10/26/2018 OpenText VIM: ArchiveLink Configuration | SAP Blogs

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OpenText VIM: ArchiveLink Configuration

April 6, 2016 | 8,248 Views |

Pankaj Pareek
more by this author

FIN (Finance)
archivelink | opentext vendor invoice management

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Prerequisite: A working knowledge in OpenText VIM

Introduction: A document in VIM (DP document) can be created using

one of the following ways:

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1. OCR: Invoices are scanned and read using OCR. The values
from the scanned invoices are filled in the DP document.
2. Electronic documents like pdf or XML: Invoices are created by
reading and passing the values from electronic document to
DP document
3. Manually crea ng the document: Documents are manually
created using either OAWD or /n/opt/vim_7ax1. The invoices
are manually a ached.

In either of the cases, a copy of the invoice (scanned image or pdf) is

a ached to the DP document. These invoices are stored in Content
Repository Server or Archive Server. ArchiveLink is responsible for
interac ve between Archive Server and VIM and/or SAP. ArchiveLink
document type is assigned to a workflow when the document associated
with it is uploaded.

Early Archiving: It is the process where documents scanned are archived

before the details extracted from them are entered into the system.

Following configura on needs to be done for it:

1. Create Content Repository ID: In order to archive the scanned

images we need to first create the Content Repository ID. Below are the
steps:

a. Create content repository by execu ng transac on OAC0

and click on create bu on

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b. Enter the details as per your system requirements.

Document Area will be ArchiveLink.

2. Create Prese ng Folder: Documents can be stored using OAWD. If

the related documents are grouped then it gives more effec ve way to
manage and create documents. A prese ng folder represents a preset

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group of document types. They can be related by workplace or by an

applica on. For each group, we can determine the agents responsible for
its corresponding work item.

a. Go to T-Code OAWS and click on the “New Entries” bu on

b. Give the Prese ng Folder Name (Pr) and Descrip on

(Long Text) and save it.

c. Goto OAWS and for the Prese ng folder (created in above

step) go to the subfolder “Entries” by selec ng the Pr and double clicking
on “Entries”. Click on “New Entries” bu on.

d. Select the document type for the prese ng folder and

select the applicable storing type. (NOTE: Object type (OT) and Agent ID
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are op onal). There are four storing types:

1. Storing for subsequent entry

2. Storing for subsequent assignment
3. Store and enter
4. Store and assign

3. Create ICC Archive Document Type: This is required to be created

so that every incoming invoice with a given document type is stored in
predefined archive storage and a customized workflow is triggered for
each of the document types.

a. Execute T-Code OAD5. This calls the ArchiveLink document

type customizing wizard. Click on con nue bu on

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b. Provide document type and Descrip on. Click on con nue

bu on.

c. Note that workflow document type op on is selected.

Click on Con nue bu on

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d. Provide details of Object Type, Method, Task, and

Assignment. Click on Con nue bu on.

e. Click con nue and go to Storage system.

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f. Provide Content Repository ID and Link. Click on Con nue

bu on.

g. Select the prese ng folder that we have created and click

on con nue bu on. It is here where ICC and Prese ng folder are linked.
Now based on the document type in the prese ng folder the system will
pick the content repository from the se ng done in the previous step. Skip
the “Create New Prese ng” as we have already created require the
Prese ng folders.

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h. Select the same storage op on done for prese ng folder

in step 2.d. Click on con nue bu on.

i. Click on the “Complete” bu on to save the changes.

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4. Link Archive Document Type to VIM object: This configura on

needs to be done in order to know where to store the incoming invoices.

a. Go to T-Code OAC3 and click on New Entry bu on

b. Provide details as used in Step 3 and save the changes

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5. Link Archive Document Type to SAP object: This configura on

needs to be done in order to know how to link the posted or parked
documents in SAP with that of VIM.

a. Go to T-Code OAC3 and click on New Entry bu on. Provide

the below entries and save.

With this, we complete the ArchiveLink configura on. Now, we know

where the documents are stored and saved. Hope you find it useful.

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11 Comments
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Former Member

November 9, 2016 at 10:28 am

Hi Pankaj ,

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Thanks for the detailed information .

I have a question , Is it mandatory to use open text content repository or we can use any
other external content repository for saving the Scanned copies .

Regards,
Sathish

Pankaj Pareek Post author

February 3, 2017 at 7:40 am

Hi Sathish,

Sorry for the delayed response. I have been busy and was not able to
check SCN.

No, it is is not mandatory. You can use external content repository as well.

Regards

Pankaj Pareek

Pankaj Pareek Post author

December 9, 2017 at 3:36 am

Hi Sathish ,

you can use any other repository as well but then some configurations will
differ.

Regards

Pankaj Pareek

Former Member

April 9, 2018 at 5:36 pm

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Pankaj, do you have any reference to configuration steps to

use SAP Content Server instead of OpenText Archive Server?

Former Member

January 30, 2017 at 3:13 pm

Hello pankaj,

Hope you doing well.

Can i have you mail id please.

Thanks

Pankaj Pareek Post author

February 3, 2017 at 7:52 am

Hi Bhushan,

Please drop me your queries over here or message me using SCN

message option.

Regards

Pankaj Pareek

Former Member

June 21, 2017 at 8:11 am

Hello Pankaj,

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I have created several custom document types for object /OPT/V1001. All is working fine
except one thing. When I generate an unsigned url via FM
ARCHIVELINK_URL_GENERATE and then try to access the document via the url it
says that the mandatory parameter seckey is missing. When I do the same thing for the
standard document type /OPT/ICC. This works fine. Can you advise me in which part of
the customizing I need to correct this?

Kind Regards

Yves Kemps

Pankaj Pareek Post author

July 7, 2017 at 2:38 pm

Hi Yves,

Have you copied the standard document type and made changes to it in
order to create the custom document type? If not, then please try it. That is
the best practice to do it.

Regards

Pankaj Pareek

Former Member

February 15, 2018 at 10:56 am

Hello Pankaj,

My apologies for not replying earlier. I did not use this account
for a while. In answer to your question, yes that is what I did. In
the end, it turned out to be some security setting on the
content server of the customer I was working at.

Problem has been solved.

Many thanks for your kind reply.

Yves Kemps

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Former Member

September 12, 2017 at 12:07 am

Hi Pankaj.

Thanks, for this information.

I need help with a configuration, we are implementing SAP VIM, but in transaction
/OTX/PF03_WP not displayed the status procesing , and the invoice does not appear on
the validator, i can not identify wich configuration is required.

Thank you very much for your help.

Former Member

November 17, 2017 at 2:08 pm

Good

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