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Pankaj Pareek
April 6, 2016 8 minute read

OpenText VIM: ArchiveLink Con guration

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Prerequisite: A working knowledge in OpenText VIM

Introduc on: A document in VIM (DP document) can be created using one of the following ways:

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

In either of the cases, a copy of the invoice (scanned image or pdf) is a ached to the DP document. These
invoices are stored in Content Repository Server or Archive Server. ArchiveLink is responsible for interac ve
between Archive Server and VIM and/or SAP. ArchiveLink document type is assigned to a workflow when the
document associated with it is uploaded.

Early Archiving: It is the process where documents scanned are archived before the details extracted from
them are entered into the system.

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Following configura on needs to be done for it:

1. Create Content Repository ID: In order to archive the scanned images we need to first create the
Content Repository ID. Below are the steps:

a. Create content repository by execu ng transac on OAC0 and click on create bu on

b. Enter the details as per your system requirements. Document Area will be ArchiveLink.

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2. Create Prese ng Folder: Documents can be stored using OAWD. If the related documents are grouped
then it gives more effec ve way to manage and create documents. A prese ng folder represents a preset
group of document types. They can be related by workplace or by an applica on. For each group, we can
determine the agents responsible for its corresponding work item.

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

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b. Give the Prese ng Folder Name (Pr) and Descrip on (Long Text) and save it.

c. Goto OAWS and for the Prese ng folder (created in above step) go to the subfolder “Entries”
by selec ng the Pr and double clicking on “Entries”. Click on “New Entries” bu on.

d. Select the document type for the prese ng folder and select the applicable storing type.
(NOTE: Object type (OT) and Agent ID are op onal). There are four storing types:

i. Storing for subsequent entry

ii. Storing for subsequent assignment

iii. Store and enter

iv. Store and assign

3. Create ICC Archive Document Type: This is required to be created so that every incoming invoice with a
given document type is stored in predefined archive storage and a customized workflow is triggered for each of
the document types.

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a. Execute T-Code OAD5. This calls the ArchiveLink document type customizing wizard. Click on
con nue bu on

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

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c. Note that workflow document type op on is selected. Click on Con nue bu on

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d. Provide details of Object Type, Method, Task, and Assignment. Click on Con nue bu on.

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e. Click con nue and go to Storage system.

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

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

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h. Select the same storage op on done for prese ng folder in step 2.d. Click on con nue bu on.

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

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4. Link Archive Document Type to VIM object: This configura on needs to be done in order to know
where to store the incoming invoices.

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

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

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5. Link Archive Document Type to SAP object: This configura on needs to be done in order to know how
to link the posted or parked documents in SAP with that of VIM.

a. Go to T-Code OAC3 and click on New Entry bu on. Provide the below entries and save.

With this, we complete the ArchiveLink configura on. Now, we know where the documents are stored and
saved. Hope you find it useful.

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FIN (Finance) | archivelink | opentext vendor invoice management |

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By Pankaj Pareek , Apr 24, 2016

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14 Comments

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Former Member

November 9, 2016 at 10:28 am

Hi Pankaj ,

Thanks for the detailed information .

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

Regards,
Sathish

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Pankaj Pareek | Post author

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February 3, 2017 at 7:40 am

Hi Sathish,

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

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

Regards

Pankaj Pareek

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Pankaj Pareek | Post author

December 9, 2017 at 3:36 am

Hi Sathish ,

you can use any other repository as well but then some con gurations will di er.

Regards

Pankaj Pareek

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Former Member

April 9, 2018 at 5:36 pm

Pankaj, do you have any reference to con guration steps to use SAP Content Server instead of OpenText
Archive Server?

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Former Member

January 30, 2017 at 3:13 pm

Hello pankaj,

Hope you doing well.

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Can i have you mail id please.

Thanks

Like(0)

Pankaj Pareek | Post author

February 3, 2017 at 7:52 am

Hi Bhushan,

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

Regards

Pankaj Pareek

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Yves Kemps

June 21, 2017 at 8:11 am

Hello Pankaj,

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

Kind Regards

Yves Kemps

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Pankaj Pareek | Post author

July 7, 2017 at 2:38 pm

Hi Yves,

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

Regards

Pankaj Pareek

Like(0)

Yves Kemps

February 15, 2018 at 10:56 am

Hello Pankaj,

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

Problem has been solved.

Many thanks for your kind reply.

Yves Kemps

Like(0)

Former Member

September 12, 2017 at 12:07 am

Hi Pankaj.

Thanks, for this information.

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

Thank you very much for your help.

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Like(0)

Kishore Kamarthapu

November 17, 2017 at 2:08 pm

Good

Like(0)

Imane LHIMER

January 29, 2019 at 6:27 pm

Hi Pankaj,

i hope you are doing well.

We have set up VIM & archive link con guration, we have one issue: the scanned document can be displayed in
the FI document (in the attachment list) for PO invoices (posted with MIRO) but not for non PO invoices (posted
with FB60).

Do you have any idea why this is not working even if the archiving is set up for document type BKPF the same
way as BUS2081.

Thank you very much for your feedback,

Kind Regards

Imane

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Jim Varrati

October 1, 2019 at 3:04 pm

One awesome write up thank you!

Like(0)

pratap jagadam

December 7, 2020 at 2:58 am

Hello Pankaj,

Thanks for the information.

I have an issue with opening Archive emails.

File extension was missing and cannot open the les. I have download, add extension and open the le.

this was started on Friday and code wise I couldnt nd any issue with it.

Please share your thoughts on the same.

Thanks

Pratap

Like(0)

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