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Administration Guide
EIM040001-AGD-EN-1
OpenText Employee File Management
Administration Guide
EIM040001-AGD-EN-1
Rev.: 26. Mar. 2014
This documentation has been created for software version 4.0.1.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
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Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
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Table of Contents
1 About OpenText Employee File Management ........................ 9
1.1 What is OpenText Employee File Management? ................................. 9
8.4.2 HRA WDA without Portal – ECC role menu customizing .................. 117
17.1.2 Customizing Employee file hit list and Employee information panel .. 219
EFM offers data protection that guarantees only authorized employees can access
the documents. Combined with OpenText Archive and Storage Services, EFM
provides secure long-term storage.
EFM provides a clear folder structure of content such as original documents, master
data, employee-related emails and Microsoft Office documents in SAP. Double-click
on a document opens it in the appropriate viewer. The search function makes
retrieving information on employees easier.
EFM provides a direct link to the SAP ERP Human Capital Management (HCM)
objects. So, you can access the corresponding SAP transaction to view, change, or
create data records. Creation of documents is supported by integration of an upload
function in Employee-Self-Service (ESS) and Manager-Self-Service (MSS); a central
Document Inbox manages typical document workflows.
For quick and easy access to documents in a web-based environment, EFM offers the
EFM Web UI, including a feature that allows you to browse through thumbnails of
the documents. The EFM Web UI is based on the SAP Web Dynpro technology.
For mobile access to documents, EFM provides a document viewer with extensive
filtering capabilities. Currently, Android-based devices and the iPad are supported.
1. Execute the SPRO transaction and click the SAP Reference IMG button.
2. Navigate to the OpenText Business Suite for SAP Solutions activity and open
it.
3. Navigate to the entry of the required IMG activity – either in the Solution
Framework or in the Employee File Management (EFM) section – and click the
icon.
In addition to the specific settings for Employee File Management, you can
customize general settings for the OpenText Business Suite for SAP Solutions which
also influence Employee File Management.
Note: User exits are intended to handle project-specific tasks by the OpenText
service. For more details on user exits, refer to your OpenText service.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > User-Exits > Maintain DocuLink project
dependent user-exits activity and click the icon.
• To maintain an user exit, activate the required user exit by selecting the
respective check box in the Active column.
• To add an user exit, click the New Entries button and specify the parameters
for the user exit.
EFM 4.0 uses the $EIM project, version 5 and supports the following events:
• AUTH_INIT
• GET_AROBJ
• MOVE_DOC_P
• MOVE_DOC_S
• NFUNCTION
• NICON
• N_CHA_TEXT
• SELE_PRE
• SELE_SUF
• TREE_BUT
• To maintain an user exit, activate the required user exit by selecting the
respective check box in the Active column.
• To add an user exit, click the New Entries button and specify the parameters
for the user exit.
EFM 4.0 uses the $EIM project, version 5 and supports the following
combinations of attribute object and event:
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > Enable thumbnail view for DocuLink in
SAP GUI activity and click the icon.
2. Enter the DocuLink project and the respective view. To activate the thumbnail
view, select the check box in the enabled column.
3. To skip the logon screen of the thumbnail view web application, select the check
box in the SSO column.
Note: Make sure that the SSO profile parameters of your SAP system are
set to the following values:
login/accept_sso2_ticket = 1
login/create_sso2_ticket = 2
In order to use the thumbnail view, you must also activate the Inplace Viewing option
in DocuLink. This option can be set for:
• The complete DocuLink project; for details see section 8.3.3.1 “General tab” in
OpenText DocuLink for SAP Solutions - Customizing and Administration Guide (DC-
CGD).
• A dedicated user; for details see section 13.2.2 “Defining settings for current
project” in OpenText DocuLink for SAP Solutions - User Guide (DC-UGD).
In addition, the thumbnail view may be deactivated for a specific DocuLink view in
the project customizing by the THMB functional code. For details see section 8.3.3.3
“Excluded Functions tab” in OpenText DocuLink for SAP Solutions - Customizing and
Administration Guide (DC-CGD).
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > Change DocuLink titlebar activity and
click the icon.
2. To modify an entry, select the required view and enter your text in the Titlebar
field.
To create an entry, click the New Entries button and specify the parameters for
the new title bar.
Note: Make sure you select the correct language for your text in the
column labelled L.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > Change DocuLink start picture activity
and click the icon.
2. To modify an entry, select the required row and enter the object name of your
picture in the Start picture field.
To create an entry, click the New Entries button and specify the parameters for
the new picture.
Tip: To upload a new image file to the SAP Web Repository, execute the
SMW0 transaction.
2. Select the Binary data for WebRFC applications option and click the button.
3. Specify the package where the image should be added and click the icon.
5. Enter a name and a description. Click the button to upload an image file to
the SAP Web Repository.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > Change DocuLink view description
activity and click the icon.
2. To modify an entry, select the required row and enter your text in the
Description field.
To create an entry, click the New Entries button and specify the parameters for
the new view description.
Note: Make sure you select the correct language for your text in the
column labelled L.
Note: The function code names CU01 through CU09 can be used for the product
and for providing customer extensions. The administrator is responsible for
preventing name collisions when adding new customer-specific function
codes.
Best practice to prevent collisions is to ensure that the product uses function
code names in ascending order starting with CU01 and to ensure that customer
extensions use function code names in descending order starting with CU08.
Currently EFM uses the function code names CU01 – CU03.
Due to restrictions of the GUI, the function code CU09 is displayed as the
leftmost entry in the toolbar, while the function codes CU01 – CU05 are
displayed to the right of the toolbar.
The function codes CU06 – CU08 are only displayed in the context menu of the
respective tree items.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > Add function codes in DocuLink toolbar
activity and click the icon.
2. To modify an entry, select the required row and change the following
parameters:
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > Solution Extensions > Add function codes at DocuLink
nodetype activity and click the icon.
2. To modify an entry, select the required row and change the following
parameters:
Node type
Defines the node where the function code will be displayed.
Function code
Defines the function code to be executed.
User group
Defines the user group which will be able to access the function code.
Disp FCode
Specifies whether entry is displayed at the specified node.
Function Module
Defines the NFUNCTION user exit.
Active
Specifies whether NFUNCTION is active or inactive.
+
Specifies the icon to be displayed.
Quickinfo
Defines text of context menu for the icon in the tree view.
Function Module
Defines the NICON user exit.
Active
Specifies whether NICON is active or inactive.
3. To create an entry, click the New Entries button and specify the parameters for
the new element.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > SAP Workflow > Check automatic workflow customizing
activity and click the icon.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > SAP Workflow > Set agent assignment attributes to General
Task activity and click the icon.
2. You must maintain the following workflow templates and standard tasks:
Follow-Up
Workflow Template 275221/Standard Task 275234
Select the required task type, enter the respective number, and click the
button.
3. Select the menu entry Additional data > Agent assignment > Maintain.
4. Click the Attributes button in the toolbar. Ensure that the General Task is
selected.
5. Repeat these steps for the remaining workflow templates and standard tasks.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > SAP Workflow > Maintain number range for activity workflows
activity and click the icon.
4. Click the button and add an interval with the number 01.
Specify a number range that uses internal numbering.
For each activity profile you can specify selectable nodetypes of the corresponding
DocuLink view. Only nodes that belong to these nodetypes can be selected when
starting the activity workflow.
For each activity profile you can specify pending activities that prevent the start of
the workflow belonging to the profile. For example, you might not want to start a
Follow-Up activity workflow for a document, if a Delete with Approval workflow is
pending for this document.
You can assign an activity profile to the toolbar button of a DocuLink project that
will start the activity workflow belonging to this profile.
To be able to start the Follow-Up and Delete with Approval workflows, you must
have the corresponding authorizations. The authorizations are contained in the
following example roles; for details, see “Security“ on page 225:
• /OTEI/SWF_FOLLOW_UP_CREATE
• /OTEI/SWF_DELETE_CREATE
To be able to process the Follow-Up and Delete with Approval workflows, you must
also have the corresponding authorizations. The authorizations are contained in the
following example roles:
• /OTEI/SWF_FOLLOW_UP_PROCESS
• /OTEI/SWF_DELETE_PROCESS
These roles can be specified in the corresponding activity profile definitions using
the IMG activity Solution Extensions > Maintain activity workflow customizing.
Customer-specific roles are supported, but they must be specified in the activity
profile definition.
The processor determination depends on the settings in the Processor role, Recip.
determination, Automatic Recip. determination, Rec. type in fail., Fail. recipient
ID and Four-eye principle customizing fields.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > SAP Workflow > Maintain activity workflow customizing
activity and click the icon.
2. Select the required activity profile in the Activity profile definition table and
click the button.
Activity type
Activity type for this profile. Enables to have multiple variants of
workflows, for example multiple Follow-Up workflows with different
authorization roles.
Workflow template
Workflow to be started by this profile.
Four-eye principle
Flag if creators of the activity can process the activity themselves or not. For
example, in approval workflows, the creators usually should not be able to
process/approve the workflow themselves).
DC visibility
Visibility of pending workflow activities in the DocuLink view.
Processor role
Authorization role used to build the list of possible processors.
Auth. check class
Implementation class for performing authority checks.
Activity log class
Implementation class for performing activity logging.
Appl. log object, Appl. log subobject
Application log object and application log sub-object used for error logging.
Recip. determination
Defines the user exit that is used for the triggering.
O Organizational Unit
S Position
C Job
A Work center
US User name
P Person (PD master data)
Important
During the automatic recipient determination for workflows, the
function module SUSR_GET_USERS_WITH_SPEC_VALS determines the
users that are authorized to process the workflow. To execute this
function module, you need to maintain the following authorization
objects:
• Object S_USER_AUT
ACTVT 03
AUTH
• J_6NX_SWF
OBJECT
• Object S_USER_PRO
ACTVT 03
PROFILE
IS_ACTION_ACTIVE
Called to decide if the button should be displayed or not (exporting
parameter PE_ACTIVE).
GET_LABEL
Returns the icon and label text of the button.
EXECUTE_ACTION
You have to implement the action which should be executed when the
user pressed the button. This action will be called in an additional
window without closing the workflow.
As a default, EFM comes with the /OTEI/SWF_CL_PERSONAL_ACTION class.
This implementation invokes the PA40 transaction in a second window. In
the standard customizing (BC set /OTEXEIM/SF_MNT_ACT_WF_CUST_040)
this is activated for the Follow-Up workflow.
Note: This function is not available for the EFM Web UI.
Email language
Defines which language is used as a default for the generated email
notifications.
LOGON
The default logon language of the recipient is used for email texts.
COMM
The communication language (defined in the user profile) of the
recipient is used for email texts.
In case the parameter is not maintained, the default logon language of the
recipient is used.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > SAP Workflow > Maintain deletion workflow options activity
and click the icon.
2. To maintain an option, select the required entry, click and modify the
parameters.
To create a new option, click the New Entries button and specify the parameters
for the deletion workflow.
3. Specify the mandatory parameters for the required project and version in the
Project and Version field, respectively. This identifies the DocuLink project and
version for which you want to activate your own deletion logic.
5. Select the Active check box to make the defined delete option active.
Implementing a You must implement your check mechanism in a class using the interface /
customer- OTEB/SWF_IF_DELETE_CHECK. For the check, the CHECK_DELETION method is called;
specific check
mechanism
for the actual deletion, you must use the DELETE_DOCUMENTS method in the
DELETION step to implement your own deletion logic.
PROCESS
The workflow processor can display the workflow but the Delete button
is disabled; the message in PES_MESSAGE is displayed.
DELETION
The message in PES_MESSAGE is logged to the SAP application log. The
delete function is aborted and an internal error is raised; the workflow is
aborted and in an error status.
PIS_DC_INFO
Specifies the project info.
PIS_HEADER
Specifies the workflow header data.
PIT_DOCUMENTS
Specifies the selected documents.
• Exporting parameter:
PES_MESSAGE
With parameter PES_MESSAGE you can return a message which should be
displayed.
PE_RETURN
Return value, a value greater than 0 causes an abort of the workflow and the
SAP workflow will be in an error status.
Note: For the email recipients, the email address of the SAP user profile is used
(as defined in the SU01 transaction).
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > SAP Workflow > Maintain email subject texts activity and click
the icon.
1. Navigate to the OpenText Business Suite for SAP Solutions > Solution
Framework > SAP Workflow > Maintain email body texts activity and click the
icon.
2. Specify the type of body text by selecting the parameters for the profile, mail
type and language from the drop-down lists and click the button.
3. Specify the required body text. You can use standard HTML tags for formatting.
Note: Start and end tags for <html> and <body> are added automatically.
Note: When you save the text, an entry for the transport will be created
automatically.
In addition, the BAdI /OTEB/SWF_MAIL can be used to change dynamically the email
recipients and the email texts. This BAdI uses the interface /OTEB/SWF_IF_EX_MAIL
with the method CHANGE_RECIPIENTS to change email recipients and the method
CHANGE_TEXTS to modify the email texts.
PI_MAIL_TYPE
Type of email; possible values are 01 - Mail after workflow creation and 02 -
Mail after workflow processing.
PIS_HEADER
Workflow header data.
PIS_PROFILE
Workflow profile.
PIT_DOCUMENTS
Selected workflow documents.
PCT_RECIPIENTS
Email recipients; default is the email address of the recipients as defined in the
user profile (SU01 transaction). Recipients can be deleted or others added and
email addresses can be modified.
PI_MAIL_TYPE
Type of email; possible values are 01 - Mail after workflow creation and 02 -
Mail after workflow processing.
PIS_HEADER
Workflow header data.
PIS_PROFILE
Workflow profile.
PIT_DOCUMENTS
Selected workflow documents.
PIT_COMMENTS
Workflow comments.
PC_SUBJECT
Contains the email subject defined the IMG activity; can be modified as
required.
PC_BODY
Contains the email body text defined the IMG activity; can be modified as
required.
Note: If a workflow related to EFM can for some reasons not be finished in the
regular way by the processor, OpenText recommends using the /
OTEI/SWF_ADMIN transaction to finish the workflow and not the SAP standard
transactions.
To monitor workflows:
3. To display the details of a certain entry, select the respective row in the table
and click the icon.
The Details dialog displays the details such as the status, the workflow ID, the
workflow creator, and the processor.
Depending on your authorization level, the Details dialog also offers the
possibility to finish or forward a workflow.
From the central menu in the SAP's IMG function (see “Using the IMG function”
on page 11), you can specify the parameters for Employee File Management.
Basic settings can be project-specific and view-specific. All settings without specific
declarations for a project and/or view apply to all EFM projects and views
respectively. These default settings can be overwritten by project-specific and view-
specific entries.
In the EFM: General settings window, you can find the following EFM setting
types :
• Switches that can be enabled or disabled by specifying the Value = X or leaving
the Value column empty.
• Authorization levels that match the Authorization level field in the SAP HR
authorization objects. Common supported levels are W for write access, R for read
access or M for read access with entry helps.
• Settings for which you need to enter specific text strings in the Value column.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Assign Values for Basic Settings
activity and click the icon.
ARCH_HR_AUTH_LVL
Specifies the HR authorization level to be checked for:
AUTH_CHECK_TYPE
Specifies the type of authority check executed:
STANDARD or no value
EFM standard HR authorization checks are executed (default
customizing)
TIME
Time-dependent HR authorization checks are executed.
OFF
No EFM standard HR authorization checks are executed, but user exit
implementations for authorization checks are still called.
Caution
If you define no authority check, anyone will have access. For
security reasons, OpenText strongly recommends to specify an
appropriate authority check.
CHECK_AUTH_0000
Specifies if the authorization for infotype 0000 is required to view an
employee.
CHECK_AUTH_0001
Specifies if the authorization for infotype 0001 is required to view an
employee.
CHECK_AUTH_0002
Specifies if the authorization for infotype 0002 is required to view an
employee. In older versions, only the authorization for this infotype was
checked.
CHECK_OBJPS
Checks if an HR object needs to be maintained in order to attach documents
to HR objects; switching this check off would allow you to attach for
example a certificate for a child that is not maintained yet in HR.
CHDT_HR_AUTH_LVL
Specifies the HR authorization level to be checked for showing the button
that allows changing the date of origin.
If no value is specified or if the entry does not exist at all, level W is checked.
DATE_ARCH
Displays date of archiving within the document label.
DATE_OF_ORIGIN
Displays date of origin within the document label.
DEL_HR_AUTH_LVL
Specifies the HR authorization level required to approve deleting of
documents.
If no value is specified or if the entry does not exist at all, no HR-specific
authorization check is executed.
EXPIRY_INTERVAL
Specifies an expiration interval for users with the authorization object
J_6NE_US (see “Specific EFM checks” on page 225) and the activity XSS.
These users can call the applications /IXOS/DC and /IXOS/DCVIEW directly
only with parameters which are generated by the SAP ESS/MSS portal
application. These parameters have an expiration interval which is set to the
default value 10 hours.
FULL_TXT_ENABLED
Enables the full-text search functionality. In addition, you must specify the
full-text search templates to be used in the OpenText Business Suite for
SAP Solutions > Employee File Management (EFM) > Records
Management > Maintain Search Templates for Attribute Search activity.
Search templates are project- and view-dependent and specify the Content
Server executing full-text searches. They are maintained using the
OpenText ECMLink for SAP Solutions > ECMLink > Maintain Search
Templates activity. For details, see “Customizing full text search”
on page 204.
FUTURE_DATE
Allows to set the date of origin in the future.
FUTURE_EMPLOYEES
Displays future employees whose entry date is in the future.
INITIALIZE_DATE
Presets the date of origin within mask for capturing HR specific values with
the current date.
PREFILL_SELSCR
Fills some fields in the search selection screen of EFM with pre-defined
values according to the respective user authorizations.
INBOX_SCANNING
Set value X to enable the creation of Document Inbox tickets for scanned
documents. For details, see“Redirecting scanned documents to Document
Inbox” on page 149.
TEAMVIEW_ALL
Sets the object selection for the all employees search in the reporting and
MSS document upload applications, for example, MSS_TMV_EE_ALL.
TEAMVIEW_DIR
Sets the object selection for the directly subordinate employee search in the
reporting and MSS document upload applications, for example,
MSS_TMV_EE_DIR.
XSS_UPL_MAX_FILE
Specifies the maximum file upload size (in MB) for the ESS/MSS Document
Upload applications.
1. Navigate to OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic Settings and run the Assign Values for Basic
Settings activity.
2. Include and enable the following basic settings for your Project and View:
• P_FILE_OBJS - enables and sets object selection for the EFM application in
SAPGUI and Web UI, for example, MSS_TMV_EE_DIR. Set the value to the
name of an object selection to enable the setting.
• P_FILE_OBJS_OWN - if object selection is enabled for the EFM application,
set the value to X to add the current logged in user automatically to the
employee list calculated by the specified object selection.
01 Document created
02 Date of origin changed
03 Ticket created
04 Guest user account reactivated
05 Guest user logged in
06 Guest user login failed
07 Workflow initiated
08 Workflow processed
09 Document copied
10 Document moved - Source
11 Document displayed
12 Document moved - Destination
13 Document deleted
14 Barcode created
Note: For Guest User Ticketing System (GTS) activities, you must maintain
the logging without declarations for project and view.
• For the EFM document display, for every user session only one display action is
logged per document. This is irrespective of the component used for the display.
To enable logging for bar code archiving, see“Logging bar code archiving”
on page 155.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Configure Activity Logging activity and
click the icon.
2. Select the check box in the Enabled column for every activity that you want to
log.
3. If necessary, set the appropriate activity-specific logging class in the Logging
Class column.
2. Click the button to create a new entry with the following values:
EXIT ID
OA_OBJECTDISPLAY_01
ACTIVE
X
EXIT FUB
/OTEI/OA_X_OA_OBJECTDISPLAY_01
Access type
The access type considers Standard, Guest User Employee, Guest User Manager
On-Site, and Guest User Manager Remote.
Activity
Action performed.
Personnel number
Number of the personnel file on which the action was accomplished.
Date of activity
Date when the action was completed.
Time of activity
Time when the action was processed.
Document type
Document type of the managed HR document.
Document description
Description of the document type.
Document class
Document class of the managed HR document.
Date of origin
Origin date of the managed HR document.
Workflow description
Description of the workflow activity profile.
Workflow status
Status of the workflow.
Reference number
Reference number of the HCM process.
Workflow key
ID of the workflow.
Additional Information
Additional information which describes the logged activity in more detail.
The following additional information is also available but not displayed in the
default layout. You can display them by changing the layout of the ALV grid.
Project ID
ID of Employee File Management project.
View
View of the Employee File Management project.
Infotype
Infotype of the accessed personnel file.
Subtype
Subtype of the accessed personnel file.
Object identification
ID for subtype.
Document ID
ArchiveLink ID of the managed HR document.
Storage date
Storage date of the managed HR document.
You can also tailor the logging procedure according to your specific requirements,
and then replace the default logging with your own implementation.
METHOD /OTEI/IF_ACTIVITY_LOG~ADD .
EXPORTING
PIS_HR_OBJECT_INFO = pis_hr_object_info
PI_ACTIVITY = pi_activity
PIS_PROJECT_INFO = pis_project_info
PI_GU_ACCOUNT = pi_gu_account
PIS_DOC_INFO = pis_doc_info
PI_ADD_INFO = pi_add_info
PIS_WORKFLOW_INFO = pis_workflow_info
PIS_PF_INFO = pis_pf_info
ENDIF.
ENDMETHOD.
In this example for customer-specific logging, actions for the infotype appraisals are
not logged.
Note: Deletion of entries after a document has been moved only works when
the logging for activity 10 Document moved - Source is activated.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Configure Activity Log Delete Options
activity and click the icon.
2. Define the document types for which the activity log entries are to be deleted.
You can define a specific setting for every view of a project.
Tip: You can also specify general entries without view (value 0 in View
column). These general entries are used if no specific entry for the view
exists.
Caution
Entries that are deleted with the /OTEI/ACT_LOG_CLEAN transaction cannot
be retrieved again.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Configure Business Document Types
activity and click the icon.
2. In the Business document types folder, create your new business document
type with a description.
Tip: You can translate your business document type description using the
menu item Goto > Translation.
3. Select the required business document type and double-click the Assign
Document types to business document types folder.
4. Assign one or several document types to your business document type. Each
assignment can be restricted by project, version and view; however, these
attributes are optional.
1. For document types which fit exactly to the current project, version and view.
2. For a customizing with current project and version and an empty view.
3. For a customizing with current project and empty version and view.
4. For a customizing with empty project, version and view.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > User-Exits > Maintain Project dependent User-Exits
activity and click the icon.
Note: Alternatively, you can activate this user exit with a own
implementation to use a different logic for business document types. In
this case, the customizing defined in OpenText Business Suite for SAP
Solutions > Employee File Management (EFM) > Basic settings >
Configure Business Document Types would not be used.
Interface The interface for the FILTER_DOC event features the following parameters:
description
• Import parameters:
PI_PROJECT
Project ID.
PI_VERSION
Version of a project.
PI_VIEWID
View.
PI_SCENARIO
Scenarios for filtering of document types. Possible values:
REPORTING
User exit is called in context of reporting.
SEARCH
User exit is called in context of attribute search.
PI_CONTEXT
Situation for filtering of document types. Possible values:
F4
User exit is called before display of F4 help values.
SELECTION
User exit is called before document selection.
• Changing parameters:
PCT_DOCTYPES
Document types which will be displayed in F4 help or for data selection.
Values can be changed by customer implementation without restriction.
Results in reporting:
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Restrict Available Document Types
activity and click the icon.
PA
Defines personnel area; specify the personnel area of the employee to whom
the document should be assigned.
Doc. type
As document types you can either specify complete document types or
document type patterns (for example HRI*).
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > User-Exits > Maintain Project dependent User-Exits
activity and click the icon.
2. You must maintain and activate your implementation for the user exit for the
used DocuLink project and the LIMIT_DOC event.
An example implementation is /OTEI/EXTT_U_LIMIT_DOCTYPE.
Notes
• Alternatively, you can activate this user exit with a own implementation
to use a different logic for business document types. In this case, the
customizing defined in OpenText Business Suite for SAP Solutions >
Employee File Management (EFM) > Basic settings > Configure
Business Document Types would not be used.
• This user exit is not applicable to the Document Inbox application.
Instead, there you can use the BAdI /OTEI/INAPI to restrict access to
document types and ticket information. For more information, see
“Restricting document types and tickets in Document Inbox”
on page 170.
Note: This customizing does not set the sorting for the Search and All
Documents folder.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Configure Sorting for Documents
activity and click the icon.
Project, View
Specify the DocuLink project and the view ID of the DocuLink project used.
Sort Criteria
For the sort criteria, you can use document type description, date of origin
and storage date.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > General Archive Link settings > Define
Content Repositories activity and click the icon.
2. Perform the SAP standard customizing. For details, refer to the SAP online help.
A document type defines the semantic aspect of a document and refers to one
document class.
The document class defines the technical aspect of the content that is the actual MIME
type of the content (for example, document class TXT uses MIME type plain/text).
Many standard document classes are already defined in SAP (for example DOC,
JPG, PDF, TXT). For example, HRICOLFOTO is a SAP standard document type to be
used with HR and refers to the document class JPG; short text for this type is 'color
photos'.
When archiving documents using ArchiveLink, you must select a document type.
This document type should have a document class assigned to it whose MIME type
matches the content you want to archive.
To simplify selection, add the document class to the short text defined for the
document type in order to indicate which technical type (MIME type) is assigned to
the document type. However, many standard types like HRICOLFOTO do not indicate
the MIME type. If you are creating your own document types you might want to
add this information (for example something like “color photos JPG”).
Within the SAP HR application, and also within Employee File Management, the
document type short text together with the date of origin and/or the storage date is
used to distinguish documents. Therefore, defining reasonable short texts for
document types simplifies your work.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > General Archive Link settings > Edit
Document Types activity and click the icon.
2. Perform the SAP standard customizing. For details, refer to the SAP online help.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > General Archive Link settings > Edit
Links activity and click the icon.
2. Perform the SAP standard customizing. For details, refer to the SAP online help.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > General Archive Link settings > Set Up
Optical Archiving in HR activity and click the icon.
Obj. type
For EFM, the SAP object type is always PREL.
Document type
Document type to be archived in the range of HR. Each document type can be
used with one single infotype only.
Infotype
The data fields of the HR master records, time management and applicant data
are combined by logical criteria into infotypes (information types). Examples for
infotypes are “family/reference person”, “organizational allocation” or “basic
pay”.
The following name conventions apply for the infotypes:
• Infotypes 0000 to 0999 for HR master records and possibly applicant data.
• Infotypes 1000 to 1999 for RP planning data.
• Infotypes 2000 to 2999 for time data.
• Infotypes 4000 to 4999 for applicant data.
• Infotypes 9000 to 9999 as customer reserve.
Subtype
The following entries are possible:
+
The subtype must be stated at the allocation of the original.
—
The subtype may not be specified.
Direct value
The subtype is already preset at the allocation of the original and cannot be
overwritten.
Object ID
The following entries are possible:
+
The object ID must be stated at the allocation of the original.
—
The object ID may not be specified.
Direct value
The object ID is already preset at the allocation of the original and cannot be
overwritten. Usually this will not be the case, since the object ID represents a
free subdivision of subtypes.
Date
For the time-dependent authorization check with the display or allocation of an
original, the date of origin of an original is brought up.
The following entries are possible:
+
At the allocation of the original, the date of origin must also be stated.
—
At the allocation of the original, the indication of the date of origin is not
valid.
Authorization
This field specifies the authorization check during the collection of the document
at the scanning work center and the following allocation to this document type.
This parameter is not evaluated when entering with DocuLink.
Note: For more details on DesktopLink, see OpenText Archiving and Document
Access for SAP Solutions - Scenario Guide (ER-CCS).
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > DesktopLink Integration > Assign EFM view to EFM
DesktopLink scenario activity and click the icon.
2. Click the New Entries button.
3. Enter a new scenario type (ID of the scenario).
4. Enter an X in the active field. Enter some scenario text; this text will be shown in
a popup for selecting a scenario.
5. Enter /OTEI/DESKL_K_DL_GET_95 in the Funct.mod. GET field. Enter /
IXOS/DC_K_DESKTOPLINK_INS in the Funct.mod. INS field.
You may leave the remaining fields blank.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > DesktopLink Integration > Assign EFM view to EFM
DesktopLink scenario activity and click the icon.
2. Click the New Entries button.
4. Choose the EFM view to be used for this scenario type by specifying the
DocuLink project, version, and view (for example $EIM, 05, 110).
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > DesktopLink Integration > Maintain EFM DesktopLink
User Exits activity and click the icon.
Customer Exit
Select the ENDE entry.
Scenario Type
Enter the DesktopLink scenario type (ID of the scenario).
sap object
Leave field blank, no entry.
Function module
Enter /OTEI/DESKL_ENDE as the name of the function module.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Cockpit > Maintain Subscreens activity and click the
icon.
2. Specify the following parameters:
Position
Defines the position in the screen grid. The numbers are assigned as
follows:
Position 1 Position 2
Position 3 Position 4
Position 5
EFM View
Specifies the view to be displayed; if you use the default views, no more
options are required.
Scr./Report Name
Only required for customer-specific views; specifies screen and the report
name.
Note: The Employee Data subscreen is fixed in its position and size and
cannot be customized.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Cockpit > Maintain Employee Data activity and click the
icon.
2. Select which project and view is used for the data selection in the EFM Cockpit.
These settings are defined for example in the “Customizing display and
defaults” on page 33.
The employee photo shown in the Employee Data sub screen is by default
determined by SAP standard customizing for photos. You have the option to
change the standard SAP document type for the employee photo:
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Cockpit > Maintain Activity Data activity and click the
icon.
2. Select which of the activities logged are displayed in the Activities subscreen.
For details, see “Customizing logging” on page 37.
3. Specify the time interval in the No Of Days field and the number of entries in
the No Of Entries field.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Cockpit > Maintain Toolbar Buttons activity and click
the icon.
Btn No
Select the respective button in the sequence.
Button ID
Select the button ID which specifies the button type. The following values
are available:
CUSTOMER
Customer-specific button implementation.
FULLTEXT
EFM Fulltext Search.
INBOX
EFM Document Inbox.
PA20
Invokes SAP transaction Display HR Master Data.
PA30
Invokes SAP transaction Maintain HR Master Data.
PA40
Invokes SAP transaction Personnel Action.
REPORTING
EFM Reporting
VIEW
EFM Personnel File.
Activate
Specify whether defined button is displayed in the toolbar.
Icon ID
Double-click to specify the icon for the button.
Function Module
This field is only required if you define a customer-specific button and you
have set CUSTOMER in the Button ID column.
Specify the function to be performed for this button. The EFM Cockpit then
triggers this function in a new mode.
Button Text
Define the button label to be displayed.
Quickinfo
Define the tooltip to be displayed.
For the buttons with the button IDs INBOX and VIEW, you must also maintain the
respective project and view.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Cockpit > Maintain Project Information for Buttons
activity and click the icon.
2. Specify the following parameters:
Btn No
Specify the button using the Button Text description string defined in the
Maintain Toolbar Button activity.
Prj Detail
Define whether a project or a view is used.
Value
Specify the value for the project or view defined in Prj Detail column.
The flexible folder customizing uses the SAP view cluster technology and makes it
possible to group documents belonging to different infotypes into one folder.
However, you still must specify a document type when you archive a document.
Based on the HR customizing for this document type, the document is attached to a
corresponding infotype, subtype, and object; however, you will not notice this in the
flexible folder structure view.
Note: The folder structure comprises a maximum of two levels; documents can
be attached to both levels. By project-specific customizing, several folder
structure configurations can be created in one system, for example a folder
structure for a personnel file and another one for a pensioner's file.
For a top-level folder, you can define an arbitrary number of sub-folders. For a top-
level or sub-level folder, you can assign an arbitrary number of document types. For
each document type, you must create an entry in the table.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Folder structure > Define flexible folder structure
activity and click the icon.
3. To define the top level of the flexible folder structure, select the flexible folder
configuration that you want to add top folders to and double-click the Top
folders tree item. You must specify an unique folder ID and a name for the
folder.
4. To assign document types to a top folder, select the top folder and double-click
the respective Document types tree item. Assign the required document types
available in the folder.
5. To define the sub-level (second level) of the flexible folder structure, select the
top-level folder that you want to add sub-folders to and double-click the Sub
folders tree item. The procedure is similar to the Top folders.
Note: Only the views 110, 120, and 130 of the standard project $EIM are
intended for flexible folder structures. As a default, only the view 110 is
available; the other views must be activated in DocuLink.
The lines of the result table are colored according to the document status. In
addition, it is possible to download the report results for further evaluation.
The customizing also determines which of the following additional functions are
available for the user:
• Direct view of the existing documents from the report using a hyperlink and a
button.
• Jump to the HR data of the selected employees using a hyperlink and a button.
• View the personnel file of an selected employee in EFM using a button.
You can also define the DocuLink project and view which should be used to call
EFM.
To customize reports:
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Reporting > Report options activity and click the
icon.
Project
Specifies DocuLink project used.
View
Specifies view ID of the DocuLink project used.
Note: User exits are intended to handle project-specific tasks by the OpenText
service. For more details on user exits, refer to your OpenText service.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > User-Exits > Define Authorization User-Exits activity
and click the icon.
2. To maintain an user exit, activate the required user exit by selecting the
respective check box in the Active column.
To add an user exit, click the New Entries button and specify the parameters for
the user exit.
Project, Version
Customizing depends on the DocuLink project and version.
User-Exit
Defines if the user exit is called to restrict the access to an employee (value
EMPLOYEE) or to a document (value DOCUMENT).
Active
Allows you to activate/deactivate an user exit without deleting an entry.
Function Module
Defines the name of the function module which contains the user exit
implementation you want to use.
Importing parameters:
PI_ACTIVITY TYPE /OTEI/E_AUTH_ACTIVITY
PIS_DOCUMENT_INFO TYPE /OTEI/S_HR_DOCUMENT_INFO
PIS_OBJECT_INFO TYPE /OTEI/S_HR_OBJECT_INFO
PIS_DOCULINK_INFO TYPE /OTEB/SWF_S_DOCULINK_INFO
Exceptions:
NO_AUTHORIZATION Raise the exception NO_AUTHORIZATION
when your authorization check fails.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > User-Exits > Define Document change User-Exits
activity and click the icon.
2. In the Scenario field, you can define the document change scenarios for which
you want to activate user exits and thus different behaviors.
The following scenarios are available:
COPY
Copy of a document.
DISPLAY
Display of document attributes.
EDIT
Edit of document attributes.
MOVE
Move of a document.
SCAN
Archive a document using a scan scenario.
STORE
Archive a document using a file upload scenario.
3. For each scenario entry, you can specify in the User Exit Class field the class
that implements the user exits. This class must use the /
4. For each scenario entry you can activate or deactivate the following settings:
Rec change
If activated, allows the scenario also to be executed for records (disables the
standard checks for records). This is required for the EDIT, MOVE and COPY
scenarios.
The standard check for records considers all documents with a record
management classification as records.
Use AR OBJ
Activates usage of the GET_AR_OBJECTS2CLASSES method of the user exit
class. This method allows to change the documents which were determined
by the EFM standard implementation.
Use TITLE
Activates usage of the GET_UI_TITLE method of the user exit class. This
method allows to replace the standard UI titles of the document change
dialogs.
Use BF ST1
Activates usage of the BEFORE_STAGE1 method of the user exit class. This
method is called at the beginning of the scenario and can be used to
implement own checks, for example.
Use AF ST1
Activates usage of the AFTER_STAGE1 method of the user exit class. This
method is called after the execution of the STAGE1 standard method. The
STAGE1 method normally contains some checks before execution of an
action.
Use BF ST3
Activates usage of the BEFORE_STAGE3 method of the user exit class. This
method is executed directly before the STAGE3 method. In STAGE3 method
normally the actions for the current scenario are executed.
Use AF ST3
Activates usage of the AFTER_STAGE3 method of the user exit class. This
method is called after the execution of the STAGE3 method.
Use SUB SC
Activates usage of the GET_SUBSCREEN2 method of the user exit class. This
allows you to replace the subscreen which normally contains the HR-
specific data.
The activation of the user exits for the methods BEFORE_STAGE1, AFTER_STAGE1,
BEFORE_STAGE3 and AFTER_STAGE3 will replace the EFM implementation of
these methods.
The methods GET_AR_OBJECTS2CLASSES, GET_UI_TITLE and GET_SUBSCREEN2
allow you to overwrite the results of the EFM implementation of these methods.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > User-Exits > Define Project dependent User-Exits
activity and click the icon.
GET_DATA
Gets additional key data for HR archiving. You can change HR-specific data
like subtype, object ID or date of origin before archiving the document.
Example: /OTEI/EXTT_U_GET_DATA
FILTER_DOC
Changes document types displayed in F4 helps and before document
selection for attribute search and reporting.
Example: /OTEI/EXIM_FILTER_DOCTYPES
LIMIT_DOC
Restricts available document types at document assignment. An activation
of this user exit disables the corresponding customizing settings in the
OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Restrict Available Document Types
activity.
Example: /OTEI/EXTT_U_LIMIT_DOCTYPE
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > User-Exits > Define Attribute object dependent User-
Exits activity and click the icon.
SELECT
Additional master data selection; you can replace the standard selection.
Attribute: HRSTAMM
Parameters:
Example: /OTEI/EXTT_U_SELECT
SELE_PRE
Populates the selection screen; you can replace the standard pre-selection. It
will not be called in case of a guest user access.
Attribute: HRSTAMM
Parameters:
Example: /OTEI/EXTT_U_SELE_PRE
CHECK_AUTH
Additional authorization check; raises the exception NO_AUTHORIZATION if
your authorization check fails.
Attributes: HRSTAMM, INFORECH, INFOERFA , PRELDOCALL, SUBINFORECH,
SUBINFOERFA, PRELDOC, DOCUMENTS
Example: /OTEI/EXTT_U_CHECK_AUTH
AUTH_EMP
Additional authorization check before displaying of an employee. You can
implement this user exit to execute additional authorization before
displaying an employee. This user exit will not replace the standard
authorization checks.
Parameters:
Attribute: HRSTAMM
Example: /OTEI/EXTT_U_AUTH_EMP
AUTH_DOCU
Additional authorization check before displaying of a document. In this
user exit you can execute additional authorization checks before displaying
a document.
To prevent the display of the document, you must raise the exception
NO_AUTHORIZATION.
Parameters:
Note: If you use your own implementation of the function class (user exit), this
user exit is also executed in context of WF-BATCH user. Depending on the
implementation, the WF-BATCH user requires the corresponding
authorizations.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Workflow settings > Maintain workflow recipients
activity and click the icon.
2. Select an activity profile and assign a required rule in the Grp (group) and
Recipient fields. You can maintain different rules for each profile and
administrator group. An entry in the Activity profile field is mandatory.
If you leave the Grp field empty, the respective customizing will be used for
every administrator group that does not have a specific customizing.
You find the customizing dialogs in IMG > OpenText Business Suite for SAP
Solutions > Employee File Management > Guest User Ticketing System (GTS).
1. Run the Maintain number range for guest user ticket activity.
3. Click the Change Intervals button to add/edit the number range for your ticket
numbers.
Add interval 01 and specify a number range.
5. Click the NR Status button. The NR Status field contains the last assigned
number for a ticket and is computed automatically if you use an internal
number range. The Ext check box indicates if the number range interval is
external or internal.
2. In the Screen Field Name box, select your content type from the drop-down list.
In the Field Label box, enter a name for the content type.
The maintained entries are provided as selection list in the guest user ticket
creation.
You can provide the following options during ticket creation:
• Content: Documents – you can select the documents you want to give access
to. For example, you can grant access to a specific appraisal document.
• Content: Files – you provide access to the complete employee file without
restriction to certain folders or documents.
• Content: Folders – you can select the documents you want to give access to.
The difference to the Content:Documents option is that the documents
shown in the list are selected automatically. Use this if you want to give
access to all documents of some folders. You can deselect specific documents
to deny access to those documents. Use Content:Documents if you want to
give access to specific documents within some folders only. For example,
you can grant access to all appraisals, but exclude a specific one.
• Content: Template – you can select the folders to give access to all
documents contained in those folders. The difference to Content:Documents
and Content:Folders is that you do not select specific documents but entire
folders. For example, you can grant access to all appraisals.
1. Run the Maintain titles for web UI logon screen activity. In this dialog, you can
customize title and subtitle for your guest user ticket system Web UI logon
screen. You can customize your titles for different languages.
3. In the Language box, select your language from the drop-down list.
In the Title box, enter the text you want to display in the logon screen. In the
Subtitle box, enter your text for the sub title.
4. Click Save.
The guest user ticket system (GTS) supports sending E-mail notifications. Two types
of E-mails can be sent:
• Information on how to access the ticket is sent to the ticket requester in two
separate mails. The first E-mail contains the ticket number and PIN. The second
E-mail contains the access link to access the guest user ticket.
• The second type of E-mail is sent if the requester enters comments for the HR
administrator during processing the ticket. In that case, an E-mail containing
these comments is sent to the HR administrator.
In general, the system tries to read the E-mail addresses either from subtype 0010
=“E-mail”’ of infotype 105 =“‘Communication’” maintained for the corresponding
requester/HR manager or from the user address data maintained in transaction
SU01.
2. The dialog opens in the Basic Settings for Email Notification sub dialog.
In the Email Setting box, select your entry from the drop-down list. You have
the following options:
3. Select the From Infotype 105 check box if you want to obtain the E-mail address
from the Subtype 0010 “E-mail” of Infotype 105 for the ticket requester/HR
administrator. If the check box is deselected, the address is read from user data
(transaction SU01).
4. Double-click the Define Domains for Email Notification sub dialog. In the
Email domains list, enter the domains you want to support in the E-mail
notification procedure. You can select only from a list of these domains when
entering E-mail addresses manually during ticket creation.
5. Click Save.
1. Run the Maintain subject and body for email notification activity.
2. Enter the following settings:
Note: Note that you need to customize each E-mail type for each
language.
• E-mail type – select the E-mail type you want to customize. You must
customize all three E-mail types:
• Email Subject – specify E-mail subject. For details, see “Customizing E-mail
subject and body using placeholders” on page 80.
• Email Body – enter a text for the E-mail body. For details, see “Customizing
E-mail subject and body using placeholders” on page 80.
Rules for using parameters - Which parameters can be used depend on the E-mail
type and if the parameter is used in E-mail subject or body. Note the following
behavior:
• First notification E-mail – you can use only {TICKETNO} and {PIN} in the E-mail
body. In the E-mail subject, you can use only {TICKETNO}.
• Second notification E-mail – you can use {TICKETNO}, {EMPLOYEES} and
{WEBLINK_URL} in the E-mail body. In the E-mail subject you can use only
{TICKETNO}.
• E-mail notification for HR manager – You can only use the {TICKETNO} placeholder.
The comments the guest user has written in the guest user ticket are simply
appended to the E-mail body.
Example 5-1:
Corresponding E-mail:
Corresponding E-mail:
Corresponding E-mail:
validity has expired or because the one-time ticket was accessed), this guest user
account can be used for accessing another personnel file.
Note: Do not confuse the guest user account and the SAP user – an SAP user
account is required to use the guest user account, but the guest user account is
not an SAP user.
Even though you will not use these roles directly, you may use these roles as a
template for your own definitions. These roles and the corresponding authorization
objects are also described in “Security“ on page 225.
In addition, corresponding HR and ArchiveLink authorizations are required.
Because the requirements for those authorizations are customer-specific, OpenText
does not provide example roles containing those kinds of authorizations.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Guest User > Basic settings > Assign values for basic
settings activity and click the icon.
EMAIL_EMPNAME
Employee name.
EMAIL_EMPORGUNIT
Employee org. unit.
EMAIL_EMP_DOB
Employee date of birth.
EMAIL_PA015_CHG
Specifies whether the generated email may be sent to an address other than
the one defined in the infotype 0105 “Communication”. If this setting is
enabled, the defined address is used as default but may be modified.
EMAIL_SUBJECT
Defines the email subject. This setting is used as fallback only. Instead, use
setting in activity OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Guest User > Maintain subject for email
notification, see “Maintaining E-mail subjects” on page 90. In this activity,
you can specify language specific email subject texts.
EXIT_AUTH_CREATE
Specifies a function module that checks the authorization for generating a
guest user ticket. The default is /OTEI/EXIM_U_GU_CHECK_AUTH.
LOGIN_ATTEMPTS
Specifies the number of logon trials before the guest account is deactivated.
VALID_TO_DAY
Specifies the default expiry period for the ticket (in days). This value is used
to compute the default entry in the Valid to field in the ticket creation
dialog. This default may be overwritten during ticket creation.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Guest User > Maintain guest user number range activity
and click the icon.
5. Select the interval 01 and use internal numbering to maintain the number range.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Guest User > Maintain guest user accounts activity and
click the icon.
2. To create an entry, click the New Entries button. Specify the name for the new
guest user and the access type this guest user is intended for.
Optionally, you can specify an SAP user. If an SAP user is specified, this SAP
user must be used to logon to SAP in order to access guest user tickets created
for this guest user.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Guest User > Define scenario activity and click the
icon.
The scenarios available for ticket creation are displayed.
2. To modify an existing entry, specify the parameters in the Project and/or View
field. The View field defines the view to be used when the guest user accesses
the defined scenario.
To create an entry, click the New Entries button and specify the parameters for
the new entry.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Guest User > Maintain access type specific settings
activity and click the icon.
d. Click OK.
3. In the tree menu, double-click Domains for eMail notification. The email
domain settings define which email domains are allowed in the email adresses.
To create an entry, click the New Entries button and specify the parameters for
the new entry.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Guest User > Maintain subject for email notification
activity and click the icon.
2. Create or edit your entry by specifiying Access type, Guest user account. In the
Subject field, enter your subject text.
3. To create a localized variant of your entry, click Goto > Translation in the menu
bar. Select one or more languages from the list and click OK.
4. In the Maintain Texts in Other Languages dialog, enter the localized text for
your E-mail subject for the selected languages.
5. Click OK.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Guest User > Maintain footer for email notification
activity and click the icon.
3. Select the access type for the email notification from the Access type drop-down
list.
4. Optionally, you can select the guest user account this footer will belong to. If no
guest user account is specified, the footer is valid for all guest user accounts of
the specified access type.
5. Click the Load button. Either enter or modify the required text for the email
footer in the corresponding field.
6. Click the Save button.
In order to start the EFM (infotype structure) view from the HR transaction (PA20/
PA30), you must configure the DocuLink object service that allows you to start a
DocuLink view from GOS.
The EFM view may be opened either in the existing window, in a new window, or as
a popup window. To specify the required mode, you must maintain the productive
$EIM DocuLink project using the J6NP transaction and the GOS button.
The same customizing can be used to add or remove EFM views from the GOS
menu.
Note: For more details see section 15.3 “Providing DocuLink as a GOS” in
OpenText DocuLink for SAP Solutions - Customizing and Administration Guide
(DC-CGD).
EFM offers an integration into SAP’s HCM Processes & Forms. By activating this
integration it is possible to archive documents of a Processes & Forms scenario, with
attachments and the interactive form, as documents in EFM.
Event field
COMPLETED
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > HCM Processes & Forms Integration > Connection
between HR and Processes & Forms documents activity and click the icon.
2. Create an entry for each document type of a process you want to archive and
display in EFM. You must enter the HCM PF process, if you want to archive the
interactive form or an attachment, and the document type. The Subtype and
Object ID fields are optional and define where the documents should be
assigned to.
Example 7-1:
The above example is the customizing for the interactive form and an
attachment of the BIRTH_OF_CHILD_01 process.
The attachment SBIRTHCRTF of the process BIRTH_OF_CHILD_01 is
archived as document type ZBIRTH_ATT for subtype 2. The object ID
remains empty, because every new child will get a higher object ID and
therefore it is not possible to enter a fixed value.
The interactive form (Int. form field) of the process is archived as document
type HRIBESCHKI, also for subtype 2 (Child).
Notes
• The subtype and object ID defined in this view will only be used if the
corresponding document types (in this example ZBIRTH_ATT and
HRIBESCHKI) have the value + for subtype and if the object ID is
maintained in table T585O (HR Optical Archiving: Configuration Table for
PREL and PAPL) for object type PREL. The info type is also read from table
T585O.
• For the FPM forms (PF as Web Dynpro ABAP (WDA) application), EFM
supports the storage of attachments in the EFM personnel file. The form
itself cannot be stored as a document.
SET_OADTM
Sets date of origin.
CON_FORMAT
Converts document format.
SET_OADTM With SET_OADTM you can overwrite the date of origin. This user exit will only be
called if the customizing in table T585O for the document type has the value + in the
Date field. If the user exit is not implemented, the date of origin is set to the system
date.
This user exit implements the following interface.
With PC_OADTM you can change the date of origin. PIS_EIM_PROCESS and
PI_DOC_TYPE deliver all information necessary about the actual process and the
document type used.
CON_FORMAT With CON_FORMAT you can convert an attachment or an interactive form to a different
format before it is archived.
For example, it should be possible for an user to attach MS Word documents to the
process, but you only want to archive PDF documents. In this case you could use the
user exit to convert the document format, for example with OpenText Rendition
Server, to the PDF format.
This user exit implements the following interface.
The content of the file is imported with the parameters PIT_BAPICONTEN and
PC_DOC_STRING. You can either return the converted file with the PC_DOC_STRING
parameter as XSTRING or with the PET_DOCS_BIN parameter as a RAW table. If
PC_DOC_STRING is filled, then the content of this parameter will be archived.
Therefore, you must clear this parameter if you want to return the converted file
content by PET_DOCS_BIN parameter.
Tip: An example for the conversion of a Word document to PDF using LARS is
implemented in function module /OTEI/PF_EXTT_CON_FORMAT.
However, this enhancement spot does not provide any information about the
process used or the attachment type. It can only be checked in general if an
attachment type for this MIME type is configured.
In addition, EFM offers the /OTEI/PF_VIEW_RESTART role which allows to view the
logs in the /OTEI/PF_RESTART transaction, but not to restart a process. This may be
useful for business users who can monitor their processes and, in case of an error,
contact an administrator to check the problem and restart the process.
All error and warning messages are logged in the SAP application log (object /
OTEI/EIM, sub-object /OTEI/PF). Also, the restart of processes is logged in the SAP
application log.
When using the SAP NetWeaver Portal, ESS/MSS/HRA can either be accessed via a
browser or via the SAP NetWeaver Business Client (NWBC) using a portal
connection.
If no portal is used, ESS/MSS/HRA can be accessed via a NWBC fat client using an
ABAP connection or via the HTML version of NWBC provided by the NWBC
system.
The customer has to decide how to run and access ESS/MSS/HRA; EFM can be
integrated in all scenarios. However, the customizing provided by SAP to integrate
into ESS/MSS/HRA is different for each scenario.
Note: Depending on the way ESS/MSS/HRA is run on your system, the user
interface will look different.
The following scenarios are supported when using portal business packages:
Scenario Portal Business Package Portal Role (unique name of portal role)
ESS BP_ERP05_ESS pcd:portal_content/com.sap.pct/every_user/
type = WDJ com.sap.pct.erp.ess.bp_folder/com.sap.pct.erp.ess.roles/
version >= 1.0 SP14 com.sap.pct.erp.ess.employee_self_service
BPERPESSWDA pcd:portal_content/com.sap.pct/every_user/
type = WDA com.sap.pct.erp.ess.wda.bp_folder/
version >= 1.50 SP3 com.sap.pct.erp.ess.wda.roles/
com.sap.pct.erp.ess.wda.Employee_Self_Service_WDA
MSS BP_ERP05_MSS pcd:portal_content/com.sap.pct/line_manager/
type = WDJ com.sap.pct.erp.mss.bp_folder/com.sap.pct.erp.mss.
version >= 1.0 SP14 15.bp_folder/com.sap.pct.erp.mss.roles/
com.sap.pct.erp.mss.manager_self_service
BPMSSADDON pcd:portal_content/com.sap.pct/line_manager/
type = WDA com.sap.pct.erp.mss.bp_folder/com.sap.pct.erp.mss.
version >= 1.0 SP1 15.bp_folder/com.sap.pct.erp.mss.roles/
com.sap.pct.erp.mss.manager_self_service
HRA BP_ERP05_HR_ADMINISTRATOR pcd:portal_content/com.sap.pct/specialist/
type = WDJ com.sap.pct.erp.hradmin.bp_folder/
version >= 1.42 SP2 com.sap.pct.erp.hradmin.15.bp_folder/
com.sap.pct.erp.hradmin.15.roles/
com.sap.pct.erp.hradmin.11.HRAdministrator
Note: The numbers in the unique name of the portal role reflect the version of
the corresponding business package. Depending on the version used on your
system, the numbers may be different.
If ESS/MSS/HRA is accessed without the SAP NetWeaver Portal using a NWBC fat
client with ABAP connection or if it is accessed via the HTML version of NWBC,
EFM needs to be integrated into the navigation menu defined in the corresponding
SAP ECC role (PFCG transaction).
The following scenarios are supported when accessing SAP ECC directly:
Note: Numbers in the example roles provided by SAP reflect the version of the
WDA component installed on your system. The roles listed above are available
on an SAP ECC 6.0 EhP6 system with HR Renewal 1.0 installed.
In any case, the menu available to the user depends on the SAP NetWeaver Portal
role or the SAP ECC role assigned to the user.
The following elements are added to the Homepage Framework customizing by the
BC set:
• Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV
• Service group /OTEI/EIM_ESS_SERVICE_GROUP
• Resource /OTEI/EIM_ESS_DISPLAY_FILE_RES
You can modify the default settings provided by the BC set. For example, the view
to be used (view 100/infotype structure or view 110/folder structure) can be changed
in the resource definition. The service text and description that appears in the menu
can be changed in the service definition.
The Homepage Framework customizing can be found in the SAP IMG in different
places. One central place to access it is the IMG activity Cross Application
Components > Homepage Framework.
/OTEI/XSS_NO_RESTRICTION
Full HR authorizations must be maintained for each employee user.
/OTEI/XSS_RESTRICTION
Employee selection is set by the portal; no HR check is executed for the
employee user.
<protocol>://<server>:<port>/sap/bc/webdynpro/sap/
configure_application
EhP5
Just specify the component configuration in the Configuration column.
EhP6
Select the corresponding entry and click on the Assign Configuration
Name button right above the column header of the table.
The following parameters must be specified (use default values for all other
parameters):
Link Text
Text appearing in the menu e.g. “Personnel file”.
Description
Description appearing in overview page e.g. “You can display the OpenText
personnel file here”.
Application Type
WDA Web Dynpro ABAP
Namespace
OTEI
Application
ESS_DC_INT
System Alias
SAP_ECC_HumanResources
Configuration
Customer-specific Web Dynpro ABAP application configuration for /
OTEI/ESS_DC_INT (as described in “ESS WDA application – configuration”
on page 106).
Use the context menu on the new application to enable the Quicklink functionality.
This single role can be added to the composite role used for the SAP ESS scenario;
for example a customer-specific copy of the SAP example role
SAP_EMPLOYEE_DE_ESS_WDA_3 provided on SAP ECC 6.0 EhP6.
The next step is to import the menu from the single role into the menu of the
composite role. When executing the import, the system asks whether you want to
Reimport or Merge; at that point, select Merge. The new menu options are
visualized in a separate folder in the role menu. Now you can drag&drop the
OpenText Personnel File service to the location in the Employee Self-Service menu
structure where you want EFM to appear.
Edit the details for the OpenText Personnel File menu entry using the context menu
and specify your customer-specific Web Dynpro ABAP application configuration (as
described in “ESS WDA application – configuration” on page 106) in the
Application Config field.
The Homepage Framework customizing for accessing the personnel file is added by
activating the corresponding BC set /OTEXEIM/EFM_ESS_MSS_040 (see section 4.2
“Activating BC sets” in OpenText Employee File Management - Installation Guide (EIM-
IGD)).
The following elements are added to the Homepage Framework customizing by the
BC set:
• Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV for personnel file
You can modify the default settings provided by the BC set. For example, the view
to be used (view 100/infotype structure or view 110/folder structure) can be changed
in the resource definition. The service text and description that appears in the menu
can be changed in the service definition.
The Homepage Framework customizing can be found in the SAP IMG in different
places. One central place to access it is the IMG activity Cross Application
Components > Homepage Framework.
/OTEI/XSS_NO_RESTRICTION
Full HR authorizations must be maintained for each manager user.
/OTEI/XSS_RESTRICTION
Employee selection is set by the portal; no HR check is executed for the
manager user.
l_pernr = iv_object_key.
ls_bus_params-key = 'PERNR_MEM_ID'.
ls_bus_params-value = l_mem_id.
MODIFY it_bus_params FROM ls_bus_params TRANSPORTING value
WHERE key = 'PERNR_MEM_ID'.
l_pernr = iv_object_key.
ls_bus_params-key = 'PERNR_MEM_ID'.
ls_bus_params-value = l_mem_id.
APPEND ls_bus_params TO it_bus_params.
ENDIF.
4. Enter the filter criteria for your BAdI implementation as shown below.
1. Execute the SPRO transaction and click the SAP Reference IMG button.
3. In the Overview of Launchpads window, select the entry for the MSS role and
the EMPLOYEE_MENU instance and click the icon.
4. Select the last entry of the Employee Navigation Menu and click the New
Application button. Enter a description for the link and enter the following
values:
Application Category
Select Webdynpro ABAP entry.
Namespace
Enter OTEI.
Application
Enter HRADMIN_DC_INT.
System Alias
Enter an active system alias in your environment, for example the standard
system alias SAP_ECC_HumanResources.
5. Click the Show Advanced Parameters button and enter the following values:
Application Alias
Enter /OTEI/MSS.
Application Parameter
Enter the following value:
PROJECT=
$EIM&VIEWID=100&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PERNR&TOGG
LE_NODETYPE_INDEX=3&TOGGLE_NODETYPE1=N_1_1_A
Configuration
Specify the configuration you want to use, for example /
OTEI/HRADMIN_DC_INT_DEFAULT.
You can modify this setting (for example to view 110/folder structure) in the iView
properties in the Application Parameters field. The service name can be specified in
the corresponding portal page.
3. Navigate in the portal content structure to Portal Content > Content Provided
by Other Vendors > Content For Specialists > OpenText > HR Administrator >
Worksets. Right-click the OpenText Employee Information workset and select
the Add Workset to Role > Delta Link command.
This single role can be added to the composite role used for the SAP HRA scenario;
for example a customer-specific copy of the SAP example role
SAP_ASR_HRADMIN_HCM_CI_3 provided on SAP ECC 6.0 EhP6.
The next step is to import the menu from the single role into the menu of the
composite role. When executing the import, the system asks whether you want to
Reimport or Merge; at that point, select Merge. The new menu options are
visualized in a separate folder in the role menu. Now you can drag&drop the HRA
service to the location in the HR Administrator menu structure where you want
EFM to appear.
Tip: You can copy the configuration file and modify it according to your needs.
Check the SAP documentation for more information about UWL configuration.
1. Log in to the SAP NetWeaver Portal and navigate to System Administration >
System Configuration > Universal Worklist & Workflow.
2. Select the active System Alias with the WebFlow Connector connector type.
3. Click the Click to Manage Item Types and View Definitions hyperlink.
5. Enter a name for the configuration in the Configuration Name field and click
the Browse button to specify the XML file
UWL_Configuration_OpenText_Employee_File_Management_0400.xml.
9. Re-register the system alias of the WebFlow Connector and clear the cache of
the respective system alias using the function available through the Cache
Administration Page hyperlink.
Now the EFM workflow tasks can be processed directly from the UWL.
With the Employee Interaction Center (EIC) integration it is possible for an EIC
agent to open EFM directly from the EIC either as a dialog or as integrated view of
EIC. In order to invoke EFM, a implementation of the transaction launcher is used.
• Definition of the logical system for the SAP system where EFM is running.
• Configuration of the URL ID.
• Definition of the navigation bar profile.
• Configuration of the URL parameter.
1. Maintain an entry for the logical system in the SALE transaction with the IMG
activity IDoc Interface / Application Link Enabling (ALE) > Basic Settings >
Logical Systems > Define Logical System.
3. Define the connection between the logical system and the RFC connection in the
CRMC_ABOXLSYSRFC view (SM30 transaction).
Note: When using SAP CRM 7.01 and higher versions, the BC set /
OTEXEIC/EFM_TA_LAUNCH_040 must be activated in Expert mode.
2. Execute the SPRO transaction and navigate to the IMG activity Customer
Relationship Management > Interaction Center WebClient > Basic Functions >
Transaction Launcher > Define URLs and Parameters.
3. Open the URL ID /OTEI/EIC in detail view and enter the logical system in the /
OTEI/EIC field.
10.3 Roles
The /OTEI/EFM_EIC_INTEG_BASIC role can be activated with the BC set /
OTEXEIC/EFM_ROLES_040. This example role provides the authorizations which are
additionally required to use the EFM integration in the EIC.
Role Description
/OTEI/EFM_EIC_INTEG_BASIC Authorization for work center IDs /
OTEI/EIMI and /OTEI/EIMP.
Employee File Management features the EFM Web UI which allows to display
documents in a web-based environment, including a dedicated tree view and
browsing of document thumbnails. The EFM Web UI is based on the SAP Web Dynpro
technology.
• Load estimation
The load estimation for the Web Viewer must consider the following parameters:
Tip: You can also customize settings for the thumbnail view which limit the
number of displayed documents per thumbnail view page; for details see
“Defining thumbnail settings” on page 136.
Caution
As both the local and the thumbnail cache store archived content in the
local file system, take care that administration of the Web Viewer is only
performed by authorized personnel. It is recommended to disable public
access to the local cache folder.
Note: This entry is also used for logging. For details, see “Enabling logging”
on page 38.
2. Click the button to create a new entry with the following values:
EXIT ID
OA_OBJECTDISPLAY_01
ACTIVE
X
EXIT FUB
/OTEI/OA_X_OA_OBJECTDISPLAY_01
# Description:
LeaDocProvider.cache.dir=C:\\WebViewer\\cache
# Description:
# during startup.
# Default is true
LeaDocProvider.cache.clean=false
# Description:
LeaDocProvider.cache.size=100485760
# Description:
# Default is 10 seconds
LeaDocProvider.cache.file.min_hold_ms=10000
# Description:
# The cache's small file limit (in bytes). Files smaller than
LeaDocProvider.cache.file.small_limit=10240
# i.e. C:\\WebViewer\\thumbnailcache
ThumbnailView.cache.dir=C:\\WebViewer\\thumbnailcache
# Description:
# Default is 2048
ThumbnailView.cache.size=2048
# Description:
# Default is 8192
ThumbnailView.cache.files=8192
# Description:
ThumbnailView.cache.period=1800
# Description:
# Default false
ThumbnailView.cache.force=false
• /IXOS/DC_WD_DC_DEFAULT
Deactivates the tree and thumbnail view.
• /IXOS/DC_WD_DC_FULL
Activates the tree and thumbnail view.
• For Web Dynpro application /ixos/dcview:
• IXOS/DC_WD_DCVIEW_DEFAULT
Deactivates the tree and thumbnail view.
• /IXOS/DC_WD_DCVIEW_FULL
Activates the tree and thumbnail view.
• /IXOS/DC_WD_DCVIEW_EMBEDDED
Activates and shows the tree and thumbnail view; hides the header and
footer.
An SAP Service Alias for EFM points to the /IXOS/DCVIEW Web Dynpro service and
allows using the guest user access directly using an URL without a login to the SAP
system. For an anonymous login, a technical SAP user has to be assigned to the
Service Alias.
Tip: OpenText recommends using the already created technical SAP users,
which have been mapped to appropriate guest user accounts.
Example: For a service dcview_manager which uses the technical SAP user manager,
the guest user login can then be accessed using the URL
<protocol>://<server>:<port>/sap/bc/dcview_manager?sap-client=800&
project=$EIM&VIEWID=100&sap-language=EN
2. Select your virtual host and select the menu entry Service/Host > Create Service
to create a service.
3. Create a Service Alias with a name consisting of the guest user account used or
the technical SAP user respectively; for example the name dcview_manager.
Select the Reference to Existing Service option and click the icon.
4. Select the Alias Trgt tab to define the assignment with the /IXOS/DCVIEW
service.
5. Select the Logon Data tab to assign the service to the specific SAP user who is
used for the EFM guest user account.
In a guest user scenario it is not recommended to use these URLs directly. Instead,
use an SAP Service Alias that points to the /IXOS/DCVIEW service. For details see
“Customizing guest user access” on page 130.
Note: Starting from SAP CRM 7.01 SP4 or SAP CRM 7.11 SP2, the old
rendering engine UR Classic is not supported anymore. Use the SAP rendering
engine Light Speed which is the default.
This customizing requires the SAP authorization object S_WDR_P13N. When you log
in as an administrator using the Web Dynpro administration mode (add the
parameter sap-config-mode=X to the Web Dynpro URL), the EFM Web Dynpro
interface has a special Settings link entry.
You must use the tabs of the Settings dialog to access the different customizing
settings.
All customizings may be bundled for a transport by clicking the Save button. You
must specify a corresponding customizing transport.
2. Select either the thumbnail view or the standard list view as the initial default in
the Default view drop-down list.
3. Select one or more of the following parameters:
Enable Tree
Enables users to activate the tree view under the View link.
Show Tree
Displays tree view as a default; requires that Enable Tree has been selected.
2. Specify a name for your configuration and enter the required parameters.
Configurations are only valid for the currently displayed DocuLink view; only
the default configurations are valid for all views of a DocuLink project.
To load a configuration:
2. Select one of the configurations and click the Load button again.
Each user who is already logged in has a personalized configuration. If you modify
configurations as an administrator, you must apply the modified configuration to all
users who already have personalized layout settings.
To apply a configuration:
Number of documents
Specifies the maximum number of documents visible as a block in the
thumbnail view.
Number of pages
Specifies the maximum number of pages visible as a block in the thumbnail
view.
Number of folders
Specifies the maximum number of DocuLink folders visible as a block in the
thumbnail view.
Default layout
Specifies whether thumbnails are arranged vertically or horizontally.
Note: The Upload and Assign Documents application uses a component based
on Microsoft Silverlight 4. The Silverlight Web browser plug-in will be
installed automatically if it is not already installed on the local computer of a
user.
Errors during the upload are displayed within the file upload application and
are also logged into the SAP SLG1 logging with the sub-object /OTEI/FU_WD.
The following URL syntax can be used to launch the application directly:
<protocol>//<server>:<port>/sap/bc/webdynpro/otei/
fu_wd_multi_fileupload?
content_repository=<content_repository>&project=<project>&viewid=<vie
wid>&sap-wd-lightspeed=
content_repository
Sets a content repository for storing documents temporarily; all uploaded
documents are stored in this content repository at first. When a document is
assigned to an employee file, the respective document is deleted from the
temporary repository and created in the content repository of the specified
document type.
project (optional)
Specifies an EFM DocuLink project. This parameter is written into the EFM
activity log and is also used for determining EFM basic settings, which can be
project- and view-specific.
viewid (optional)
Sets the view of an EFM DocuLink project. This parameter is written into the
EFM activity log and is also used for determining EFM basic settings, which can
be project- and view-specific.
sap-wd-lightspeed
Specifies that the SAP rendering technique Light Speed is not supported. Disable
this setting by not entering a value. EFM supports Light Speed only on SAP ECC
6.0 EhP6 or higher.
If you are starting from Employee File Management, you must perform a hyperlink
customizing for the hyperlink mapping ID LINK_EFM.
1. Navigate to the OpenText Archiving and Document Access for SAP Solutions
> DocuLink for SAP Solutions > DocuLink: Administration > Visualization >
Hyperlink maintenance for DocuLink in Web activity and click the icon.
2. Create a new hyperlink for the mapping ID LINK_EFM and specify the following
parameters:
Description
Name of the link that starts the Upload and Assign Documents application;
for example Upload and Assign Documents.
Protocol
Protocol of an ICM service that is used for Web Dynpro applications. The
value can be either HTTP or HTTPS.
Hostname
Host name of the SAP system.
Port
Port of an ICM HTTP(S) service that is used.
Path
Path to the ICF service; must be set to /
sap/bc/webdynpro/otei/fu_wd_multi_fileupload.
3. Modify the hyperlink in the URL Parameter field using the following URL
syntax:
content_repository=<content_repository>&project=<project>&viewid=
<viewid>&sap-wd-lightspeed=
content_repository
Sets a content repository for storing documents temporarily. All uploaded
documents are stored in this content repository at first. With an assignment
of a document to an employee file, the respective document is deleted from
the temporary repository and created in the content repository of the
specified document type.
project (optional)
Specifies an EFM DocuLink project. This parameter is written into the EFM
activity log and is also used for determining EFM basic settings, which can
be project- and view-specific.
viewid (optional)
Sets the view of an EFM DocuLink project. This parameter is written into
the EFM activity log and is also used for determining EFM basic settings,
which can be project- and view-specific.
sap-wd-lightspeed
Specifies that the SAP rendering technique Light Speed is not supported.
Disable this setting by not entering a value. EFM supports Light Speed only
on SAP ECC 6.0 EhP6 or higher.
FUNCTION z_otei_u_change_hyperlink.
The name of the /IXOS/DC_U_CHANGE_HYPERLINK user exit can be set in the in the
User exit field of the maintenance view for hyperlinks.
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
fu_wd_multi_fileupload?content_repository=<content_repository>&sap-
wd-configId=<configuration>
Note: Single sign-on (SSO) is not supported. An administrator has to log into
the configuration editor again by entering a user name and password.
MAX_FILE_SIZE
Maximum file size for an uploaded document in kB. Default size is set to 10000
(10 MB).
NO_FILES
Maximum number of uploaded files per Drag&Drop action. Default is set to 30
files.
NO_DOCUMENTS
Number of documents displayed per thumbnail pane. Default is set to 30
documents.
NO_PAGES_PER_DOCUMENT
Maximum number of pages displayed per document. Default is set to 5 pages.
NO_PAGES
Number of document pages displayed per thumbnail pane. Default is set to 100
pages.
TN_SIZE_CATEGORY
Initial thumbnail size (1-3). Default is set to large (3).
PAGE_SIZE_CATEGORY
Initial page size in preview (1-3). Default is set to medium (2).
Note: The ESS and MSS File Upload applications offer a Drag&Drop-style file
upload. When using it in the SAP NetWeaver Portal, the property
ume.logon.httponlycookie must be set to false with the SAP NetWeaver
Portal configuration tool.
To maintain hyperlinks:
1. Navigate to the OpenText Archiving and Document Access for SAP Solutions
> DocuLink for SAP Solutions > DocuLink: Administration > Visualization >
Hyperlink maintenance for DocuLink in Web activity and click the icon.
transaction=PA30&RP50G-PERNR=@PERNR@&sap-system-login-
basic_auth=X&~okcode=ONLI
NavigationTarget=ROLES://portal_content/other_vendors/specialist/
com.opentext.cfs/com.opentext.cfs.hradmin/
com.opentext.cfs.hradmin.pages/
com.opentext.cfs.hradmin.show_employee_data_search&DynamicParamet
er=PERSNR%3D@PERNR@&NavMode=3&sap-system-login-basic_auth=X
sap-wd-configId=%2fIXOS%2fDC_WD_DCVIEW_FULL&PROJECT=
$EIM&VIEWID=110&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE=T_HRSTAMM
&SELFIELD1=PERNR&VALUE_LOW1=@PERNR@&sap-system-login-basic_auth=X
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_inbox?
project=<DocuLink EFM project>&viewid=<DocuLink EFM project
view>&sap-wd-configId=<configuration>
NO_DOCUMENTS
Number of documents displayed per thumbnail pane. Default is set to 30
documents.
NO_PAGES
Maximum number of pages displayed per document. Default is set to 5 pages.
TN_SIZE_CATEGORY
Initial thumbnail size (1-3). Default is set to small (1).
PAGE_SIZE_CATEGORY
Initial page size in preview (1-3). Default is set to large (3).
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
du_wd_upload_ess?project=<DocuLink EFM project>&viewid=<DocuLink
EFM project view>&sap-wd-
configId=<configuration>&content_repository=<content_repository>
• MSS Document Upload:
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
du_wd_upload_mss?project=<DocuLink EFM project>&viewid=<DocuLink
EFM project view>&sap-wd-
configId=<configuration>&content_repository=<content_repository>
MAX_FILE_SIZE
Maximum file upload size (in KB) for the Drag&Drop upload area. Default is set
to 10240 KB.
DRAG_AND_DROP
Enables the Drag&Drop upload area for the upload application.
You also have the option to redirect the scanned documents to the Document Inbox
before archiving. For details, see “Redirecting scanned documents to Document
Inbox” on page 149.
For more and general information about archiving via ArchiveLink using Enterprise
Scan, see OpenText Archiving and Document Access for SAP Solutions - Scenario Guide
(ER-CCS).
12.1.1 Prerequisites
Enterprise Scan
• Server settings
• Profile
To maintain protocol:
• You must maintain the Communication Type OPEN (OLE) for all required
document types.
• Specify IXSCAN as Application.
Click Continue.
5. Click Change.
To maintain applications:
You can use application maintenance to define the order of the calls from the SAP
System to a partner application for processing a particular function.
3. In this dialog, you define the communication between SAP and the application.
Example 12-1:
The application name is IXOS.IXSCAN.SC2SAP. The application calls the
SendDocDP function that archives a document from Enterprise Scan into
Content Server and fills DocID and ErrorID properties.
3. In the CLSID box, enter the respective value from the registry key CLSID under
HKEY_CLASSES_ROOT.
2. Open your Employee File Management view in DocuLink and open the
required employee file.
3. Expand Add and navigate to the node to which you want to add a document.
Double-click the icon.
5. In the following dialog window, enter document type and document attributes.
6. Click OK. The document is removed from Enterprise Scan and appears in
the node selected in your employee file.
• Ticket number
• Subject – name that can be defined in the customizing
• Created by – SAP user starting the scanning in EFM view
• Creation date
• Creation time
• Channel Description – for example, SCAN_GER
• Status
• Personnel number — of selected employee
• Document type
• Date of origin – optional
Depending on the Inbox settings, the HR administrator must assign the document or
the automatic assignment feature is used. The document will be visible in the
employee file only after the ticket has been processed.
In this way, you can use the document conversion in the Inbox, for example, to
convert the document to a searchable PDF format. If a document runs into an error,
the HR administrator can see its error status in the Document Inbox.
To enable the Inbox ticket creation for the scanned documents, proceed as follows:
3. In IMG, navigate to OpenText Business Suite for SAP Solution > Employee
File Management > Basic Settings.
Execute the Assign Values for Basic Settings activity.
4. In the EFM: General settings screen, select the SCANNING_INBOX entry and set
Value = X.
12.2.1 Prerequisites
You must have installed the following:
Tip: After installing all components, restart the Archive Spawner in the
windows services and check if all services are running.
Administration Client
• Archive modes
• Scan host
Enterprise Scan
SAP
Example 12-2: Creating profile for ArchiveLink – Late archiving with bar
code scenario
1. The Input subprofile FileInput provides a file directory from which the
scan client can collect the documents.
2. The Processing subprofile EFM Barcode recognition contains the bar code
recognition and the separation of the documents by bar code.
3. The Archiving subprofile EFM Archiving uses the archive mode that has
been customized in the Administration client.
4. The connection is tested by clicking the Details button. The scan station
customizing in the Administration Client provides the data.
1. Open your Employee File Management view in DocuLink and open the
required employee file.
2. Expand Add and navigate to the node to which you want to add a document.
Double-click the icon.
3. In the Select archiving type dialog, select and double-click ArchiveLink – Late
Archiving with Barcode.
4. In the Select document type screen, select the document type. Note that only
document types that have been customized in transaction OAC5 are available for
selection. Click to confirm your selection.
5. In the next screen, you can edit the document attributes. Set Date of origin.
To proceed, you have two options:
7. Open OpenText Imaging Enterprise Scan, put the bar code cover sheet at the top
of your document and scan the document.
8. Click Archive. The document starts running through the document pipeline.
9. To view the progress of your document in the pipeline, open the OpenText
Document Pipeline Info Tool and enter the respective host name. The pipeline
consists of five steps. You can start and stop the respective steps by double-
clicking them.
10. In step Send message to R/3, the document is archived and published in SAP. An
external entry is written in table BDS_BAR_EX.
To view this external entry in Archive Link Monitor, run transaction OAM1.
11. ArchiveLink connects the scanned document to the employee and the infotype
by using the same bar code. To trigger the matching, click the Adjust bar
codes button in the Bar Codes area.
Important
After installing SP1, you must enable the logging for this activity before
starting the bar coding scenario. For details, see “Enabling logging”
on page 38.
2. When you scan a document containing this bar code, the assignment info is
stored in the external bar code table and the document is stored in the archive.
Once the bar code is matched, the Document created activity is logged.
2. Run the SWETYPV transaction. In the Event Type Linkages view, maintain
the following linkage:
Note: If the bar code is deleted from the Open internal barcode entries table
without performing bar code matching afterwards, only the Barcode created
activity is logged.
With the Document Upload and Inbox application, both employees and managers can
upload HR-related documents to the Document Inbox. In the Document Inbox, HR
administrators can process the uploaded documents by assigning them to specific
personnel files or rejecting them. Uploaded documents can be converted
automatically by the OpenText Rendition Server to a new target format.
Note: The Document Inbox requires that OpenText Imaging Web Viewer is
configured and running.
The Document Inbox is available as a SAP Web Dynpro application and a SAP GUI
application. The Document Inbox in the SAP GUI offers advanced functions such as
ticket filtering and manual document conversion. In addition, it displays all tickets
with the respective status error, open, rejected, closed and assigned.
In contrast, the Document Inbox in SAP Web Dynpro only displays the tickets with
the respective status error, open and rejected.
You can customize the following input channels for processing tickets in the
Document Inbox:
• ESS/MSS
• Batch file upload
• ArchiveLink file upload
• ArchiveLink scanning
For each input channel, you can determine which document types should be
processed. You can convert the uploaded document to another format by
implementing a conversion user exit. Additionally, you can specify the file upload
and scanning input channels by DocuLink project/view, company, organizational
unit and personnel area of the employee the document is assigned to.
The customizing for the Document Upload and Inbox application comprises the
following steps:
ACTVT
Set to Execute.
RFC_NAME
Set to /OTEI/DU_WD_REND.
RFC_TYPE
Set to FUGR.
• S_TCODE - The Document Inbox in the SAP GUI can be started with the /
OTEI/INBOX_100 and /OTEI/INBOX_110 transactions. For both transactions, the
authorization object must be set accordingly.
• S_USER_GRP - Required for using the Document Inbox application. Customize
the following settings:
ACTVT
Set to Display.
CLASS
Set to full authorization.
/OTEI/INCH
Channel. Technical name, as specified in SPRO customizing.
/OTEI/INST
Ticket Status. Allowed values are OPEN, REJECTED, ASSIGNED, CLOSED, ERROR.
/OTEI/INCB
Created By User. System user name SY-UNAME.
/OTEI/INMB
Ticket Changed By User. System user name SY-UNAME.
5. Select the interval 01 and use internal numbering to maintain the number range.
For routing documents to the document inbox through the ArchiveLink file upload
and scanning scenario, additional customizing steps are available. You can maintain
input channels according to project and view, company code, personnel area and
organizational unit. As a prerequisite, these input channels must be enabled in the
basic settings.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Document Inbox > Maintain Inbox Channels activity
and click the icon.
3. Create a new input channel such as ESS, MSS, Scan, Upload or BATCH and enter a
description.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Document Inbox > Maintain Inbox Channel Settings
activity and click the icon.
2. For every channel created before, you can specify the following parameters:
Doc. type
Specify the SAP HR document type that you want to use.
Automatic
Click this box to specify automatic processing and assigning of the
documents in the input channel.
HR auth
Click this box to specify additional HR checks during automatic
assignments.
Notes
Active
Select the check box to enable the conversion user exit.
Set Date
Select the check box if you want the system to set the date of origin for the
document automatically. If selected, the current date will be inserted as date
of origin for the document. If the check box is deselected, the date of origin
must be set manually in the document inbox.
Important
In table V_T585O, it can be determined if the date of origin must be
specified at all for a document type:
• With setting Date = -, the declaration of the date of origin is not
allowed and the Set Date of origin check box must not be
selected.
• With setting Date = +, the document type is enabled for
automatic assignment. You must select the check box.
1. Navigate to OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > File Upload and run the Define Inbox Channels for File
Upload activity.
2. Click New Entries to include a new inbox channel for file upload or edit an
existing one.
• PA – Personnel area.
Click Save.
4. In IMG, navigate to OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Basic Settings. Run the Assign Values for Basic
Settings activity.
5. Create a new INBOX_FILEUPLOAD entry for your EFM project and/or view, or
edit an existing one. To enable the setting, enter Value = X.
1. Navigate to OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Scanning and run the Maintain Inbox Channels for
Scanning activity.
2. Click New Entries to include a new inbox channel for scanning or edit an
existing one.
• PA – Personnel area.
Click Save.
4. In IMG, navigate to OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Basic Settings. Run the Assign Values for Basic
Settings activity.
5. Create a new INBOX_SCANNING entry for your EFM project and/or view, or edit
an existing one. To enable the setting, enter Value = X.
Important
The SCANNING_INBOX setting is available after activating BC set /
OTEXEIM/EFM_BS_ASSIGN_VALUE_040 in transaction SCPR20.
1. In IMG, navigate to OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Document Inbox. Run the Maintain Document
Classes for Conversion Exits activity.
2. Create a new entry for a user exit or edit an existing one. Specify the following
settings:
Example 13-1:
(without conversion) have been customized for the used inbox channel.
Additionally, it is checked if the inbox channel has customizing for
document types with document class PDF and the conversion user exit
enabled. If this is the case, these document types are also provided for
selection.
1. In the IMG, navigate to the OpenText Business Suite for SAP Solutions >
Employee File Management (EFM) > Document Inbox > Maintain Emails
activity and click the icon.
2. Select the DocuLink project and view for the application. Specify an input
channel.
3. Specify the ticket status, language, and the E-mail subject and body.
• In the Subject field, you can use the {TICKETNO} tag as a placeholder to set
the ticket number.
• In the Body field, you can use tags as placeholders. When the E-mail is
generated, they are replaced with the specific ticket-related information. The
following tags are available:
Example 13-2:
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Document Inbox > Maintain Ticket Subject activity and
click the icon.
2. Select your DocuLink project and view for the EFM application. Specify the
input channel.
3. To specify the ticket subject format, you can combine text elements with the
{TICKETNO} and {TICKETSUBJECT} tags. For ticket subjects created by File
Import, you can additionally use the tags {PROCESSNO} for the number of the
import process and {FILENO} for the number of the imported file.
Example 13-3:
Example 13-4:
Note: The ticket attributes can also be changed with BAdI /OTEI/INB_IMPORT.
This BAdI offers the CHANGE_ATTRIBUTES method to change the attributes of
the tickets before ticket creation; this method is called before the creation of the
inbox ticket.
The input for the method are the calculated parameters of the import specified
(calculated from the file name accordingly to the customizing of the import
profile); this input can be modified by the BAdI implementation. With the
implementation of the methods SET_TICKET_SUBJECT and
SET_TICKET_INFOTEXT, the infotext and subjects of the tickets can be changed.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Document Upload > Maintain Application Title and
Subtitle activity and click the icon.
2. Select the application, the DocuLink project and view and define or modify the
title and subtitle in the respective fields.
You can define per DocuLink project, view and input channel which document
types will be available. Project, view and channel are determined by the used
application, either ESS or MSS upload. Additionally, the list of available document
types can be filtered per company code, personnel area and organizational unit the
employee belongs to. Thus, the MSS or ESS user can only see document types that
match the customized filter criteria. If organizational unit, personnel area and
company code are not set, the respective document type is available for all users.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Document Upload > Maintain Document Types activity
and click the icon.
Channel
With the channel settings ESS or MSS, you can set specific document types
for the ESS or MSS upload application, respectively. If the channel is not set,
the documents are available in both applications.
Doc. type
Specify the SAP HR document type that you want to use. The document
type is available for all users whose organizational unit level is under the
specified organizational unit. In addition, the user must belong to the
specified company and personnel area.
Form. Chk.
Enable or disable a format check.
A format check verifies for the selected document type the MIME type of an
uploaded document. The MIME type check is based on the file extension
and the document class of the selected document type.
To check multiple MIME types, a Format Category ID has to be maintained
in the Fm Cat. ID column.
Fm Cat. ID
Specify a file format category.
A file format category comprises multiple MIME types. A Category ID can
be set when maintaining document types. For details, see “Maintaining file
format categories” on page 171.
Note: If you do not maintain file format categories, users are allowed to upload
a random file type in the Document Upload and Inbox application.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Document Upload > Maintain File Format Categories
activity and click the icon.
2. In the Fm Cat. ID column, maintain a file format category comprising multiple
MIME types such as MSWORD with the formats DOC and DOCX.
1. Start the Document Inbox. In the Ticket Search, select and edit the selection
fields you want to apply to your default variant.
2. In the menu bar, click Goto > Variants > Save as Variant.
5. Select the Protect Variant check box. The check box must be selected to prevent
changing by other users.
6. Click Save.
The default variant will be automatically applied when a user starts the
Document Inbox.
1. Start the Document Inbox. In the Ticket Search, select and edit the selection
fields you want to apply to your default variant.
2. In the menu bar, click Goto > Variants > Save as Variant.
5. Select the Protect Variant check box. The check box must be selected to prevent
changing by other users.
6. Click Save.
The default variant will be automatically applied when the user that created the
variant starts the Document Inbox.
After creating HR-related data in SuccessFactors, you have the option to download
them as one or more PDF files. EFM provides import profiles which allow the
upload of these files. You can define which files are imported and how the filename
is parsed and metadata is retrieved and used for storage.
/OTEI/INBP
Defines the profile ID to which the authorization refers to.
ACTVT
Set to 03 for Display, set to 16 for Execute.
5. Select the interval 01 and use internal numbering to maintain the number range.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > File Import > Maintain Profile activity and click the
icon.
Directory
Define the directory from which the files should be loaded; this directory
must be accessible from the SAP application server used.
Important
As the imported files contain sensitive HR data, make sure the
directory used is sufficiently protected from unauthorized access.
Field Separator
Define the field separator used in the filename. This character provides the
anchor for all the following position definitions.
Important
Do not use blanks or underscores as field separator.
Delete file
Click this option when the files should be deleted from the directory after a
successful ticket creation.
Note: Make sure the respective user has sufficient access rights.
UserID of creator
Define which user is entered as creator of the inbox tickets. Any rejected
tickets are sent to this user.
Temporary Archive ID
Specify an archive ID for the uploaded documents. During ticket
processing, the documents are saved in this archive. They are removed from
this archive if the finally assigned document type is related to a different
archive.
Channel
Define the channel to be used for file import. The channel defines
processing type and authorizations for the file import. For details, see
“Maintaining Document Inbox channels and settings” on page 160.
In this case, the field separator is a dash character -. The relevant HR metadata can be
determined in the profile as follows:
• Field Separator is -.
• Date of origin pos. is 4 as the extension is the final field separator.
• User ID offset is 0 as the user ID is in the beginning of the file name.
• User ID length is 7 as the convention is a 7-character user name in this sample company.
• Doc.type position is 2 as the document title relates to the document type.
Note: For details on file import batch handling, see section 12 “SAP
SuccessFactors integration” in OpenText Employee File Management - User Guide
(EIM-UGD).
Mapping rules
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > File Import > Maintain document mapping activity and
click the icon.
Profile ID
Specify the import profile.
Doc. type
Specify the SAP HR document type that you want to use for mapping.
In this case, enter the string FY2012 Performance and Development Plan in the
Document type of imported file field and specify HRIEVALUAT value in the Doc. type
field.
EFM supports two basic scenarios that require OpenText Records Management:
Technically both scenarios are based on ECMLink document declaration. You can
use any combination of these scenarios.
• If only full text search is required, the document declaration just needs to create a
corresponding Content Server document and add the categories required for
EFM (Employee, EmployeeDocument, System ArchiveLink) to this document
object in Content Server. Additionally, the EFM attributes must be enabled in the
search regions definition on Content Server side and the search template on SAP
side must be configured.
• For retention management, category attributes are required too. Additionally,
retention rules must be defined and applied to the document objects. Usually a
classification that refers to a corresponding rule is added to the Content Server
document record using the ECMLink document declaration. Record details for
the document object will be created automatically based on the classification.
• The SAP users, for example HR administrators, managers, and employees, must
be mapped to a technical Content Server user using impersonation. For EFM
scenarios, you must use only the ECMLink BAdI impersonation. For more
information, see “User impersonation and user mapping” on page 188.
For details how to install the corresponding components and perform the basic
configuration, see the corresponding installation and customizing guides.
Relevant documentation
EFM supports Extended ECM for SAP Solutions 10.0 SP 2. In the Knowledge Center,
see the following corresponding documentation: (https://knowledge.opentext.com/
knowledge/cs.dll?func=ll&objId=34046660&objAction=browse&viewType=1)
• OpenText Extended ECM for SAP Solutions - User Management and Access Control
Scenarios (ERX-CUM)
describes user mapping and impersonation.
• OpenText ECMLink for SAP Solutions - Installation Guide (ERLK-IGD)
describes installation and post-installation steps for connecting SAP and Elib/
Content Server.
• OpenText ECMLink for SAP Solutions - Customizing Guide (ERLK-CGD)
Caution
Regular Content Server users must not have access to those HR documents.
HR authorizations are checked within SAP only.
Ensure that the following roles are created and assign the respective authorizations.
You can change the role names according to your choice.
/OTX/RM_IMPERSONATED_USER_ROLE
required to execute impersonation for retrieving a user ticket for the Content
Server user returned by the impersonation BAdI. This role is delivered with
OpenText ECMLink for SAP Solutions and does not need to be created manually.
• assign authorization object S_RFC – FUGR /OTX/RM_AUTH.
Z_EFM_RM_IMPERSONATION
required for SAP users to use impersonation.
• assign authorization object S_ICF:
• ICF_FIELD – DEST
• ICF_VALUE – value entered in field Authorization for Destination within
RFC destination used for user impersonation. For more information, see
“Configuring RFC destinations” on page 185.
Z_EFM_RM
required for accessing Records Management functionality, for example,
declaring record. You can restrict the Authorization to a specific content
repository or document type.
• assign authorization object /OTX/RM:
• GOS activity = 00
• Content Rep = <xx>
• Doc.Type = *
• Obj.Type = PREL
• assign authorization object S_RFC:
• execute function group /OTEI/RM_UTILS
Z_EFM_RM_SEARCH
role for full text search user (technical user).
• assign authorization object S_RFC:
• execute function group /OTX/RM_SEAX_AUTH
1. Create the following SAP users and assign the respective roles:
• /OTX/RM_IMPERSONATED_USER_ROLE
• Z_EFM_RM
• EIM_RM_TECH - communication user used for full text search and legal
hold check. On SAP side, this user is used only for this purpose.
Assign the following roles:
• Z_EFM_RM
• Z_EFM_RM_IMPERSONATION
• Z_EFM_RM_SEARCH
• EIM_RM_ADMIN - dialog user.
Assign the following roles:
• /OTX/RM_ADMIN
• Z_EFM_RM_IMPERSONATION
2. Assign the following roles to any SAP HR user that needs to access HR
documents:
• Z_EFM_RM
• Z_EFM_RM_IMPERSONATION
Note: You can change the user names according to your choice.
• How Content Server users are created depends on the scenario used by OTDS:
• create Domain user if OTDS gets users from the Domain.
• create user in Directory Services via OpenText Administration Client.
OTX_SEARCH
Connection to Content Server for accessing full text search API. Note that
no user is specified in the logon data.
a. Specify the following settings:
EFM_RM_TECH_USER
Destination for log on with EFM RM technical user in full text search and
RM checks.
a. Specify the following settings:
• User - EFM_RM_TECH_USER
• Password - enter password
EFM_RM_TECH_IMPERSONATION
Required for standard ECMLink user impersonation.
a. Specify the following settings:
• User - EFM_RM_IMP
• Password - enter password
For details how to proceed, see Section 12.2 “Creating logical ports in the SAP
system” in OpenText ECMLink for SAP Solutions - Installation Guide (ERLK100002-
IGD).
Specify
• Impersonation RFC
• CS Resource ID
• Suppress Sending SAP Logon Ticket – deselect this option.
3. Navigate to Directory Services > Resources > CS. In the context menu, click
Edit.... Copy the resource ID from the Resource identifier box to the
clipboard.
Caution
If you do not use the ECMLink BAdI impersonation, the system assumes
that a corresponding Content Server user with identical user name exists
for a specific SAP user and tries to logon with this user.
An SAP user that has a corresponding user in Content Server must not
have access to HR documents stored in Content Server through this user,
because not all SAP HR authorizations can be applied to Content Server
users.
3. Navigate to Directory Services > All Users and Groups. In the Groups tab,
select otadmins to assign the user.
5. Enter the user name eim_rm_imp in the Search box. Select the user in the
result list and click Add to Group.
4. Implementing Impersonation BAdI
Implement method GET_IMPER_USER in BAdI Interface /
OTX/RM_IF_IMPERSONATE in BAdI/OTX/RM_IMPERSONATE:
2. Display the BAdI. Now you can create, edit and display the BAdI
implementation.
Important
In the BAdI implementation of method GET_IMPER_USER, you must
return the technical user on the Content Server to the setting that all
relevant SAP users are mapped. For example, to
EIM_RM_TECH@test.opentext.net if the OTDS configuration uses the user
name pattern <user>@<partition>.
Implementing method GET_IMPER_USERS_POLICIES is not required for
EFM scenarios.
Note: Test 21 - Can the OTDS service be executed does not support
impersonation and will fail if the report is executed with a SAP user that does
not exist in Content Server. For the current scenario, this behavior is expected.
3. In the context menu of the type item, click Copy. In the Type Name box,
remove the .v part of the name.
2. Edit Permissions for Public Access, Groups and Users to ensure, that only
the technical EFM user can access the documents in this folder.
4. Configuring Document Declaration
This step requires a user in Content Server or impersonation implemented.
To maintain Enterprise Library Document Declarations:
1. In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLink >
Document (ArchiveLink) and PrintList Declarations and execute the
Maintain Enterprise Library Document Declarations activity.
• Root Folder - specify unique name of the folder in your Content Server
for storing records. For details, see Section 6.8 “SAP: Creating Enterprise
Library document declarations” in OpenText ECMLink for SAP Solutions -
Customizing Guide (ERLK-CGD). If you have sufficient permissions, you
can select the folder using the F4 help.
• Sub Folder and Document Name - you can use placeholders for
specifying the names.
Example: Sub Folder = [Employee.PersNo]/[ArchiveLink.Document
Type]
Document Name = [ArchiveLink.Document ID] [ArchiveLink.Storage
Date+0(10)] [EmployeeDocument.DateOfOrigin+0(10)]
Important
Document names on the Content Server have to be unique. This
can be ensured by adding the unique document ID to the
document name.
If you use texts in defining the folder or document names, these
text parts could be fix texts specified in the definition and text
values returned for parameters specified in the definition.
These texts will not be localized out of the box. For the document
name, ECMLink offers the concept of Multilingual document names.
For details, see Section 4.6 “SAP: Providing multilingual
document names” in OpenText ECMLink for SAP Solutions -
Customizing Guide (ERLK100002-CGD). You can use this
procedure to localize the fix text parts. Make sure to only
maintain multilingual declarations for languages that are enabled
on the Content Server.
Returning multilingual text parameter values must be
implemented in the corresponding property provider. Even with
those concepts in place, the document names will only be
localized on Content Server side.
To localize the document names in the full text search result list
for the current SAP user, you must implement an output user-
exit for the region OTName in the corresponding search template.
The implementation needs to consider the definition of Document
Name in order to provide a reasonable localization.
• Map Business Property to Category Attribute
In the Categories Mapping dialog, map the following Business
Properties to the corresponding Category Attributes.
Business Properties for Employee Mapping:
• Employee.PersNo
• Employee.OrganizationalUnit
• Employee.Position
• Employee.JobKey
• Employee.PersonnelArea
• Employee.PersonnelSubArea
• Employee.EmployeeGroup
• Employee.EmployeeSubGroup
• Employee.CostCenter
• Employee.PayrollArea
• Employee.EmploymentStatus
• Employee.PersonID
• Employee.CompanyCode
• EmployeeDocument.Infotype
• EmployeeDocument.Subtype
• EmployeeDocument.DateOfOrigin
• EmployeeDocument.ObjectID
1. In IMG, navigate to OpenText ECMLink for SAP Solutions > ECMLink >
Document (ArchiveLink) and PrintList Declarations and execute the
Assign Declaration ID to Object Type and Document Type activity.
Important
Make sure that the Active check box is selected to activate the
assignment.
EFM works with and without Automatic check box selected.
Automatic mode is only used if there is no entry for the
PREL/ASSIGNED event in the event type linkage.
Do not select the Auth.Check check boxes, because EFM performs
all authorization checks on SAP side.
For EFM, you can use Records Management functionality only for
documents belonging to document types assigned to a document
declaration.
Important
Manual declaration within EFM views must not be activated for EFM
scenarios.
Note: The same Receiver Function Module is used for both business
object types.
POSITIONCHANGED is only one example for an event that can be raised
by standard SAP business object type BUS1065. Other events like
HIRED or RETIRED are available too. See the corresponding SAP
documentation for details on events and when they are used. Using
these events ensures that all document declarations on Content Server
for the corresponding employee are updated if HR data for the
employee in SAP was changed.
Important
In DesktopLink scenarios the ASSIGNED event is only trigged
correctly if the DesktopLink ENDE user exit for EFM is maintained in
the corresponding IMG activity. Leave the sap object field empty
when maintaining the IMG activity.
Example: You can put disciplinary warning documents under disposition control for 2 years
based on the date of origin, which means
Additionally, deletion must not be possible if there is a Legal Hold on the document, for
example, if a legal investigation is pending. Legal holds can extend rules, for example, the two
years disposition control. Legal holds can also be applied to documents not applying to any
rule.
Some actions like editing or deleting a document are not possible if the document is
put under disposition control or if a legal hold is active. In that case, the user will get
a corresponding error message.
The following sections exemplify the necessary configuration steps to put certain
document types under retention management:
• creating RSIs and administering RSI schedules
• creating classifications referring to RSIs
• using these classifications in document declaration
• assigning document declaration to one or more document types
Note: RSI stands for Record Series Identifier and is a concept of the Records
Management module on the Content Server.
For information how to perform disposition search and other actions at runtime, see
OpenText Records Management - User Online Help (LLESRCM-H-UGD).
• Scheduled Objects
• Stage Code
• Rule Type
• Rule Code
• Rule Comment
2. Define Rule
For example, calculated date based on category attribute Date Of Origin.
4. Creating Dispositions
In order to execute the defined RSI schedules, you need to create and run
Disposition Searches specifying Stage, RSIs, Default Process, Container and
Object Type. You must specify the date range to be considered in the search, for
example, the last 10 years. The disposition searches can be run manually or
scheduled. From the search result, you can perform the actions defined in the
RSI. You can also auto process the actions for the search result.
• Disposition Authority
• Update Cycle Period
• RSI – select a schedule. A schedule applying a specific rule should be
maintained for each RSI.
• Categories
6. Activating EFM Record Management checks
In order to check if documents are under disposition control or a legal hold is
applied, you need to maintain a RFC destination that changes the context to the
RM technical user. You can use the same RFC destination as used for the full text
search scenario.
Technically, EFM cannot figure out if a certain RSI puts documents under
disposition control at the moment but assumes that all RSIs use disposition
control. A corresponding IMG activity allows defining exceptions from this rule:
To maintain RFC destination:
You can use the /OTX/RM_REMOVE_LINKS report to remove all document links
from the ArchiveLink tables for documents that were disposed on Content
Server side during a disposition run.
You can run this report manually or schedule it via a job. The job schedule
should correspond to the schedule of the disposition runs in Content Server. Use
the Enterprise Library ID EL ID as selection criterion.
The disposition run calls the /OTX/RM_DISPOSITION BAdI for which EFM
provides the /OTEI/RM_DISPOSITION BAdI implementation. Depending on
customizing, this BAdI implementation performs the following actions:
• An entry in the activity log, for example activity 13 document deleted, is created
for each document deleted.
• If the deleted document was part of a workflow, it is not displayed anymore
in the workflow. A comment is added that this document has been removed
by the disposition run.
• If the document was the only document in the workflow, the workflow will
be set to finished and a comment is added to the workflow. According to the
workflow settings, an E-mail is sent to the workflow creator. If the deletion of
activity log entries is activated for the document type of the deleted
document, all activity log entries for this document will be deleted.
• Run the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Records Management > Basic settings activity to
define
you want to use for the disposition run. All actions of the BAdI
implementation are performed according to the customizing for this project
and view.
1. In the Content Server administration, click Search Administration > Open the
System Object Volume > Enterprise Data Source Folder. In the Enterprise
Search Manager item, click Properties > Regions.
2. For your region,
• select the Displayable check box if you want the region to be displayable.
• select the Search By Default check box if you want the region to be
searchable.
Notes
• The region Name for a category attribute consists of a technical name:
Attr_<category number>_<attribute number>
• The Display Name contains the category attribute name.
Example: otx.sap.rm.Employee:Cost_Center.
Important
Note that a category attribute value must be set for at least one object, before
the attribute appears in Regions.
You first must declare a document that contains some value for a specific
attribute before the attribute appears in Regions.
• EL ID
• Logical Destination for Impersonation - EFM_RM_TECH_USER
• Auth. User-Exit - /OTEI/RM_SEA_AUTH_EXIT_HR_AUTH
EFM authorization check user exit for full text search.
• User-Exit enabled - select the check box.
1. In the Region definition dialog window, create the search fields for your
search.
2. Use the following mapping table to map the listed attribute IDs to the
region name.
You must look up the corresponding technical name for the mapping in the
next step.
3. Use the Display Name in the mapping table to look up the corresponding
technical name in the Enterprise Search Manager > Regions tab.
Customize EFM User Actions to make them available in the context menu of
documents in the search result hit list.
To activate the full text search field in the attribute search within EFM views,
you must maintain the corresponding basic setting and specify the search
template to be used.
1. Run the IMG > OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Basic settings activity. For the specific project
and view that you want to enable for full text search, set the value for the
setting FULL_TXT_ENABLED to X .
2. Run the IMG > OpenText Business Suite for SAP Solutions > Employee
File Management (EFM) > Records Management > Maintain Search
Templates for Attribute Search activity. For the specific project and view
that you enabled for full text search, specify a corresponding search
template.
15.8 Troubleshooting
See
• all prerequisites
• OpenText Employee File Management - Installation Guide (EIM-IGD)
• latest release notes
• compatibility matrix
to check if you have installed and prepared all necessary components correctly.
In SAP:
• Diagnostic Report
In Content Server:
• System Report – for example, note the sections Enterprise Library Applications,
SAP Systems, OpenText Imaging Viewers.
In SAP:
• ECMLink Error Queue Processing: /OTX/RMPEG.
• SOAMANAGER tools: logs and traces, Monitoring, Tools.
• SAP Application Log: transaction SLG1.
• SAP ABAP Runtime Errors: transaction ST22.
• SAP System Log: transaction SM21.
• SAP ICM Monitor: transaction SMICM.
In RCS/OTDS/Elib/Content Server:
• RCS/OTDS/Elib logs: <Tomcat>\logs
Set log level in OpenText Admin Client > Runtime and Core Services >
Configuration > Logging:
• ELIB.Loglevel
• OTDS.Loglevel
• R&CS Loglevel
• Security Loglevel
• Content Server logs: <OPENTEXT CS>\logs
Employee File Management supports the use ArchiveLink PLUS attributes for the
archiving of documents.
Notes
• ArchiveLink PLUS attributes can only be used in the SAP GUI.
• To change ArchiveLink PLUS attributes, you must have authorization for
activity 02 Change on authorization object S_WFAR_OBJ.
1. Before you start the attribute customizing in your SAP system, define the
attribute set that you want to apply to your documents, and prepare a concept
for the allocation of store tables and contexts.
2. Create one or more store tables containing the new attributes.
3. Assign one or more store table to your context.
1. To create a new store table, run the SE11 transaction. In Database table, enter a
name for the new store table and click Create.
2. Click New Entries to create a new field.
Note the following:
• Besides your new ArchiveLink attributes, the store table must contain five
standard fields. You must create five Key fields with the following Field
names and Data elements:
• You can use an attribute in more than one context. However, an attribute
must be unique for a context. If two tables hold the same attribute, they
cannot be customized for the same context.
3. To customize ArchiveLink attributes, run the spro transaction and click SAP
Reference IMG. Expand OpenText Archiving and Document Access for SAP
Solutions > ArchiveLink PLUS. Run the ArchiveLink Attributes activity.
4. Create a new context key consisting of business object type + document type + store
table.
Click New Entries and add the following entries:
ObjectType
Enter a business object type. You have the following options:
• You can use the Search help to enter an exact name for your object type.
• Enter * to assign any available object type to a certain document type
and store table.
Doc. type
Enter a document type. You have the following options:
• You can use the Search help to enter an exact name for your document
type.
• Enter * to assign any available document type to a certain object type
and store table.
Table Name
Enter the name of the store table that you want to assign to the context.
• You can enter the same store table for more than one context.
• For one context, you can enter * either for the object type or the document
type but not for both at the same time.
For mobile access to documents, EFM provides a document viewer with extensive
filtering capabilities. In order to use EFM on a mobile, you must define the
corresponding parameters for the EFM mobile app.
The following URL syntax can be used to launch the mobile app:
<application server:<port>/sap/bc/bsp/otei/moa_ui_app/default.htm
Note: If you use the EFM mobile app in the Safari browser on an Apple iPad,
make sure to deactivate the Private Browsing setting for the Safari browser.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Mobile Application > Basic Settings activity and click
the icon.
3. Select the DocuLink project and view used by the API. All EFM authorization
checks and user-exits are executed on the mobile as defined for this DocuLink
project.
3. In the mobile application, the changed document type is used for the
employee photo.
In addition, you must enter a service user in the SICF services to access the SAP
system. This service user is a technical user required to connect to the SAP system
and show the Sign in screen of the mobile app. The actual logon process uses the
user/password combination entered in the Sign in screen and all authorization
checks are executed against that user.
Note: The service user is of user type Service and does not need any
authorization role or authorization profile.
1. Execute the SICF transaction. Enter the *OTEI* pattern in the Service Name
field and click the button.
4. Enter in the User field the SAP service user. The user’s password must be
known to the SAP system.
6. Repeat this procedure for the entries <Path of Web Dynpro services>/bc/
otei_api_meta and <Path of Web Dynpro services>/bsp/otei/moa_ui_app and save
your entries.
To perform the customizing, navigate to IMG > OpenText Business Suite for SAP
Solutions > Employee File Management (EFM) > Mobile Application.
Execute the Maintain Screen Layout activity.
1. In the Customize screens for EFM Mobile Application dialog, click New
Entries.
2. Enter the following settings:
3. Click Save.
After the customizing, the mobile application user will get an enlarged Search
Employee screen containing the standard fields plus the added fields in the defined
order.
Figure 17-2: Default customizing for the Employee file hit list and Employee
information panel displaying fixed field positions
1. In the Customize screens for EFM Mobile Application dialog, click New
Entries.
• Position - With this setting, you can define the order in which the fields are
displayed. Within the screen layout, the positions are fixed, see Figure 17-2.
For
• Employee file hit list - enter positions 1-6. You can place each field in the
required position. For details, see Figure 17-2.
• Employee information panel - enter positions 7-24. You can place each
field in the required position. For details, see Figure 17-2.
• Field - Select the field that you want to add to the screen.
• Disp lab
Select/deselect the check box to enable/disable the display of label text for
the added field.
3. Click Save.
In the measurement result report, the EFM application returns two metric IDs:
• App. - 1156
• Version - 0
• Name of Application - OpenText Employee File Management
• Function module name - /OTEI/RP_GUI_EFM_LICENSE
• PeriodType - No Period assigned
optionally you can specify a period type.
• Call? - true
you can activate/deactivate the measurement for EFM by setting the value to
true/false.
2. If necessary, edit your settings in the System data, Clients, Price lists, and
Adresses tabs. In the User types tab, check if an entry for SPECIAL MODULE TYPE
1 exists. If not, replace SPECIAL MODULE TYPE 1 with another entry, for example,
EFM user.
4. After the measurement process has finished, click Log to display the SAP
measurement result report.
5. You find the counts for active and inactive EFM users in the EFM area of the
report.
Employees having any other Employee group value are counted as active.
Security
Note: You can access the respective security guides in the SAP Service
Marketplace at https://service.sap.com/securityguide.
Role Description
/OTEI/DC_BROWSE Authorization for Browse sub-tree of an
EFM personnel file.
/OTEI/DC_BROWSE_GUEST Authorization for Browse sub-tree of an
EFM personnel file with additional
restrictions for guest users (no LARS
download/email/print).
/OTEI/DC_ADD Authorization for Add sub-tree of an EFM
personnel file.
/OTEI/DC_USER_MENU Authorization for accessing DocuLink.
Role Description
/OTEI/WV_DISPLAY Authorization for displaying documents in
Web Viewer (including Save & Print using
the viewer).
/OTEI/WV_DISPLAY_GUEST Authorization for displaying documents in
Web Viewer with additional guest user
specific restrictions (no Save & Print using
the viewer).
/OTEI/WV_MAINT Authorization for displaying documents
and maintaining notes and annotations in
Web Viewer.
Role Description
/OTEI/GU_TICKET_CREATOR_MENU Authorization for creating guest user
tickets.
/OTEI/GU_ACCESS_MENU Authorization for accessing guest user
tickets.
Role Description
/OTEI/SWF_DELETE_CREATE Authorization for creating deletion
workflows.
/OTEI/SWF_DELETE_PROCESS Authorization for processing deletion
workflows.
/OTEI/SWF_FOLLOW_UP_CREATE Authorization for creating Follow-Up
workflows.
/OTEI/SWF_FOLLOW_UP_PROCESS Authorization for processing Follow-Up
workflows.
Role Description
/OTEI/ACTIVITY_LOG Authorization for accessing the EFM
activity log.
Role Description
/OTEI/OCR Authorization required for integration
with HDCC (HR Document Capture
Center).
Role Description
/OTEI/ADMINISTRATION Authorization for maintaining EFM-
specific customizing tables and restarting
processes using /OTEI/PF_RESTART
transaction.
Authorization for monitoring EFM
workflows in the workflow administration.
/OTEI/ADMINISTRATION_READ Authorization for viewing EFM-specific
customizing tables.
The transactions /OTEI/SWF_ADMIN, /
OTEI/PF_RESTART, and /OTEI/INB can
be called in display mode.
Role Description
/OTEI/XSS_NO_RESTRICTION HR authorization check controls access to
personnel files.
/OTEI/XSS_RESTRICTION ESS/MSS component in the portal controls
access to personnel files.
Role Description
/OTEI/UPLOAD_ESS Authorization for document upload in
ESS.
Role Description
/OTEI/UPLOAD_MSS Authorization for document upload in
MSS.
/OTEI/INBOX Authorization for document inbox.
10. Reporting.
Role Description
/OTEI/REPORTING Authorization for EFM reporting function.
Role Description
/OTEI/PF_VIEW_RESTART View authorization for /
OTEI/PF_RESTART transaction.
Role Description
J_6NRL_SEA Authorization for access to search
templates; required for full-text search.
P_PERNR
Personnel Number Check
P_ORGIN
HR Master Data
P_ORGXX
HR Master Data – Extended Check
P_ORGINCON
HR Master Data with Context
P_ORGXXCON
HR Master Data – Extended Check with Context
HR checks are performed at various locations in EFM. The general check that is
performed to view an employee in an EFM view is based on infotype 0002 (Personal
Data). With the parameters CHECK_AUTH_0000, CHECK_AUTH_0001, and
CHECK_AUTH_0002 in the EFM basic settings, the 0000, 0001, and 0002 infotypes can
be set if required (see “Customizing display and defaults” on page 33).
If you further drill down into the personnel file, checks are performed for every
infotype/subtype that you want to access. In addition to the objects mentioned
before, the S_TCODE authorization object is checked for accessing the SAP standard
transactions PA20 and PA30.
• Attach document.
• Change date of origin on document.
• Delete document.
Before the corresponding action is performed, a check on the HR object linked to the
document is performed. The HR authorization level required to perform the action
can be customized in the EFM basic settings (SPRO transaction). That means that you
can specify, for example, that a user requires maintenance authorization (W) on a
specific employee in order to be able to assign documents to this employee.
Generally, you can enter all levels that are possible in HR authorization objects like
P_ORGIN. The following list shows the corresponding EFM settings:
ARCH_HR_AUTH_LVL
Specifies the HR authorization level to be checked for:
CHDT_HR_AUTH_LVL
Specifies the HR authorization level to be checked for showing the button that
allows to change the date of origin.
If no value is specified or if the entry does not exist at all, level W is checked.
DEL_HR_AUTH_LVL
Specifies the HR authorization level to be checked for approving deletion of
documents.
If no value is specified or if the entry does not exist at all, no HR-specific
authorization check is performed.
1. Edit the Web Viewer configuration file viewer.cfg and set the following
property:
vu_UseSignedURLsOnly=true
2. In the maintenance view /IXOS/OA_CUST_A, activate the Use Signature flag for
a specific content repository.
To use these time-dependent authorization checks also for EFM, only the parameter
AUTH_CHECK_TYPE has to be maintained in the OpenText Business Suite for SAP
Solutions > Employee File Management (EFM) > Basic settings > Assign Values
for Basic Settings activity.
1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File
Management (EFM) > Basic settings > Assign Values for Basic Settings
activity and click the icon.
Caution
If you define no authority check, anyone will have access. For security
reasons, OpenText strongly recommends to specify an appropriate
authority check.
From Project
Defines the DocuLink project for the source customizing (mandatory).
From Version/From View
Defines the version/view for the project of the source customizing.
Language
Defines the language for the source customizing.
To Project
Defines the target project; copied customizing entries will be created for this
project (mandatory).
To Version/To View
Defines the version/view of the target project.
Note: When you do not specify a From view parameter and copy
view-dependent customizing, then the customizing for all views is
Request/Task
Defines a customizing transport request to which all copied customizing
entries will be written.
3. Specify every customizing option that you want to copy by clicking the
respective option; each option corresponds to an EFM or DocuLink IMG
activity.
/OTEI/AUTH
Authorization check
/OTEI/CP
EFM Cockpit
/OTEI/CUST
Customizing
/OTEI/DU_WD
Document upload
/OTEI/FU_WD
File upload
/OTEI/GUEST
Guest user access
/OTEI/INAPI
Ticket processing API used by ESS/MSS Upload and Document Inbox
applications
/OTEI/INB
File import
/OTEI/LOG
Activity log
/OTEI/PF
Processes & Forms
/OTEI/RM
Records Management
/OTEI/STANDARD
Standard access
/OTEI/WF
Workflows
For the EIC integration, the /OTEI/EIC log object with the /OTEI/UI sub-object is
used.
You can use the SAP application log for tracking down specific problems (errors) or
for periodically monitoring a system to check if specific problems/issues reappear.
Tip: Monitoring a system this way allows you to improve the overall
performance by adjusting the EFM customizing.
Example: If you receive repeated messages that no guest user account is
available for a specific access type, you can add more guest users of this access
type in the customizing.
A table with all log entries that match the criteria is displayed.
4. To display the message of a certain entry from the application log, double-click
on the respective row in the table.
The lower pane displays information about the related project, version, attribute
object, user action, and a (Detail) icon.
20.6 Supportability
Employee File Management is an add-on that runs on SAP ERP and SAP NetWeaver
Portal. You can use the SAP standard tools to get remote access to SAP ERP (through
SAP GUI) and SAP NetWeaver Portal on the customer system. For details see http://
service.sap.com/access-support.
Employee File Management does not provides any dedicated read-only roles that
can be used for remote access to customer systems. However, you can use the roles
and authorization objects described in chapter “Security“ on page 225 to build
corresponding read-only roles for remote access by customer support.
20.7 Troubleshooting
Troubleshooting describes some commonly encountered problems, and provides
solutions or tips on how to avoid them. For further information on known problems
for your Employee File Management version see the corresponding Release Notes in
the OpenText Knowledge Center.
Delete workflow does not delete classified records from the Content Server
Check that the flag Under Disposition Control in the RSI is used by the
respective records. Make sure that this flag is not set.
2. From the Language menu, select the Special Actions > Client Maintenance
entry to copy the tables.
As an alternative, you can also use transports to copy the respective tables from
client 000. For more details, check the SAP documentation and SAP OSS note
43853.
Notes
• Resetting buffers - After importing language packages to the SAP
system, it can become necessary to reset certain buffers. For example,
you can use the following transactions:
Scheduled import jobs do not appear in the File Import Administration dialog (/
OTEI/INB transaction)
• Check job log of scheduled import jobs for more details using SM37
transaction.
• Check SAP SLG1 logging for more details using object /OTEI/EIM, sub-
object /OTEI/INB.
File import job runs into error with error description “Document attributes could
not be read (FILENAME ...”
If the Web Viewer is not available during the file import for any reason, the file
import job runs into an error. In the /OTEI/INB transaction, in the Erroneous
and unfinished files of selected import section, the above error description is
displayed truncated.
Check that the Web Viewer is available.
Creator
Workflow role for a Follow-Up or Delete with Approval workflow process; initiates
the process.
EFM Web UI
View type that uses the SAP view cluster technology and makes it possible to
group documents belonging to different infotypes into one folder. A flexible
folder structure provides an alternate view on HR documents, independent of the
infotype structure.
Follow-up workflow
Guest user
Workflow role which allows a temporary access to EFM for users who are not
employees of the HR department.
Infotype view
View type that uses SAP HR infotypes for structuring. Infotypes combine the data
fields of the HR master records, time management, and applicant data by logical
criteria. Typical examples for infotypes are “family/reference person”,
“organizational allocation”, or “basic pay”. Infotypes can be identified by their
four-digit keys.
OBJPS
The object identification (object ID) is used to distinguish between data records
with the same infotype, subtype, lock indicator, start date, and end date. For
example, to identify more than one adress, child, etc.
Recipient
Workflow role for a Follow-Up or Delete with Approval workflow process; processes
the respective workflow item.