Raw Specification

xAPP Document
Creation & Distribution
Version 5.0

ASM PLM SAP AG & Infosys

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 xAPP Document Creation & Distribution

User Guidance

5 Assign
1 Fill in Form for 2 Choose 3 Set-up 4 Add Document 6 Check Input &
Document
basic data Authorizations distribution list to folder structure Document Creation
to business object

Role: Document Role: Document Role: Document Role: Document Role: Document Role: Document
Creator Creator Creator Creator Creator Creator
What: Search file(s) What: Select users and What: Assign What: Assign What: After check of
What: Select users for
(on hard disk, in non- access rights for the document to folder document to SAP given input composite
distribution list
SAP PDM system) and new document. structure (private or business object creates document in
fill in form with basic public) (material, functional mySAP PLM DMS
info location, equipment,…) based on given input.
Automatic generation
of neutral viewable files
as additional original

How: Search and

How: Select users or How: Select users or How: Select a folder How: Presentation of
How: Search and select objects to be
Roles from Search-list. Roles from Search-list. from the Easy DM given input in a single
select file on hard disk, linked to document
Assign simple folder structure and screen with ability to
Non-SAP PDM or DMS
authorizations (Read, assign the document trigger document
system.
write, delete) with there. creation or input
Enter a name and
checkbox change
description (optional)
for the Document, enter
attributes

Backend Systems: Backend Systems: Backend Systems: Backend Systems:

Backend Systems: Backend Systems:
mySAP PLM DMS mySAP PLM DMS
mySAP PLM DMS (SAP ERP) 1.mySAP PLM DMS
1.mySAP PLM DMS (part of R/3, ECC (part of R/3, ECC –
(part of R/3, ECC (part of R/3, ECC –
(part of R/3, ECC – - SAP ERP) SAP ERP)
– SAP ERP) SAP ERP)
SAP ERP)
2.Non-SAP PDM or
2.Non-SAP PDM or
document
document
management system
management system

Process Pattern: SUG Roles: Document Creator Backend systems: mySAP PLM DMS (part of R/3, ECC– SAP ERP) and
Non-SAP PDM or document management system

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 xAPP Document Creation & Distribution

Composite Idea Business problem

Using a guided procedure approach to create a document Today, it is not possible to create a document in mySAP
in mySAP PLM DMS the Document Creator selects from a PLM DMS with originals coming from non-SAP PDM or
backend system (hard disk or Non-SAP PDM or document management systems and manage also
documents management system) the files to upload as document distribution in a simple guided-procedure way.
document originals into mySAP PLM DMS, enters the Value to Customer
name, description, attributes of the document, defines the Faster and easier transfer of files/documents from Non-
place where to save the document in an existing document SAP systems to mySAP PLM DMS for further usage in
structure in mySAP PLM DMS, grants users simple SAP PLM and ERP business processes.
authorizations (read, write) for document access, defines
the means of document distribution, defines links of the
document to SAP business objects and triggers actual
document creation in mySAP PLM DMS.

Attractiveness ESA High: new composite process Process Pattern SUG

Showcase that addresses new users.
Data sources and mySAP PLM DMS (part of SAP
Customer reach > 1000 installed base
readiness ECC) with high readiness
customers for mySAP PLM
DMS. Makes the tool easy to
use for new users. Services All necessary functions are
available as BAPI or RFC.
Compliance with Medium: Simplification of
Composite Def existing process, co-operation
with several backend-system.

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 Prerequisites

1. Use ECC 6.0 with latest support package for coverage of complete
scope
2. Use at least R/3 4.6c for 80% scope
3. Install Easy DM 6.0 for better handling of document structures
4. …

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 Raw Specification – 1 Fill in Form for basic data (UI)

1. Identify file(s) for upload from hard disk or from non-SAP PDM or DMS system
offering an easy-to-use search service and save location to buffer (process
context)
Use API of Non-SAP PDM or DMS system to do identify file location.
2. Ask user for document description (40 characters) and save description to
buffer (process context) – document number (ID) will be created automatically
by mySAP PLM DMS
3. Ask user for document type and save document type to buffer (process context)
Use Function Module C_PDM_GET_DOCUMENT_TYPES to generate a list of all
available document types
4. Ask user to maintain document attributes and save document attributes to
buffer (process context)
Attributes can be retrieved as function of document type by the following BAPI:
I. BAPI_DOCUMENT_GETDOCTYPEDETAIL
Delivers for a given document type the assigned classification class
II. BAPI_CLASS_GET_CHARACTERISTICS
Delivers list of classification attributes (characteristics) for a given class
III. BAPI_CHARACT_GETDETAIL
Delivers value range, input type (required, optional), variable type (num, char, curr) of
attributes (characteristic)

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 Raw Specification – 2 Choose Authorizations (UI)

1. Ask user to give search string for user or user group

Use BAPI BAPI_USER_GETLIST and CVAUTH_USERGROUP_GETLIST
2. Specify level of authorization (READ, WRITE, ADMIN,…) in composite
user interface and save user with authorization level to buffer (process
context)
3. Go back to 1., if necessary

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 Raw Specification – 3 Set-up distribution list (UI)

1. Ask user to give search string for user or user group

Use BAPI BAPI_USER_GETLIST and
CVAUTH_USERGROUP_GETLIST
2. Add user & user group to distribution list in buffer (process
context)
3. Go back to 1., if necessary

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 Raw Specification – 4 Add Document to folder structure (UI)

1. Ask user to select folder and save to buffer (process context)

Use BAPI_DOCUMENT_GETSTRUCTURE to display structure

I. Private folders: Header folder (document) number equals user

name
II. Public Folders: Header folder (document) number equals
‘EDIPUBLICROOTFOLDER’

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 Raw Specification – 5 Assign Document to business object (UI)

1. Define Assignment of document to business objects and save to buffer

(process context)
Use BAPIs for a subset of SAP Business Objects:
I. BAPI_MATERIAL_GETLIST (material)
II. BBP_WBS_GETLIST (WBS element)
III. BAPI_FUNCLOC_GETLIST (functional location)
IV. BAPI_EQUI_GETLIST (equipment)

After Sapphire other business objects shall be added

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 Raw Specification – 6a Check of input data (UI)

1. Display maintained data in buffer (process context) and ask user to

confirm document creation in SAP DMS

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 Raw Specification – 6b Document Creation in SAP DMS (not visible in UI)

1. Upload file(s) from hard disk or external PDM system or DMS system
from location stored in data from buffer (process context)
Use API of Non-SAP PDM or DMS system to do upload.
2. Create document with data from buffer (process context)
Use BAPI BAPI_DOCUMENT_CREATE2

BAPI_DOCUMENT_CREATE2
uses the following input:
Assignment of Attributes (CHARACTERISTICVALUES)
Assignment of description language-dependant (DESCRIPTION)
Assignment of linked objects (OBJECTLINKS)
Upload of files from location defined in buffer (process context)
(DOCUMENTFILES)
Assignment to folder structure (DOCUMENTSTRUCTURES)

Document number (ID) is created by mySAP PLM DMS !

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 Raw Specification – 6c Document Creation in SAP DMS (not visible in UI)

2. Assign Authorizations to document as defined in buffer (process context)

Use the following BAPIs to assign authorizations to document (ERP 2005
required)
I. CVAUTH_RFC_ADD_AUTH_TO_buffer (process context)
II. CVAUTH_RFC_GETINFO
III. CVAUTH_RFC_GET_ALLOWED_ACT
IV. CVAUTH_RFC_GET_AUTHORIZATIONS
V. CVAUTH_RFC_HAS_AUTHORITY
VI. CVAUTH_RFC_RESET_AUTH_buffer (process context)
VII. CVAUTH_RFC_SET_AUTHORIZATIONS
VIII. CVAUTH_RFC_SET_INITIAL_AUTH
IX. CVAUTH_USERGROUP_ADDUSER
X. CVAUTH_USERGROUP_ADDUSERGROUP
XI. CVAUTH_USERGROUP_CREATE
XII. CVAUTH_USERGROUP_DELETE
XIII. CVAUTH_USERGROUP_DELUSERGROUP
XIV. CVAUTH_USERGROUP_GETLIST
XV. CVAUTH_USERGROUP_GETUSERGROUPS
XVI. CVAUTH_USERGROUP_GETUSERS
XVII. CVAUTH_USERGROUP_GET_ALLOWED
XVIII. CVAUTH_USERGROUP_RENAME
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 Raw Specification – 6c Document Creation in SAP DMS (not visible in UI)

3. Start distribution of document as based on distribution list in buffer (process

context)

I. Create Distribution list for document in ECC with type INT (E-Mail)
for each member of list
no BAPI available, has to created as ABAP-Add-On
II. Start workflow BUS1082 with method create

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