ELO Digital Office GmbH

ECM
ELO ArchiveLink
with SAP R/3
Jakarta, 30.05.2007

ELO Digital Office GmbH

SAP Archivierung

ELO Digital Office

Tradition, Technology, Solution

ELO Digital Office GmbH

History

SAP Archivierung

1896: Establishment of the Louis Leitz company

1995: Establishment of the Louis Leitz Digital Office GmbH as

subsidiary of the holding
1997: Establishment of the ELO Digital Office GmbH
2004: Go ASIA: ELO Digital Office Indonesia
2005: ELO Digital Office Asia
2006: Joint Venture: Seacare Digital Office Pte, Ltd.

ELO Digital Office GmbH

SAPand
Archivierung
Modularity
Flexibility

Email
Integration

Replication

Mobile

Fulltext / OCR
Barcode-/
Form
recognation

Multi CAD

Workflow
DMS &
Security

Internet
Gateway

Archiv

COLD-XML
Import
ERP
Archivlink

ELO Digital Office GmbH

Digital
Signature

Backup
Server

Dicom /
Radiology
formats

SAP Archivierung

Principles of SOA
(Service Oriented Architecture)
Process

Step 1

Step 2

SQL-Database
(SQL, OLE DB, XML/A,
ODBC, Oracle, Custom)

Step 3

Service-Interface

Security Services

Application Server
ELO Index-Server

Output Formats
(HTML, Excel, PDF,
Custom)

ELO Digital Office GmbH

Archiv

Capture

DMS

Workflow
ELO Repository

Archive Data

SAP Archivierung

Differences in Archiving with SAP

Document storage (optical archiving)
Original vouchers :
Incoming documents (incoming invoices,...)
early, simultaneous, late archiving

Outgoing documents (orders, invoices, ...)

Print lists:
reports, journals etc. (FI monthly bookings, ...)
Documents created in the DVS or in SAP Office

ArchiveLink
Basic
Principles

ELO Digital Office GmbH

Data archiving
Archiving of R/3 data (vouchers) via ADK
(previously REORG)

SAP Archivierung

Document Storage in Archive System

SAP R/3 Module
Office

DVS

Print
lists

ELO Digital Office GmbH

Any
documents

Any
documents

MM

SD

HR

applications
Claims
Client contracts personnel files
Delivery schedules
Client queries
Orders
Sales vouchers
Reminders
Framework Offers
agreement Order confirmation
Order query Delivery notes
delivery
Invoices
schedule
Contracts
Letters
Journal entries Lifo
Balance audit evaluation
trail
Production
Document
orders
journal
Incoming
invoices
Credit notes
Incoming
payments

Incoming
vouchers

Outgoing
vouchers

FI

Incoming
invoices
Incoming
credit notes

SAP Archivierung

SAP ArchiveLink: Important Terminology

Object type:
VBAK

Content Repository:
:
A1

The object type defines the

business object (e.g. the
object type BKPF stands for
bookkeeping vouchers)

SD

Object type:
BKPF
FI

SDIORDER
FIIINVPREL
FIIINVOICE

Archiving
under SAP
R/3

FAX

Document type

ELO Digital Office GmbH

The document category

describes a category of
document (e.g. FIIINVOICE
stands for incoming invoice
for financial bookkeeping)

Object type document

category relations are
Document category
allocated to a content
repository
Each document category
includes a document type
(e.g. FAX, PDF, ALF, DOC,
etc.), which defines the
technical format of the
respective document

SAP Archivierung

Content Server Interface:

Terminology under R/3
Document
A document consists of admin data and content.

Content
The content is identified and described via the admin data. A
closed data quantity (1 file) is called a content unit.

Content Server
Any server handling content administration; e.g. archive
server of external storage system.

Archiving
under SAP
R/3

ELO Digital Office GmbH

Content Repository
Logical storage space for documents for the R/3 (previously
logical storage system in SAP ArchiveLink). Several content
repositories can exist on the same server.

SAP Archivierung

SAP ArchiveLink
Application component

FI
SD
MM
QM
PP
HR
...

Cross-application
components

Scan programs

SAP
Archivelink

Archive systems

Viewing programs

ArchiveLink
Overview

User
ELO Digital Office GmbH

ELO Professional/Enterprise

User

SAP Archivierung

ELO ist SAP ArchiveLink zertifiziert

Archivierung
unter SAP R/3

ELO Digital Office GmbH

SAP Archivierung

SAP ArchiveLink: The Components

SAP

ELO ArchiveLink
HTTP
RFC

SAP R/3
Server
RFC

Archivierung
unter SAP R/3

ELO Digital Office GmbH

ELO
Contentserver

ELO

SAPALINK
ELO
Server

ELO SAP
Frontend
SAPALINK
DLL

SAPGUI
(Viewer)

OLE

OLE ELO
Frontend

ELO32
Client

SAP Archivierung

Outgoing Document Storage I

Direct storage of printable documents from SAP application
Possible for all SAPscript print programs
Integration of documents with underlying business object
e.g. document order confirmation is integrated with business object
order (VBAK)

Printer
SAP basis

Archiving
Scenarios

ELO

ELO Digital Office GmbH

WORM

SAP Archivierung

Outgoing Document Storage II

Archiving ensues automatically from the respective
transaction during printing (e.g. order, invoice)
Display via Acrobat Reader (PDF)
Archiving is transparent for user
Accustomed work environment

Marginal training required

Complete and error-free storage
Archiving
Scenarios

ELO Digital Office GmbH

SAP Archivierung

Print List Storage I

Direct storage of print lists
Integration of hyperlinks in documents already stored and in SAP
business objects possible
Allows efficient search options within stored print list via index

Printer
SAP basis

Archiving
Scenarios

ELO

ELO Digital Office GmbH

WORM

SAP Archivierung

Print List Storage II

Much more compact storage than voluminous printout
Faster availability than printout
Faster access from different work stations
Indexed or free text search, and therefore increased
information availability

Easy, consistent and convenient administration

Archiving
Scenarios

ELO Digital Office GmbH

SAP Archivierung

Late Archiving with Barcode

Document (in-house
mail)

2
Scanner

Document (in-house
mail)

SAP basis

Document reference

Business object

barcode ID

barcode ID

Business object capture based upon

physical document

Archiving

Manual forwarding to scanning

department

Scenarios
ELO

WORM

Important: Ensures correct barcode

recognition
check digit algorithms
automatic barcode recognition

ELO Digital Office GmbH

SAP Archivierung

Archiving with Barcode

Advantages

Central scanning of vouchers

Allocation to business object initiated by administrator
Automatic allocation of original documents and SAP vouchers
Minor in-house transport of physical documents, if integrated with
workflow
Faster distribution and transport, if integrated with workflow

Disadvantages

Archiving
Scenarios

ELO Digital Office GmbH

Increased costs (barcode printer, software for barcode recognition)

Quality assurance through scanning
If there is no workflow, documents may go missing
Large amount of in-house paperwork for archiving
If there is no workflow, there is no way of determining the processing
status

SAP Archivierung

Temporary Archiving for Processing at Later Stage /

Archiving and Processing (early / simultaneous
archiving)
Document capture

1
work station
A

Scanner

work station
B

ELO Workflow

Workflow

Workflow

Archiving
Scenarios

work station
C

ELO

WORM

Integration of

n documents in the
business workflow

ELO Digital Office GmbH

SAP posting

SAP Archivierung

Archiving for Processing at a Later Stage

(early archiving)
Advantages

Archiving
Scenarios

ELO Digital Office GmbH

Central scanning of vouchers

No in-house voucher transport
Direct access to documents
Fast distribution and transport
Parallel processing is possible
Respective transaction is started via document type
SAP Business Workflow is the most consequent processing
approach

Disadvantages
Increased training requirements
Serious organisational changes may become possible
Change management required

SAP Archivierung

Data Archiving in Archive System

Online

SAP DB
Archiving
object

Archive files
Offline

Archiving
ELO

Scenarios
Archiving process

ELO Digital Office GmbH

WORM

SAP Archivierung

Benefits of Archiving with SAP I

Relieves system from concluded processes
Improves response time
Reduces data protection runtimes
Auditing acceptability: archived vouchers are safely stored
Partial access to reorganised data as single document
Partial access to reorganised data via reports
Archiving
under SAP
R/3

ELO Digital Office GmbH

Data availability in accordance with safe-keeping

obligation
Time-saving (access, search, throughput time)

SAP Archivierung

Benefits of Archiving with SAP II

Integrated processing (no media discontinuity)
Reduced occupancy costs
Simultaneous access by several persons from different
locations
Easy securing and copying

High consistency by means of centralised data recording

High reaction capability to customer queries
Archiving
under SAP
R/3

ELO Digital Office GmbH

Reduce SAP Licenses for non SAP users

SAP Archivierung

More than ArchiveLink:

ELO SAP AddOns
Indexdownload (+ Creation of structures)
Value Upload to SAP Workitem
Barcode Labelprinter
Create Workitem/ Start Workflow
DocIxtractor

Archiving
under SAP
R/3

ELO Digital Office GmbH

SAP Archivierung

ELO Digital Office GmbH

ELO link to SAP/R3