id="AddAttachmentCSButton"
onClick="ADDATTACHMENTCS"
text="<%=page->otr_trim( '/OTX/RMCRM_EMAIL_ATTACHMENT/
ADDATTACHMENTCS_BTN' ) %>"
tooltip="<%=page->otr_trim( '/OTX/RMCRM_EMAIL_ATTACHMENT/
ADDATTACHMENTCS_BTN' ) %>"/>

Click Activate to activate the code. Then click Back.

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Chapter 16

Integrating Extended ECM for SAP Solutions into

SAP SRM

To use the Extended ECM for SAP Solutions functionality in SAP SRM, you add
Extended ECM for SAP Solutions specific Web Dynpro components for business
objects like suppliers, purchase orders or shopping carts.

Relevant packages for integration

The following packages are relevant for the integration and must be installed:

• OTEXBAS
• OTEXRL
• OTEXRLS

16.1 Customizing the component configuration

You first create an enhancement for a component configuration and then you add
the workspace and business attachment tabs to the respective component
configurations.

Tip: Extended ECM for SAP Solutions also provides a Content Server
appearance that provides an SAP-like skin for business workspaces in Content
Server. For more information, see “Checking the appearance of the SAP
integration” on page 167.

You can use Extended ECM for SAP Solutions, for example, in the following
component configurations:

• Supplier: /SAPSRM/WDCC_FPM_OIF_BUPA_SUPPL and

/SAPSRM/WDACC_FPM_OIF_RDONLY_SUP
• Purchase Order: /SAPSRM/WDCC_FPM_OIF_PO_PURCH
• Shopping Cart: /SAPSRM/WDCC_FPM_OIF_SC_PROFNL
• Confirmation: /SAPSRM/WDCC_FPM_OIF_CONF_PURCH
• Contract: /SAPSRM/WDCC_FPM_CTR_PURCH
• RFx: /SAPSRM/WDCC_FPM_OIF_RFQ_PR_PU
• RFx for Bidder: /SAPSRM/WDCC_FPM_OIF_RFQ_BDR
• RFx Response for Strategic Purchaser: /SAPSRM/WDCC_FPM_OIF_QTE_PURCH
• RFx Response for Bidder: /SAPSRM/WDCC_FPM_OIF_QTE_BIDDER

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To create an enhancement for the component:

1. Use transaction SE80 to open the ABAP Development Workbench.

2. In the Repository Information System, go to Web Dynpro > Component

Configurations.

3. Find the component configurations that you want to enhance and repeat the
following steps for each of it.
Double-click the component configuration to open and edit it.

4. Click Start Configurator to open the Editor for the Web Dynpro ABAP
Component Configuration in a browser window.
5. Click Other Functions > Create Enhancement.

6. Create the new enhancement.

7. Click OK and make sure you get the verification message that the enhancement
was created successfully.

In the next steps, you modify each component configuration to show tabs for
business workspaces and business objects.

Important
Make sure, you use the enhanced configuration and not the original.

To add tabs for business workspaces and business attachments to the

component:

1. In the Editor for the Component configuration, click Change for the enhanced
version and not the original.

2. Click Add Main View. A new main view is added to the Hierarchy area.

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 16.1. Customizing the component configuration

3. Edit the attributes of the new main view:

• Mainview ID: A unique ID

• Mainview name: Name that appears on the tab.

Tip: To refresh the preview, select another main view.

Note: If you are using multiple languages, log on in each language and
define the title in the corresponding language.

4. In the Hierarchy area, open the node of the newly created main view and click
the user-interface building block (UIBB).

5. Edit the UIBB attributes:

• For Business Workspaces

Component: /OTX/RMSRM_WD_WORKSPACE
View:

– W_WORKSPACE_CC_FB: Create and Complete widget with “folderBrowse”

mode
– W_WORKSPACE_CC_FP: Create and Complete widget with “fullPage” mode
– W_WORKSPACE: deprecated. Do not use anymore
• For Business Attachments
Component: /OTX/RMSRM_WD_BUSREF
View: W_BUSINESSREFERENCE

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6. Click Save and wait for the verification message.

The browser view for your business object now contains the new tabs.

16.2 Customizing automatic creation of business

workspaces
If you want to create business workspaces automatically whenever a business object
is created, you can use the standard SAP SRM BAdI BBP_DOC_SAVE_BADI. You find
the sample implementation /OTX/RMSRM_UI_SAVE of that BAdI in package /OTX/
RMSRM_UI. You must activate this BAdI before use.

For SAP SRM business objects that do not respond to the BBP_DOC_SAVE_BADI BAdI,
for example, BUS1006 for Supplier or Bidder, see “Configuring events for business
workspaces and business attachments“ on page 199.

To activate the sample BAdI implementation:

1. Start transaction SE80 and open package /OTX/RMSRM_UI.

2. In the Repository Browser, go to Enhancements > Classic BAdIs.

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 16.3. Customizing the log-off from Content Server

3. Double-click /OTX/RMSRM_DOC_SAVE.

4. Switch to edit mode and click Activate.

16.3 Customizing the log-off from Content Server

If users log off from the SRM NetWeaver Portal, you have to make sure that they are
not only logged off from SAP NetWeaver Portal but also from Content Server. For
this, you create a custom log-off page and configure NetWeaver User Management
Engine (UME) to redirect to this HTML page during SAP NetWeaver Portal log-off.

To deploy the log-off from Content Server:

1. Download the required software packages from OpenText My Support and

install them on your systems.

• Extended ECM for SAP Solutions 16 Patch SAPRM-7954 (transport

D5GK900803) (https://knowledge.opentext.com/knowledge/llisapi.dll/Open/
62642381)
• Connected Workspaces 16 Patch pat160000099 (https://
knowledge.opentext.com/knowledge/llisapi.dll/Open/62373995)
2. On the SAP system, enable HTTPS for the connection to Content Server. For
more information, see Section 22.2.6 “Maintaining Extended ECM connections”
in OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD).
3. Activate the SICF node rm_wdgenlo, which is the BSP application to log off
from Content Server.

a. Run transaction SICF and click Execute:

b. Navigate to the following service: sap > bc > bsp > otx > rm_wdgenlo.
c. Right-click and select Activate Service.
4. Configure the URL redirection on the SAP NetWeaver Portal:

a. Log on to the SAP NetWeaver Portal as administrator.

b. Navigate to System Administration > System Configuration > UME
Configuration.
c. Click Open Expert Mode.
d. Filter for ume.logoff.redirect.
e. Click Modify.
f. Set the following parameters:

• ume.logoff.redirect.url: URL pointing to the Content Server logout

page that you created previously:
<Portal server>:<port>/sap/bc/bsp/otx/rm_wdgenlo/default.
htm?elib_id=<connection ID>

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For example, http://mucxx.opentext.net:8000/sap/bc/bsp/otx/

rm_wdgenlo/default.htm?elib_id=ELIB1.

• ume.logoff.redirect.silent: false.

5. Maintain the white list to ensure that the log out is only possible from the
specific URL:

a. In the SM30 transaction, open the /OTX/RM_THTWHITE table.

b. Click New Entries and enter the following:

• Whitelist Entry Type: Referrer URL

• Sort Key: 02
• Protocol of URL: http or https
• Host Name: Name of the portal server as defined before
• Port: Port of portal server as defined before
• URL Template: /IRJ/PORTAL*
c. Save your settings.

16.4 Using version-independent business objects

To identify a single business object, normally the GUID is used as the business object
key. However, for business objects that support versioning, each change of the
business object creates a new version, and thus a new GUID, and subsequently a
new business workspace for this version.

To circumvent this, you can define that instead of the original version-dependent
business object, a version-independent object is used for Extended ECM. With this,
changes in the business object may create a new version of the business object but do
not create a new business workspace but update the metadata of the existing
business workspace.

Tip: To customize if SRM business objects are versionable in your SRM system,
use IMG activity SAP Supplier Relationship Management > SRM Server >
Cross-Application Basic Settings > Switch On Version Control for
Purchasing Documents.

The sample property providers for version-independent business object types are
available in OpenText My Support (https://knowledge.opentext.com/knowledge/
llisapi.dll/Overview/25089410).

Business object types Version independent Property Provider

RFX (BUS2200) /OTX/RMRFX /OTX/
RMSRM_CL_WSPP_RMRFX
RFX Response (BUS2202) /OTX/RMRSP /OTX/
RMSRM_CL_WSPP_RSP

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 16.4. Using version-independent business objects

Business object types Version independent Property Provider

Contract (BUS200113) /OTX/RMCNT /OTX/
RMSRM_CL_WSPP_CNT
Purchase Order (BUS2201) /OTX/RMPO /OTX/
RMSRM_CL_WSPP_PO
Invoice (BUS2205) /OTX/RMINV /OTX/
RMSRM_CL_WSPP_INV
Auction (BUS2208) /OTX/RMAUC /OTX/
RMSRM_CL_WSPP_AUC

To use version-independent business objects:

1. In the IMG, navigate to the Extended ECM > SRM Settings > Maintain Version
Independent Objects activity and click Execute.

2. Create a new entry for the business object that you want to use version-
independent and select Version Independent Object.

Note: Use the version-independent object in all other configuration and

customizing in the SAP system and in Content Server, which use the business
object, for example business object types and business object declarations.

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Chapter 17
Complementing SAP S/4HANA Cloud Essential
Edition with Extended ECM for SAP Solutions

You can complement SAP S/4HANA Cloud Essential Edition with the business
workspaces of Extended ECM for SAP Solutions.

Attachments, which are added as GOS or DMS documents or which are updated in
SAP S/4HANA Cloud Essential Edition will be stored in business workspaces in
Content Server. This makes them also available to users who primarily work in
Content Server. SAP users can work with the attachments in SAP S/4HANA Cloud
Essential Edition like before.

The business workspaces are automatically created and relevant metadata is kept in
sync with the business objects in SAP S/4HANA Cloud Essential Edition. You can
add relationships between business workspaces to build up a network of business
workspaces and navigate along the business process in Content Server to find the
right document.

Important
SAP S/4HANA Cloud Essential Edition stores documents in a single
repository. If you want to use this scenario, you must switch the SAP standard
repository to Content Server. However, a migration of documents from the
SAP standard repository to Extended ECM is currently not available.
Therefore, OpenText strongly recommends that you use this integration for
SAP S/4HANA Cloud Essential Edition only in a scenario where no
attachments at all have yet been created.

If you use SAP S/4HANA Cloud Essential Edition with Advanced Compliance
Reporting, you cannot use Extended ECM as CMIS repository in this version.

17.1 Technical information

This scenario uses a side-by-side approach where Content Server and SAP S/
4HANA Cloud Essential Edition are loosely coupled with technical interfaces:

• The CMIS interface used to store attachments coming from SAP S/4HANA Cloud
Essential Edition in Content Server. Content Server understands the SAP profile
of CMIS to store SAP specific information.
• Content Server listens to events of SAP S/4HANA Cloud Essential Edition, then
creates business workspaces and updates them with metadata and relations of
the business objects in SAP S/4HANA Cloud Essential Edition.
• To retrieve metadata and relations of the business objects in SAP S/4HANA
Cloud Essential Edition, Content Server calls back through OData APIs.

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Chapter 17 Complementing SAP S/4HANA Cloud Essential Edition with Extended ECM for SAP Solutions

• Content Server automatically publishes attachments of SAP S/4HANA Cloud

Essential Edition in business workspaces using Extended ECM scheduled
processing.

Using the SAP S/4HANA Cloud Essential Edition APIs, you can configure the
following:

• Using events to automatically create and updated business workspaces,

including metadata and relations
• Migrate documents into business workspaces when documents were already
stored in the CMIS volume in Content Server.

Figure 17-1: Side by side approach with SAP S/4HANA Cloud Essential Edition
and Content Server

17.2 Configuration steps overview

New: You can now integrate business workspaces in Fiori apps of S/4HANA
Cloud Essential Edition.

This overview contains all steps that you must do for the integration. They are
explained in greater detail in the following sections.

1. Create a subscriber ID
2. Create a business application in Content Server.
3. Create a technical user for the CMIS repository.
4. Create Communication User, Communication System and Communication
Arrangement in the S/4HANA Cloud system.
5. Open the APIs on the S/4HANA Cloud system: one for the business events and
at least one for a business object.
6. Switch the repository from the SAP standard repository to Content Server

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 17.3. Creating a subscriber ID

7. Integrate the business workspaces in SAP Fiori apps on S/4HANA Cloud

Essential Edition. For more information, see Extended ECM for SAP Solutions SDK
and API Documentation, section 7.10 Integrating into SAP S/4HANA Cloud Essential
Edition.
8. Configure Content Server for the creation of business workspaces: Create
classifications, locations, categories, workspace types and the business object
type.
9. Prepare for the initial load.

17.3 Creating a subscriber ID

To create a subscriber ID:

1. Logon to the administrator login from Fiori UI.

2. Click the Manage your solution tile and configure your solution:

3. Configure your solution:

a. Filter for the Application Area: Application Platform and

Infrastructure
b. Filter for the Sub Application Area: Process management and integration
c. Select Pre-Configured Subscriber ID.

17.4 Connecting the SAP S/4HANA Cloud Essential

Edition business application in Content Server
Connect Content Server to the S/4HANA business application.

To connect Content Server to the S/4HANA Cloud business application:

1. On the global menu, click Enterprise > Extended ECM, and then click
Connections to Business Applications (External Systems).

2. Click Add Item > Business Application.

3. Specify the parameters for your business application, The following parameters
are characteristic to S/4HANA Essential:

• Logical System Name: Any name. Take a note of this name. You will later
need to create a user of the exact same name.
• Connection Type: Select S/4HANA SPI Adapter.
• Application Server Endpoint: for example, https://<tenant-
name>.s4hana.ondemand.com/sap/opu/odata/sap
• User Name and Password: Enter a name for a user and its password. The
user does not yet exist, you will create it in a later step, but you must enter a
value now to be able to save the connection settings.

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For more information, see “Connecting a business application” on page 46.

17.5 Creating a technical user for the CMIS repository

in Content Server
You need a user, which can create the CMIS repository in Content Server. The user
name must be identical to the name of your connection that you created in
“Connecting the SAP S/4HANA Cloud Essential Edition business application in
Content Server” on page 407.

You will find the CMIS repository in the Content Server Administration. For more
information, see “Viewing the CMIS repository in Content Server” on page 414.

17.6 Sharing ODATA APIs in S/4HANA

For the integration with Extended ECM for SAP Solutions, you must share ODATA
APIs in S/4HANA. The foundation is the Business Events Subscriptions API. This
API makes business events like CREATE or UPDATE available. Extended ECM for SAP
Solutions uses these events uses these events to manage workspaces for related
business objects. You will also need APIs for each business object that you want to
use. All APIs including documentation are maintained by SAP on api.sap.com
(https://api.sap.com). It provides information that you need for the configuration of
this integration.

To configure the API communication, you need the SAP_BR_ADMINISTRATOR

role to access Communication Management apps:

• Maintain Communication Users to create a technical user for inbound

communication.
• Communication Systems to establish the connection between the S/4HANA
Cloud system and Content Server
• Communication Arrangements to define which APIs can be used by which
system and user.

To share the OData API:

1. Create a communication user.

In the Maintain Communication Users app, create a new user. The user name
is also used in Content Server in the connection to the business application. You
can either use the name and password, which you used there. Or you use a new
name and password and enter it in the business application connection in
Content Server. For more information, see “Connecting the SAP S/4HANA
Cloud Essential Edition business application in Content Server” on page 407.
2. Create a communication system.
In the Communication Systems app, create a new entry:

• System ID

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 17.6. Sharing ODATA APIs in S/4HANA

• Host name: Name of the Content Server

• Logical System: Enter any name. Some arrangements may need this
information.
• User for the Inbound Communication: The user you created in Step 1.
• User for the Outbound Communication: Some scenarios may require a
value here. You can enter a dummy name for now.

3. Create a Communication Arrangement for the Business Events API.

a. Visit api.sap.com (https://api.sap.com) and find the Business Events

Subscription API.
b. On the Details page, take a note of the Communication Scenario, which
contains the Business Events Subscription API.
c. Return to S/4HANA and create a new Communication Arrangement. Select
the correct Communication Scenario and add a name. Then add the details.

• Arrangement Name: Any name that is meaningful to you.

• Communication System: The name of the system that you created in
the previous step. The User Name and Authentication Method are
retrieved automatically from that Communication System.
• Inbound Services: Displays the services, which are contained in the
selected scenario.

4. Create a Communication Arrangement for business objects.

Depending on the scenario you want to configure, you must find the best API
on api.sap.com (https://api.sap.com). For example, for the Product business
object, you could use the Product Master API.
Only OData V2 APIs are currently supported.

a. On the Details page, take a note of the Communication scenario, which

contains the API and which fits your needs best. Then create a
Communication Arrangement with this Communication Scenario.
b. In the Communication Arrangement, take a note of the Service URL of the
API, specifically of the last part of the Service URL, for example https://
<tenant-name>.s4hana.ondemand.com/sap/opu/odata/sap/API_
PRODUCT_SRV.
c. Outbound Services are not needed. You can keep them inactive.

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17.7 Switching the repository to Content Server

SAP S/4HANA Cloud Essential Edition uses the SAP standard repository. You must
switch this repository to Content Server. For this, you instantiate the Document
Integration Service

, then activate the SAP Cloud Platform Document Management, integration

option, which is part of the SAP_COM_0597 scenario.

Important
SAP S/4HANA Cloud Essential Edition stores documents in a single
repository. If you want to use this scenario, you must switch the SAP standard
repository to Content Server. However, a migration of documents from the
SAP standard repository to Extended ECM is currently not available.
Therefore, OpenText strongly recommends that you use this integration for
SAP S/4HANA Cloud Essential Edition only in a scenario where no
attachments at all have yet been created.

If you use SAP S/4HANA Cloud Essential Edition with Advanced Compliance
Reporting, you cannot use Extended ECM as CMIS repository in this version.

Prerequisites In your tenant, you activated the Cloud Foundry Environment and create a Space
for Extended ECM.

Note: For more information, also see the S/4HANA Cloud documentation on
help.sap.com (https://help.sap.com/viewer/
f6e70dd4bffa4b65965b43feed4c9429/Cloud/en-US/
21bd2788d7c74c43a399dc13cf452f0c.html).

To switch the document repository

1. Instantiate the Document Integration Service:

a. Click Services > Service Marketplace to open the Service Marketplace.

b. Find the Document Management, Integration Option service.
c. Create a service instance for this service.
d. Generate the service key. Take a note of the data. You will need it in step
Step 5.
2. Create a destination for the repository on Content Server.
3. Generate a JSON Web Token to call the mapping API.
4. Enable the SAP_COM_0597 communication scenario.
5. In the Communications Arrangements app, create a communication
arrangement. Host Name, Auth. Endpoint and Token Endpoint are taken from
the service key, which you created in Step 1.d.
6. In the Manage your Solution app, deactivate the current repository and switch
to the new repository on Content Server:

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 17.8. Configuring the business object type in Content Server

a. Click Configure Your Solution.

b. Filter the Application Area and Sub Application Area for Application
Platform and Infrastructure and General Settings.
c. Find the Attachment Service – Storage Repository Activation and click
Configure.
d. Select the Customer Managed External Repository.

17.8 Configuring the business object type in Content

Server
The configuration in Content Server follows the standard procedures, except for
business object types, which requires a bit different parameters.

Prerequisites You configured the standard items for your specific scenario, like categories or
workspace types. For more information, see “Configuring business workspaces“
on page 49. The category attributes, of course, must correlate with the business
properties the API returns.

Limitations Only a limited number of business objects can be used to create business workspaces
from the OpenText Extended ECM user interface. This selection of business objects
of sales, procurement and finance processes were identified by SAP based on cloud
customer needs. If you need additional ones, please contact SAP.

To configure a business object type for S/4HANA:

1. On the global menu, click Enterprise > Extended ECM > Business Object
Types.

2. Create a new business object type:

For a detailed list of all parameters, see “Configuring business object types”
on page 133. This list only contains the parameters specific to the S/4HANA
integration.

• Name: Enter a meaningful name.

• Business Application: Select the business application for your S/4HANA
Cloud system. You see all business objects of the S/4HANA Cloud system
because you shared the Business Events Subscription.
• Business Object Type: Click Select From Business Application and select
your business object.
• Property Mapping: Before you can create the mapping of business
properties to category attributes, you must enter the S/4HANA webservice
name as described in the next step.

3. Enter the S/4HANA API webservice name in your business object type:

a. Visit the APIs details on api.sap.com (https://api.sap.com) and take a note

of the following:

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• Service name. On the Details page, it is the last part of, for example,
the production URL. In our example of the Product Master API, it is
API_PRODUCT_SRV.

• Collection. On the API Referenced page, find the collection that suits
your purposes.
b. On the Business Object Type page, open the SAP S/4HANA Cloud tab.
c. In Service URL field, enter the service name, you just copied into the .
d. In the Collection field, enter the collection name.
e. Click Apply.

4. Select attributes from the business object.

In the Search Form Attributes area, you see all attributes, or business
properties, which are available on the S/4HANA Cloud system for this business
object. As you might not want to display all of them for the search form, you
can reduce the list. Select an attribute in the left list and click the button to move
it to the right list of Displayed Attributes.

5. Select the event to which you want to listen.

6. Configure business relations:

You can define relations between business objects, either a parent or a child
relationship. To create a relationship, you select the type of relationship, select a
property and the other related business object. It must be part of the
communication scenario. Make yourself acquainted with the API and its
properties to select the correct property.

7. Configure cross-application. For more information, see “Configuring cross-

application workspaces” on page 414.

17.9 Running an initial load

After all configuration is done, you can run a scheduled job to initially create
business workspace for all business objects that are already available in your SAP S/
4HANA Cloud Essential Edition system.

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 17.10. Creating business workspaces with data from S/4HANA

17.10 Creating business workspaces with data from S/

4HANA
You can now start creating business workspaces. You can either create the business
workspace manually, or you create a scheduled processing job. This job must be of
job type Listen to S/4HANA Events and can be scheduled for each business object
type separately. For more information, see “Using Scheduled processing“
on page 275.

17.11 Creating an attachment declaration

Attachments stored based on the GOS document model in SAP S/4HANA Cloud
Essential Edition are published in a folder of the corresponding business workspace.
By default, the attachments are published in the folder CMIS Documents. You can
define your own folder name by creating an attachment declaration and defining an
own document location.

Attachments stored based on the DMS document model don’t require an extra
document declaration. Those documents are displayed via the DMS virtual folder
inside a business workspace. For more information, see “Content Server: Preparing
the workspace template for the related business objects” on page 245.

Important
Do not use attachment declaration to define you own document names. The
document names must remain unchanged, otherwise they may become
inaccessible.

To create an attachment declaration:

1. Create an attachment declaration. For more information, see Section 16

“Configuring document transfer” in OpenText Extended ECM Platform -
Integration and Configuration Guide (EEP-CGI). *** We need to decide whether to
put the detailed information here.

a. On the global menu, click Enterprise > Extended ECM.

b. Click Attachment Declarations.

c. Click the Add Item button .

d. Define the new attachment declaration. Use the cmis:document document

property provider.

2. Map your attachment declaration to the business object type in the business
object type configuration in the section Assignment of external document types
to attachment declaration. For more information, see “Assigning external
document type to attachment declaration” on page 137.

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Chapter 17 Complementing SAP S/4HANA Cloud Essential Edition with Extended ECM for SAP Solutions

17.12 Configuring cross-application workspaces

A cross-application workspace is a business workspace, which contains data from
different business applications and different business objects. These different
business objects are somehow related or even identical and thus justify a single
business workspace.

New: You can now configure cross-application workspaces with S/4HANA

Cloud.

Example: A person is maintained as customer in one business application and as vendor in

another. The cross-application workspace is configured to combine both roles.

To configure a cross-application workspace in S/HANA Cloud:

1. Configure the business workspace type which you want to use in a cross-
application scenario.

2. On the S/4HANA Cloud tab, go to the Cross-Application Relations section.

3. Map the business properties from your S/HANA Cloud system to a business
object in another business application. This business application and the
business object must be configured on your Content Server.

17.13 Viewing the CMIS repository in Content Server

With the first connection between Content Server and the S/4HANA Cloud system,
a repository is created. It has the same name as the connection to the business
application and the user you created earlier.

Important
You must not change the content or structure of the CMIS repository.
Administrators can view it for informational purposes.

To view the CMIS repository:

1. On the Content Server Administration page, select Extended ECM for SAP >
SAP CMIS Repositories.
The volume contains repositories for each S/4HANA Cloud system that is
connected.

2. Click the repository with your system’s name.

You see a structure parallel to the CMIS structure in your S/4HANA Cloud
system.

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Chapter 18
Preparing the Content Server search functionality
for users

Extended ECM for SAP Solutions indexes metadata, which is stored for business
workspaces and added business objects. To make this information available via the
search, Extended ECM automatically creates index regions.

To simplify the search for Content Server items, you can define search slices and
saved queries for a business workspace search or the search for business objects.

To support users in effectively reduce their search to only one specific workspace
type, you create a search slice for each workspace type.

• In Smart View: A selection list contains all search slices. The selected search slice
filters the search accordingly.
• In Classic View: The Search dialog contains a Slices list, which contains, for
example, a slice for the workspace type Customer. Users can reduce the search to
business workspaces of type Customer.

Searchable fields are called index regions within Content Server. The module
automatically creates the respective index regions as soon as the first business
workspace or the first business attachment are created and indexed.

Tip: Technically, a business workspace is created when you create a template,

thus the index regions for business workspaces are created at this time.

Table 18-1: Automatically created regions

Name Display Name / Description

For business workspaces

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Name Display Name / Description

XECMWkspLinkRefTypeID Workspace Type
XECMWkspLinkSAPObjectComplete Business Object Reference
XECMWkspLinkSAPObjectKey Business Object Key
For business references
XECMRefLinkComment Reference Comment
XECMRefLinkCreateDate Reference Creation Date
XECMRefLinkCreatedBy Reference Created By (ID)
XECMRefLinkCreatedBy_FullName Reference Created By (Full Name)
XECMRefLinkCreatedBy_Name Reference Created By (Login Name)
XECMRefLinkRefTypeID Reference Business Object Type
XECMRefLinkSAPObjectComplete Reference Business Object Type with
Reference
XECMRefLinkSAPObjectKey Reference Business Object Key
XECMRefLinkSAPObjectName Reference Business Object Name

As a prerequisite for the search by search slices, the XECMWkspLinkRefTypeID field

must be queryable.

To make a field queryable:

1. On the Content Server Administration page, select Search Administration >

Open the System Object Volume > Enterprise Data Source Folder.

2. From the function menu of the Enterprise Search Manager object, select
Properties > Regions.

3. Select Queryable for the XECMWkspLinkRefTypeID field.

18.1 Configuring the search in related business

workspaces
You can configure the search so that users not only can search documents in the
current workspace but also search in related workspaces. For this, users have two
different starting points:

Related Business Workspaces folder

This folder displays business workspaces that are related and fulfill certain
criteria.
You configure the search options for this type of folder in Content Server
Administration > Search Administration > Configure Search Location
Modifiers > Follow Business Workspace Relationships.

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 18.2. Indexing documents and other items with business workspace attributes

For detailed information, see “Displaying related business workspaces in a

folder” on page 127.
Business Workspaces
For each business workspace type, you can configure the search behavior and
the options of the Search From Here box.
If enabled, the related workspaces search follows all related items that are
configured in the Related Items sidebar widgets for this business workspace
type.
For detailed information, see “Creating a workspace type” on page 65.

18.2 Indexing documents and other items with

business workspace attributes
Content Server items like documents, folders, or tasks in a business workspace
usually do not have the same categories and attributes as business workspaces. For
each workspace type, you can decide if items within a business workspace will be
indexed with the attributes of the business workspace. With the re-indexing feature
enabled, a search for attributes not only finds business workspaces but also the other
indexed items.

Attributes that were changed in the business workspace are propagated to the sub-
items to ensure clean data. Because of this feature as well as for performance reasons
you should prefer indexing over metadata inheritance in document templates.

You enable indexing for each business workspace type, and you select which items
are to be indexed. After changing the indexing setting, it may be necessary to re-
index documents.

To enable indexing and to select, which items to be indexed:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Workspace Types and edit a workspace type.
3. In the Indexing Settings section, select Enable the indexing of category
attributes .... Click Apply.
4. Click Configure indexable subtypes.
5. From the list of all available Content Server object types, select the object types
that you want to be indexed with metadata from the business workspace. A
typical list could contain the following:

• Folder
• Shortcut
• Generation
• URL
• Task List
• Task

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• Email
• Document
• Business Workspace

To start the indexing process:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Workspace Types and open a workspace type.

3. Find a workspace type where the Indexing Status is Re-indexing required.

4. From the function menu of the workspace type, select Schedule for Re-
indexing.

5. Select Run in test mode without indexing to see how many documents need re-
indexing.

Tip: Run the test mode first to estimate the impact of the indexing process
on Content Server performance.

6. To start the re-indexing, clear the Test run option and click Start.

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 18.3. Creating a search slice for business workspaces

The re-indexing process is scheduled. You can monitor the actual indexing
progress on the Content Server System page.
Click the respective link on the current window to go to Content Server
System, then click Enterprise Data Source Folder > Enterprise Data Flow
Manager. You can monitor the processing in the Interchange Pools section.

18.3 Creating a search slice for business workspaces

To create a search slice for a certain workspace type:

1. Find the ID of the workspace type:

a. On global menu, click Enterprise > Business Workspaces.

b. Click Workspace Types and open one of the workspace types.

c. The URL in the browser’s address field now shows a string that contains
the parameter ID_CFG, for example, ReferenceTypeEdit&ID_CFG=1.

d. Make a note of the value, in this example, 1.

2. From the Content Server menu, select Tools > Search.

3. From the Look For list, select Complex Query. Then create a complex query
and specify as search criterion: XECMWkspLinkRefTypeID:<ID_CFG value>.

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4. Optionally, add more filter criteria.

5. Click Save as Slice and enter a name. The slice is saved to the Slice Folder.

6. Set the permissions for the created slice to make it available for the respective
users.

18.4 Creating a search form for business attachments

In the business attachments widget, users can search for Content Server items, which
they want to add to the business object. You can provide saved queries, which
already reduce the search criteria to a necessary set.

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 18.4. Creating a search form for business attachments

To create a saved query:

1. Log on as a user with business administrator rights.

2. In Classic View, from the global menu, select Tools > Search.

3. Design your search. You can use categories, locations, or system attributes, for
example, only a certain Content Server item type. If you reduce the search to a
certain Content Server item type, this item type must be enabled for business
attachments. For more information, see “Configuring the adding of business
objects to Content Server items” on page 194.

4. Click Save Search Query. Enter a name and a description and save the search
form to the Content Server Saved Queries Volume.

Tip: You can define multilingual names and descriptions. Click

Multilingual values to add the names.

5. From the menu, select Enterprise > Business Workspaces > Saved Queries
Volume and find your new search form.

6. From the function menu of the search form, select Make Custom View Search.

7. Click Save.
Users with sufficient permissions can now use the simple search.

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18.5 Configuring a simple search for Classic View

Simple searches are predefined and saved queries that help users to find a business
workspace or create shortcuts more easily, both in Content Server Classic View and
in Enterprise Connect.

Users can use those templates where they have sufficient permissions.

Users find simple searches in the following places in Content Server:

Smart View

• On the business attachment widget when they want to add a business

attachment.

Classic View

• On the global menu with menu option Business Workspaces > Search.

• In the target browse window when users copy or move a Content Server item.

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 18.5. Configuring a simple search for Classic View

• Extended ECM: When users add a business relationship and search for the
related business workspace. For more information, see Section 4.7 “Creating a
relationship between business workspaces” in OpenText Extended ECM for SAP
Solutions - User Guide (ERLK-UGD).

Tips

• Simple searches are based on the Content Server concept of Custom View
Searches.
• Simple searches can be multilingual, so a search form can have different
names per language.

To create a simple search:

1. Go to Tools > Search to create an advanced search. For more information about
advanced search options in Content Server, see the Content Server online help.

Tips

• To find only business workspaces, you can use the system attribute
Content Type.
• To find only business workspaces of a specific template, you can use
the system attribute Business Workspace Template ID.

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2. Click Save Search Query. Enter a name and a description and save the search
form to the Content Server Saved Queries Volume.

Tip: You can define multilingual names and descriptions. Click the Click
to edit multilingual values button to add the names.

3. From the menu, select Enterprise > Business Workspaces > Saved Queries
Volume and find your new search form.

4. From the function menu of the search form, select Make Custom View Search.

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 18.5. Configuring a simple search for Classic View

5. Configure the search as desired. In the Options section, add the title and a
description for this simple search.
Click Save.
Users with sufficient permissions can now use the simple search.

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Chapter 19
Managing authorization

Permission definitions on Content Server can either apply to the whole Content
Server system or to individual Content Server items.

Important
For a detailed discussion of authorization concepts on different levels, see
OpenText Extended ECM for SAP Solutions - User Management and Access Control
Scenarios (ERLK-CUM).

• System wide: Object privileges define who can create items of a specific type;
usage privileges define who can perform specific actions. For more information,
see Section 6.1 “Defining general restrictions on Content Server” in OpenText
Extended ECM for SAP Solutions - User Management and Access Control Scenarios
(ERLK-CUM).
• On item level: Content Server permissions, security clearance. Content Server
permissions define access to each item, typically using groups. Permissions can
be inherited. For more information, see Section 6.2 “Defining item level
permissions on Content Server” in OpenText Extended ECM for SAP Solutions -
User Management and Access Control Scenarios (ERLK-CUM).
• On workspace level: Business policies are generated from SAP authorization
profiles. They restrict access to a workspace and its subitems.

Note: For general information, see OpenText Extended ECM for SAP
Solutions - User Management and Access Control Scenarios (ERLK-CUM).
For information on detailed subjects, see the following:

– “SAP: Exporting authorizations” on page 428 and “Opening the policies

volume” on page 430
– “Configuring the creation of business workspaces” on page 136,
Mapping of Business Properties section
“Mapping business properties to category attributes” on page 138
– “Defining permission handling for business workspace templates”
on page 118

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Chapter 19 Managing authorization

19.1 SAP: Exporting authorizations

An SAP profile restricts access to transactions and objects via authorization object
fields. To use this functionality also in Content Server, the SAP profiles are exported
to policies in Content Server. This ensures that only authorized users have access to
business workspaces.

Before you export the SAP authorization objects, you must create an appropriate
field mapping; each field of the authorization object that should be included in the
policies must be mapped to a Content Server category attribute. For more
information, see Section 3.17.2: “Configuring the creation of business workspaces”
on page 136 and “Mapping authorizations in SAP” on page 151.

For information about the overall process and all relevant activities, see Section 7
“Using SAP authorizations to restrict workspace access (optional)” in OpenText
Extended ECM for SAP Solutions - User Management and Access Control Scenarios
(ERLK-CUM).

Notes

• 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 CRM system restrict access to the created workspaces. The user can see the
business workspace because the policy created from the SAP ERP system gives
access.
• Error handling has changed. When multiple SAP users are impersonated to
the same Content Server user in the impersonation BAdI, the following
applies:

– The policy report accepts the first SAP user and ignores all the remaining
users
– The policy report contains detailed information about the SAP user to
which the policy is applied along with its corresponding Content Server
user and the policy details
– The policy report shows the details of ignored SAP users.

To export roles:

1. Make sure that in the Business Object Declaration activity of the SAP IMG the
fields that are used to restrict access are mapped to corresponding attributes of
a Content Server category, for example Sales Organization. For more
information, see “Mapping authorizations in SAP” on page 151.
2. Enter /n/OTX/RM_WSA_POL to start the report.

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 19.1. SAP: Exporting authorizations

3. Specify the following options:

Object Type, Role, Profile, User

Filter the data according to object type, role, profile and user.

Tip: If you want to assign the policies to users with the Grant Policies
option, set the filter so that only users which also exist in Content
Server are included.
Delete existing Policies
Select this checkbox to delete all existing Content Server policies and
assignments to users before setting new ones.

Caution
Select the Delete existing Policies option only if you want to reset
all policies and assignments.

Grant Policies
Select this checkbox to assign the generated policies to Content Server users.
As an alternative, you can assign policies to Content Server users manually
in Content Server.
Overwrite granted Policies
Select this checkbox to combine the prior deletion of policy assignments
with the creation of new assignments.

4. Click Execute.
The authorization mapping is transferred to the Content Server.

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Note: For the respective business objects, you must enable the use of policies
for the workspace type in Content Server (Policies Enabled checkbox); see also
“Creating a workspace type” on page 65.

19.2 Opening the policies volume

After you have exported the SAP roles to policies in Content Server, the policies are
stored in a volume that you can view.

To browse the policies volume:

1. On the Content Server Administration page, click Extended ECM > Open
Policies Volume.
The Content Server Policies page displays the global policies volume with the
SAP policies that are applied to the business workspaces. The policies are
grouped in folders; there is one folder for each business object declaration.

2. To display the properties for each policy using the Properties functions menu:

• The General tab displays general Content Server information.

• The Specific tab displays the information, which SAP system and client
created the policy.
• The Authorizations tab displays attributes that are used to grant access.
• The Users tab displays users assigned to the policy.

To assign policies manually to a user:

1. From the Content Server main menu, select Enterprise > Users & Groups.

2. Find the user to which you want to grant policies and click Edit in the Actions
column.

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 19.2. Opening the policies volume

3. On the General tab, in the Policies granted field, add the policies you want to
grant the user.

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Chapter 20

Mapping SAP roles to OTDS groups or Content

Server groups

In Content Server, permissions define who can access a business workspace.

Typically, this is handled with groups to which the users are assigned. Content
Server users and groups are managed in Directory Services (OTDS).

You can fill OTDS groups with users from the SAP system depending on their role
assignment. The OTDS users and groups are synchronized to the Content Server
groups.

For the mapping, you create the OTDS groups in a separate non-synchronized
partition. You configure the Content Server resource in OTDS, define the partition
and a mapping in the SAP system, run it and configure events. Permissions for
groups in Content Server must be defined separately by the Content Server
administrators. For information about all relevant settings, see Section 8 “Mapping
SAP roles to groups” in OpenText Extended ECM for SAP Solutions - User Management
and Access Control Scenarios (ERLK-CUM).

Note: For earlier versions, a Solution Accelerator was available for the
mapping of SAP roles to Directory Services groups. If you have been using this
Solution Accelerator, you can either stay with your former implementation or
switch to the new implementation. If you want to switch to the new
implementation, copy the mapping from the Solution Accelerator table to the
product table.

20.1 Defining the user partition for group mapping

OTDS groups All users that you want to add to an OTDS group must be in one single partition.
When adding a user to an OTDS group, the defined partition is appended to the SAP
user name. This requires that there is a one-to-one relationship of users in SAP with
users in OTDS.

For more information about setting up user mapping, see Section 3.2.3.1 “One-to-one
user mapping without impersonation” in OpenText Extended ECM for SAP Solutions -
User Management and Access Control Scenarios (ERLK-CUM).

Note: The OTDS group can be in a different partition which must be non-
synchronized.

Content Server For Content Server groups, the partition is only appended if OTExternalID2,
groups OTExternalID3, or OTExternalID4 is defined as _NAME_ attribute. In this case,
define the partition.

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Chapter 20 Mapping SAP roles to OTDS groups or Content Server groups

To define the partition:

1. In the IMG, navigate to the OpenText Extended ECM for SAP Solutions >
Infrastructure > Maintain Extended ECM Connections activity, and then click
Execute.

2. Select the connection in the list, and then click Change.

3. In the OpenText Directory section, in the Partition field, enter information

according to your scenario:

• When synchronizing SAP roles to OTDS groups, enter the partition name.
• When synchronizing SAP roles to Content Server groups or business
policies, do the following:

– With a non-synchronized partition, enter the partition name in the

partition field.
– With a synchronized partition, fill the partition field as follows:

_NAME_ Resource Mapping Partition_ field_

oTExternalID1 Leave empty
oTExternalID2 Domain name
oTExternalID3 Partition name
oTExternalID4 NetBIOS domain name

Tip: To find the OTDS attribute value for the _NAME_ resource
attribute, go to Directory Services Integration Administration >
Configure Directory Services > Resources > Properties (for
Content Server) > User Attributes Mappings.

20.2 Configuring SAP group mapping

You can add SAP users to either an OTDS group or a Content Server group by using
an SAP transaction. The assignment is based on the assignment of the user to an SAP
role. In addition, you can also define that other users are removed from the OTDS or
Content Server group during the mapping so that the OTDS or Content Server
group only contains users that are currently assigned to the specified SAP role (strict
group membership).

Note: For information about all relevant settings, see Section 8 “Mapping SAP
roles to groups” in OpenText Extended ECM for SAP Solutions - User Management
and Access Control Scenarios (ERLK-CUM).

Mapping to OTDS groups: You must be an administrator of the partition and a

member of the otdsreadonlyadmins group in OTDS to start the mapping
transaction.

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 20.2. Configuring SAP group mapping

Mapping to Content Server groups: You must be a at least a member of the

otdsreadonlyadmins group to start the mapping transaction. In Content Server, you
must have the permission to create, modify and delete groups and users.

To configure and run the mapping:

1. Start the /OTX/RM_RO_TO_GRP transaction.

2. Enter the connection ID. If only one connection is configured, this step is not
necessary.
3. Select where you want to map the roles to, an OTDS group or a Content Server
group.
4. Click Execute.
5. Enter the following:

• SAP Role: Enter the name of the SAP role.

• OTDS Group ID: Enter the ID of the OTDS group including its partition, for
example GroupForMapping@NonSynchronizedPartition. For each OTDS
group, you can only define one mapping. You can only map one SAP roles
to one OTDS group.
Content Server Group Name: Enter the name of the Content Server group.
If this group does not yet exist, it will be created.
• Strict Group Membership: If you do not select this option, the SAP users are
added to the existing members of the OTDS or Content Server group.

Warning
If you select the Strict Group Membership option, you delete all OTDS
or Content Server users from the group, who are not also members of
the SAP role. Only OTDS or Content Server users, who have an
equivalent in the SAP role remain in that group.

6. Click New to add a new row to the table.

7. Define the settings for all roles that you want to map to OTDS or Content Server
groups, respectively.

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Chapter 20 Mapping SAP roles to OTDS groups or Content Server groups

8. Click Test Mapping.

9. In the list, check how the users are added or removed to OTDS or Content
Server groups, respectively.

10. If the mapping is correct, click Start Mapping.

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Chapter 21
Auditing

You have the following auditing options for Extended ECM for SAP Solutions:

• ArchiveLink auditing
Relevant to all ArchiveLink operations in SAP, e.g. in the GOS attachment list.
• Content Server auditing
Relevant to business workspaces and Content Server operations.
• DocuLink auditing
Relevant to all DocuLink operations.
• License Cockpit auditing
Relevant for all operations during license measurement

Auditing is dependent on the authentication of an SAP user on Content Server.

There are the following options:

• Same user in SAP and on Content Server (default)

• Impersonated user

ArchiveLink communication is always performed with a special system user. For

more information, see Section 4.1 “The SAP ArchiveLink interface” in OpenText
Archiving and Document Access for SAP Solutions - Scenario Guide (ER-CCS). Thus, if
you wish to have an audit that includes auditing information about the operations
Create Document, Display Document, Delete Document, use the SAP ArchiveLink
auditing. The following transactions are relevant:

• OAG1: Archive Link Basic Settings: Select the ArchiveLink Logging check box.
• OALOGCUST: Customize ArchiveLink Logging: Define what should be logged.
• OA_LOG_VIEW_DOC: Display Application Log for Documents: Selection and
display report (Authorization for S_WFAR_LOG authorization object required for
display).

The entries are written into the TOALOG table.

To monitor user actions in DocuLink for certain projects and attribute objects, you
can specify a protocol in customizing. These actions are saved in the protocol table /
IXOS/DC_TBPROT. For more information, see Section 21.3 “Administrating the
protocol tables” in OpenText DocuLink for SAP Solutions - Customizing and
Administration Guide (DC-CGD).

In Content Server, you can enable audits for ArchiveLink records:

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Chapter 21 Auditing

• Open the following page: Core System – Feature Configuration > Event
Auditing > Set Auditing Interests.
• Select the following items: AL Create, AL Read, AL Update.

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Chapter 22
Performing license measurement

With the Extended ECM for SAP Solutions license measurement, you assess the
number and types of users who are working with an SAP system and Extended
ECM for SAP Solutions. License measurement for Archiving and Document Access
and Extended ECM for SAP Solutions can be integrated in the SAP license
measurement Global License Audit System (GLAS). With this information, you can
align your contract with SAP or OpenText to meet your requirements more
accurately.

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Chapter 22 Performing license measurement

22.1 Technical overview

Figure 22-1: License Measurement Overview

Extended ECM for SAP Solutions license measurement consists of the following
parts:

Measurement on the SAP system

Measurement on the SAP System is based on a business role with the J_6NLC_
TYP authorization object and an appropriate license type. Business roles with
this authorization object are then evaluated based on their license type related to
the product and depending on the degree of usage.
Important
The authorization object J_6NLC_TYP is not used to grant access
permissions.

Measurement on Content Server

Users and groups are assigned a license type that reflects their quantity of usage.
A privilege is used to count on how many days a user accesses business
workspaces. The license type along with the number of days on which this user
accessed a business workspace in Content Server are passed to the SAP system
where the data is consolidated and presented.

Note: A user is not locked, if the actual days of usage exceed the number
of days that are covered by the assigned license type. This mismatch is
noted in the license report.

The following license types are available, depending on whether they are sold by
SAP or OpenText.

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 22.1. Technical overview

Table 22-1: License types

Type Description
Licenses sold by OpenText
OXECMF OpenText Extended ECM for SAP – Professional User
OXECMO OpenText Extended ECM for SAP – Occasional User
OXECMB OpenText Extended ECM for SAP – External B2B User
OXECMC OpenText Extended ECM for SAP – External B2C User
OXECMN OpenText Extended ECM for SAP – Non-SAP User
ODOCF OpenText Document Access – Full Named User
ODOCW OpenText Document Access – Web Named User
ODOCO OpenText Document Access – Occasional User
OARCF OpenText Archiving – Full Named User
OARCW OpenText Archiving – Web Named User
OARCO OpenText Archiving – Occasional User
Licenses sold by SAP
SXECMF SAP Extended ECM by OpenText – Named User
SXECMO SAP Extended ECM by OpenText limited access option
SAP Document Access by OpenText – User: Business Expert, Ltd.
SDOCF
Professional
SAP Document Access by OpenText – User: Employee, Employee Self
SDOCW
Service (ESS) User
SARCF SAP Archiving by OpenText – User: Business Expert, Ltd. Professional
SAP Archiving by OpenText – User: Employee, Employee Self Service (ESS)
SARCW
User
SARCF2 SAP Archiving by OpenText
SARCO SAP Archiving by OpenText limited access option
SDOCF2 SAP Document Access by OpenText
SDOCO SAP Document Access by OpenText limited access option

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Chapter 22 Performing license measurement

22.2 Prerequisites
To use the Extended ECM for SAP Solutions license measurement, you must do the
following:

1. On the SAP system, create roles for each license type that you need with the
authorization object and appropriate license type, and assign them to the users.
2. In Content Server, assign the appropriate license type to the users of Extended
ECM for SAP Solutions. For example, a user who rarely needs to work with
business workspaces needs a different license than users that daily work with
business workspaces.

22.3 Preparing license measurement on the SAP

system
To prepare your SAP system for license measurement of OpenText products and
integrate into SAP System Measurement (transaction USMM), you must maintain
system measurement tables. You must also create special business roles that contain
an authorization object for measurement.

22.3.1 Setting up users for measurement

You need the following users for license measurement with the respective
authorizations objects.

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 22.3. Preparing license measurement on the SAP system

User type Authorization objects

User who runs license measurement on and • S_TCODE
for the local system
TCD = /OTX/LICENSE, SLG1, SM36,
SM37
• S_BTCH_JOB
JOBACTION, JOBGROUP
enabled to your requirement
• S_GUI
ACTVT = 61
to enable generic ALV functions for /
otx/license
• S_USER_GRP
ACTVT = 03
CLASS = *
to fully use transaction /otx/license
and its function (see also documentation
for transaction USMM)
• S_APPL_LOG
ACTVT = 03, 06
ALG_OBJECT = /OTX/CL
ALG_SUBOBJ = /OTX/CL, /OTX/CL_
RM
to enable the user to read the application
log
• S_BDS_DS
ACTVT = 03
CLASSNAME = DEVC_STXD_BITMAP
CLASSTYPE = OT
to allow access to images inside the PDF
output of the license report
Communication user who is called via RFC • S_RFC
from a central license measurement system
ACTVT = 16
RFC_NAME = CL_TRANS, RM_LIC_RFC
RFC_TYPE = FUGR
to allow this user to call the RFC enabled
functions of these function groups

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User type Authorization objects

User who runs license measurement on the All of the above and the following:
central license measurement system which
• S_ICF
calls remote SAP systems
ICF_FIELD = DEST
ICF_VALUE = <value of field
Authorization for Destination in
the RFC destination>
• S_RFC_ADM
ACTVT = 03
The other fields may differ depending on
how restricted your setup your
environment.

user who runs a license measurement needs a business role with the following
authorization objects:

To set up a user for measurement:

1. Start transaction pfcg to assign the authorization role.

2. Create a role for a user who runs license measurement according to the
information given in the table above.

3. On the systems which are called via RFC, create a role for communication users
who are called via RFC from a central license measurement system.

22.3.2 Maintaining measurement tables

OpenText provides three function modules for the integration into SAP System
Measurement:

• /OTX/CL_GLAS_DOCUMENT_ACCESS – integration function for Document

Access
• /OTX/CL_GLAS_ARCHIVING – integration function for Archiving
• /OTX/RM_LIC_GLAS_XECM – integration function for Extended ECM

The function modules provide the following:

• Writing status, warning and error messages to application log object SLG1.
If validation issues have been found, this shows as a warning message in the log
of each function. You then must check the more detailed license report in
transaction /otx/license.
• Each function module contains an external ID referring to the related application/
product.
• The function modules call a central method of the OpenText license evaluation to
calculate the license counts.

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 22.3. Preparing license measurement on the SAP system

To maintain SAP System Measurement tables:

• Start transaction SM30 to add the following tables:

TUAPP (Applications for System Measurement)

Add entries for OpenText applications to the TUAPP table.

Important
Add the following entries only if you purchased your licenses from
SAP. If you purchased your licenses directly from OpenText, set Call?
= false for all these entries.

App. Version Name of Function PeriodType Call?

Application module
name
1140 0 SAP /OTX/ No period true
Archiving CL_GLAS_ assigned
by ARCHIVIN
OpenText G
1144 0 SAP /OTX/ No period true
Document CL_GLAS_ assigned
Access by DOCUMEN
OpenText T_ACCESS
1154 0 SAP Ext. /OTX/ No period true
Enterprise RM_LIC_G assigned
Content LAS_XECM
Mgmt by
OT

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TUUNT (Units for System Measurement Objects)

Add the following units for the measurement of OpenText applications to
the TUUNT table.

Unit Measurement
1140 OT: Licensed User: Buss. Expert, Ltd Pro
1141 OT: Licensed User: Employee, ESS User
1144 OT: Licensed User: Buss. Expert, Ltd Pro
1145 OT: Licensed User: Employee, ESS User
1152 OT: User limited access option
1154 OT: User

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 22.4. Preparing license measurement on Content Server

22.4 Preparing license measurement on Content

Server
On Content Server, you must do the following to enable license measurement:

• Assign a license type to a user or a group

• Grant the permission to access business workspaces

• For the authentication of this connection, OTDS is required.

To assign a license type to a user or group in Content Server:

1. In Content Server Administration page, click Enterprise > Users & Groups to
open the Content Server user management.

2. Find the user or group that you want to edit.

3. From the Extended ECM License list, select a license type.

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Note: If there are conflicting license assignments for users because one of
their groups has a different type, the most comprehensive license type is
counted.

To grant usage privileges for licensing:

Only users with the Access Business Workspaces privilege can access business
workspaces. Each time a user with this privilege accesses business workspace is
counted for the license measurement.

1. On the Content Server Administration page, click Core System – Feature

Configuration > Usage and Transaction Privileges.

2. Edit the restrictions for the usage privilege Extended ECM Operation > Access
Business Workspaces (Mandatory for Licensing) according to your license
model. Mismatches between granted privileges and license type assignment are
displayed in the report.

22.5 Running license measurement

OpenText License Management provides different modes in which you can
configure and run the measurement. If necessary, you can switch between these
modes during configuration.

Note: The SAP administrator who runs the license measurement must have the
following business administrator’s usage privileges in Content Server.

1. Business Administration Extended ECM to set up the licensing scenarios.

2. License Metering to view the Content Server license report.

Standard Mode
Use the standard mode for a simple scenario:

• The SAP client on which you run the license dashboard is the only system
that is being measured.

• The Content Server instance that is being measured is customized in the IMG
activity OpenText Extended ECM for SAP Solutions > Infrastructure >
Maintain Extended ECM Connections. You can select a Content Server if
more than one is configured.

Expert Mode
Use the expert mode for a system measurement of more than one SAP client and
possibly more Content Server installations.
You can use expert mode to include all Content Server instances that are
connected to a remote SAP system.

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 22.5. Running license measurement

22.5.1 Running in standard mode

Standard mode only uses the SAP system on which you started the license
measurement. All other SAP servers that you might have configured in expert mode
will be deactivated.

To run license measurement in standard mode:

1. Start transaction /OTX/LICENSE.

OpenText License Measurement Cockpit starts in standard mode.

2. Maintain OpenText Archives on this SAP Server

In the list of content repositories on this SAP server, you can select which
repository is used as an OpenText Archive. Access permissions for the
OpenText archives are used to validate license types. This setting is valid for all
clients on this server.

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Note: OpenText Archives must be maintained on each remote SAP system

that you include in your measurement.

This section is only visible if Extended ECM is installed and Connection IDs are
maintained in the IMG activity.
Save your settings.

3. OpenText Products Sold by SAP That Have Been Licensed: Select if you
licensed OpenText Employee File Management (EFM) or OpenText Travel
Receipts Management for SAP Solutions (TRM). When you selected an option,
DocuLink projects that are recognized as EFM or TRM projects are ignored
when validating access permissions to DocuLink. In any case, TRM or EFM
DocuLink projects are listed in the license report.

Note: These licensed OpenText products must be maintained on each

remote SAP system that you include in your measurement.

Save your settings.

4. Include OpenText Content Server: Select an option from the list of available
Content Servers. This list contains entries that are maintained in the IMG
activity OpenText Extended ECM for SAP Solutions > Infrastructure >
Maintain Extended ECM Connections.
Save your settings.

5. Click Start License Measurement and confirm the creation of the background
job.
The Status section informs you about the status of the measurement. Click
Refresh to update the status. If the measurement was performed without errors,
click Display Latest License Report to view the report.
For more information, see “Understanding the consolidated measurement
results” on page 456.

22.5.2 Running in expert mode

You can use expert mode if you want to include other clients on the same SAP
system or remote SAP systems into the measurement. These SAP systems are
connected via RFC. Content Servers that are connected to these SAP systems can
also be included in the measurement.

In expert mode, you have the following options how license data is retrieved for
consolidation:

• Direct transfer through RFC connection. The remote system must be available
during the measurement.
• Export an XML file from the remote SAP system and import it to the license
measurement cockpit inbox. Use this option if the remote system is not available
during measurement. You can either create and export file manually on the

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 22.5. Running license measurement

remote system, save it to a disc, and then upload it to the measuring system, or
you can retrieve the export file through the RFC connection. In both cases, you
must make sure that the age of the retrieved license data does not exceed the
maximum age that you set for license data.
• Content Server connected to an SAP system.

To run license measurement in expert mode:

1. Start License Measurement Cockpit with transaction /OTX/LICENSE.

OpenText License Measurement Cockpit starts in standard mode.
2. Click Change to Expert Mode.
Click Always Start in Expert Mode if you want this option.
3. Maintain OpenText archives and product exclusions.
On the Preparation of SAP System tab, you can identify OpenText archives and
define which products you want to exclude from measurement.

a. Maintain OpenText Archives on this SAP Server

In the list of content repositories on this SAP server, you can select which
repository is used as an OpenText Archive. Access permissions for the
OpenText archives are used to validate license types. This setting is valid
for all clients on this server.

Note: OpenText Archives must be maintained on each remote SAP

system that you include in your measurement.

This section is only visible if Extended ECM is installed and Connection IDs
are maintained in the IMG activity.
Save your settings.
b. OpenText Products Sold by SAP That Have Been Licensed: Select if you
licensed OpenText Employee File Management (EFM) or OpenText Travel
Receipts Management for SAP Solutions (TRM). When you selected an
option, DocuLink projects that are recognized as EFM or TRM projects are
ignored when validating access permissions to DocuLink. In any case, TRM
or EFM DocuLink projects are listed in the license report.

Note: These licensed OpenText products must be maintained on each

remote SAP system that you include in your measurement.

Save your settings.

4. Define systems that you want to measure
On the Server and Inbox Measurement tab, you maintain all SAP systems and
Content Servers that are part of your system landscape and that you want to
measure. For each measurement, you can decide which systems you want to
include in that run. You can activate systems that are currently used and
deactivate systems that you currently do not need.

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Note: If there are no active or inactive SAP systems maintained, at least

the SAP system from which you are running the license measurement will
be entered after a refresh.

Server is an SAP system

Server is a Content Server connected to the SAP system

View active / inactive systems

Toggle between active and inactive SAP clients and Content Severs

Activate / deactivate
Activate or deactivate an SAP client or a Content Server. Inactive systems
are only visible in the list of inactive systems. They are not deleted,
though. Measurement data that has been uploaded to the inbox for that
system, is invisible when the system is inactive. It is available again once
you activate the system.

New system
Create a system connection manually. Alternatively, create a destination
through an RFC destination.
For this, you need the following information. Most of the SAP related
information are available in transaction SLICENSE. Content Server related
information are taken from the Maintain Extended ECM Connections
IMG activity.

• SAP system number, installation number, hardware key, and client

• Server type C for Content Server or S for SAP system
• If the system type is C, provide the Connection ID as configured in the
IMG of that system as well a connection information and the RFC
destination.

New system with RFC connection

Add an SAP server or Content Server through an RFC destination.
You can use transaction SM59 to define a new RFC connection with
connection type 3.
If you entered an empty RFC destination, it will be replaced by RFC
destination NONE, which connects to the current SAP client.

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 22.5. Running license measurement

Edit entry
Edit an entry.

Set maximum age

Set the tolerable age in days of the uploaded measurement data. Data that
is older than this age, is not included in the measurement. This also
applies to manually uploaded data.

Change RFC destination

Change the RFC connection for one or more active systems

Delete selected entries

Delete a system entry. You can only delete inactive systems. Deleting an
inactive system also deletes corresponding data from the inbox.

5. Provide measurement data.

You can define how the measurement data is provided by the active systems:

• Automatic file transfer: An export file must be prepared on the remote

system. It must not be older than the maximum age you defined. The remote
system must be available and connected. The export file will then be
transferred to the inbox.
• Manual file transfer: The remote system must be in the list of active systems.
An export file must be prepared on the remote system. It must be exported
and it must be available on a disk or file system.

Enable or disable RFC connection

Enable or disable automatic import of measurement data during the
license measurement. You can disable an RFC connection for a
measurement and use manually imported license data from an exported
XML file instead. Nevertheless, the system must remain active in License
Measurement Cockpit. Only active systems are included in a license
measurement, regardless of the status of the RFC connection.

Upload from file system

Select an active system and upload a file with measurement data to the
inbox of the License Measurement Cockpit. The remote system needs not
be connected through RFC connection. You must have exported the
measurement data first on the remote system. For more information, see
“Creating an export file with license data” on page 455.

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If the uploaded measurement data origins from a Content Server,

you must upload two files in a specific order. The file type is part of
the file name, if you did not change the name during export.
1. File of file type CL
2. File of file type CU

Upload via RFC

Select an active system and import measurement data to the inbox of the
License Measurement Cockpit. The remote system must be connected
through RFC. This action is implicitly carried out when you start a license
measurement run. You can use this manual step for a better monitoring.

Export to file system

Create an export file with license measurement data. For more
information, see “Creating an export file with license data” on page 455.

6. Start License Measurement

a. Click Start License Measurement.

b. Confirm that you want to start a background job for this. While the
background job is running, License Measurement Cockpit is locked for
other activities.
You can use transaction SM37 to monitor the background job. The status of
the background job is also displayed in the title bar of the inbox.

c. Click Refresh to refresh the status.

7. View measurement results.

After the measurement run is finished, you can view the result.

a. Click Display Latest License Report to open the latest report in PDF
format.

Note: This is not necessarily a report of the most recent measurement

if this ended with errors. It is the report of the last measurement that
ended without errors.

b. Open the Status and Results tab to view a consolidated measurement

grouped by license type. For more information, see “License types”
on page 441. You can print the table, save, export or send it .

c. Open the Consolidated Users tab to view a consolidated list of users from
all systems. For more information, see “Understanding the consolidated
measurement results” on page 456.

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 22.6. Creating an export file with license data

22.6 Creating an export file with license data

If you want to measure a system that will not be available through an RFC
connection during the actual measurement, you can export the measurement data
from that system to a file and then import this file to the measuring system.

When you create the export file, the remote system must be available through an
RFC connection. The export file will first be uploaded to the inbox and then can be
saved to the local file system.

File types – Measurement data for an SAP system consists of one XML file of file
type SA. Measurement data of a Content Server consists of two files: Content Server
license info of file type CL and Content Server users list of file type CU.

Tip: If the measured system has no connection to the system where you are
going to do the actual measurement, and you cannot create the export file from
remote, you can do the following: In the License Measurement Cockpit of the
measured system, create an entry for an active SAP Client, and then create the
export file and save it to the file system or portable disk. Then import it to the
inbox of the measuring system.

To export a license measurement file:

1. Start License Measurement Cockpit with transaction /OTX/LICENSE.

License Measurement Cockpit starts in standard mode.

2. Click Change to Expert Mode.

3. Select the system, for which you want to create the export file.

4. Click Start License Measurement. License measurement must end without

errors before you can export the file.

5. On the Servers and Inbox for Measurement tab, click Export to File
System.

6. Click Yes to confirm the export.

The export file is created and uploaded to the inbox of the License Measurement
Cockpit. A message box informs you about it.

7. After the import, select a directory to save the export file to.
If you exported measurement data from a Content Server, two files are saved:
First a file of file type CL with the Content Server license, and immediately after
that a file of file type CU with user information.

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22.7 Understanding the consolidated measurement

results
You can view the results of the license measurement on different levels:

Overview list
On the Status and Result tab, you see the results of the consolidated measurement.
Total number or users, grouped by license type.

Compressed list
On the Consolidated Users tab, you see the Compressed User List of
Consolidation. Users from the measured systems are grouped to unique ID's and
properties. Duplicate users were identified by matching login names. Partition
suffixes of Content Server logins are ignored so that they match the SAP user IDs.

Example: User login on the SAP system is PETER, and user login on Content Server is
peter@partition. Both logins are consolidated into one count.

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 22.8. Understanding and resolving licensing issues

The yellow status icon indicates inconsistencies or mismatches in license type

assignment. For more information, see “Understanding and resolving licensing
issues” on page 457.

Column Count of grouped user IDs contains the number of different logins from
the measured systems that were mapped to one entry in the compressed user list.

Complete list
Click Change view and select Grouped users to view the Complete User List of all
Measured Systems.

Important
If the source system is an SAP Client users with classification types T for
technical users and X for specifically excluded users were not transferred. Also
not transferred are users with invalid Valid from or Valid To dates in the user
management.

Aside from detailed information about the measured system and the user, this list
also contains license type information and the number of days in which the user has
used functions of Archiving, Document Access or Extended ECM. This information
is relevant for users with a license type for occasional users. If this number exceeds
52, an issue is displayed.

22.8 Understanding and resolving licensing issues

The license evaluation focusses on issues where a license type assignment is
technically inconsistent or insufficient.

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22.8.1 Validation issues after consolidation

Validation issues types CA_ARCH, CA_DACC, CA_XECM
This is the same as types CA (Table 22-3) and XEXM_NO_LICENSE (Section 22.8.3).

User has permissions to access features of Archiving, Document Access or Extended

ECM but has not sufficient license types.

In single source systems, a license type of Extended ECM is sufficient for usage of
Archiving, Document Access or Extended ECM; a license type for Document Access
is also sufficient for usage of Archiving.

Validation issues type CO_TRUE

See types CO (Table 22-4) and XECM_MAX_ACCESS_EXCEEDED (Section 22.8.3).

At least in one of the measured systems, the user has accessed Archiving, Document
Access or Extended ECM functions on more than 52 days in the past year but none
of his license types is sufficient.

Validation issue type CL

License types sold by OpenText (type O) are mixed with license types of SAP
reselling (type S).

The license type is assigned to SAP logins by roles. Due to the role assignment, it can
occur that a role related to more than one license type is assigned to a user login.
Validation issue type CL occurs if licenses sold by OpenText and SAP are maintained
at the same time for the same user login and client.

In this case, the license type of the highest priority is preferred:

• Extended ECM > Document Access > Archiving

• Full > Occasional > Web

• Professional > ESS, Employee

• License sold by SAP > sold by OpenText

Table 22-2: Users with an OpenText license and an SAP license

ID Description
CL Users with an OpenText license and an SAP
license

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 22.8. Understanding and resolving licensing issues

Important
As the consolidation merges data of duplicate users, it may be that in some
cases issues that were seen in the single source systems disappear. In other
cases, it may be that new issues are raised.

Example: Content Server user hmueller@ECM has no license type assigned and issue XECM_
NO_LICENSE was indicated.

SAP user hmueller has license type SXECMF Extended ECM Full User sold by SAP and issue
CL was found.

After consolidation, both user entries were identified to belong to the same person. The
resulting license type of this unique user is SXECMF. Therefore the issue XECM_NO_LICENSE
is no longer valid, which means that issue CA_XECM will not be raised for that unique ID. But
issue CL persists and is indicated as the inconsistency between seller models could still be a
source of error.

22.8.2 Validation issues types on the SAP system

OpenText license measurement checks if the maintained data is consistent. The
system gathers this information for each user in each client and collects counts. If
inconsistent data occur, a validation issue is counted. The validation issue counts are
listed in the OpenText license report. The report lists different types of validation
issues. Details on user level are shown in the list of evaluated users.
Only validation issues of valid dialog users are counted.

Validation issue type CA

User has access permissions to Archiving, Document Access or Extended ECM but
either no or a an insufficient license type was assigned to this user.

For each user, the license type of the highest priority is obtained from the values of
authorization object J_6NLC_TYP authorization object assigned to this user:

• Extended ECM > Document Access > Archiving

• Full > Occasional > Web

In addition, the program checks for access permissions of the user based on other
authorization objects:

• Archiving – S_WFAR_OBJ, S_WFAR_PRI

• Document Access – J_6NG_DATA (EFM, TRM projects excluded if licensing flags
for EFM and TRM are set), J_6NRL_SEA
• Extended ECM – J_6NRL_DOL, J_6NRL_WSC

The following results cause a validation issue:

• if the user is allowed to access a product but the maintained license type is not
sufficient.
• if no license type was maintained for a user.

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• if only the wildcard value * is assigned as a license type to a user.

Table 22-3: CA: Maintained OpenText license is not sufficient compared to

license required by access permissions

ID Maintained license type Required product license

ARCH No OpenText license type OpenText Archiving or
maintained SAP Archiving by OpenText
DACC No OpenText license type OpenText Document Access
maintained or
SAP Document Access by
OpenText
XECM No OpenText license type OpenText Extended ECM or
maintained SAP Extended ECM by
OpenText
XECMALL Only wildcard values are OpenText Extended ECM or
maintained for OpenText SAP Extended ECM by
license type OpenText
XECMOARCF OpenText Archiving – Full OpenText Extended ECM or
Named User SAP Extended ECM by
OpenText
XECMOARCW OpenText Archiving – Web OpenText Extended ECM or
Named User SAP Extended ECM by
OpenText

Validation issue type CO

User has an “occasional” license type but has accessed Archiving, Document Access
or Extended ECM functions on the SAP system on more than 52 days in the past
year.

License types for occasional usage are maintained when a user is accessing OpenText
applications only occasionally. This concerns, for example, ESS usage, usage as
Employee, or Web usage.

For license measurement, the maintained license type set in authorization object J_
6NLC_TYP is counted. At the same time, the access log entries not older than the
current date -1 year are cross checked in table /OTX/CL_T_ACCESS.

If the count of entries for a user login in a client is greater than 52, and the license
type is classified as a type for occasional usage, this causes a validation issue of type
CO.

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 22.8. Understanding and resolving licensing issues

Table 22-4: CO: Users with occasional license used the product on more than
52 days per year

ID Description
OARCO OpenText Archiving – Occasional User
OARCW OpenText Archiving – Web Named User
SARCW SAP Archiving by OpenText – User:
Employee, ESS User

Validation issue type CL

License types sold by OpenText (type O) are mixed with license types of SAP
reselling (type S).

The license type is assigned to SAP logins by roles. Due to the role assignment, it can
occur that a role related to more than one license type is assigned to a user login.
Validation issue type CL occurs if licenses sold by OpenText and SAP are maintained
at the same time for the same user login and client.

In this case, the license type of the highest priority is preferred:

• Extended ECM > Document Access > Archiving

• Full > Occasional > Web

• Professional > ESS, Employee

• License sold by SAP > sold by OpenText

Table 22-5: Users with an OpenText license and an SAP license

ID Description
CL Users with an OpenText license and an SAP
license

Log table /OTX/CL_T_ACCESS

The log table /OTX/CL_T_ACCESS stores information on daily access to

OpenText ABAP applications per client and user. This data is used in the
license validation. The entries of the table are written by applications
DocuLink, Business Content, Imaging Integration, FullText search, Forms
Management and DesktopLink. Occasional users are entitled to use OpenText
applications up to 52 days/year.

Data older than one year is not required and can be regularly deleted.

To delete log entries older than one year, run transaction se38 to start the
program /OTX/CL_MAINTAIN_ACCESS_LOG. It checks for ACTVT = 03 of
authorization object S_USER_GRP.

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The data of this log table has no further relevance beyond license validation.

22.8.3 Validation issue types on Content Server

If on Content Server license types are assigned by group assignment, users can have
more than one license type assignment. If multiple license types are assigned to on
user, the most comprehensive license type is used.

XECM_NO_LICENSE
User has access permissions to use Extended ECM features on Content Server but
has no sufficient license type.

Similar issue on SAP side is CA (Table 22-3) with ACCESS_TYPE = XECM.

XECM_MAX_ACCESS_EXCEEDED
User has an “occasional” license type but has accessed Extended ECM functions on
Content Server on more than 52 days in the past year.

Similar issue on SAP side is CO (Table 22-4).

XECM_MULTIPLE_SELLERS
License types sold by OpenText (type O) are mixed with license types of SAP
reselling (type S).

Similar issue on SAP side is CL (Table 22-5).

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Chapter 23
Transporting configuration objects

You can use Content Server Transport Warehouse to transport one Extended ECM
for SAP Solutions configuration from one Content Server installation to another, for
example if you are using development, test and productive systems.

• Categories, classifications and folders

• Workspace types and variables for group replacement
• Workspace templates including workspace hierarchies, if available
• Unique names and unique name groups
• Business object types

For more information about the Transport Warehouse, see the Content Server online
help.

23.1 Importing a configuration from Extended ECM 16

Prior to Content Server version 16.2.5, OpenText Extended ECM for SAP Solutions
used a custom transport mechanism, which was gradually replaced by Content
Server Transport Warehouse. You can still import transport files from versions prior
to 16.2.6 but you cannot export configurations anymore. In addition, you could
migrate the business object type configuration from a 10.5 SAP system to a 10.5.1
Content Server.

What does the configuration import do?

• The import evaluates Content Server nodes like folders, classifications and
categories as they are used in the configuration of business object type,
workspace type and unique names by the name they had in the source system. If
a node with the same name exists in the target system, it is used, otherwise a
warning is issued. If more than one node with the same path is found, the first
one is used and a warning is issued. You can change the node on the preview
page.
• The import checks the usage of categories with attributes and attribute sets for
location and sub location path in workspace type and external document storage,
RM Classification, classification and multilingual names. If it is not correct a
warning is issued. Additionally, if the category does not contain the used
attributes or attribute sets a warning is issued.
• To transport the configuration from the Extended ECM SAP side version 10.5
to Content Server 10.5.1 – When a transport file from the SAP Configuration
Export Report /OTX/RM_EXPORT_BUS_O is imported, the property usages
including the property modifier in location, sub location path of workspace type

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and multilingual names are substituted by their corresponding category attribute

according to the property mappings in the transport file. If there is no mapping
or if there are multiple mappings, a warning is issued.
• If the transport file contains names for multilingual names in languages that are
not enabled in the target system, a warning is issued. The name is imported, but
it cannot be seen in the workspace type configuration as long as the language is
not enabled. If you change the workspace type before the language has been
enabled, this name is removed from the configuration.
• To find out whether a workspace type in the transport file must be created or
updated, workspace types are searched by their name given in the transport file.
If no business object type can be found, a new type is created. If there is no name
for a workspace type in the transport file, which is the case for an export from an
SAP system, but the workspace type is associated to a business object type in the
target system, this workspace type is used.
• To find out whether a business object type in the transport file must be created or
updated, business object types are searched by their name, and also by the
combination of business object type/business application. If no business object
type can be found that way, a new type is created. If different types are found,
the import is rejected with the message Different Object Types found ….
• If workspace types are used in the Related Items sidebar widget and they are not
exported to the same file, these workspace types are also searched by their
names. You can change the found type on the preview page. This is also done if
only business object types are exported and imported but not their associated
workspace types.

To import a Business Workspaces configuration on Content Server:

1. On the Content Server Administration page, click Business Workspaces >

Import Configuration.

2. On the following page, click Import Configuration.

3. Select the transport file from your local file system.

4. Click Preview. The transport file is checked and you can preview everything
that is going to be imported and where. Errors and warnings are also displayed.

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ID Mapping
Contains all node IDs that have been found in the transport file, for example
for classifications, or for categories that are used for the location or the
workspace name. If the target system contains nodes with the same name as
the source system, they are prefilled with that suggestion. You can change
the node.

Workspace Types, Business Object Types, Unique Names, Variable

Definitions
If workspace types, business object types, unique names, and variable
definitions are part of the export, they are listed in these sections. You can
see what data is being imported if workspace types or business object types
are created or updated.

5. Resolve the inconsistencies in the mapping:

a. Click Select to map another node. These settings are buffered and used
when you refresh the preview or start the import. Alternatively, edit the
transport file and save it.
b. Click Preview to read the new changes into the preview.

6. When you are satisfied with the import preview, click Import.
A result page informs you in detail about what has been imported.

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Using batch operations

24.1 Content Server: Migrating container objects to

business workspaces
You can convert several Content Server items into business workspaces. You can
either convert instances of items, for example all binders in an area, into business
workspaces; or you can convert the respective templates into workspace templates.
Template migration is a manual process for each template, whereas instance
migration can be done automatically and manually.

The migration steps for instances are as follows:

1. Create a workspace type, a workspace template, categories, and perspectives.

You need a workspaces type for each type you want to migrate.
2. Create a mapping, which defines which Content Server items will be converted
and how the resulting business workspaces will look like. For more information,
see “Creating a migration mapping for instances” on page 469.
3. Start an agent, which processes the mappings and creates the actual business
workspaces. For more information, see “Running and monitoring a migration
process” on page 470.

The migration for templates is done for each template separately. For more
information, see “Migrating templates” on page 471.

You can convert the following Content Server items:

Binders and cases and their templates

You can convert binders and cases in a workspace area into business
workspaces; and you can migrate binder and folder templates to a workspace
template.
You can choose what to convert first, binders or cases. In either case, your
scenario remains fully functional: You can have a business workspace that
contains cases; however you cannot create new cases in it. The same applies to
binders that contain business workspaces, which were converted from cases.
You can create new business workspaces in that binder, but you cannot create
any more cases in this binder.
Reference number for binders and cases – Binders and cases can have a
reference number property, whereas business workspace instances have a
reference number attribute. When you convert a binder or case instance to a
business workspace instance, the reference number property is stored in the
reference number attribute. As a prerequisite, you must configure the reference

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number attribute to match the reference schema of the Template Workspaces

area.
Nesting – If the binders or cases allowed nesting, configure the workspace
hierarchies accordingly. The workspace template, which replaces binders, needs
a child classification for the former case type.

Contract file templates

Contract instances are migrated to business workspace instances with their
subitems.
Notes

• The duration data of a contract file is migrated to a category. All ongoing

contracts with follow-ups/reminders associated to it will be discontinued
when the contract is migrated to a business workspace.

• For migration of contracts that are involved in a master/child

relationship: If the corresponding related contract file has not been
migrated, a related business workspace container will be created without
any relations. Once the related contract file is migrated, the relation will
be added to those migrated business workspaces.

Folders and folder templates

You can migrate folders to business workspaces and folder templates to
workspace templates.
Instances of folders are migrated to business workspace instances in the same
location. They keep their users and groups, permissions, and subitems.
You can migrate folder templates to workspace templates. The original folder
template remains as is. You rather create a new business workspace or
workspace template as a copy in a new location. Technically, you change the
object type from Folder (0) to Business Workspace (848). Folder templates are
copied to new business workspace templates along with users and groups,
permissions, and subitems.
You cannot copy a folder template which itself contains a workspace template or
a binder template. This could create conflicts with workspaces types and will
therefore be prevented. A message informs you accordingly.

Communities and Community templates

You can migrate Communities to business workspaces and Community
templates to workspace templates. Community templates will be copied from
the Community Template Volume to the Document Templates Volume.
Any existing library, Admin Community workspace, and external URL objects
will be converted into a folder. Any existing text module folders or text module
objects will be converted into a Wiki object or a Wiki page respectively.

Projects
You can migrate Projects to business workspaces. The Project roles Coordinator,
Member, and Guest are migrated along with their respective permissions.

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Projects can contain other projects. These nested projects will also be converted
into business workspaces. For this, you need not necessarily have workspace
hierarchies in your template.
Limitations

• Migration of Project templates is not supported.

• Permissions for the Coordinator role cannot be changed for any business
workspace that has been converted from a project.

24.1.1 Creating a migration mapping for instances

Before you can start a migration process, you must define, which items you want to
be converted to which type of workspace. You can define such a mapping now and
run it at a later time. With the status of a mapping, you can control whether it can be
processed or not.

To create a migration mapping:

1. On the Content Server Administration page, click Business Workspaces >

Migration Administration > Mappings.
2. For each migration mapping, enter the following information:

• Area (only for cases and binder): Workspace Area for which this binder and
case is valid.
• Path: Path to the location, which contains items that you want to migrate.
• Recursive: Converts also all nested sub-items, which means it converts all
binders, cases or projects sub-folders of a folder, into business workspaces if
they match the search criteria. If no search filter is selected all sub-folders
will be converted.
• Name Filter: Apply a filter to the name field. You can, for example, search
for items that start with a certain string, or that end with certain characters.
• Object Type: A Content Server Object Type
• Business Workspace Template: Workspace template that will be applied to
the migrated workspaces
• Status: Status of the migration mapping

– Open: You are still working on it, the mapping will not be processed.
– Active: The mapping will be processed. To start the migration, see
“Running and monitoring a migration process” on page 470.
– In Progress: The mapping is currently being processed.
– Completed: The agent processed all binders and cases. For a detailed
result and possible errors, see “Running and monitoring a migration
process” on page 470.

3. Click the Add Mapping button to add another row.

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4. Click Update to save your mappings.

24.1.2 Running and monitoring a migration process

Mappings in Active status can be processed. You start the processing agent
manually and monitor its progress.

To run a migration process:

1. On the Content Server Administration page, click Business Workspaces >

Migration Administration > Executing and Tracking.

2. Batch Size: Enter how many instances you want to process in one batch. If an
error occurs, the process stops this batch and continues with the next batch.

3. Click Run Agent Now.

The agent starts processing all active migration mappings. You can monitor the
progress in the tables on that page.

4. Select an option from the Refresh list to update the result lists.

The Overall Migration Status shows the sum of all migrated items. The Migration
Status table details this information per migration mapping. If an error occurs, check
the log file for more information. The log files are located in <OpenText home>\logs
\migration_logs\. If an error occurs during migration, it will be always logged
even if logging is turned off. You can filter the Migration Status table, for example,
to see only the entries of the last seven days. You can also sort the table by creation
date.

24.1.3 Configuring log settings for the migration

You can set the log level for the migration. You may want to have a more detailed
log level for testing and debugging. For mass migration you may want to reduce the
log level for a better performance.

To set the log level for the migration:

1. On the Content Server Administration page, click Business Workspaces >

Migration Administration > Settings.

2. Select the required log level.

• OFF: Disables logging for Content Server. Nevertheless, error in migration

will always be logged.
• WARN: Provides minimal logging for Content Server
• INFO: Provides basic logging for Content Server
• DEBUG: Provides verbose logging for Content Server
• TRACE: Most elaborate logging

3. Click Submit.

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Once the migration starts, you can see log files under in <OpenText home>\logs\
migration_logs\.

24.1.4 Migrating templates

You can migrate templates for cases, binders, folders and other items to workspace
templates. The original template remains as is. You rather create a new workspace
template as a copy in a new location. Technically, you change the object type from,
for example, Folder (0) to Business Workspace (848).

Converting Project templates is not supported.

To copy a item template to a workspace template in Classic view:

1. Go to the volume, where the templates for your folder are kept:

• Cases and Binders – Document Templates volume. From the Global menu,
select Enterprise > Document Templates.
• Contracts – Document Templates volume. From the Global menu, select
Enterprise > Document Templates.
• Folders – Document Templates volume. From the Global menu, select
Enterprise > Document Templates.
• Communities – Community templates volume. On the Content Server
Administration page, click Communities Administration > Open the
Community Templates Volume.

2. Find the item template that you want to convert.

3. From the function menu of the item template, select Copy to Workspace
Template.

4. On the following page, select the workspace type and enter a name for the new
template. Some templates may require additional information.

5. Click Save Changes.

The new workspace template is created in the Document Templates Volume. It
contains all subfolders and content of the original item template. The original
item template remains unchanged. You could use it again to create other
workspace templates.

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24.2 SAP: Creating or updating business workspaces

using batch operations
Usually, business workspaces are created or updated automatically triggered by an
event or manually by users. However, in special cases you may wish to create or
update a series of business workspaces in one go. This can be done by generating an
SAP report for the respective business object type and using this report to create the
workspaces in Content Server.

Important
The business object declaration must be maintained before the report can be
executed; see also “Creating a business object declaration in SAP” on page 54.

The search help, which is configured in the business object declaration, must
not have a Search Help exit. Search helps with search help exits are not
supported for batch creation.

Note: Configuring search help using CDS entities (for example MEKKD) is
supported in batch operations.

Prerequisites

• The OTEXRL software component and the OTX namespace must be set to
modifiable using the SE03 transaction.

• Your SAP user must be registered as a developer.

To create workspaces in batch operation:

1. Generate the report for the batch declaration:

a. Enter /n/OTX/RM_WSC_GEN to run the report.

b. Select an appropriate SAP business object in the Object Type field.

c. Click Execute.
The generated report has the name /OTX/RM_WSC_CREATE_<business
object>; by default it is added to the /OTX/RM_WSCG package and inserted
in a transport request.

2. Run the report that you created to actually generate the workspaces:

a. Start the SA38 transaction.

b. Run the created mass report, for example, for equipments /OTX/RM_WSC_
CREATE_EQUI.

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c. If required, specify selection criteria.

d. Select Update only to only update existing business workspaces and not
create new business workspaces.

e. Select Simulation to first check the report and see if the report matches
your expectations.

f. Select Asynchronous processing to place the batch declaration in the

asynchronous queue. For more information, see “Creating business
workspaces and declaring document asynchronously” on page 156.

g. Click Execute.
If not simulated, the specified workspaces are created or updated in
Content Server.

• With synchronous processing: errors that may occur are added to the
error queue and logged in the SAP log, which you can access with the
SLG1. At the end, the batch process returns status and error information
for each workspace that was or was not created.
• With asynchronous processing: the asynchronous queue processes the
batch declaration, status information and errors are logged there as
well. For more information, see “Monitoring the asynchronous queue”
on page 160.

Special case: Composite business workspaces

If you are creating composite business workspaces in a batch operation you must
first create the parent business workspaces, as they are the location for the respective
child business workspaces. The location where child business workspaces are
created is always controlled by the property provider, regardless of any location
settings you may have entered in the business object declaration of the child. If there
is no business workspace in which a child business workspace can be created, no
child business workspaces are created.

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24.3 SAP: Alternative for creating or updating

business workspaces using batch operations
Business Scenarios are delivered with an alternative report that allows you to create
or update a series of business workspaces in one step. Therefore, no new report has
to be generated for the respective business object type.

Important
The business object declaration must be maintained before the report can be
started. As for the classic report for batch creation, search help exits are not
supported. There is a new checkbox to tell the report to ignore search help
exits.

Restrictions

• The fields of the search help are rendered as selection fields in the second screen
of the report. If the number of fields is larger than 20, then only the first 20 fields
are displayed.
• The report does not support search helps using CDS entities. Then use the
standard report to create a business object type specific report.

Using The report for the automated workspace creation and update needs the exact keys of
predefined the Plant Maintenance business objects. The Extended ECMfor SAP Enterprise Asset
auxiliary reports
Management Business Scenario contains two auxiliary reports to list the technical
keys for the corresponding object.

Report Description
/OTX/RLSA_PM_LIST_ORD_OP Lists a given Plant Maintenance order
hierarchy
/OTX/RLSA_PM_LIST_TL_GRP Lists a given Plant Maintenance task group
hierarchy

To create workspaces in batch operation

1. In your SAP system enter transaction /OTX/RLSA_0_WSC_BULK which is

delivered with the business scenarios. Alternatively enter transaction SA38 to
execute report /OTX/RLSA_0_WSC_CREATE_GEN.

2. Select the business object type.

3. Select Ignore exit of search help to ignore search help exits.

Note: This step works if the exits are used for formatting only. It is still
recommended to use search helps without exits.

4. Select Update only to update existing business workspaces only, and not to
create new business workspaces.

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 24.4. SAP: Declaring ArchiveLink documents using batch operations

5. Select Simulation to first check the report and see if the report matches your
expectations.

6. Select Asynchronous processing to place the batch declaration in the

asynchronous queue.
For more information, see “Creating business workspaces and declaring
document asynchronously” on page 156.

7. Click Reset Restriction Fields to calculate the selection fields for restriction
based on the search help assigned to the business object type.

8. Click Execute.

Note: If you change the business object type, click Reset Restriction Fields
anew to get the corresponding list of fields.

• Synchronous processing – Errors that may occur are added to the error queue
and logged in the SAP log, which you can access with the SLG1 transaction. At
the end, the batch process returns status and error information for each
workspace that was or was not created.
• Asynchronous processing – The asynchronous queue processes the batch
declaration; Status information and errors are logged there as well. For more
information, see “Monitoring the asynchronous queue” on page 160.

Special case: If you are creating composite business workspaces in a batch operation, you first
Composite have to create the parent business workspaces, as they are the location for the
business
workspaces
respective child business workspaces. The location where child business workspaces
are created is always controlled by the property provider. Regardless of any location
settings, you may have entered in the business object declaration of the child. If
there is no business workspace in which a child business workspace can be created,
no child business workspaces are created.

24.4 SAP: Declaring ArchiveLink documents using

batch operations
A batch declaration is required if you have large numbers of already existing
ArchiveLink documents that you want to declare. These documents may have been
created before the Extended ECM for SAP Solutions installation or their document
declaration were not maintained initially. You can chose between synchronous and
asynchronous processing. For more information, see “Creating business workspaces
and declaring document asynchronously” on page 156.

To use a batch declaration for records in synchronous mode:

1. Run the SA38 transaction, enter the report /OTX/RM_MAKE_RECORDS in the

Program field, and click Execute.
Alternatively, start the /OTX/RMMIG transaction.

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2. Enter the respective parameters to select the required ArchiveLink entries.

3. Select the Update properties check box to update ArchiveLink entries that have
already been declared.

Note: The document name must be unique in order to avoid name

collisions during the batch process. Such a unique title template could be,
for example, Declaration ID [ArchiveLink.Storage Date] -
[ArchiveLink.Document ID]. For more information, see “SAP: Creating
a document declaration” on page 219.

Tip: If you selected a large amount of data, run the report in the
background using the Execute in Background command from the
Program menu.

4. Click Execute.

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 24.4. SAP: Declaring ArchiveLink documents using batch operations

To use a batch declaration for records in asynchronous mode:

1. Run the SA38 transaction, enter the report /OTX/RM_MAKE_RECORDS_ASYNC in

the Program field, and click Execute.

2. Enter the respective parameters to select the required ArchiveLink entries.

3. Select the processing priority in the declaration queue.

4. Select the Run in test mode to simulate the declaration.

Note: The document name must be unique in order to avoid name

collisions during the batch process. Such a unique title template could be,
for example, Declaration ID [ArchiveLink.Storage Date] -
[ArchiveLink.Document ID]. For more information, see “SAP: Creating
a document declaration” on page 219.

5. Click Execute.

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The output shows ArchiveLink entries that have been placed in the asynchronous
queue. Green indicates that an entry in the asynchronous queue has been created.
You can use the asynchronous queue to monitor the actual processing of the
declaration. For more information, see “Monitoring the asynchronous queue”
on page 160.
The following parameters are displayed:

BLOCK NUM
ArchiveLink entries are declared in blocks; this is the block number.
BLOCK IDX
The number within a block.
Message
Error message for an ArchiveLink entry.

24.5 SAP: Declaring SAP DMS documents using

batch operations
If you have a large number of already existing SAP DMS documents to declare, you
can use a batch declaration. These documents may have been created before the
Extended ECM for SAP Solutions installation or their document declaration were
not maintained initially.

New: You can now use batch operations to declare large numbers of SAP DMS
documents.

To use a batch declaration for records:

1. Run the /OTX/RMERP_DMS_MIG transaction.

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 24.6. SAP: Declaring print list records using batch operations

2. Enter the respective parameters to select the required SAP DMS entries.

3. Select the Update properties check box to update SAP DMS entries that have
already been declared.

Tip: If you selected a large amount of data, run the report in the
background using the Execute in Background (F9) command from the
Program menu.

4. Click Execute.

You can use the /OTX/RMMON transaction to monitor the processing. For more
information, see “SAP: Monitoring batch processing jobs” on page 481.

24.6 SAP: Declaring print list records using batch

operations
A batch declaration is available if you want to declare existing print lists for
archiving purposes.

To use a batch declaration for print list records:

1. Start the /OTX/RMMIGPRINTL transaction.

Alternatively, run the SA38 transaction, enter the report /OTX/RM_MAKE_
RECORDS_PRINTLIST in the Program field and click Execute.

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2. Enter the respective parameters to select the required entries.

3. Select the Update properties check box to update entries that have already been
declared.

Tip: If you selected a large amount of data, run the report in the
background using the Execute in Background command from the
Program menu.

4. Click Execute.

The corresponding spool request (the output of report /OTX/RM_MAKE_RECORDS_

PRINTLIST) may look like this:

The output shows the processed entries; icons signal the result of the declaration.
Entries which are ignored are already records.
The following parameters are displayed:

BLOCK NUM
Entries are declared in blocks; this is the block number.

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 24.7. SAP: Monitoring batch processing jobs

BLOCK IDX
The number within a block.
Message
Error message for an entry.

A summary on the processed entries is given at the end of the output.

24.7 SAP: Monitoring batch processing jobs

You can monitor batch jobs for creating or updating business workspaces, and
declaring ArchiveLink documents and print lists in the /OTX/RMMON transaction.

Note: If you used asynchronous processing for the batch job, you must use the
asynchronous queue monitor. For more information, see “Monitoring the
asynchronous queue” on page 160.

To monitor batch processing jobs:

1. Start the /OTX/RMMON transaction.

2. In the Monitoring of document and workspace processing jobs dialog, enter

parameter to filter the list of jobs.

3. Click Execute.

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Besides the standard SAP job attributes the number of processed entries, their
process status and the current declaration rate/minute are tracked. These values
are updated during the job execution. Click Refresh to display the most current
values.

4. Click Job Details to access the SAP standard job overview, job log and spool
functions.

5. If required, click Delete Job to delete the monitoring entries.

24.8 SAP: Scheduling jobs for removing deleted

records
The report /OTX/RM_REMOVE_LINKS deletes ArchiveLink entries for documents that
no longer exist in Content Server.

You can schedule the /OTX/RM_REMOVE_LINKS report according to your needs.

Depending on the dispositions on your system, you can run the report periodically,
or only manually and occasionally.

To schedule a job:

1. Navigate to the Extended ECM > Document (ArchiveLink) ... > Schedule Job
Removing Deleted Records activity and click Execute.

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2. Define the job and schedule it. Create a variant for each connection ID.

3. Click Step.

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4. Enter the value /OTX/RM_REMOVE_LINKS in the Name field of the ABAP

program group.

5. Click Save.

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Chapter 25
Analyzing and troubleshooting

25.1 Analyzing the SAP system

25.1.1 Understanding the SAP Diagnostic Program
You can use the Diagnostic Program to analyze your installation.

Important
You can run the infrastructure diagnostic program after specifying at least the
Extended ECM connection in the Infrastructure section of the IMG.

The diagnostic program is aimed at two different target groups:

• The Infrastructure part is for technical consultants who set up the connection
between the SAP system and the OpenText servers. The report contains the
following types of information: the connection to Content Server, Web service
communication such as logical ports, the OTDS service or HTML controls.
• The Extended ECM part contains the infrastructure information in addition to
information about the customizing, like business object declarations, document
declarations, or item types.
This information only displays if you start the activity from OpenText Extended
ECM for SAP Solutions > Extended ECM > Diagnostic Program.

A green light icon indicates that everything is in order. For checks with a red light
icon, a recommendation is displayed. For more information about each check, see
“Understanding the details of the Diagnostic Program” on page 486.

Note: You can also run the Diagnostic Program as a background job.

To run the Diagnostic Program manually:

1. If you are only interested in infrastructure information, in the IMG, navigate to

the OpenText Extended ECM for SAP Solutions > Infrastructure > Diagnostic
Program, and then click Execute.
If you are also interested in the Extended ECM specific information, in the IMG.
navigate to the OpenText Extended ECM for SAP Solutions > Extended ECM
> Diagnostic Program activity.
2. If there is only one Extended ECM connection configured, the diagnosis is
started immediately. If there are more connections configured, perform the
following steps, enter the connection ID.

3. Click Execute.

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25.1.2 Understanding the details of the Diagnostic Program

This section lists the various tests of the Diagnostic Program and refers to sections in
this guide which contain helpful information.

Note: For the Infrastructure part of the Diagnostics Program, see Section 25.1.2
“Understanding the details of the Diagnostic Program” in OpenText Extended
ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD).

If both Content Server and the SAP system are upgraded to 16.2.10, Enterprise
Library is not used anymore and therefore not mentioned in the Diagnostic
Program. This is also indicated by a positive test “Does the REST API replace the
Enterprise Library web service?” in the Service Communication section. For test
entries regarding the Enterprise Library, see a previous version of this guide, for
example Section 23.1.2 “Understanding the details of the Diagnostic Program” in
OpenText Extended ECM for SAP Solutions - Customizing Guide (ERLK160209-CGD).

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 25.1. Analyzing the SAP system

BO Declarations
Are there business object Extended ECM > Maintain “Creating a business object
declarations for this Business Object declaration in SAP”
connection ID? Declarations on page 54
Document Declarations
Are there document Extended ECM > Document “SAP: Creating a document
declarations for this (ArchiveLink) ... > Maintain declaration” on page 219
connection ID? Document Declarations
Are there assignments for Extended ECM > Document
these document declarations? (ArchiveLink) ... > Assign
Declaration ID to Object
Type and Document Type
Are there automatic Extended ECM > Document
assignments? (ArchiveLink) ... > Assign
Declaration ID to Object
Type and Document Type
Use Widgets in UI “Using the Content Server
Integration Widget“
on page 283
Is the “Support Directory” Infrastructure > Maintain Section 22.2.6 “Maintaining
provided for business objects Extended ECM Connections Extended ECM connections”
declarations using Widgets in OpenText Extended ECM for
in UI? SAP Solutions - Installation
and Upgrade Guide (ERLK-
IGD)
Are parameters for Widgets See detailed error message if
available? applicable.
Is the OTDS REST Service
available?
For SAP ERP or SRM only: Is Check if software component “Prerequisites” on page 284
the class SAP_UI is 740 or later.
CL_WD_HTML_ISLAND
available?
For SAP CRM only: Is the “Prerequisites” on page 284
WEBCUIF 701 component
available?
Roles
Does the current SAP user Checks the permissions of Section 22.1.2 “Assigning
have sufficient permissions the current user SAP roles” in OpenText
in SAP to declare records? Extended ECM for SAP
Solutions - Installation and
Upgrade Guide (ERLK-IGD)

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Does the current SAP user Checks the permissions of Section 22.1.2 “Assigning
have sufficient permissions the current user SAP roles” in OpenText
in SAP to view record Extended ECM for SAP
details? Solutions - Installation and
Upgrade Guide (ERLK-IGD)

25.1.3 Understanding the Configuration Report

You can use the SAP Configuration Report to summarize your Extended ECM for
SAP Solutions configuration. The report displays system and configuration
parameters coming from customizing transactions and tables. You can use this
information for reference and for debugging. You can export the list to a file.

To run the SAP Configuration Report:

1. In the IMG, navigate to the Extended ECM > Configuration Report activity,
and then click Execute .
The report opens. You can use standard SAP functions to view details, browse
the report, or filter separate lists in the report.

2. To save the report to a local file in, for example in HTML format or as a
spreadsheet, click Local file ..., and select the format that you want.

25.1.4 Using the Error Queues

Errors occurring during the declaration either of ArchiveLink entries, print lists, SAP
DMS documents, or business workspaces are tracked in an error queue. This queue
can be accessed with the following transactions:

/OTX/RMPEQ ArchiveLink entries

/OTX/ Print lists
RMPEQPRINTL
/OTX/RM_WSC_ Business workspaces and business attachments. Errors of creating
PEQ business workspaces in the course of creating a document are written to /
OTX/RMPEQ. This is not relevant for OpenText Extended ECM for SAP
Solutions.
/OTX/RMERP_ SAP DMS documents. Errors of declaring SAP DMS documents, creating a
DMS_PEQ business workspace for the SAP DMS, or making them visible in a related
business workspace. If there is a problem with updating a business
workspace, you may also want to check the error queue for business
workspaces /OTX/RM_WSC_PEQ.

All errors that occur during document declaration in batch mode are stored. Also
update declaration errors are tracked. The error queue then allows reprocessing the
entries that failed. Errors that occur during the processing of the asynchronous
queue can be monitored there. They are not logged in an error queue. For more
information about the asynchronous queue, see “Creating business workspaces and
declaring document asynchronously” on page 156.

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To open the ArchiveLink records error queue:

1. Start the /OTX/RMPEQ transaction.

2. Restrict the entries to be listed by specifying the required parameters.

In addition to the standard ArchiveLink values you can also enter the user who
failed in the declaration process (Error created by field) and the date of the error
entry (Error created at field).
You may process the records either in the manual or in the automatic mode. For
more information, see Step 4:

3. Processing records in manual mode

a. If you want to first have a look at the error entries and afterwards re-
process these entries, select the Process records in manual mode check box
and specify the maximum number of entries in the Hit restriction field.
b. Click Execute.
The Error Queue Management dialog displays the selected entries. In this
manual mode, the number of hits is restricted to the value specified before.

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c. Select the entries you want to reprocess and click Re-process.

d. Click Yes.
A result list of the re-processed ArchiveLink entries is displayed.
e. To view the SAP log of the error that caused the entry in the error queue,
click the number in the Log number column.

4. Processing records in automatic mode

Deselect the Process records in manual mode check box and run the report
either in the background or directly.
The result list is the same as in the manual re-processing, with all entries of the
error queue filtered according to your selection mask entries.

To open the print list record error queue (SAP ERP 6.0 only):

1. Start the /OTX/RMPEQPRINTL transaction.

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2. Restrict the entries to be listed by specifying the required parameters.

In addition to the standard print list values you can also enter the user who
failed in the declaration process (Error created by field) and the date of the error
entry (Error created at field).
3. You may process the records either in the manual or in the automatic mode:
Proceed as described under Step 3 on page 489 or Step 4 on page 490,
respectively.

To open the business workspaces error queue:

1. Start the /OTX/RM_WSC_PEQ transaction.

2. Restrict the entries to be listed by specifying the required parameters.

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In addition to the standard values you can also enter the user who failed in the
declaration process (Error created by field) and the date of the error entry (Error
created at field).

3. You may process the records either in the manual or in the automatic mode:
Proceed as described under Step 3 on page 489 or Step 4 on page 490,
respectively.

4. To view the SAP log of the error that caused the entry in the error queue, click
the number in the Log number column.

To open the SAP DMS documents error queue:

1. Start the /OTX/RMERP_DMS_PEQ transaction.

2. Restrict the entries to be listed by specifying the required parameters.

3. You may process the records either in the manual or in the automatic mode:
Proceed as described under Step 3 on page 489 or Step 4 on page 490,
respectively.

4. To view the SAP log of the error that caused the entry in the error queue, click
the number in the Log number column.

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25.1.5 Analyzing the application log

Extended ECM for SAP Solutions tracks errors and warning situations in the SAP
standard application log.

The application object for Extended ECM for SAP Solutions is /OTX/RM.

Depending on the scenario, the following subobjects are available:

/OTX/AUTH Authorization check

/OTX/BRUPD Business attachment update
/OTX/CONFIG Configuration
/OTX/DECUI Record declaration UI
/OTX/DISP Disposition report
/OTX/ERRQ Error queue failure
/OTX/GOS GOS attachment list
/OTX/GOSENH Modify GOS items via enhancement
/OTX/GOSMENU GOS menu
/OTX/HTTPSRV HTTP server failure
/OTX/LINKE Link entry changed
/OTX/MIGR Migrate report
/OTX/MIG_IDS Migrate Content Server IDs report
/OTX/RMDOL Content Server Business Attachments
/OTX/RMWSA Workspace Policies
/OTX/RMWSS Business Object Search
/OTX/SEAB Full-text Search Base
/OTX/SEAPI Full-text search API
/OTX/SEARCH Search report
/OTX/SEAX Full-text search connector
/OTX/TEST Test
/OTX/UPD Update events
/OTX/WSSET Read, create, or update business workspace
/OTX/CRM SAP CRM related issues

Note: There are no additional objects or subobjects for an SAP SRM system.

To view the SAP application log:

1. Start the SLG1 transaction.

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2. Enter the application object /OTX/RM in the Object field and specify additional
parameters as required. Use a subobject to filter the log.

3. Click Execute.

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4. Select a log entry, and then click Technical Information to display the
entry's technical context information.

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In an error situation with a specific ArchiveLink entry, you can view the
property values Client, Object Type, and SAP object ID.

5. Click Detailed Information to show the calls stack where the error or
warning occurred. Expand the selected log entry to get more detailed
information.

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 25.2. Understanding the Content Server System Report

6. Double-click on the subentry to show a detailed error message. If available, click

Detailed Information to display the details of the error message.

25.2 Understanding the Content Server System

Report
The Content Server System Report contains extensive details about your Content
Server system.

Tip: Search for the term “Business Workspaces / Extended ECM Information”
to find information related to Business Workspaces.

The Content Server System Report contains module specific information in

both the full and the lite version.

For Business Workspaces, the following information has been added at the end of
the report:

• Enterprise Library Applications

Application ID and volume ID and its status

• OpenText Directory Services

Connection information about OpenText Directory Services, URL of the web
service and the login screen of the Directory Services server.

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• Classifications
DataID, Name, SubType and detailed information about available classifications.
For more information about classifications, see OpenText Content Server Admin
Online Help - Classifications Administration (LLESCLS-H-AGD).
• Document Template Configuration
Document template parameters that have been specified on the Administration
page, presented in a technical format with information, for example, about
managed objects, or the DataID of the classification tree.
• Document Template Volume Information
All templates in the document template volume with detailed information. For
more information, see “Defining a workspace template” on page 111.
• Business Object Configurations
Content of the business object types tables, which contain business object type
information. For more information, see “Configuring business object types”
on page 133.
• Workspace Types table
Content of the OTSAP_REFERENCE_TYPES table which contains information
about workspace types that you defined. For more information, see “Creating a
workspace type” on page 65.
• Connections to Business Applications
Business applications that are connected to Content Server. Connection failures
are also listed. For more information, see the Content Server Administration
help.
• Business Applications Multilingual Information
Multilingual name settings for business applications. For more information, see
“Editing workspace names” on page 81.
• OpenText Imaging Viewers
Configured OpenText Imaging Viewers. For more information, see Section 24.4
“Configuring Imaging viewers” in OpenText Extended ECM for SAP Solutions -
Installation and Upgrade Guide (ERLK-IGD).
• Extended ECM Policy Information
All policies that are available. For more information, see OpenText Extended ECM
for SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM).
• Business Object type callback information
Workspace template defined for the business object type when the business
workspace is created from the business application. For more information, see
“Configuring the creation of business workspaces” on page 136.
• Business object type multilingual information
Multilingual business object metadata. For more information, see “Configuring
multilingual metadata languages” on page 64.

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 25.2. Understanding the Content Server System Report

• Workspace type multilingual information

Multilingual workspace type names. For more information, see “Editing
workspace names” on page 81.
• Workspace type callback setting information
Location and classification settings for the different workspace types. For more
information, see “Configuring the adding of business objects to Content Server
items” on page 194.
• Business object type property map information
All mappings of business properties to category attributes.
• Business object type property group map information
Mappings or business property groups to category sets.
• Business object type property groups information
Property groups of the different business object types.
• Unique name settings
Unique names that are configured for reference, for example to categories,
folders, or themes.

Tip: You could use this report to compare two system environments, for
example the development system and the production system.

To generate a system report:

1. On the Content Server Administration page, go to Core System - Server

Configuration > System Report.

2. Select either the Lite System Report or the Full System Report option.

3. Click Generate.

Caution
Depending on the size of your system, the Full System Report may take
some time to be generated.

The generated report is a text document, called sysreport.txt, that resides in the
logs directory of your Content Server installation. When you finish generating a
System Report, the file path to the location where the file resides appears in the File
Path section on the Content Server System Report page. You can click the System
Report's link to access the report.

If a System Report has already been generated, a link to the most recently generated
report will appear as part of the header on the System Report page. To get the most
current version of the System Report, you must generate the report again.

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25.3 Configuring logging for the Business

Workspaces module
You can configure the level of details that should be logged for the Business
Workspaces module. The messages are written in the thread*.log files of Content
Server. The Business Workspaces module does not produce a separate general log
file. For more information about logging in Content Server, see the online help.

Notes

• To use logging in Content Server in general, you must enable it: On the
Content Server Administration page, click Core System - Server
Configuration > Log Settings, and select log levels, for example, 2 – INFO
for Thread Logs.
• Changing the log level settings does not require a restart of the Content
Server services. You set the logging for the current Content Service instance
not for other instances of the Content Server.

25.4 Creating log files for OpenText Customer

Support
25.4.1 Logging authentication issues
To log authentication issues, you can activate additional authentication logging in
OpenText Administration Client and create a report of the OpenText Directory
Services configuration directly from its LDAP backend. You can use this report
when you report issues to OpenText Customer Support. For more information, see
Section 21 “System Status” in OpenText Directory Services - Installation and
Administration Guide (OTDS-IWC).

To configure authentication logging in Content Server:

1. Open OpenText Administration Client and login to the server where Enterprise
Library Services is installed.
2. Navigate to Enterprise Library Services > Configuration and adjust the
following value:
logging.OTDS.level = TRACE

3. Start the Directory Services web administration client in a web browser. Open
http://<fully_qualified_domain_name_of_server:<port_number/otds-
admin/ and sign in.

4. Sign in as otadmin@otds.admin.
5. From the web administration menu, under the Info heading, click System
Status.
6. On the System Status page, click Download System Configuration Report.

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 25.4. Creating log files for OpenText Customer Support

7. The system configuration report downloads to your machine. An information

box displays, depending on your browser settings, that you can click to display
the report.

25.4.2 Generating Content Server log files

If you want to generate log files on a productive system and do not have the option
to restart Content Server and services, you can enable logging on a running system
without any restart. In this case the log file may contain information that is not
needed to analyze a specific error.

If you can stop and restart the system, you can generate a specific log files that
contain exactly the information that OpenText Customer Support needs to analyze
the problem.

To generate Content Server log files without a restart:

• On the Content Server Administration page, click Core System - Server

Configuration > Log Settings, and select a log level for Thread logging, for
example, 3 – DEBUG.

To generate Content Server log files with a restart:

1. Logon to the Content Server server with administrator rights.

2. On the Content Server Administration page, click Core System – Server
Configuration > Log Settings, and select a log level for Thread logging, for
example, 3 – DEBUG.
3. Stop the following services:

• Content Server (OTCS)

• Content Server Admin (OTCSAdmin)
• Content Server Cluster Agent
4. Stop the Apache Tomcat service from the OTDS, Extended ECM services, and
Enterprise Library service installation.
5. If you wish to keep the existing log files, backup all current log files in the
following directories:

• <Content Server home>\logs

• <Tomcat_home>\logs
6. From the logging directories <Content Server home>\logs and <Tomcat home>
\logs, delete all files, including those in subdirectories of the \logs directories.

Note: Do not delete the logs directory itself; any subdirectories under it
can be deleted.
7. Restart the following services so that the above changes take effect:

• Content Server (OTCS)

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• Content Server Admin (OTCSAdmin)

• Content Server Cluster Agent
• Apache Tomcat Service

8. On the Content Server Administration page, click Core System – Server

Configuration > Log Settings, and select a log level for Thread logging, for
example, 3 – DEBUG.

9. Reproduce the errors that you were experiencing.

10. Optional If OpenText Customer Support asked you to generate a Content Server
system report, do it now. For more information, see “Understanding the
Content Server System Report” on page 497.

11. Stop the Content Server (OTCS), Content Server Admin (OTCSAdmin), Content
Server Cluster Agent, and Tomcat services.

12. Go to the <Content Server home>\logs directory and zip all files in there.

13. Go to the<Tomcat home>\logs directory and zip all files in there.

14. Reset the original logging settings. On the Content Server Administration page,
click Core System – Server Configuration > Log Settings and set the log level.

15. Restart the Content Server (OTCS), Content Server Admin (OTCSAdmin) and
Tomcat services.

16. Contact OpenText Customer Support on how you can provide them with the
zipped log files.

25.4.3 Creating a cumulative update report

The cumulative update report tells which files will be changed when you apply an
update and to which version each file belongs.

To generate a cumulative update report:

1. On your Content Server server, open a command prompt window and navigate
into the <Content Server home>\bin directory.

2. Start the following command, where <cs-home> is the root directory of your
Content Server installation.
OTUpdateAnalyzer.bat -m <cs-home> -c

3. After the script completed, you can open the report in your default web
browser. When prompted, type y and press ENTER.

4. Navigate into <Content Server home>\temp\OTUA and copy the files that
include the date on which the report was run, for example OT_DELTA_REPORT_
1372769971871.csv or OT_DELTA_REPORT_1372769971871.html.

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25.5 Finding version information for relevant system

components of Extended ECM for SAP Solutions
This chapter explains how you can find out which versions of the different
components are used in your system.

Version information is also included in the system reports of Content Server and the
configuration report in the SAP system.

• Content Server

On the Content Server menu, select Help > About Content Server. The
version is displayed, for example, Content Server 16.2. You also find detailed
information in the Content Server system report. For more information, see
“Understanding the Content Server System Report” on page 497.
• Web Services and other OpenText components
Go to Control Panel > Add/Remove Programs or Programs and Features. In the
list of programs, you see which version is installed.
• SAP System, Database information and OpenText Components
In the SAP IMG (transaction SPRO, OpenText Extended ECM for SAP Solutions
> Extended ECM > Configuration Report), run the Configuration Report to get
information about the SAP server. In this report, you find information like the
versions of OTEXBAS, OTEXERP, OTEXRL, OTEXRLC, OTEXRLS, OTEXBASO,
OTEXBASF, OTEXRLO, and OTEXRLF. For more information, see
“Understanding the Configuration Report” on page 488.
• Support Package of installed SAP System

In the SAP GUI application, on the menu, select System > Status. Click
Component information to see the installed SAP components with release
number and highest support package. If you only want to know the version
numbers of OTEXBAS, OTEXERP, OTEXRL, OTEXRLC, OTEXRLS, OTEXBASO,
OTEXBASF, OTEXRLO, and OTEXRLF, you can use this instead of the
configuration report.
• SAP Fiori apps
For each application, there is a static version.html file, which includes the
version number. To retrieve the file, enter the following in a browser:
http(s)://<SAP hostname>:<SAP port>/sap/bc/ui5_ui5/otx/<subpath of
fiori app>/version.html

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25.6 Troubleshooting
Troubleshooting describes some commonly encountered problems, with solutions or
tips on how to avoid them. For further information on known problems for your
Extended ECM for SAP Solutions version see the corresponding Release Notes in
OpenText My Support.

25.6.1 Content Server HTML dialogs do not display in SAP due

to an connection error
In SAP, the Content Server HTML dialogs do not display, for example, when
pressing F4 to select a Content Server system category of a Content Server folder. A
message like “This program cannot display the webpage.” is displayed.

Cause The connection fails.

Solution Check the following:

• Verify your server settings:

– Is the Content Server running?

– Is the Content Server protocol correct?
– Is the Content Server hostname correct?
– Is the Content Server port correct?
– Is the Content Server path correct?
– Is the Content Server hostname provided in a fully qualified format?
• Verify your SAP HTTP server settings:

– Do the SAP HTTP server and the Content Server have the same second-level
and top-level domain name?
• Verify that your Internet Explorer settings allow cookies.

25.6.2 A logon screen is displayed instead of Content Server

HTML dialogs
Cause The Single-sign on mechanism failed.

Solution Check the following:

• Verify if the SAP system is in the same IP domain as the Enterprise Library
Services or Content Server. The first two levels are important, for example
company.com.
• Verify that OTDS is properly configured.
• Verify that the SAPSSOEXT authentication handler is configured with the correct
PSE file with the correct SAP certificate.

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 25.6. Troubleshooting

• Verify that there is a corresponding Content Server user for the SAP user.

25.6.3 Smart View in Content Server or the integration widget

returns Error: Bad Request (400)
Cause Content Server runs on Microsoft IIS, which is not configured to display detailed
errors for REST API calls.

Solution Do the following:

To enable Detailed Errors in Microsoft IIS:

1. Open Internet Information Services (IIS) Manager.

2. On the left, expand the Content Server website, and click the Content Server
Application.
3. The default Application name is OTCS.
4. In the middle pane, double-click Error Pages.
5. On the right, under Actions, click Edit Feature Settings On the Edit Error
Pages Settings, enable Detailed errors in the Error Responses section, and then
click OK.

25.6.4 A user cannot declare records or view record details

Cause Either the SAP user or the corresponding Content Server user does not have
sufficient permissions.

Solution Do the following

• Verify the SAP user has the /OTX/RM_USER role.

• Verify that the Content Server user has sufficient permissions in the target folder
for the desired activity (creating or viewing).

25.6.5 A user cannot declare records or view record details or

maintain document declarations
Description Content Server HTML dialogs do not display (for example, when pressing F4 to
select a Content Server system category of a Content Server folder). The SAP
application log shows the error message that the SAP ticket could not be parsed.

Cause Time difference between the SAP server and the Content Server server.

Solution Verify that time settings of the SAP server and Content Server (RCS Server) are
identical.
It is recommended to use a time server to keep time settings of SAP and Content
Server identical.
In case of a virtualized server, modify the time settings of the respective real server,
as the virtual server draws its time settings from the real one.

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25.6.6 When storing a business document in a given SAP

business object, a record is not automatically declared
Cause Enterprise Library Services error, or configuration problem, or missing workflow
entry, or SAP Workflow System not running correctly.

Solution Check the following:

• Search the SAP logs for an Enterprise Library Services error message.
• Verify that the given document type has been associated to a declaration and this
association has been marked as automatic (IMG activity Assignment of
declaration ID to object type and doc. Type).
• Verify that a workflow entry has been configured (IMG activities Maintain/
Activate Receiver Module Events).
• Verify that the SAP Workflow System is set up and running correctly (SWU3
transaction).
See SAP documentation for details.

25.6.7 Business workspaces cannot be displayed anymore in

SAP once the Undelete module is removed
Cause Enterprise Library Services configuration problem.

Solution In the OpenText Administration, under Enterprise Library Services >

Configuration, remove the value UndeleteWS from the
elservice.livelinkroots.roots entry.

25.6.8 Problems with MIME type of uploaded content

Cause Limitation in the process how OpenText Content Server determines the MIME type
of uploaded content.

Solution If you experience problems with viewing certain document types, add the fax
extension as an alternative to the image/tiff entry in the config\mime.types file
of OpenText Content Server.

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 25.6. Troubleshooting

25.6.9 A workspace type is not available to configure a

business object type
Cause The workspace type is disabled.

Solution Enable the workspace type in Content Server Administration.

25.6.10 The URL to the business object is not displayed in the

workspace’s Properties tab
Cause No workspace type has been configured for default display for this business object
type.

Solution In the business object type definition, select a workspace type for default display.
For more information, see “Configuring a basic business object type” on page 135.

25.6.11 Problems with SAP Fiori apps

Cause Configuration problem or technical problem in the frontend system, the backend
system, or on the client.

Solution

Check the following

• The user can press F12 in the browser to get a console log for more technical
errors which can be forwarded to the administrator combined with a date/time
when this came up.
• On the SAP front end server, use transaction /IWFND/ERROR_LOG to get error
messages. To change the log level, click Error Log > Global configuration.
• On the SAP backend server, use transaction /IWBEP/ERROR_LOG to get error
messages. To change the log level, click Error Log > Global configuration.
• On both SAP frontend and backend check the application log SLG1.
• Refer to SAP Fiori documentation for more logging and tracing options in the
Fiori framework.

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25.6.12 Business Content window shows logon screen

In Internet Explorer 11, enable the following setting: Tools > Internet Options >
Privacy > Advanced > Override automatic cookie handling.

25.6.13 Cannot open document in Business Content window

Enable the following option in Content Server administration: Server Configuration
> Configure Presentation > Configure Document Functions > Open: Enabled.

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Chapter 26

Preparing a checklist for the maintenance team

The following tools provide both necessary and useful information:

SAP system

• Diagnostic Program: “Understanding the SAP Diagnostic Program”

on page 485
Tests the customizing and provides solutions for errors.
• Configuration Report: “Understanding the Configuration Report”
on page 488
Provides information about Extended ECM for SAP Solutions related
customizing in the SAP system.

Content Server
System Report: “Understanding the Content Server System Report” on page 497
Contains the complete configuration information of the Content Server system.
Look for the “Extended ECM Information” section.

OpenText Administration Client

You can generate a report for OpenText Archive Center, which provides
information for the ArchiveLink setup in SAP (OAC0 transaction).

To generate the system configuration reports:

1. In OpenText Administration Client, log on to the Archive Center server.

2. Go to Archive Server > System > Reports.

3. In the Reports pane, open the Scenarios tab and select the scenario.

4. In the Actions pane, click Generate Report. A new window opens, which
you can close.

5. Switch to the Reports tab in the Reports pane.

6. Click Refresh to list the newly generated reports.

7. Double-click one of the generated reports to view it.

OpenText Directory Services Web Client

The System Status page lets you view a System Configuration Report, version
information for the product, and highlights Potential Configuration Issues.

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To generate the system configuration reports:

1. From the web administration menu, under the Info heading, click System
Status.

2. On the System Status page, click Download System Configuration Report.

3. The system configuration report downloads to your machine. An

information box displays, depending on your browser settings, that you can
click to display the report.

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Glossary
ArchiveLink
An interface between the SAP system and an archiving system. Using
ArchiveLink, mostly static and finished documents are stored. ArchiveLink
documents can be declared in Extended ECM.

attribute
Content Server concept to store metadata. Attributes are organized in categories.
Business properties of a business object are mapped to attributes.

BAdI

See: Business Add-In (BAdI)

Business Add-In (BAdI)

SAP method to enhance standard SAP functions with custom functionality.

Business Content window

Window in SAP ERP that contains content, which is related to the business object.
The Business Content window can be opened in an SAP ERP system from the
Generic object services (GOS) menu of a business object. The Business Content
window displays the business workspace and its content, business attachments,
business documents (ArchiveLink), notes and local files.

business object
Representation of a “real-life” object in the business application. This can be, for
example, a business partner, a service process, or a product. Business objects are
the center point of Extended ECM.

Business Workspaces
Content Server core module that enables the use of business workspaces with or
without a connection to a business application.

business attachment
Content Server item, for example a document or a folder, that is added as a link to
the business workspace of a business object. The item, which is used as business
attachment elsewhere, is indicated by an icon and has a link to the respective
business object. The other way around, you can configure a business object type,
so that it can be added to a Content Server item.

business object type

Configuration item for business objects in Content Server. The business object
type describes the structure of the data. A business object type in Content Server
has its counterpart in the business application.

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business workspace
Content Server item that contains documents and other items which are related to
a business object.

cases and binders

See: business workspace

category
Content Server concept to store metadata. A category contains attributes or
attribute sets. A category can be mapped to store metadata delivered from the
business application.

Classic UI

See: Classic View

Classic View
Content Server user interface with folders, function menus and sidebars. As
opposed to Content Server Smart View.
See also: Smart UI

classification
Classifications are used to categorize Content Server items, for example,
documents, compound documents, and folders into a taxonomy of Classifications
called Classification Trees. For business workspaces, classifications control what
kind of business workspace can be created in a certain folder.

declaration

See: document declaration

document declaration
Definition of how a document is to be stored in Archive Center via ArchiveLink.

document metadata
Describes the document and its business context. Different types of documents
may have different metadata assigned. Metadata can be used to search for a
document.

document properties
Set of attributes that all documents share; for example, the owner of a document
or the creation date.

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 Glossary

document templates
Templates for documents with default content and attributes.
See also: workspace templates

Generic Object Services (GOS)

SAP: Functions that are not application-specific and can generally be used for any
business object, e.g. creating or displaying the business workspace.

GOS

See: Generic Object Services (GOS)

group replacement
Method to dynamically assign access rights for a Content Server item such as a
business workspace or a document to a group of users. The group replacement is
typically based on attributes of the Content Server item.

impersonation
Method in which users of the business application utilize other users to gain
access to Content Server. Impersonation must be implemented according to the
requirements of the business application.

indexing
Process of collecting data about Content Server items so that they can be searched
with Content Server search functionality.

integration widget
Enables an integration method to display Content Server content in HTML-based
application. Content is displayed with JavaScript and HTML5 technology rather
than embedding the classical Content Server user interface.

OpenText Directory Services (OTDS)

A repository of user information and a collection of services to manage this user
information. OTDS is used by Content Server for user authentication.

OpenText Records Management

Content Server module that controls documents and other objects based on rules
and classifications. Compliance and other legal regulations require that
documents have a controlled life cycle, that they are archived, that they can be
frozen, or that they are deleted after a certain time. Records Management also
controls access to the documents. To set a document under the regulations of
Records Management, it is declared as record.

OSS notes

See: SAP Notes

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Glossary

OTDS

See: OpenText Directory Services (OTDS)

perspective
Controls how users see the layout of a business workspace in Content Server
Smart View. Perspectives consider rules, for example, the workspace type,
template, or the user group. 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.

Perspective Manager

See: perspective

policies
Method to transfer and apply SAP authorization objects in Content Server.

print lists
Documents that are created by the SAP system and, if necessary, can be processed
automatically. They represent extracts from the SAP data base, compiled
according to specific criteria, and created by reports.

property provider
Program or web service that delivers properties of a business object from the
business application to Content Server.

record

See: OpenText Records Management

Records Management

See: OpenText Records Management

Related Business Workspaces folders

Related Business Workspaces folders are used to display business workspaces
that are somehow related to each other. In Classic View, this type of folder is the
only object type where users can add relationships manually.
See also: Related Business Workspaces folders

relationship
Hierarchical relationship between business objects that are visualized as
relationships between business workspaces. A sidebar widget and Related
Workspaces Folders make related business workspaces visible in Classic View. In

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 Glossary

Smart View, a Related Workspaces widget makes related business workspaces

visible. Automatic relationships are defined in the property provider. Users can
establish manual relationships.

RFC service
A program used for communication between the SAP application and the archive
system via RFC (Remote Function Calls).

SAP Notes
Notes provided by SAP that contain post-release changes or corrections for
already released versions of SAP products. When you encounter SAP-specific
problems or false behavior in SAP programs, especially after or during a new
installation of product components, check the SAP Support Portal for necessary
SAP notes.

SAP Reference IMG (SPRO)

A tool for customizing in the SAP system, opened with the SPRO transaction.

SAP Business Add-In

See: Business Add-In (BAdI)

sidebar widget
Element of a business workspace in Classic View that displays various types of
business workspace metadata and information to the end user.

simple search
Saved query and customized search form that can be used to find business
workspaces, cases and binders, and to create shortcuts. Also known as Custom
View Search in Content Server.

Smart UI

See: Smart View

Smart View
Content Server user interface with a landing page and container pages. The
content is presented in tiles that contain widgets. The pages are highly
configurable using the Perspective Manager.

SPRO

See: SAP Reference IMG (SPRO)

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Glossary

system attributes
Metadata that all content items have in common, for example item names, creator
of an item, or the modification date.

widget
Element of the user interface that displays information for the user.

workspace reference
Business object that is linked to a business workspace. If the business workspace
already exists, users add the business object as business reference to it.

workspace templates
Templates for new business workspaces with default configuration, folder
structure, and optionally default content. Templates are offered to the user based
on the classification and the storage location of the new document.

workspace type
Content Server object that controls the location where a business workspace is
stored, some of the GUI components such as sidebar widgets, and the name
pattern of the business workspace.

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