Document Management Service

SAP DMS utilizes Microsoft SharePoint as its content repository, replacing SAP DB for storing business and workplace documents. Through GOS functionality, these documents are created as attachments from standard transactions.

DMS as a KPro service:

The Document Management Service (DMS) is an information management service from the Knowledge Provider (KPro) within the SAP Web Application Server. Its prominent role is to manage documents and document-like objects according to specific content models, as only DMS can modify document administration data and store it in the SAP database. KPro offers a technical infrastructure for application-independent information exchange within the SAP Web Application Server framework. Its main components are Logical, Physical, and Components. All files created in the external Content Server adhere to the same relationship model in SAP.

Create a Custom Content Category in OACT.

The DMS handles documents and objects according to specific application content models. It also allows you to update document management information and store document content on content servers.

Architecture: Content Server for Business Workplace Documents

The custom ABAP HTTP handler plays a crucial role in the Document Management System (DMS) operations with SharePoint. It offers exceptional control over these operations, enhancing efficiency and performance. The Graph API's OAuth authentication ensures safe access to each HTTP request, providing a secure environment for DMS operations.

SAP Standard Unaltered

The solution leverages SAP's standard DMS architecture for document management without altering any existing SAP DMS functions, ensuring continued support and updates. It extends current functionalities, allowing users to integrate third-party storage solutions like SharePoint, Google Cloud, or Amazon S3. Customers with corporate firewalls can utilize Integration Suite and SAP Cloud Connector or BTP Destination Services for this extension.

User Training

The DMS extension activities are managed through standard GOS menu functions. No extra user training or knowledge is needed to utilize the DMS extension features, as the process for creating attachments is the same as the standard GOS functionality; no additional steps are required.

Key Features

  • Seamless SAP Integration
    • Create, view, and delete files directly from SAP, ensuring a familiar user experience.
  • Comprehensive File Type Support
    • The DMS supports a wide range of document formats, including PDF, Excel, JPEG, PNG, Word, and DWG, catering to diverse business needs.
    • Support for various document formats, including PDF, Excel, JPEG, PNG, Word, and DWG, to meet business needs.
  • ABAP Webserver Integration
    • Our solution uses an ABAP web server for HTTP requests, enabling efficient DMS control with SharePoint storage.
  • System Integrity Preservation
    • The solution follows standard SAP DMS practices, extending storage to SharePoint without compromising system integrity.
  • Simplified Approach
    • Our solution provides powerful functionality while simplifying integration with existing SAP and SharePoint technologies. This 'Simplified Approach' feature ensures that users can easily navigate and utilize the DMS extension, making the process more user-friendly and efficient.
  • Native SharePoint Archiving
    • With our 'Native SharePoint Archiving' feature, users can utilize SharePoint's archiving policies for long-term document retention. This removes the need for additional solutions, simplifying the document management process and reducing the overall workload.
  • Content Migration Support
    • We offer content migration abilities (currently in development) for existing DMS users wanting our Extension.

Benefits

  • Easy to implement
    • SharePoint allows storing many business documents with minimal customization, avoiding SAP database storage limits. Integration is done through SAP ICF and DMS, so no third-party tools are needed. SharePoint provides secure and reliable document management.
  • Ease of integration
    • The solution can integrate with the CPI/Integration suite for BTP.
  • Easy to Switch
    • You can easily switch between standard and custom solutions by changing the storage category/Content Repository. For Business Workplace Documents, use SKPR08 and OAC2.
  • Better Performance
    • Improves performance and reduces SAP database costs by using an external content server.
  • Cost Effective Solution
    • There is no annual subscription and only a one-time cost compared to alternatives.
  • Quick Turnaround Time
    • Fast implementation process.
  • Minimum or No External Support
    • DIY approach with minimal support needed.
  • Long-term Document Archiving Solution
    • It offers a long-term archiving solution that is not provided by the SAP DMS Content server.
  • Multiple Options
    Businesses can choose from:
    • Archive Link to store documents in SharePoint while keeping workplace documents in SAP DB
    • Configuring an HTTP Content Server for storing documents in SharePoint
    • Confidently store both business and workplace documents in SharePoint.

Let us co-innovate together, Say hello

Get in touch