MAY 2017

Extended ECM
for SAP
Based on Extended ECM 16

This eBook will introduce you to OpenText Extended ECM for SAP Solutions and
Extended ECM for SAP SuccessFactors and provide a functional overview of
their components. Both products are members of the OpenText Extended ECM
family, which are built on a shared platform and around the principle of providing
content in context.
Insight is all about context. While structured data provides the framework that
drives transactions and operational processes, unstructured information —
documents, images, emails, videos, and more — completes the picture, enabling
better decision-making and faster, more efficient processes. Seeing the
unstructured information in the context of the business process helps
organizations truly understand how to optimize the supply chain, develop
successful products, optimize asset performance, or best engage with a
customer.
Extended ECM helps organizations process, create, manage, distribute and
govern all their unstructured content within the context of data-driven business
applications while also bringing content-driven contextual insights into the lead
applications.
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Abstract
Since its first release in 2008, Extended ECM has grown to become one
of OpenText’s most successful product families. The ability to connect
enterprise content management to lead business applications has never
been more relevant or necessary than in the age of IoT data, cloud
computing and analytics. And with Extended ECM Release 16, it has
never been easier to implement.
In Release 16, OpenText launched the Extended ECM Platform, making
it easy to integrate Content Suite with multiple business applications and
industry solutions from vendors like SAP, Microsoft, Salesforce, and
Oracle. Exposing unstructured content together with the business
context of the lead application, the product includes a complete set of
Enterprise Content Management (ECM) capabilities such as Document
Management, Records Management, Capture, Archiving, Workflow,
and Collaboration and helps customers to manage the complete
lifecycle of content, from creation, to sharing, approval to publication,
search to enacting, archiving, retention and destruction – all within the
context of the business process.
Furthermore, OpenText introduced enhanced integration capabilities
that simplify the integration with Ecosystem solutions. So it comes as no
surprise that we are seeing more and more partner or customer-built
integrations in the market. Some of these integration capabilities have
already been used to build new integrations to SAP products too, like
SAP Hybris Cloud for Customer or SAP SuccessFactors.
This eBook focusses on integrating Extended ECM into SAP Solutions.
It describes in detail the functional components of Extended ECM for
SAP Solutions and Extended ECM for SuccessFactors and gives lots of
examples for the benefits and improvements the solution delivers in
practices. For more information about the functionality of Extended ECM
Platform and other members of the Extended ECM family, readers
should refer to other eBooks on Extended ECM.

Dr. Marc Diefenbruch

OpenText Senior Director Product Management

Claudia Traving and Dr. Marcel Hoffmann

OpenText Ecosystem Program Management

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Disclaimer
This eBook does not replace any official documentation shipped with the Extended ECM product. In case of doubt
or ambiguity about functionality and/or provided capabilities, it is always the official documentation (Release Notes
and product manuals) that are the definitive source of information regarding the solution(s) described herein.

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Contents
1 Brief Overview of the Extended ECM Platform ............................................................................................8
2 Introducing Content-Enriched Business Processes .................................................................................10
2.1 Structured and Unstructured Content .................................................................................................10
2.2 Content Silos .......................................................................................................................................10
2.3 Content-Enriched Business Processes ..............................................................................................11
3 Key Concepts of Extended ECM ..................................................................................................................14
3.1 Business Workspaces .........................................................................................................................14
3.2 Business Relationships .......................................................................................................................15
3.3 Business Attachments ........................................................................................................................16
3.4 Template Management .......................................................................................................................17
3.5 Manage and Control ArchiveLink Documents ....................................................................................17
4 Enterprise Business Content Management ................................................................................................18
4.1 Content Business Workspaces – Connection to Business Objects....................................................18
4.2 Content Metadata ...............................................................................................................................23
4.3 Link Content to SAP Business Objects – Business Attachments .......................................................25
4.4 Access Control ....................................................................................................................................26
4.5 OpenText Extended ECM Adds Value to SAP ...................................................................................31
5 Records Management for SAP Content ......................................................................................................34
5.1 Records Management Certifications ...................................................................................................34
5.2 Records Management for SAP ...........................................................................................................35
5.3 OpenText Extended ECM Adds Value to SAP ...................................................................................37
6 Archiving & Compliance for SAP Solutions ...............................................................................................39
6.1 Archiving SAP Content .......................................................................................................................39
6.2 OpenText Extended ECM added value to SAP ..................................................................................42
7 Integrations to SAP Products and Solutions .............................................................................................44
7.1 Architecture to enable the digital enterprise .......................................................................................44
7.2 Document-centered vs. Workspace-centered Content Management.................................................48
7.3 OpenText Extended ECM added value to SAP ..................................................................................48
8 Content Access from SAP Solutions ..........................................................................................................51
8.1 SAP S/4HANA or SAP ECC (SAP GUI & NetWeaver® Business Client) ..........................................52
8.2 Business Content Window ..................................................................................................................54
8.3 SAP Fiori Apps ....................................................................................................................................56
8.4 SAP SuccessFactors ..........................................................................................................................58
8.5 SAP Hybris Cloud for Customer .........................................................................................................60
8.6 ArchiveLink PLUS ...............................................................................................................................62
8.7 DocuLink .............................................................................................................................................63
8.8 OpenText Extended ECM added value to SAP ..................................................................................65
9 Extended ECM Scenarios and Solution Accelerators ...............................................................................68
9.1 Concept of Solution Accelerators........................................................................................................68
9.2 Customer & Sales ...............................................................................................................................70
9.3 Vendor & Procurement .......................................................................................................................73
9.4 Enterprise Asset Management ............................................................................................................76
10 Where to Get More Information ...................................................................................................................80
10.1 Product Related Information ...............................................................................................................80
10.2 Customer Success Stories ..................................................................................................................80
11 Strategic Partnership with SAP ...................................................................................................................81

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How to Read this Document

This eBook covers the capabilities of Extended ECM for SAP Solutions and Extended ECM for SuccessFactors
to successfully digitize operational processes in supply chain and procurement, product development and
manufacturing, sales and customer engagement, asset management and operations, finance and HR. The
content targets practitioners like solution architects, consultants, requirements analysts, or ECM project managers
who want to learn how Extended ECM integrates content into context and how the technology can be implemented
to meet business requirements. On the other hand, the eBook summarizes benefits of the OpenText approach to
integrated content management and helps decision makers to understand the relevance, contribution and value
for digital transformation initiatives.
While Extended ECM for SuccessFactors focusses on HR use cases integrating with SAP’s SuccessFactors
cloud and SAP HCM, Extended ECM for SAP Solutions can be used in a large variety of business scenarios and
integrates with many SAP business applications based on S/4HANA, the SAP Business Suite or SAP cloud
applications such as SAP Ariba or SAP Hybris Cloud for Customer.
Both products covered in this eBook build on the Extended ECM Platform, so the first sections summarize core
functional capabilities of the platform ( “Brief Overview of the Extended ECM Platform”), introduce the reader to
the value of Extended ECM in general (“Introducing Content-Enriched Business Processes”) and provide an
overview of functional concepts (”Key Concepts of Extended ECM”). Readers who are new to the Extended ECM
world should start with these sections. More detailed descriptions and explanations on traditional document
management functionalities and innovative capabilities included in the Extended ECM Platform will be published
by OpenText in spring 2017.
The following section then elaborates on how Extended ECM’s concepts and capabilities work together to improve
business processes and deliver “Enterprise Business Content Management” solutions. This section provides
many illustrations of how Extended ECM workspaces look and present data to users in the OpenText Smart UI.
It is a good starting point to understand how Extended ECM solutions work, addresses key questions of
practitioners and closes with a summary for decision makers.
“Records Management for SAP Content” and “Archiving & Compliance for SAP Solutions”, illustrate the unique
capabilities of Extended ECM. Again, these sections include summaries of the additional options, improvements
and values delivered by Extended ECM in each of these areas. The section “Integrations to SAP Products and
Solutions” explains technical integration scenarios and the relationships of Extended ECM to other SAP content
management solutions and compares Extended ECM to SAP DMS, SAP Content Server, the SAP Document
Services and SAP Document Center. The next section “Content Access from SAP Solutions” elaborates on rich
accessibility options for SAP GUI and Fiori apps, SAP SuccessFactors and SAP Hybris Cloud for Customer UIs
as well as access through ArchiveLink Plus, OpenText’s DocuLink or SAP Enterprise Portal.
Finally, the eBook introduces the OpenText library of “Extended ECM Scenarios and Solution Accelerators” that
are published and periodically updated by OpenText development and engineering teams. These accelerate
implementation and return on investment, allowing customers to replicate industry best practices and adjust well-
established blueprints to their specific requirements instead of implementing integrated content management
solutions from scratch. Some of the most popular solution accelerators are explained in the eBook. A full list of all
available packages and more details are available from OpenText Knowledge Center on the Product Information
area for Extended ECM for SAP.
Depending on the reader’s focus, different sections of the eBook may be of particular interest. Readers who are
new to Extended ECM should read the introductory sections starting with the overview of the Extended ECM
Platform (p. 8), introducing the value of Extended ECM (p. 10) and explaining its core concepts (p. 14). Solution
Consultants and architects who are trying to understand and explain how Extended ECM streamlines information
flows and improves business processes will find many useful examples in the sections on “Enterprise Business
Content Management” (p. 18 to 34) and Content Access (p. 51 to 68). To understand the differences and
integration options to other SAP content management offerings, architects should also read about the
“Integrations to SAP Products and Solutions” (p. 44). Readers who are focusing on compliance will find it useful
to understand Extended ECM’s Records Management (p. 34) and archiving capabilities (p. 38).
More detailed guidelines and technical documentation for these demands are also listed in “Where to Get More
Information” (p. 80f).

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Terminology
Below are definitions for key concepts and terms used throughout the eBook.
Business Attachment / Business Reference
When an object in Content Server, like a document, is linked to a business object in the lead application, like SAP,
that linked document is called a business attachment (also known as a business reference). For example, an SAP
user can view all the documents associated with a piece of equipment (like operating manuals, product
specifications, etc.) in the SAP interface, though the documents are actually stored in Content Suite.

Business Object / Business Object Type

The object being linked to in the leading business application, like a piece of equipment, business partner, service
process, or customer. Different lead applications have different terminology (e.g., SAP SuccessFactors calls it an
entity and Oracle EBS calls it a document entity type), but from the Extended ECM perspective, we refer to any
object or entity in the lead application that is being associated with content in Content Server as a business object.
Each business object also has a type definition in the lead application, which from an Extended ECM perspective
is called the Business Object Type.

Business Object Key

Each business object has a unique ID in the leading business application. This unique ID is often used in
combination with the business object type and the external system ID as the primary key pair to create links
between the Content Server object and the business object in the leading business application. Note that there
are different types of links available: Workspace References and Business References (Business Attachment).

Business Properties
Business properties are the metadata from the leading business application. Metadata normally represents the
information about the relevant business process. A project stored in SAP, for instance, may have metadata like:
Project Name, Project Number and Phase. Business properties are always mapped to the Content Server
category and managed either on the workspace or document level.

Business Relationships
A business workspace can have links to other business workspaces. Business relationships are stored internally
in the Content Server database table. Users can either manually create a business relationship between
workspaces in Content Server or the relationships can be derived from the leading business application. In the
latter case, there is no additional effort required to manage them on the Extended ECM side; it is always up-to-
date.

Business Workspace
A business workspace represents a meaningful entity in the organization, e.g., a customer, a sales opportunity,
a legal matter, a project, or even a community of people with common interests. Technically, a business
workspace is a special container in Content Server associated with the respective business objects from the lead
applications (e.g., it provides a single view to see data about a piece of equipment from the lead application with
associated content from Content Server). A workspace can be shared with different business objects from
different leading applications, in which case it is called a cross-application workspace.

Document Type
A document type represents the type and usage of a document from a business process (e.g., contract document,
invoice document, etc.). Within the Extended ECM product family, the technical modelling of a document type
varies some. For example, in SAP ArchiveLink, document types are special category attribute values in Content
Server, but in Extended ECM for SAP SuccessFactors they are Content Server classifications. The Extended
ECM Platform needs a unique, consistent concept to handle the document type, particularly when integrating to
multiple lead applications.
External System ID
The unique configuration ID stored inside Content Server that defines the leading business application being
integrated to. The integrator determines this ID and it simply provides an easy way to reference the lead
application, particularly when integrating to multiple lead applications.

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Service Provider Interface (SPI)

The SPI abstracts the communication layer with the leading business application. Because each system can have
a unique way to communicate with it, there needs to be a place where custom code can be written. Historically,
Extended ECM provided an SPI that used web services with a fixed WSDL for communication, but since many
leading applications do not allow a web service to be deployed with a given WSDL or even at all, a new design of
the adapter framework has been introduced. There are now two layers where an extension module can hook in:
 OScript layer: This provides the most flexibility but requires knowledge of OScript.
 Abstraction layer: This allows a purely Java implementation, with minimal effort on the OScript side.

Workspace Reference
A business workspace is linked to a single business object. This link is called a workspace reference.

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1 Brief Overview of the Extended ECM

Platform
Extended ECM Platform helps users, teams and organizations reduce the time and effort spent managing,
organizing and sharing information across business processes. Built on OpenText Content Suite Platform, it
brings the secure and centrally managed content repository of Content Server - allowing the storage, control, and
retrieval of any type of electronic content - to business processes in the lead applications where the work actually
takes place, ensuring the right user gets the right information at the right time, every time. Extended ECM Platform
makes it easy to connect Content Suite Platform to as many lead applications as needed, so all areas of the
business benefit from improved efficiency and better control of and access to needed unstructured information.
Extended ECM Platform helps companies create the fundamental building blocks of a strong ECM strategy:
document management (version control, access control, and approvals), capture and ingestion, records
management (for the full lifecycle of both electronic and physical records), document-centric workflow, archiving
(for access to archived information across any storage medium), collaboration and content access. But it makes
the ECM system transparent to users, removing adoption issues and ensuring compliance. The following core
ECM capabilities are included in Extended ECM:
 Capture
Capture and review documents with a range of scenarios for high- and low-volume requirements. Integrated
with the workflow component, organizations can use barcodes and automated metadata collection and
categorization to streamline the capture process and ensure valuable content is properly stored and
organized in context with related electronic content.
 Document Ingestions and Processing
With the OpenText Object-Importer Extended ECM for SAP and Extended ECM for SuccessFactors include
an extensible XML based importing engine that facilitates content migrations and continuous ingestion
scenarios from various content sources.
 Document Management
Manage all content types and formats (e.g., office applications, emails, graphics, CAD drawings, images,
video, and renditions). Key features include check-in/check-out; version control for simple and compound
documents; audit trails; comprehensive search; and user, group, and role-based access controls.
It also includes a flexible and powerful metadata categorization to enrich content by structured data in order
to create custom properties, control document status, and support content search and retrieval. The
classification of content allows for the definition of role-based information taxonomies and business
information views.
 Records Management
Ensure that electronic or physical content is under a formal program that provides consistent control and
lifecycle management rules. This includes capabilities to define content retention policies and to formalize
the procedures to classify (ensuring appropriate metadata), retain and, at the end of the lifecycle, destroy
the records of an organization.
 Archiving
Perform SAP data and document archiving together with traditional ECM archiving. It can also be leveraged
to implement intelligent storage management to drive decisions on content storage media from the ECM
application level. Based on rules defined in Extended ECM, the appropriate storage medium is selected on
the fly without user interaction.
 Content-Centric Workflow
Use workflow for both structured and ad-hoc routing of documents for a variety of document automation
processes like approval, review, and feedback to control every aspect of the document lifecycle.

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 Collaboration
Business processes can span departments, divisions, regions and even organizations. Extended ECM
allows organizations to include all appropriate stakeholders, both in and outside of the organization, in
collaborative processes while still maintaining the context of the business process.
 Content Access (see page 44)
Provide users with the flexibility to access content from different sources from their preferred user interfaces
and according to their job function (i.e., SAP GUI, SAP Fiori Apps, SAP SuccessFactors, SAP Portal, SAP
Hybris Cloud for Customer, SAP Business Client, SAP WebDynpro-based clients, Microsoft Office® and
the Microsoft Windows® desktop, and within the native web user interface of Extended ECM), giving users
a single, secure, 360-degree view of all content belonging to a process or business object, such as
customer, vendors, products, or projects. APIs for integration into leading applications simplify content
access from prominent PLM systems like Teamcenter® or Windchill®, HR solutions like Workday®, Asset
management platforms like IBM Maximo® or CRM solutions from Oracle or Microsoft that are not yet
supported by productized enablers of Extended ECM.
 File Sync and Share
Extended ECM includes OpenText TempoBox®, providing a private file sync and share platform for secure
collaboration on content within the enterprise content repository. Enterprise users can invite both internal
and external reviewers to collaborate on business workspace content, even on mobile devices.
 Analytics
Extended ECM allows users to build dashboards and charts combining business data with insights derived
from content analytics using a library of preconfigured templates. Extended ECM for SAP and Extended
ECM for SuccessFactors include full capabilities of OpenText WebReports and OpenText Active View to
create rich reports and win business insights.

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2 Introducing Content-Enriched Business

Processes
2.1 Structured and Unstructured Content
Most companies and government agencies have invested in enterprise applications, such as enterprise resource
planning (ERP), customer relationship management (CRM), and supply chain management (SCM) to standardize
their core business processes. These applications excel at managing highly structured, transactional information
or numerical data like addresses, customer numbers, and order numbers used in business processes. They are
less effective, however, at the unstructured data that often accompanies, and even triggers, these business
processes. Unstructured data includes content like email, technical documents, contracts, photos, résumés,
product specifications, and much more.
To deal with this disconnect, many organizations have adopted complementary tools to help users collaborate,
share, coordinate and control that unlinked, unstructured content. Popular collaboration platforms like Microsoft
Office 365 or Microsoft SharePoint Online focus on personal productivity without tying it to the business process
or considering the complete lifecycle of the content.
Traditional ECM systems provide services that help users create, collaborate on, and share content while helping
organizations achieve enterprise goals like business process optimization and governance and compliance
initiatives, but they generally lack the elements that boost user productivity and adoption. Like the collaboration
tools, they lack the critical integration of the unstructured data and the lead application and its structured data.
Without the amalgamation of data and content there is no single place for workers to see a complete, 360-degree
view of their customer, project, product, etc.
The solution is Extended ECM. Extended ECM combines the strong collaborative capabilities of the personal
productivity tools, the content lifecycle governance and compliance of traditional ECM, and the structured data
from the leading business applications. And best of all, it does it by leveraging the existing investments in the lead
applications and collaborative tools like SharePoint. No need to rip and replace.
For many years, the worlds of structured business processes and unstructured content have existed in isolation
from one another. In almost every customer- or partner-facing process, extensive unstructured information is
exchanged. At the moment it arrives or is created, its author and recipient understand its full context, and thus its
importance. But as time passes, the content, which is often stored haphazardly on desktops, shared drives, or
standalone applications, is effectively lost to the organization. Even if someone remembers its existence and
location, there is no connection between the content and the context of the business process that made it relevant
in the first place.
Employees spend inordinate amounts of time searching for misplaced content or recreating it entirely, which costs
the organization time and money. The inability to locate the right document and version of the document in a
timely fashion is one of the greatest sources of legal risk facing large companies today, which can add significantly
more cost. As analysts estimate that approximately 90% of all information exists in an unstructured format and
continues to grow, this problem only grow more critical. Tying unstructured content to the related structured data
in the context of the business process is essential.

2.2 Content Silos

In the digital age, more and more companies and also software vendors understand the value and often untapped
potential that lies in unstructured content. Consequentially, CRM or ERP vendors started to equip their
applications with social capabilities or content management functions. However, these initiatives are doomed to
fail when they do not make content accessible outside the given CRM and ERP application. Designed to manage
content across multiple applications. Extended ECM meets the content management challenge in heterogeneous,
fragmented IT landscapes.
As more and more organizations decide on different vendors in their Supply Chain, PLM, CRM, Logistics, Finance
functions or use SAAS offerings to rapidly implement new solutions in one or the other business area, IT
landscapes tend to be more complex and to streamline processes and information flows across departments
tends to require more integration. Other factors add to this situation, such as business documents that are
geographically distributed in different sites or are technically distributed in different repositories or applications.

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Historical data and documents need to be retained too. Regulations require compliant storage of data and
documents beyond operational use.
All this results in a severe disconnect between structured data and unstructured content and siloed departments
or applications. In many organizations it’s nearly impossible to get a sound overview on all of the important content
that exists for a business object; such as customer, material, vendor, or contract (see Figure 1) and this lack of
insight and understanding of the unstructured is of a course a limiting factor for process efficiency. Figure 1
summarizes common issues and consequences of disconnected business applications and content silos.

Figure 1:
Consequences of
disconnected
business
applications and
content silos

2.3 Content-Enriched Business Processes

There is one basic rule for each and every organization worldwide, independent of its location, industry or size:
all activities within a business are driven by business processes. Business processes play a vital role in
measuring, recording, and documenting a vast array of activities across an organization. They are responsible for
the development and execution of key strategies including the budget, cash flow, and procurement to name a
few. They influence decision making, such as decisions to pursue new directions or develop new products.
Accurate preparation of financial reports and the protection of shareholder value are directly impacted by the
quality and the execution of business processes. This makes business processes key to ensuring business
efficiency, cost control, and legal compliance across the organization.
But in most organizations the core business processes are managed independently of the majority of the
unstructured content. In fact content management has been established as a separate discipline existing in
parallel to process management. As a result, fragmented, inaccessible, disconnected or inconsistent content does
not deliver a competitive advantage, it fails to improve productivity and will not drive collaboration across
departments let alone with external partners. When content is managed in disconnect with business processes,
it ages and can even turn into a legacy or compliance risk if the organization fails to dispose or retain the content
as legally required.
Content-enriched business processes want to overcome this old paradigm and enable content-enriched business
processes (Figure 2). While traditional content management inside ERP, CRM or SCM applications focused on
capturing, archiving or output of records the collaboration on living content, content-analytics, or sharing were
usually out-of-scope. With Extended ECM, customers can unlock the value of their unstructured content and use
it inside the business applications to make better-informed business decisions based on insight and a 360 degree
view.
Content that originates outside the organization, like supplier documents, customer requests, inbound data
streams in logistics or IoT data is efficiently processed, captured, and ingested into the information platform.
Likewise, outgoing content like customer invoices or correspondence, RfX documents, purchase orders or sales
order confirmations are directly stored into the shared repository and can be accessed both from within the
originating business apps for from other UIs and systems which are connected to the Extended ECM information
backbone.

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Figure 2:
Paradigm shift to
Content-enriched
Business Processes

To overcome the disconnect and ultimately bridge the gap between structured processes and unstructured
content, Extended ECM brings Enterprise Content Management into applications like SAP S/4HANA and SAP
Business Suite solutions as well as and SAP Cloud applications like SAP SuccessFactors, Hybris Cloud for
Customer or SAP Ariba. Extended ECM thus enables the management of unstructured content in the context of
the SAP processes, transactions and business objects.
Content-enriched business processes offer a wide variety of benefits compared to traditional ECM solutions:
 Content is easily accessible across the enterprise.
Although access rights still apply, this solution gives SAP users a 360-degree visibility into any and all
content associated with transactions. Users working within any SAP UI platform such as SAP GUI,
NetWeaver Business Client and even Fiori can attach unstructured documents as well as entire ECM
workspaces to transactions in SAP applications, eliminating the need of having to log into multiple
applications to find information.
 Users of non-SAP applications can be given access to SAP information.
Users of Microsoft Office®, Outlook®, non-SAP CRM, or procurement solutions, the enterprise portal can
access SAP information or content associated with the SAP business objects allowing them to leverage
SAP content without extensive training.
 Transactional metadata from SAP can be associated with each piece of managed content.
Repurposing master data and transactional data from SAP to index content enables users to determine
which business object or transaction a document or unit of unstructured content is connected to. For
example, photographs from an accident, invoices, quotes, or contracts are always clearly associated to a
business transaction so that users can figure out easily whether or not they are important.
 Eliminate silos and disconnected repositories.
With Extended ECM, content in the ECM platform is connected to SAP enterprise applications, eliminating
the need for multiple disconnected repositories and simplifying the IT landscape.
 Records Management ensures regulatory compliance across NON-SAP and SAP content.
By integrating records management from the ECM solution, organizations can ensure that relevant
documents are retained for the right period of time – ensuring regulatory compliance and reducing legal
risk. In addition, by leveraging event-based retention, customers can enforce retention of content at a
much more granular level such as a customer’s contract end date or an employee’s termination/retire
date. This applies for content stored inside and outside SAP.
 With Extended ECM for SAP, customers take advantage of state-of-the-art document management
capabilities including archiving and storage functionality that ensures both compliant preservation and
disposition. Based on the archiving foundation Extended ECM also delivers content processing, content
management and content delivery functionality for scanning, recognition, and ingestion of large volumes
of inbound content, for creating and collaborating on content and for generating and distributing content to
internal or external recipients.

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 Core content management capabilities like capture, manage, deliver, and archive content, however, are no
longer sufficient to fulfill the requirements of adaptive, agile organizations of the digital age. Therefore,
Extended ECM also includes high-value capabilities for analytics, process control, content experience, and
discovery that can be extended by connecting to other OpenText solution extensions like SAP Document
Content Processing, SAP Document Presentment, or SAP Document Digital Asset Management.

Figure 3:
Content-Enriched
Business Processes

 Embedded analytics capabilities, Extended ECM workflow engine, Extended ECM WebReports, the
integrated Perspectives Manager and SMART UI, and the full text search and API components turn
Extended ECM into a fully integrated extensible information management platform.
 Built-in Analytics
Extended ECM includes full-fledged WebReports and Active View capabilities that allow users to combine
data and content analytics to generate customer or supplier dashboards, automate inbound content
classification or to report on user adoption and usage displaying social graphs or heat maps.
 Built-in Process Control Functionality
The built-in workflow editor and execution engine streamlines content centered collaboration to review
and approve regulated content or to drive coordinate cross-departmental processes in contract or supplier
management.
 Built-in User Experience
With Release 16, Extended ECM delivers a responsive streamlined SMART UI that simplifies access for
occasional users and improves user experience on mobile devices. Furthermore, the perspectives
manager flexibly arranges content and allows administrators to configure role-based views on both data,
documents and related content.
 Built-in Discovery Capabilities
The OpenText search index and API make it easy to discover and extract critical data from the repository.
Furthermore, Extended ECM for SAP implements many interfaces including a CMIS API, a service
provider interface and a search API that simplify the integration to other solutions. OpenText’s productized
integration for SAP solutions, Salesforce or Oracle solutions internally already make use of these
interface technologies which are available for partners and customers, too.
 Extended ECM can also leverage OpenText Analytics Suite (iHub and Actuate), Process Suite,
Experience Suite and Discovery Suite and leverage many integrations inside the OpenText portfolio.
More information on how to integrate OpenText Analytics dashboards, or on how to orchestrate Business
Service Architectures with Extended ECM for Process Suite or on how to connect Digital Asset
Management are available in the OpenText Knowledge Center.

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3 Key Concepts of Extended ECM

3.1 Business Workspaces
One of the key concepts of Extended ECM is the business workspace. A business workspace ties business data
from the leading SAP application (or applications) with the relevant unstructured content. The workspace contains
all content relevant to a specific business process or business object, such as a customer, vendor, material or
product, and provides collaborative capabilities such as tasks, workflows, follow-ups and activity feeds. The
business workspace is also deeply embedded into S/4HANA, SAP Business Suite and applications such as SAP
SuccessFactors, SAP Ariba or SAP Hybris Cloud for Customer, so that SAP users have all content and data
relevant to their current transaction at their fingertips.
In a business workspace, the once divided worlds of structured data and unstructured content are united,
supported by key content lifecycle management tools like archiving and records management.
Figure 4 shows the relationship between a business workspace and an SAP business object.

Figure 4:
Business workspaces
for content-enriched
business processes

Business workspaces are deeply integrated with the leading SAP applications.
 Automatic Business Workspace Creation
Business workspaces can be automatically created and updated when a corresponding SAP business
object is created or updated. For example, if customers are managed in SAP ERP or SAP Hybris Cloud for
Customer, a customer workspace can automatically be created by Extended ECM once a customer is
created or updated in the SAP application.
 Standardized Content Structures Follow SAP Structures
Where traditional ECM systems mainly involve static folder structures that are hard to create and
consistently maintain, Extended ECM allows the reuse of SAP information to create required content
structures on-the-fly. Every business structure standardized in SAP - such as customer hierarchies, project
structures, plant maintenance locations or bills of materials - can be reused to create corresponding content
structures inside the Extended ECM workspaces. The business workspaces themselves are based on
centrally managed templates that are determined dynamically based on information in SAP. For example,
material workspaces integrated with SAP Material Management (MM) can have different structures based
on the type of material involved.
 Event-Driven Data Synchronization
Because Extended ECM hooks into the event-handling framework of SAP, any data changed in SAP is
automatically and instantaneously updated in Extended ECM. It is immediately available for search and
any classification, categorization, or records management control changes are also immediately applied.

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 360° View of all Relevant Content

Business workspaces combine content from different applications including SAP ArchiveLink documents,
Microsoft Office® documents, e-mails and images. Users don’t have to think about which application
creates or manages the content - the business workspace connected to the SAP business object always
reflects the complete and up-to-date related content.
 Flexible Authorization Model Based on SAP Data
Managing permissions and authorizations in the ECM system can be a very labor-intensive task and
contributes substantially to the total cost of ownership (TCO). With Release 16, Extended ECM business
workspaces use a flexible roles model to assign users and groups to business roles related to specific
workspaces, leveraging the standardized access control from their SAP system. This means that a user
granted access to customer data in SAP can automatically get access to the corresponding customer
workspace without any additional administrative effort required in the ECM system.
 Dynamic Business Relationships to Link Workspaces
Once business workspaces for different business objects are managed by Extended ECM, you can also
reuse the business relationships SAP maintains between these items (e.g., sales orders are related to a
customer and also to one or many products / materials sold). Extended ECM automatically maintains a
navigable relationship that allows users to easily navigate the network of business workspaces from one
workspace to any related business workspace.
 Integrated Content Lifecycle Management
All content managed inside business workspaces - including ArchiveLink documents, office documents, e-
mails and attachments - can be controlled using Extended ECM’s content lifecycle management with the
same set of retention rules. Extended ECM includes Records Management with DoD 5015.2 certification.

3.2 Business Relationships

Business objects are generally related to other business objects; for example, a sales order belongs to a customer,
a purchase order belongs to a vendor, materials are supplied by vendors, products are shipped to customers,
projects may be carried out for customers, and materials are used in plant maintenance. Extended ECM can
leverage SAP’s rich set of business logic around business objects to support relationships between S/4HANA
and SAP Business Suite or applications like SAP SuccessFactors, SAP Ariba or SAP Hybris Cloud for Customer.
As described in the “Business Workspaces” section (see page 14), Extended ECM can synchronize the creation
and management of workspaces with individual SAP business objects but it also includes a concept to mirror
relations between business objects. Business relationships allow the reuse of SAP business logic to establish
relationships between workspaces based on existing relationships between corresponding business objects in
SAP. Leveraging business relationships users can easily navigate from a vendor workspace to related material
workspaces or from the material workspaces to related equipment workspaces used for plant maintenance
processes. This brings unprecedented business insight and navigation to SAP and, more importantly, to ECM
users working outside the transactional SAP applications.
Figure 5 illustrates a simplified model for a company running processes in SAP using business objects that many
customers have standardized in SAP solutions.

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Figure 5:
Business
relationships
between
workspaces

The Extended ECM business relationships (indicated by blue arcs) are completely derived from SAP’s data so
there is no additional effort required in the ECM system to create and maintain it; it is always up-to-date.

3.3 Business Attachments

Business attachments are another key concept of Extended ECM. They link existing content (such as documents,
folders or e-mails) to one or many SAP business objects, so content managed in Extended ECM can be attached
to a business process in SAP. Business attachments are typically used in scenarios where only a few documents
are required for a process, so a business workspace may be inappropriate. They can also be used to link
documents to multiple SAP business processes or to link a document managed inside a business workspace to
another business object so it can be exposed to a different process or a different user group.
Extended ECM provides powerful capabilities to create and maintain business references:
 Each piece of content (such as a document or folder) can be linked to any number of SAP business objects
(even in different SAP systems).
 A Business Attachment can automatically be created based on ECM metadata changes or ECM workflow
capabilities.
 By establishing a business attachment, SAP data can be synchronized to the metadata of the document.
 Documents linked by business attachments can be accessed directly inside SAP transactions.
More details on Business Attachments can be found in the

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Link Content to SAP Business Objects – Business Attachments section on page 25.

3.4 Template Management

The way users work with content in a business workspace managed by Extended ECM is typically governed and
controlled. The creation of content is governed by predefined procedures or triggered by SAP. In many cases, a
business workspace is automatically created if a corresponding business object is created in SAP.
In Extended ECM all types of content can be created based on centrally managed templates, including single
documents or complete business workspaces. Template management is built on a comprehensive concept where
the business workspace template or document template is determined by the type of SAP business object
involved. For a single type of business object like customer, multiple customer workspace templates can be
provided. The right customer workspace template is automatically selected based on the SAP data (e.g., sales
revenue, industry or sales organization of the customer).
More details on template management can be found in the Extended ECM Platform eBook.

3.5 Manage and Control ArchiveLink Documents

Many SAP-driven processes rely heavily on documents and other unstructured content, and ArchiveLink is
commonly used to attach documents to transactions in SAP. Many ArchiveLink documents are created inside
SAP for incoming and outgoing documents such as scanned invoices, sales orders and supplier forms.
ArchiveLink documents are often in non-native formats like PDF or TIFF.
Extended ECM provides capabilities to manage the full lifecycle of content - creation, collaboration and revisions
to archival and disposition - and its rich set of metadata. Though there is an intrinsic difference between
ArchiveLink documents and such “living” ECM documents, end users need both document types to be accessible
in the same location and interface if they belong to the same task or process. From a compliance and records
management perspective, it doesn’t matter if a document is managed via ArchiveLink or as a general ECM
document.
Extended ECM provides all necessary means to manage and control ArchiveLink documents inside business
workspaces and apply lifecycle control via records management just as it does with traditional unstructured
documents. More details on managing ArchiveLink documents can be found in the Records Management for SAP
section on page 35.

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4 Enterprise Business Content

Management
Content Management is not an end in itself. On the contrary, ever-growing repositories can turn into a legacy not
only because of substantial hardware and operational costs but also because more volume doesn’t necessarily
mean more value. Even in the bureaucracy of governmental organizations where highest documentation
standards apply, filing a record into a dossier does not generate value by itself. The decision about a citizen’s
application first needs to be made, the citizen needs to be informed about the decisions, and the actions that
result from the decision need to be executed. The document in the file is “only” an evidence of the actual decision
and together with other contextual data and content it allows to retrace and understand the situation. In order for
content to: enrich processes, generate insight, improve decisions, accelerate cycle time, engage, inspire
protagonists or lead to high quality results, content needs to be actionable. Relevant content must be easily
accessible or even better, proactively presented or exposed to business users. Content must be analyzed and
interpreted within the business context. In order for this contextualization to occur, it must be connected to
business detail and data.
It is important to treat content or information management as an auxiliary discipline to drive information-enriched
processes rather than as a discipline that circles around itself. Of course, there are many content management
best practices to be aware of but the first and most important lesson to learn is that content management must
connect or integrate into daily operations and practices. Therefore, OpenText makes the integration of Content
Management into transactional business applications, like CRM, ERP, PLM, Supplier Networks, Logistics
Software, Manufacturing Execution Systems, Finance solutions, Services Management Software etc. its first
priority. In the next section, this eBook introduces the functional building blocks of business oriented content
management for the entire Enterprise based on Extended ECM.

4.1 Content Business Workspaces – Connection to Business Objects

Simple folder structures are very often not sufficient for representing complex SAP business objects or processes
in the ECM. For that reason, Extended ECM offers powerful business workspaces with build-in SAP connectivity
to combine business content, processes, and people to give a complete view on a business object, such as
customers, vendors, and projects.
The way users work with content in a Content Workspace is typically more strict and controlled compared to a
collaborative document-management scenario. The creation of content is governed by predefined procedures or
triggered by SAP. In many cases a Content Workspace is automatically created if a corresponding business object
is created in SAP with a synchronization of SAP data to the business workspace metadata. Typically, all types of
content are created based on centrally managed templates – this applies for single documents or complete
business workspaces. The access to content in an SAP Content Workspace is typically regulated by a strict roles
and permission model.
The Extended ECM Business Workspaces is implemented by the Extended ECM Platform’s object type
“Connected Workspace” to represent more static business objects such as a customer, a vendor, an asset or a
product; as well as transitional or temporary workspaces for cases, orders, invoices or work items like tasks.
Business Workspace User Interface and Widgets
With Release 16, OpenText added a new responsive UI for workspaces that implements a role-adaptive landing
page with configurable tabs for documents and related workspaces. Each workspace has its own Overview page,
giving a summary of the business context that includes the most important business metadata and the roles
involved. The figure below shows an example of a business workspace for a customer. Using the built-in
Perspectives Manager, it is very simple to add more details to the Overview page or to include analytic dashboards
on revenue, support cases or related opportunities.

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Figure 6:
Binder
workspace for a
customer

The Documents tab provides access to customer-related content like account planning details, meeting minutes
and materials, incoming and outgoing correspondence or onsite reports. Furthermore, the documents screen lists
related opportunity workspaces and allows users to navigate to related sales contracts and browse and review
sales orders or support case documentation. Which related workspaces are connected to customer workspaces
depends entirely on the customer requirements and implementation scope. It is important to note that relationships
to other business workspaces will usually be set up automatically based on transactions and data from the SAP
application.

Figure 7:
Customer
workspace
Documents tab

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With the Dossier view, Extended ECM for SuccessFactors delivers enhanced functionality to browse through the
content inside a workspace. Users can see thumbnails of all included documents within each workspace folder to
help identify the right document quickly, then can launch a full view of any document.

Figure 8:
Dossier View for
browsing
through
documents in
employee
workspaces

Specific for business workspaces is the display of related workspaces in widgets for distinct business object or
workspace types (confer Figure 7: “Related Sales Contracts”, “Related Sales Orders”, or “Related Deliveries”).
The preconfigured widget that is used to list related content also allows users to request and display details with
mouse-over actions, filtering capabilities and navigation options.
Workspace Hierarchies and Business Relationships
In Extended ECM, workspaces can be organized based on two different paradigms:
 Workspace hierarchies
 Business relationships between workspaces
There are pros and cons for both paradigms, and which to use depends on the business requirements for a given
use case.
With workspace hierarchies, the workspaces can be nested like folders in the ECM system. Workspaces may
have parent workspaces and many child workspaces. The advantages of using hierarchies are two-fold:
 Many relationships between two business objects are naturally 1:n—these are typically “belongs to” or “is
part of” relationships. These relationships are typically stable and don’t change much over time so nesting
workspaces the same way is a natural approach.
 Many ECM systems strongly rely on hierarchical inheritance or hierarchical drill-downs. Metadata, roles and
permissions are inherited down the filing hierarchy. Also search and some other ECM capabilities look down
a hierarchy starting from a given root point.
When using Business Relationships (see the Business Relationships section on page 15), it is the SAP business
logic that defines how workspaces are related to each other (e.g., a customer workspace is related to a sales
order workspace). Business relationships are dynamic, meaning they automatically update if the underlying SAP
business model is updated. This guarantees consistency and can substantially reduce administration effort. Also,
hierarchies are not well-suited to express situations where more complex relationships need to be modeled (like
n:m relationships). A good example is the relationship between vendors and materials. The same material could
be supplied by different vendors and the same vendor can supply multiple materials, so there’s no natural
hierarchy here.

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Business relationships are shown inside the workspaces by two means:

 Related workspaces widgets or side bar widgets (Classic UI) list related business workspaces by workspace
type (e.g., the related items of an Equipment workspace could be presented as illustrated in Figure 9).

Figure 9:
Business
relationships

 Here the different types of related items such as Sales Contracts, Sales orders and Deliveries have their
own widget in the Smart UI’s related workspaces perspective. The user can simply browse along these
relationships by clicking on the names of the listed items. This allows ECM users to browse SAP structures
without switching to SAP user interfaces. To retrieve details on a related workspace, users can simply move
the mouse over an entry in the related objects widgets and read the details from the pop-up.
 Configure related business workspace folders to allow users to display and navigate related workspaces.
These folders dynamically list all related workspaces filtered by workspace type. Extended ECM allows for
a detailed configuration of the workspace types and the direction of the relationship (parent / child) to filter
the relevant workspace relationships shown inside a Related Business Workspaces folder.

Figure 10:
Business
relationships in
Related Business
Workspace folder
(Smart UI and
Windows Explorer)

In most Extended ECM deployments there will be use cases for both hierarchies and business relationships. It
depends on the business model and customer requirements as to which paradigm should be used for the
individual scenarios.
Business Workspace Metadata
Each workspace type may have its own set of metadata that describes its properties. The workspace metadata
can be manually maintained by the business users, but in most cases it will be inherited from the connected SAP
business object.
The following example shows the metadata of a customer workspace inherited from an SAP customer object. The
list of synced attributes and the attributes prominently displayed in the attributes widget can be configured flexibly

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by the Extended ECM business administrator. By applying the inheritance option for index data, business
workspace metadata can be passed onto documents that are stored in the workspace. To minimize the data
footprint and resource consumption on updates, these values are stored in the index database only and do not
display as document properties. Nevertheless, users can leverage the synced workspace details to combine full-
text and metadata search.

Figure 11:
Workspace metadata

The business workspace metadata displayed in the following figure is configured in a special way. In this case
the workspace is connected to an SAP object and to a Salesforce account record. The workspaces carries
metadata from both connected applications: SAP metadata is listed on the Customer tab and Salesforce metadata
is listed on the SFDC Account tab. Both sets of metadata can be used to help users find and manage this content.

Figure 12:
Workspace metadata

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4.2 Content Metadata

When a content item is added to Extended ECM, additional information is stored to describe the item. This
additional information is referred to as metadata.
Users can perform advanced searches, run reports and navigate via facet browsing based on metadata.
Extended ECM has two basic types of metadata:
 System Attributes: System attributes are metadata that all content items have in common, like item names,
creator of an item or the modification date.
 Categories: Categories are custom metadata that organizations can define according to their requirements.
Extended ECM allows multiple categories that can be used for different business objects or processes.

4.2.1 System attributes and audit trail

Each item stored in Extended ECM has a common set of attributes that are independent of the item type, including
the item’s title, its creation and modified date, its owner and its creator.

Figure 13:
Document
properties

Extended ECM automatically records these attributes when a piece of content is created or modified in the audit
tables. The audit table captures downloads, viewing, versioning, check-in and check-out, document approvals,
permission changes, move, copy, reclassification, and many other relevant operations and delivers an audit trail
that complies with industry specific regulations as for instance (FDA CFR 21 Part 11).

4.2.2 Categories
Extended ECM allows you to store custom metadata with the different content types. Each custom metadata field
is called an attribute. An administrator can group a set of attributes into a category, which a user can then
associate with a document or any other type of Extended ECM item. Figure 14 shows an example of a document
with one assigned category of Contract Document.
When a user creates a new item, such as a document, the metadata can be inherited from the folder location of
the new document, derived from the document type, or derived from the document template.
If metadata is derived and inherited from multiple sources, they can be merged for the newly created document,
allowing for very powerful metadata scenarios. Within a category, attributes can be either optional or required.
When a user adds a document to a container (such as a folder or compound document) that has categories with
required attributes associated with it, the user is forced to specify values for those attributes in order to upload or
create the document.

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Figure 14:
Document
metadata

Extended ECM’s metadata categories and attributes also provide the following key capabilities:
 Easy-to-use category template designer – A web-based template design form makes it easy for users to
create categories.
 Ability for users to create categories and attributes – As each group and department in an organization
identifies the custom categories and attributes that they want created to support their specific needs,
individuals within each department can create category objects in the repository where they have
permissions without the assistance of an administrator. This extends the reach and power of categories and
attributes to the entire organization.
 Multi-valued attributes – Multi-valued attributes are attributes to which you can assign more than one value
for a given object.
 Ability to apply permissions to categories – Users with the Edit Attributes permissions can associate
multiple categories with an ECM object. In addition, access to the category objects themselves can be
controlled using Extended ECM permissions.
 Ability to inherit metadata in the folder hierarchy – By default, categories are automatically inherited in
the folder hierarchy. When a user adds a new document or subfolder to an existing folder with assigned
categories, these are automatically inherited by the newly added content. It is also possible to set default
values for each attribute in a category on each folder level, which can reduce the extra effort for users when
they add new content that requires metadata.
 Ability to edit category/attribute information during add/move/copy – Category and attribute information
can be edited on the fly when performing Add Item, Add Version, Move, and Copy operations. Move and
Copy operations also provide the option of adopting the categories of the destination container, retaining the
categories from the source container, or merging the two.
 Ability to search and report on category and attribute data – The advanced search form includes the
ability to add fields that users can use to search for terms within the custom metadata stored in categories
and attributes.
 Ability to use attribute values based on SQL-queries – The range of possible attribute values can be
derived from database tables. The values offered to users for selection can be defined using SQL lookup
statements. It is also possible to define logical connections between attributes, meaning that valid value lists
can depend on, or cascade from, key values in other attributes. This functionality is based on the module
OpenText Attribute Extensions, which is an integral component of Extended ECM.
 Integrating SAP data as ECM metadata – S/4HANA, SAP Business Suite and other SAP applications have
a huge amount of structured data that can be leveraged to categorize ECM content with business metadata.
For example, customer data (e.g., customer number, address, annual revenue, and contact persons) stored
in SAP can be assigned to a customer workspace in Extended ECM.

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4.3 Link Content to SAP Business Objects – Business Attachments

Extended ECM’s business attachments provide a way to link content (such as documents, folders, or e-mails) to
one or many business objects in SAP. Typically, a business attachment is used to hand over a single document
and make it available in an SAP transaction. Business attachments are also used in scenarios where only a few
documents are required for a process. Using an Extended ECM workspace may be inappropriate in such
situations.
Business attachments can also be used to link documents to multiple SAP business processes or to link a
document managed inside a workspace to another business object to expose it to a different process or a different
user group.
Extended ECM provides powerful capabilities to create and maintain business attachments:
 Each piece of content (such as a document or folder) can be linked to any number of SAP business objects
(even in different SAP systems).

Figure 15:
Business
attachments for a
document

 With Extended ECM Release 16 EP2, users can create business attachments in the Smart UI as well as all
supported SAP interfaces and the ECM system.

Figure 16: Manually create the

Create a business Business Attachment
attachment
for a document

 A business attachment can be created automatically when triggered by ECM metadata (e.g., when a user or
a workflow assigns a certain attribute value to a document). For example, an account executive prepares a

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contract in the ECM system. After the contract is approved, it is marked as final. This triggers the creation of
the business reference, allowing the contract to be accessed from the SAP system.
 By establishing a business attachment, business data can be synchronized from SAP to the metadata of the
document.
 Documents linked by business attachment to an SAP business object can be accessed directly inside the
SAP transactions of that business object.
 SAP business objects linked by business attachments to a document can be accessed directly from the
document inside the ECM system.

4.4 Access Control

Authorization for reading, updating or deleting content is an important design item in every ECM project, but it is
often an area in which practitioners, power users and business administrators struggle. This is because
authorization management is never solely a technical discussion. Designing an appropriate authorization system
for enterprise content always means reconciling contradictory user requirements, dealing with many different
constellations, situations, and expections, as well as translating implicit conventions into formal configurations.
Popular file sync and share tools appear to have solved these challenges by moving control to the user; however,
it is the organizations that are ultimately paying a huge price. Replacing ECM with opportunistically configured file
sharing increases agility in some ways, but it also introduces risks and can lead to multiple uncontrolled copies of
every piece of content on many systems, including machines outside the organization. It can undermine the value
of content and compliance objectives.
Giving users control over access permissions is good thing as long as there is a well-defined authorization
framework providing defaults, reconciling conflicts and limiting individual control within the confines of what is
acceptable from the organization’s perspective. With Extended ECM, the design of the authorization system is
simultaneously more capable and simplified.
Extended ECM has its own user and authorization management functionality, adding yet another administration
layer that can cause incorrectly set permissions, users and groups erroneously excluded or included from access
to certain business content, and increased administrative resources. On the other hand, Extended ECM also
implements smart integration capabilities that inherit permission configurations from the lead applications,
significantly minimizing effort and reducing issues and exceptions in permission control.

4.4.1 Access Control Using Permissions and Workspace Roles

As mentioned above, Extended ECM implements its own user, group and authorization tables that can be linked
to SAP configurations and settings. To understand the permission control system, it is important to understand
what permissions can be granted.
Users, Groups and Roles
Each user in Extended ECM is assigned to and represented by a user object. Permissions are then assigned to
the user, giving them access to the appropriate areas of Extended ECM. To save time and prevent administrators
from having to apply a variety of permissions to each individual user, users can be assigned to groups or roles
and inherit their permissions from these objects. Groups can be nested as well. Roles are defined on a workspace
level for any kind of business workspace.
Permissions Model
Extended ECM makes sharing corporate information effortless. Using a nine-level permissions model, Extended
ECM ensures that only users with the appropriate permissions have access to corporate information.
Permissions can be applied to individual documents or to folders and their sub-items. The following permissions
can be applied to a repository object:

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 See – The user can see that the object exists, but cannot open or download it.
 See Contents – The user can view the contents of the object (by opening or downloading).
 Modify – The user can add new versions of the object.
 Edit Attributes – The user can modify the object attributes.
 Add Items – The user can add new items to the folder.
 Delete Versions – The user can delete versions of the object.
 Delete – The user can delete the object itself.
 Reserve – The user can lock this object to prevent it from being edited by others.
 Edit Permissions – The user can modify other users’ permissions on this object.
Permission Inheritance
Users with the necessary privileges (such as those designated as document managers) can conveniently set
access permissions, taxonomic classifications and metadata categories on a folder. When new documents and
other items are added to a folder, they inherit the permission, classification, and category settings of the folder to
which they are being added. Furthermore, access permission and metadata category changes can be applied to
a folder and all of its sub-items in a single step.

Figure 17:
Applying permissions to
a folder and its sub-
items

Business Workspace Roles

Business workspaces use both the standard Content Server permissions model and a flexible role model that
allows you to configure permissions for standard actors before the business workspace is created and before
anyone is assigned to it. In the flexible role model, you create template roles and assign permissions to them.
These roles become the defaults for the business workspaces that are created from the templates. When you
add Participants (Content Server users or groups) to roles, they inherit the roles’ permissions.
Every business workspace template defines a set of default roles defining what subsections of the workspace’s
content a user can read, modify or delete. Figure 18 shows an example of the roles of a customer workspace that
carries four roles: Sales Representative, Support Representative, Master Data Management, and Sales Director.
Each of the roles is mapped to the content hierarchy of the workspace with a preconfigured permission level.
Managing access to the content of the customer workspace now becomes a simple task of assigning users to
roles.

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Figure 18:
Workspace roles and
assignments

4.4.2 Synchronizing Authorization from SAP

The following two sections explain the best practices for automating permission configuration based on SAP roles,
and Extended ECM policies and role assignments based on Extended ECM’s group replacement feature.
Access Control Using Policies
SAP authorization is typically based on SAP roles and SAP authorization profiles. The SAP authorization profile
is part of an SAP role definition and restricts the access of users to transactions and objects.
Extended ECM allows the mapping of SAP authorization profiles to policies in the ECM system to ensure that
only authorized users have access to workspaces. This way SAP roles and authorization profiles can be reused
to govern access to unstructured content in the ECM system. Figure 19 shows an example of a role definition in
SAP:

Figure 19:
SAP roles and authorization
profiles SAP Role contains
SAP authorization
profile

Open Authorization
definition

Policies in Extended ECM control the access to complete workspaces and are applied in addition to other
Extended ECM content control capabilities like Permissions and Security Clearance. For each type of workspace
(e.g., vendor workspace, customer workspace, etc.), the use of policies can be turned on or off. If policies are
enabled for a workspace, the user needs to have:
a) the required permissions to access the workspace (see the Access Control Using Permissions
section on page 26), and
b) one assigned policy that controls the workspace authorization.

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Figure 20 shows a typical example of workspaces controlled by policies. The vendor workspaces have assigned
the Country attribute and the user can only see vendor workspaces that belong this region.

Figure 20:
Vendor workspace
controlled by policies

Policies are powerful and can reduce administrative efforts for permission handling substantially, as all required
policy updates are triggered by the SAP system and done automatically:
 SAP data change
 If a vendor changes from one purchase organization to another, the access to the workspaces will
automatically update. For example, if a vendor is added to purchase organization 1000, Phyllis will
automatically get access to the workspace. If a vendor is removed from purchase organization 1000 she will
lose the ability to access the vendor workspace, and because access control is cascaded and honored even
within the search function, any documents tied to this vendor will no longer appear in her full text search
results. This means users are not even aware that the unauthorized content even exists in the system.
 SAP user / role change
 If a user moves from one region to another and gets assigned to a new role in SAP, workspace access is
automatically updated as well. He will automatically lose access to all vendors belonging to his former region
and gain access to all customers belonging to his new region as soon as he is assigned to the new policy.
The policies granted to a user can be seen on the General page in the user administration.
In Extended ECM, policies are automatically created based on the mapping defined in the SAP system. The
typical steps to set up policies are:
 Assign SAP user to SAP roles.
 This is normal administrative work in an SAP system and not related to Extended ECM.
1. Synchronize the SAP data.
 The SAP profiles are based on Extended ECM categories. The authorization object fields of an SAP profile
are mapped to attributes of the workspaces in Extended ECM (see Categories section on page 23) so that
Extended ECM can control access to workspaces. Typically, the mapping is configured to happen
automatically.
2. Synchronize the SAP roles to Extended ECM policies.
 Extended ECM provides a program that runs inside SAP to automatically synchronize SAP roles to Extended
ECM policies. This program can be started manually by the administrator or run automatically at defined
times. The synchronization can be restricted to selected roles, authorizations or users.
3. Synchronize the SAP role membership information with Extended ECM policy memberships.
 This step is executed together with step 3 and does not require any manual updates as the ECM users are
automatically assigned to the policies according to their SAP role membership.
Translating SAP roles to Extended ECM policies is one option to differentiate access permissions on the
workspace level. Based on the assignment of users to SAP roles, access to workspaces can be controlled flexibly
without complex ACL tables.

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Policies allow administrators to control access at a workspace level without setting up different ACL entries for
workspace instances. Alternatives to this approach are:
 Use different workspace templates (e.g., “WS-Template A” and “WS-Template B”) that carry specific access
control defaults and select the template based on SAP properties.
 Select different target locations (e.g., “Location A” and “Location B”) where new workspaces are created and
inherit permissions from the selected target.
Extended ECM provides different concepts and mechanisms choices to control access privileges on folder level.
Group Replacement Mapping
Use the group replacement mechanisms to control access to certain parts or folders of a business workspace.
First, the workspace template admin should add a default group to the access control list of specific folders or
parts of the workspace. For example, add “Purchase Group” to the ACL of the folder “02 Drafts.” Next, the
workplace admin needs to define a group replacement rule on the workspace object that links to a mapped
category attribute. When a workplace is created or updated, the default entry is replaced with a group as defined
in the replacement rule. With this approach, certain workspace content becomes accessible to specific groups.
Figure 21 shows an example of how to assign different permission to subfolders of a given workspace using the
group replacement mechanism.

Figure 21:
Controlling access
to folders in
workspaces using
SAP properties
and group
replacement

The group replacement approach depends on preconfigured groups and membership relationships in Extended
ECM user and group management. With Extended ECM for SAP Release 16, group replacement is included as
standard functionality of business workspaces.
Access Control Using Role Mapping
Another concept to control access permissions for business workspace content is to map SAP users to Extended
ECM Workspace Roles (page 27). The user-role relationship in the SAP system is evaluated in the property
provider (ROLES_USERS) and transferred to Extended ECM. The user is assigned to the business workspace
role for which permissions for the case workspace or subfolders are defined. For more information about a sample
implementation, see Extended ECM Solution Accelerator for Permission Management Based on SAP User
Assignment, page 22.

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Figure 22:
Controlling access
to folders in
workspaces using
role mapping

The role-mapping approach leverages business workspace roles that are initialized with every workspace created
from a template. The mechanisms allow for maximum flexibility, as each subfolder can carry its specific permission
profile that maps workspace roles, synced groups from the corporate directory, Extended ECM groups or even
individual user accounts to a subsection of the workspace content. The automated assignment of users to the
roles based on SAP properties can be complemented by manual assignments executed by the ECM users
themselves. It is not uncommon, for instance, for the automatically assigned lead buyer or a power user to
manually add team members for certain workspaces.
Access Control Best Practices
Depending on the business function, specific industry requirements or other factors of an ECM system must
support many different authorization policies. Each concept introduced above serves specific needs and
requirements and is bound to specific prerequisites. The role-mapping approach, for instance, leverages the role-
groups that are initialized with every workspace created from a template. But workspace roles can also lead to a
large number of groups and membership relationships in the Extended ECM system that require extra resources
when permissions are checked, so they should be used with care.
Customers will usually combine a set of mechanisms to meet business requirements; however, it is also a good
practice to question restrictive permission policies in certain cases. Extended ECM can accelerate information
flows and enable collaboration only when access permissions are not too restrictive, so carefully evaluate whether
allowing access to certain content really incurs risk. The flexible and rich configuration options allow authorization
configurations that are both compliant and secure without inhibiting collaboration.

4.5 OpenText Extended ECM Adds Value to SAP

The benefit of deploying document management as part of an SAP-integrated ECM solution is that all business
documents are filed with the business context from SAP. Ideally, the business context is automatically captured
from SAP when users file documents directly from the SAP process. Extended ECM can even extend that
capability beyond SAP to content that originates in other processes but relates to the same SAP master data.
This means Extended ECM can always deliver the right content at the right time in the end-to-end business
processes whether the process starts in the ERP system or with the creation of the content itself.
Extended ECM adds the following capabilities to business processes and business objects of SAP:
 Automatic business workspace creation with standardized content structures
Extended ECM can automatically create a business workspace (see the Content Business Workspaces –
Connection to Business Objects section on page 18) in the document management system if a new
business object (e.g., a customer or vendor) is created in the SAP solution. This way content is directly
contextualized by SAP. Extended ECM uniquely relates a business workspace to an SAP business object
in a way that makes it easy to open the workspace from inside SAP or to jump to the corresponding SAP
object from inside a business workspace.

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The workspaces are created by copying a preconfigured folder hierarchy defining what content and
documentation would be managed in the workspace, how content should be organized and who should
have access to this content.
 Event-driven data synchronization
Use SAP data from various business objects or from SAP master data to fill Extended ECM metadata (see
the Content Metadata section on page 23). The metadata can be filled when the ECM content is created or
synchronized each time the data is updated on the SAP side. In order to provide additional flexibility, these
synchronization processes can also be configured to run on a schedule using background processing.
For SAP business partner data, a special partner database attribute type is available that can automatically
be synchronized with SAP.
 Smart 360° view on all relevant content
With Release 16, OpenText introduced a new Smart UI that provides intuitive access to documentation,
insight into responsibilities and activities, and an understanding of the business relationships and context
of a given workspace. The business-oriented, smart and extensible 360° view of a content collection related
to a business object is a unique capability of Extended ECM.
 Flexible authorization model based on SAP data
In many cases the authorization for the users is already properly managed inside the SAP system. SAP
has a powerful system to manage role-based access based on SAP data. Users can be assigned to multiple
roles and SAP roles can be re-used to govern content access. This significantly reduces the administration
effort and risk of inconsistent, erroneous access rights.
 Dynamic business relationships to link workspaces
Links between business workspaces are automatically created based on transactional data and events,
creating dynamic business relationships. The business relationships facilitate navigation and content
exploration, making it easy to find needed documents or other content.
 Full-text search and integrated content analytics
Extended ECM’s integrated search engine offers full-text search of SAP-managed documents. Users can
further refine searches by also searching SAP business data or any other Extended ECM metadata.
 Share documents between SAP and ECM
Extended ECM can expose SAP documents - archived using Extended ECM’s record or document
declaration capabilities - in the ECM system or vice versa, making it possible to share content between the
two systems. The same document can be viewed by users of the SAP or ECM system without requiring
duplication, providing a single source of truth.
 Rich content management capabilities
Extended ECM includes many advanced ECM capabilities to meet advanced business and regulatory
requirements, including automated conversion of content to other formats, approval workflows, offline
support, full-text indexing and search, validation and follow-ups, watermarking, annotations and overlays,
electronic signatures, compliant archiving and more. All the ECM functionality of Content Suite can be
applied consistently to SAP and non-SAP documents.

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Figure 23:
Added value of
OpenText ECM

Extended ECM adds value to SAP solutions by providing full ECM capabilities to any business process, including
procurement, product development, manufacturing operations, sales and service delivery, HR, asset
management and finance.
It also simplifies navigation to corresponding content collections by displaying documentation together with details
of related business objects and transactions. It can leverage the leading application’s business logic to organize
documentation and reuse the master data to index content, saving organizations from reinventing ever-changing
content hierarchies and metadata models. The Smart UI is a powerful tool for any content-related task by providing
key insight through contextual data. For example, it can help users understand the history and current status of a
customer by showing the customer’s relationship to orders, support cases, and sales opportunities, or any other
related data. Or it can show purchasing transactions to better understand the relevance of a supplier contract,
maintenance history to provide insight into the status of installed equipment, or open HR tickets related to the
employee file being reviewed for a complete view.
Together with comprehensive, task-oriented search, the network of related business workspaces ensures that
content can be easily located and is not copied or replicated inside the content management system. A flexible
authorization model that ties into SAP’s authorization roles and can derive access permissions from the
configuration and data of the leading application ensures integrity and protects sensitive content from
unauthorized access.
While the out-of-the-box content management functionalities in SAP solutions may meet basic requirements to
store some documents inside a single application, more advanced business and regulatory requirements cannot
be fulfilled with SAP Content Server, SAP DMS, SuccessFactors built-in content Management or the new SAP
Document Center alone. Extended ECM adds advanced and rich content management capabilities to SAP
Solutions and allows users to connect and reuse content across applications.

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5 Records Management for SAP Content

The exponential growth of unmanaged and unstructured content is increasing regulatory and legal risk for many
organizations. Not knowing where your unstructured content resides, who has access to it, if it still has value, or
whether it should be destroyed poses a tangible risk to your organization.
Keeping obsolete content drives up storage costs and, in the case of litigation, increases discovery effort and
costs as well as liability risk. Auditable content control and retention is necessary to comply with various
regulations and to prove that you deleted content in accordance with your records management program.
Extended ECM mitigates these risks by applying records management classifications to content so that it is
properly controlled for its entire lifecycle, from creation to disposition. Extended ECM allows you to apply records
management classifications to all unstructured content (including SAP content), whether it is added by users
working in the ECM interface or in native SAP interfaces. It can be configured to apply records management
classifications to documents automatically, eliminating the need for users to classify documents manually and
helping ensure that the classifications are performed consistently and accurately.
Records Management is an integral part of Extended ECM. A designated records management workspace is
used to configure the specific rules and policies that make up the records management solution.

Figure 24:
Records management
workspace

5.1 Records Management Certifications

Extended ECM – Records Management meets the relevant Record Management centric standards and
certifications including but not limited to the following:
 Extended ECM’s Records Management is DoD 5015.2 STD v.3 Chapter 2 and 3 certified (classified
records)
 OpenText is the only vendor to have DoD 5015.2 Records Management certification for SAP. OpenText
was first to receive records management certification under the US Department of Defense (DoD) 5015.2
certification program (v.2 in Jan 2008).
 Extended ECM’s Records Management can be used in combination with the OpenText Electronic Signatures
(sold separately by OpenText) module to achieve FDA 21 CFR part 11 compliance.
 Extended ECM’s Records Management is able to be used in combination with OpenText Archive Server and
OpenText Email Monitoring (sold separately by OpenText) to achieve SEC 17a-4 compliance.
For a comprehensive listing of supported standards, see the listings for records management in the Regulatory
Compliance & EIM Requirements Quick Reference Guide.

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5.2 Records Management for SAP

In Extended ECM, SAP documents (SAP ArchiveLink documents and SAP print lists) can be declared as records
and controlled by Extended ECM’s records management functionality. This allows organizations to establish an
enterprise-wide records management program that covers SAP and non-SAP documents with the same policies
and rules for content lifecycle and retention management.
The declaration can be performed in three ways:
 Interactive records declaration by an SAP user.
 Automatic record declaration when a document is created in SAP.
 Batch mode records declaration by an SAP administrator.
Most organizations use automatic record declaration when applying records management to SAP content. The
batch mode is typically used to put existing content under the control of records management.
Extended ECM’s disposition process eliminates expired content in the same manner as non-SAP content.
Extended ECM also reads the corresponding notification messages and deletes all affected document links in
SAP. Most organizations choose not to separate the disposition process of SAP and non-SAP content and have
a combined disposition result set for all corporate content that has reached the end of its lifecycle.
In SAP, users can attach documents to SAP transactions or SAP business objects via SAP Generic Object
Services (GOS). GOS enhancement points are available in almost every SAP business transaction. Extended
ECM extends the GOS attachment list with a context menu to display record details. If a business document is
declared as a record, a new “Display Record Details” context menu is available.
Figure 25 shows the dialog mask presented to SAP users when they query the records information of a document.

Figure 25:
GOS menu
extension –
Display Record
Details

The Extended ECM toolbar allows users to declare a document as a record ( ) and to view the record details (
) in the Business Content Window under the entry “Business Documents.”

Figure 26:
RM functionality
under business
documents

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In the Status column of Business Documents list, records display and official records display . Only
documents with a document type that has been customized for records management can be declared a record.

Figure 27:
Declare an
ArchiveLink
document as a
record

Figure 28:
Select RSI

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5.3 OpenText Extended ECM Adds Value to SAP

With its certified records management capabilities, Extended ECM adds significant value for SAP customers that
want to apply governance and manage SAP documents and non-SAP documents in a way that complies with
data privacy, retention and documentation requirements.
 Extended ECM’s records management can control the lifecycle of both SAP and non-SAP documents. The
same file plan and retention schedules can be used for all business documents in an organization,
regardless of where they originate or which application is displaying them. When native SAP documents
have reached the end of their lifecycle and are ready for disposition, they are deleted and no longer visible
in SAP.
 Leverage SAP data to drive records management
Extended ECM can leverage SAP metadata to determine which RM classification records should be
assigned, and hence the lifecycle of content can be controlled by the business information available in SAP.
For event-based retention schedules, SAP metadata can be used to trigger the event.
 Integration with SAP NetWeaver Information Lifecycle Management (ILM)
SAP NetWeaver ILM manages retention of SAP data and optionally of related ArchiveLink attachments,
whereas Extended ECM manages retention of unstructured enterprise content. Regarding retention of
ArchiveLink attachments, the customer can configure whether it is managed by SAP ILM or by Extended
ECM. If compliance with the Department of Defense (DoD) regulations is needed, Extended ECM is the
application of choice for document retention.
 Extended ECM synchronizes its content retention with the data deletion of SAP NetWeaver with the help of
the Veto Business Add-In (BAdI). Please see the Extended ECM Solution Accelerator for details.
The capabilities help standardize records management across the entire enterprise. With Extended ECM records
management, organizations can manage the complex retention requirements of international, national and
regional regulations along with internal policies and can apply multiple retention schedules to every record.
In the event of early contract terminations or changes of regulatory requirements, an organization can easily adjust
their records retention and, for instance, dispose personal content that is subject to data privacy regulations
immediately. Furthermore, Extended ECM’s records management has been certified against the most challenging
requirements catalogs, for instance from the Department of Defense of the United States (DoD 5015.2).
Organizations that need to prove compliance to regulations or want to avoid impending penalties decide on a
certified records management solution.
Extended ECM unifies records management for SAP and non-SAP content and manages collections of business
content related to a business partner or another business object. Because Extended ECM business workspaces
consolidate content related to a particular transactional business object and make it accessible from many
applications, there is a single source of truth, making it easier to manage the retention and the disposition of the
content.
Extended ECM can control content even if it doesn’t have a direct link to SAP transactions. In fact, Extended ECM
can be tied to Microsoft Office 365® or Microsoft SharePoint®, Salesforce, Oracle, and most other business
applications. This allows organizations to consolidate content and records management for all business processes
across the organization, including procurement, product development, manufacturing operations, sales, service,
HR, asset management and finance, providing more streamlined and cost-efficient implementations and truly
unified RM policies and procedures.

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Figure 29:
Added value of
records management

Many events that start, prolong, or terminate content retention periods are controlled and managed in
transactional business applications. With Extended ECM, SAP data and events are leveraged to update, control,
or delete records from the repository. Instead of building a custom integration of the data and content management
repositories, Extended ECM offers a productized solution mapping SAP data to content properties that control the
content lifecycle end-to-end. This saves implementation costs and minimizes project risks.
In the next section the eBook explains how Extended ECM supports data archiving and how organizations can
harmonize data and content retention management with a productized integration between SAP solutions and a
single enterprise records management platform.

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6 Archiving & Compliance for SAP

Solutions
Faced with today’s climate of strict compliance and demands for maximizing ROI, archiving matters more than
ever. Companies inundated with content – scanned documents, email, files from file systems, data files from
hosts, SAP, Microsoft, and other applications – must deal with it every day in ways that meet all regulatory
requirements and instill organizational trust amongst shareholders and customers. Archiving plays a central role
in long-term preservation of content in a secure and cost-effective way so that it’s available when needed.
Archiving has become strategic and mission-critical to organizations because it can help achieve the following
goals:
 Archiving allows customers to store content from various sources such as SAP documents, SAP data, and
non-SAP content on a central content repository or archiving platform.
 Archiving allows for vendor agnostic storage management to make it transparent to the content management
application which storage hardware is used.
 Archiving supports a company’s compliance efforts. It supports the discovery of information for litigation, and
allows you to abide by new regulations designed to ensure the integrity of financial control and reporting.
 Archiving forms the basis for records management (automating the management of record archiving and
retention policies – see section Records Management for SAP Content starting on page 34).
 Archiving saves costs in the IT department by single-instance archiving, legacy system decommissioning
and the consolidation of archiving landscape as well as data volume management for the SAP application.
 Archiving accelerates and optimizes migrations to S/4HANA because it minimizes the hardware footprint of
S/4HANA implementation and controls the annual growth rate.

6.1 Archiving SAP Content

6.1.1 Data Archiving

Every SAP business process generates data that is typically stored within the SAP database. Over time, however,
the volume of data hampers SAP system performance and slows down access to information. The prolonged
backup and restoration of information adds to administrator workload and increases costs and the growing data
volume increases the database footprint
Data Archiving is the process of archiving SAP transactional data. It allows organizations to select, export, and
remove obsolete transaction data from the SAP system database. It collates all relevant business data from the
many tables in the database. The transactional data is written to a file and archived on a secure and reliable
content repository such as OpenText Archive Center, which is part of Extended ECM.

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Figure 30:
Example of Data
Archiving in SAP

In addition to standard SAP Data Archiving, business content can also be stored as data extracts, reports (DART),
and print lists. These allow companies to generate summary reports with data from different transactions and
applications to be converted to formats that are viewable independent of the SAP system. They can range from
several megabytes to gigabytes and can be archived at several intervals, such as weekly, monthly, or quarterly.
The Archive Center and Imaging Viewer components of Extended ECM optimize access, search, and retrieval of
data extracts, reports, and print lists. An example of such optimization is the ability to access specific parts of a
data extract, report, or print list without having to download the entire object (which may be gigabytes in size).
Simple access to data extracts, reports, and print lists guarantees the availability of information. Users can access
original archived documents by using hyperlinks in the data extracts, reports, and print lists; searching in them or
performing an attribute search.
The benefits of Data Archiving for SAP include:
 Reduced maintenance and support costs (lower total cost of ownership (TCO)) – Manage the growth of
the SAP database, keep the SAP application healthy and thereby response times low. Reduce the costs of
maintaining and running a growing application infrastructure by removing historical data and documents.
Reduce down times during system backup and system upgrades.
 In case of migration to Suite on HANA or S/4HANA, performance is no longer an issue but strict data
volume management helps to reduce the footprint of the HANA appliance.
 Reduced risk – Reduce operational risks by storing data archiving files and print lists securely in a tamper-
proof form.
 Regulatory compliance – Comply with regulations that govern data and document retention (for example,
data related to taxation) by secure long-term archiving of data files.

6.1.2 Document Archiving

Document Archiving is the process of archiving documents, linking them to a SAP business object, and making
them accessible from the corresponding SAP business transaction. This functionality is provided as part OpenText
Extended ECM for SAP Solutions.
SAP applications can generate a huge volume of outgoing electronic documents during transactional processing.
An example of such a process is the weekly billing run, which generates customer invoices. These invoices are
then printed out and sent to customers via direct mail.
On the other hand, transactional processes in SAP often require the integration of incoming documents. The best-
known example of such documents are incoming invoice documents, which trigger the accounts payable process
in SAP. Other examples of content-driven processes in SAP are HR processes, order entry, or contract
management. In addition, desktop and office documents in any form can be archived and linked to SAP.

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In all of these examples, the electronic copies of the involved business documents must remain accessible for
years after the process is complete to meet legal requirements. The ability to archive large volumes of business
documents, therefore, not only enhances business efficiency, but also enables regulatory compliance.

Figure 31:
Access to archived
documents in SAP
GUI

Extended ECM enables users to create, access, manage, and securely archive all SAP related business
documents, thereby addressing stringent requirements for risk reduction and operational efficiency. It provides
highly scalable and secure document imaging and archiving services for the complete range of SAP business
documents, such as incoming/outgoing invoices, orders, delivery notes, contracts, HR employee documents, and
more. This is a complete out-of-the-box solution which supports the complete SAP Business Suite, e.g., SAP
ERP, HCM, CRM, SRM, SAP Suite on HANA and SAP S/4HANA plus the SAP industry solutions as based on
SAP NetWeaver ABAP stack, and provides seamless integration with SAP Workflow.
Once a document has been saved in the archive, it is immediately available to users at every workstation. Finding
documents involves using standard SAP transactions and the SAP object. Retrieval is through a special SAP
menu item, the attachment list of the object services.
In addition, OpenText offers solutions for viewing documents, adding notes and annotations to documents,
scanning high, mid and low document volumes, form overlay of outgoing documents printed on paper forms, and
integrating with Microsoft Office and groupware (Microsoft Exchange and Lotus Notes) applications.
The benefits of Extended ECM SAP Document Archiving for SAP include:
 Higher process efficiency and reduced operational costs – Completely eliminate paper archives and
greatly reduce paper handling inefficiencies. Provide direct access to business documents anytime and
anywhere, thereby reducing cost per transaction and enabling shared service centers.
 Accelerated SAP processes – Paper-based processes such as invoice verification or incoming order
management immediately benefit from electronic workflow with document integration by the elimination of
the paper transport time. This results in shorter process cycle times and in a payback period of typically less
than one year. The return on investment (ROI) may be driven by taking advantage of cash discounts through

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instant invoice verification, the competitive advantage gained through same-day order processing, full
access to customer data that ensures a high service level, and so on.
 Compliance with regulations and internal controls – Secure, long-term archiving (in a standard format
such as TIFF or PDF/A) is a requirement for document retention in accordance with legal regulations (for
example, archiving tax-related documents).
 Reduced risk – Content must be protected from loss in disasters, such as fire, flooding, and storms. With
this solution, documents can be replicated to additional geographically dispersed storage locations. If one of
these locations is destroyed, vital documents remain available.

6.2 OpenText Extended ECM added value to SAP

The Extended ECM archiving capabilities allow storing content from various sources such as SAP documents,
SAP data, and non-SAP content or from Extended ECM’s Document Management component into a central
content repository, the OpenText Archive Center.
The integration between Archive Center and SAP is based on and certified for various standard SAP interfaces:
 SAP ArchiveLink™ interface,
 SAP HTTP Content Server interface, and
 SAP ILM WebDAV interface (together with other components of Extended ECM).
The SAP ArchiveLink interface — developed in 1992 by SAP and IXOS Software AG (which is now OpenText),
is the most important communication interface between SAP and an external archive system. This standard SAP
component allows for linking documents that Archive Center manages with SAP business processes, and
provides retrieval through SAP transactions.

Figure 32:
Added Value of
Archiving for SAP
Solutions

The SAP HTTP Content Server interface is the current version of the ArchiveLink interface. In addition to
accommodating ArchiveLink documents, it allows for connection to the SAP Knowledge Provider, which is used
for SAP PLM and SAP DMS, for example.
The SAP ILM WebDAV interface is the successor to the SAP WebDAV XML Data Archiving interface. The ILM
WebDAV interface is used to manage the complete lifecycle of archived SAP data. Extended ECM together with
Archive Center enforces the retention periods and holds, which are transmitted by SAP for the data archiving files.
All these integrations into standard SAP interfaces allow customers to leverage the document functionality of SAP
in each and every SAP module. Also through the usage of these standard interfaces, Archive Center can be
rapidly connected to SAP.

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Extended ECM’s data archiving builds on serializing transactional data, offloading and compression and thus
helps to minimize the data footprint of SAP solutions and to decrease TCO and hardware costs both for S/4HANA
on-premise installations and managed services in HANA Enterprise Cloud (HEC). Furthermore, archiving helps
to optimize process efficiency of the SAP application and significantly accelerates SAP processes.
While other archiving solutions detach archived content from the application Extended ECM data archiving allows
users to revisit archived transactions and analyze or report on archived data. This concept ensures that the
business is not affected from archiving inactive older transactions. The archiving approach also minimizes the
risks of data loss and disruptions in business continuity.
Another convincing argument for archiving based on Extended ECM is the ability to connect with many SAP
Solutions. Extended ECM supports S/4HANA on-premise integration but can also be connected to
implementations on HANA Enterprise Cloud (HEC). Furthermore, Extended ECM provides archiving services
through its workspace integrations to SAP SuccessFactors, SAP Hybris Cloud for Customer and can also be
connected to many SAP Business Suite solutions.
Together with the advanced records management capabilities covered in the previous section of the eBook
Extended ECM archiving capabilities provide a reliable and unified governance solution for data and content
based on a productized integration between archive, content management, records management and various
SAP business solutions.

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7 Integrations to SAP Products and

Solutions
As one of the world’s largest software vendors and market leader for enterprise business applications SAP has,
of course, many solutions and products that also somehow manage content and documentation. On the one hand,
there are traditional built-in components like the SAP Content Manager, SAP Mobile Documents, SAP DMS, or
the document info records (DIRs). SAP SuccessFactors or SAP Hybris Cloud for Customer include rudimentary
content management capabilities allowing customers to store certain sales or employee documents. And on the
other hand, SAP and OpenText together are also innovating and developing future Enterprise Information
Management capabilities and frameworks, like the SAP Document Center or the premium offering, SAP Extended
ECM. This section of the Extended ECM eBook will explain how these different offerings relate to each other and
where each of them has its unique values.
From a functional perspective and from a strategic perspective there is no other product or offering in the SAP
market that can compare to SAP Extended ECM. To understand the unique capabilities delivered by SAP
Extended ECM it is important to compare the architecture of relevant content management solutions in the SAP
market and to understand the difference between document-centered and business file-centered Content
Management.

7.1 Architecture to enable the digital enterprise

Today’s enterprise architectures are dominated by the move to flexible cloud based solutions. Constellations
building on a monolithic system delivered by the same vendor to support business processes in supply-chain,
sales, operations, finance, and HR will cease to exist within the next five to ten years. As a consequence,
enterprise architects are more than ever challenged to connect and integrate systems to processes for
streamlined execution and perfect end-to-end information flows.
Built-in content management inside business applications has its natural limitations as vendors of such solutions
will not strategically support integration to any competitor’s solutions or repositories. Will SAP and Salesforce
jointly develop a content management to support hybrid enterprise architectures? Perhaps not.
Today, SAP’s cloud strategy combines private cloud offerings in the HANA Enterprise Cloud (HEC) and true
public cloud solutions in the HANA Cloud Platform (HCP). While the large majority of SAP customers are still
running their solution on their own premises these two options will, of course, gain more and more market share
in the future.

7.1.1 S/4HANA Content Management Architecture

SAP S/4HANA is a real-time enterprise resource management suite for digital business. It is built on SAP’s
advanced in-memory platform, SAP HANA, and offers a personalized, consumer-grade user experience with SAP
Fiori. Deployable in the cloud or on premise, S/4HANA delivers SAP’s next generation business suite for
transparent finance processes, optimized supply chain, accelerated sales and distribution, excellent customer
service, successful supplier collaboration, innovative research and development, streamlined manufacturing, and
high performance asset management. In any line of business value is generated from in-memory computing of
structured data and processing, management, delivery, analytics, collaboration, discovery and governance of
unstructured content.

Figure 33:
Basic Content Management
with S/4HANA

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To store and manage unstructured content both the S/4HANA on premise and the managed cloud version either
operate on the SAP’s traditional content management technologies or on the SAP premium content management
product SAP Extended ECM. Traditional content technologies on the SAP portfolio that are still available on
S/4HANA are ArchiveLink, SAP Content Server as a repository for storing content, SAP DMS, and SAP Folders
Management. Figure 33 above shows how these technologies deliver basic content management services for
S/4HANA applications running on-premise or in the HANA Enterprise Cloud (HEC).
More advanced content management scenarios and requirements are implemented with Extended ECM that can
either replace the basic content management technologies or be combined with SAP DMS. Figure 34 shows how
the Extended ECM connects to S/4HANA and can be implemented on-premise or in the OpenText Cloud. The
Extended ECM archiving services also run on SAP’s HANA Enterprise Cloud.

Figure 34:
Content Management
architecture for advanced
scenarios and requirements

SAP Content Server also uses the Archiving Services to connect to S/4HANA based on ArchiveLink standard.
SAP Extended ECM, however, leverages a much richer content management API implemented together by SAP
and OpenText. This includes WebService APIs to create and update business workspaces, to bring simple
ArchiveLink documents under records management control or to list documents that match certain analytics
profiles and queries. Many advanced capabilities of the Extended ECM layer derive from the business file
centered content management approach that is explained in the following section on page 48.

7.1.2 Combining S/4HANA and SAP Cloud Applications

As mentioned above future enterprise architectures will be composed of applications from different vendors and
connect on-premise solutions to managed cloud and public cloud applications. In such constellations, Extended
ECM offers much more flexibility than any built-in content management service.

Figure 35:
Basic Content
Management for
SAP’s Cloud
Applications

Figure 35 shows the dilemma of built-in content repositories in an extreme example: Many SAP and NON-SAP
business applications to a certain degree implement content management and deliver some basic capabilities to
store single files or sometime to manage them in folders or attach them to business objects. When processes
however, transgress the boundaries of one application, the content siloes fail to support streamlined information
flows end-to-end.
Service technicians working with Salesforce’s service console, for instance, cannot access product
documentation that is managed in the SAP PLM solution, project results on SharePoint Online® do not
automatically feed into the PLM system, and the manufacturing execution system cannot access material
datasheets and supplier specifications that are stored in a disconnected procurement solution. While many

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organizations already implement master data governance to ensure consistency of business partner, material, or
supplier details, the unified content backbone dissolves into disconnected silos.

Figure 36:
Architecture for an
Advanced Cross-
Application
Content
Management
Platform

Extended ECM stops this unhealthy trend and equips organizations with a tool to streamline cross-application
collaboration and information flow as well as to drive insight and competitive advantage from understanding of
unstructured content across end-to-end processes. Figure 36 shows that Extended ECM not only supports the
connectivity of SAP and NON-SAP solutions, even inside the SAP portfolio Extended ECM acts as a single-
source-of-truth content backbone connecting for instance SAP Hybris Cloud for Customer opportunity
management to ERP driven order confirmation and fulfillment.

7.1.3 Content Management on S/4HANA Cloud

S/4HANA Cloud is the software-as-a-service variant of the new generation of business applications – simple
enterprise software for big data and agility. With SAP Fiori user experience and less complex data model it is
designed to run simple, and in parallel reduces the data footprint. SAP S/4HANA Cloud is also already connected
to business networks and company-internal collaboration networks and prepared for the Internet of things. Figure
37 shows how S/4HANA Cloud will implement Basic Content Management with the SAP Document Center and
the new SAP Document Service that will also provide content services for other SAP software-as-a-service
solutions like SAP SuccessFactors or SAP Hybris Cloud for Customer.

Figure 37:
SAP Cloud
Architecture
for Basic
Content
Management

To implement cross-application content flows and to connect SAP and NON-SAP Cloud solutions to a content
management backbone, however, organizations enhance the basic content management capabilities of the
HANA Cloud Platform with Extended ECM that can provide archiving and storage capabilities to Document Center
and at the same time also implement functionalities that are missing in Document Center. Extended ECM will also
continue to connect directly to Cloud solutions and deliver advanced services like business workspace creation,
update and attachment archiving as well as UI integration capabilities that can be used as a premium alternative
to the basic UI features based on SAP Document Center.

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Figure 38:
Unified
Content
Management
Cloud Platform
based on
Extended ECM

Figure 38 illustrates how Extended ECM implements basic repository services for SAP Document Center and
also indicates how third party solutions from vendors like Microsoft, Salesforce or even custom applications can
share the content management platform to form a unified single-source-of-truth repository underpinning end-to-
end business processes across multiple SAP and NON-SAP applications. Similarly, compared to the other
architecture diagrams shown in this section, Figure 38 deliberately focuses on one simplified architecture option.
Customers will always combine options illustrated in the different models and implement blended and/or hybrid
architectures. But in the long term the premium content management offering Extended ECM will deliver unique
capabilities including its connectivity to NON-SAP applications, and advanced content management functionalities
that go beyond the basic content services of Document Center and SAP DMS.

7.1.4 Content Management on SAP Cloud Platform (Outlook)

With the SAP Cloud Platform (SCP), SAP delivers an open platform-as-a-service that provides unique in-memory
database and application services enabling organizations to rapidly develop new applications or extend existing
ones. SCP delivers collaboration and user experience capabilities, integration and analytics features, a security
and a mobility framework, Internet of Things services, data and storage capacity and infrastructure services to
integrate partner and ISV solution and development tools. The platform will also implement unified content
management capabilities, namely the cloud based SAP Document Service and an abstraction and UI layer called
SAP Document Center. With its integration to the SAP Document Center and Extended ECM will also fuel future
applications of the SAP Cloud Platform. For this purpose SAP and OpenText have extended the CMIS based API
to include workspace capabilities. These efforts will allow customers to manage business object based collections
of content with SAP Cloud Platform applications. Furthermore, SAP and OpenText are investing to harmonize the
content management capabilities or SAP’s standard offerings and the premium offering, Extended ECM, and to
expose Extended ECM’s advanced content management capabilities in every SAP Cloud Plattform application.

Figure 39:
Supporting
SAP Cloud
Solutions with
Extended ECM

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7.2 Document-centered vs. Workspace-centered Content Management

To understand the unique capabilities delivered by SAP Extended ECM it is important to compare the
architectures of relevant content management solutions in the SAP market and to understand the difference
between document-centered and business-workspace-centered content management.
While SAP’s document center as well as many archiving solutions and basic content management services deliver
capabilities to manage documents, Extended ECM implements enterprise business content management that
builds on a concept of collections of documents, i.e. the business workspace.

Selected document-centered capabilities Selected workspace capabilities

 versioning, check-out and check-in to avoid  set-up content collections (workspace, files or dossiers)
conflicts resulting from parallel processing, that correspond to business objects
 audit-protocols, permission profiles and  use templates to manage collections consistently (incl.
state transitions, numbering schema, hierarchical structure, …)
 approval and signatures,  attach business metadata to collections and keep in
sync with lead business application
 file sync across mobile devices and offline,
 inherit metadata and authorization from collections to
 conversion to different formats (e.g. PDF) included items
and content comparison,
 link collections to each other by leveraging data from
 metadata and indexing and search, lead applications
 archiving, deletion, and retention  file or associate items to a collection
management
 manage collection’s completeness
 annotations, watermarks, and overlay,
 organize items in the collection (e.g. group, sort, or list)
 content validity and follow-up management
 apply operations on a collection level (e.g. export,
 … versioning, authorization, archive, retention
management, conversion, print, display, …)

Table 1: Document-centered content management vs. workspace capabilities

Depending on the completeness of the functionality set we are speaking of basic and enhanced document
management services. But many essential content management requirements cannot be implemented with
concepts that operate on single documents only. To single document content management systems, a defined
order of a set of documents, for instance, is meaningless. Single document centered content management does
not know the notion of a dossier, a file or a file unique number. Similarly, requirements to consistently apply
operations on sets of content can best be implemented with a strong model for content collections.
The Extended ECM business workspace implements many advanced content management functionalities like
inheritance of properties onto all documents inside a dossier or a file, completeness checks for the workspace,
export, printing or ordering and hierarchically arranging content. These types of requirements can only be
addressed with a strong business-file-centered content management approach.
Furthermore, business workspaces also save computing resources and minimize the footprint of content
management, for instance, by implicitly inheriting workspace properties to all documents or by forming a network
of business workspaces that allow users to dynamically arrange content in flexible hierarchies based on their
requirements and preference.

7.3 OpenText Extended ECM added value to SAP

Extended ECM was born as a standalone content management suite that married to SAP and became an
integrated content management platform. In the next evolutionary step OpenText started the Extended ECM
family enabling SAP cloud solutions like SuccessFactors or Hybris Cloud for Customer with advanced content
management connectivity. Reaching out to other ecosystems, the family expanded to include Oracle eBusiness
Suite and Salesforce. Looking forward, Extended ECM’s relation to SAP will continue to grow and evolve to a
natural extension of the SAP S/4HANA. Since early 2017, SAP customers have been able to connect their on-

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premise or HEC deployments of S/4HANA to Extended ECM running in the OpenText cloud. With EP2, Extended
ECM will be equipped with new integration APIs connecting the platform to SAP’s CMIS interface and the HANA
Cloud Platform applications. It’s fair to say that Extended ECM’s integration capabilities over the years added
great value to SAP Solutions and will deliver even more value in the future:
 Deployment on-premise or in the OpenText Cloud
Extended ECM for SAP Solutions Cloud Edition delivers state-of the-art content management capabilities
delivered in the OpenText cloud as an Enterprise Managed Service. This allows customers to connect on-
premise, public cloud or other managed cloud applications to their enterprise content management
backbone. The flexibility to offer hybrid deployments adds many options to minimize total cost of ownership,
improve administration and operation, and to take advantage of subscription based licensing.
 Advanced document-centered content management
Extended ECM includes many advanced content management capabilities that are not included in the
standard SAP content management offerings. To name some capabilities that are relevant to meet
advanced business and regulatory requirements automated conversion of content, approval workflows,
offline support, full-text indexing and search, management of validity and follow-ups, watermarking,
annotations, overlays, electronic signatures, compliant archiving etc. could be mentioned. A key capability
of Extended ECM, however, is that these functionalities can be applied consistently to SAP and NON-SAP
content.
 Connectivity to multiple SAP applications
With its productized integration to S/4HANA, to SAP SuccessFactors, to Sap Hybris Cloud for Customer
and its ability to integrate to other SAP Cloud solutions like Ariba or Concur or the SAP Document Center,
Extended ECM offers unparalleled connectivity to multiple SAP Systems to build advanced content
management solutions based on the workspace concept or document-centered content management.
 Connectivity to Microsoft Office 365 and SharePoint
Many organizations are upgrading their document centered collaboration to Microsoft Office 365 and
SharePoint Online. With Extended ECM and Extended ECM Services for SharePoint business documents
and essential enterprise records stay under control. They are protected by an added layer of security and
authorization mechanisms which are configured with SAP data. They are managed in workspaces that
follow the business logic of connected leading applications and at the same time they are accessible, edited
and managed through Microsoft Office 365.
 Cross-applications workspaces and Connectivity to 3rd party business applications
The capability to connect one business workspace simultaneously to multiple leading application’s objects
(Figure 60) is a good example to demonstrate how Extended ECM streamlines collaboration and
information flows across departments who work with different leading applications. The cross-application
workspace concept was introduced with Extended ECM 10.5 and is also leveraged in some Solution
Accelerators (e.g. Extended ECM for SAP Transportation Management or Extended ECM for Global Trade
Services). Extended ECM deployments with SAP HCM and SuccessFactors Employee Central leverage
cross-application workspaces to implement a single employee file in a heterogeneous HR application
landscape.
 Integration with SAP Document Center and SAP CMIS and HANA Cloud Platform interoperability
Interoperability with SAP innovations has always been the first priority for the development of Extended
ECM. For the HANA Cloud Platform, SAP together with OpenText, has developed the next generation of
enterprise content management services that will also open to third party repositories and connect to many
SAP business applications. In the future, customers will benefit even more from the exceptional partnership
between SAP and OpenText and will be offered many choices both on the persistence layer, the application
layer, and the management layer that connects the repositories to the applications. Document Center, for
instance, the next generation of SAP’s file sync and share client (formerly MobileDocs) can access, share,
and sync Extended ECM content. Document Center also offers basic document-centered functionality for
Extended ECM managed files in other application UIs. At the same time, Extended ECM will continue to
offer premium UI integration, workspace-based content management and advance backend capabilities for
HCP applications.

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Figure 40:
Integration to SAP
Products and
Solutions Value

 Workspace-centered content management

 For some processes that also manage documents, the availability of basic content management functionality
has proven to be sufficient. Vendor invoices, for instance, are usually be managed as simple ArchiveLink
attachments. With Extended ECM’s document declaration capabilities, such content can be controlled with
Records Management but wherever more advanced requirements are relevant, the focus on single
documents has its limitations. For many business scenarios, not only in public administration, the dossier or
the business file is a prerequisite. In product development, for instance, engineers and researchers operate
on PLM dossier for products and variants. Regulatory submissions organize content in a certain hierarchical
structure, machine files collect content from multiple sources to record the equipment’s or assets history, and
employee files require a certain organization with complex access authorizations. There are many more
examples that demonstrate the need to have workspace centered content management. Extended ECM
delivers unparalleled out-of-the-box workspace functionalities that can still be extended with OpenText’s
optional enhancement products delivering on every requirement where SAPs basic content management
services are not a good match.
With all of the capabilities listed above the premium content management offering, Extended ECM, adds value to
SAP solutions with advanced document-centered and workspace-centered content management capabilities.
Furthermore, the connectivity to multiple SAP applications and the integration to 3rd party business applications,
exemplified by cross-application workspaces, but also by the Microsoft integration, provides the framework for
unified content management and a true single-source-of-the-truth paradigm.
Building on these capabilities organizations can meet advanced content management requirements and enable
cross-application information flows to accelerate collaboration and reduce cycle time in many business processes.
Providing rich workspace-based content management drives insight and improves business decisions and
outcome where detailed understanding of subject matters make the difference.
Finally, the integration to SAP’s next generation content management cloud solutions provides the rich interface
between SAP Document Center and Extended ECM and the cloud deployment options form a unique value for
organizations that are aware of the relevance of unstructured content in the digital age.
While this section primarily looked at the architecture of Extended ECM solutions in the SAP ecosystem, the
following section will focus on a related topic and explain how Extended ECM integrates into SAP user interfaces.

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8 Content Access from SAP Solutions

Bridging the gap between transactional applications such as SAP ERP and the unstructured document-centric
content that these applications need is the key benefit of using Extended ECM. This gives business users a role-
based 360-degree view and search interface to all information relevant to a customer, product, service or supplier,
regardless of whether the documents are stored in SAP or in the corporate document management system.
Productized integration capabilities provide a single point of access for users to access the business content they
need, across multiple information sources without requiring them to perform multiple searches, use multiple user
interfaces, or to log into multiple systems. This can provide huge benefits for organizational responsiveness and
improve efficiency where operations suffered from missing connectivity between the SAP and NON-SAP side. In
nearly every process, relevant content will reside both inside and outside of SAP. The same is true for users: in
most processes there will be users predominantly working inside SAP and there will be persons involved in the
end-to-end process working outside SAP applications.
A user working in an SAP transaction typically requires data and content from SAP applications but also content
from outside SAP such as emails or office documents. This user then has to lookup content in multiple applications
and will in many times miss important context information not available in their primary SAP UI. For example, if
an SAP user wants to find out why and by whom a customer contract was signed a year ago they need contextual
information that could be emails, documents, meeting notes and working drafts of the signed contract.
On the other side, users in the non-SAP space that are typically working in a document-centric, collaborative way
require access to SAP context information or SAP documents as well. For example, a sales person may want to
look into the terms and conditions of a customer contract or may require access to the customer invoices
generated and managed in SAP. Without integration between data and content in SAP and content from non-
SAP sources, the user may be required to call someone familiar with the SAP applications and ask them to lookup
the desired information. This is time-consuming and decelerates the complete process.
With Extended ECM the two worlds of SAP and non-SAP content are united. Though users can continue to work
in their preferred applications and user interfaces they still get a 360° view on all relevant data and content of the
process providing a maximum of transparency. This is achieved by managing all process relevant content in
Workspaces provided by Extended ECM (see section “Content Business Workspaces – Connection to Business
Objects” on page 18).

Figure 41:
Content Access
– Extended ECM
unites Content in
Workspaces

Once the content is managed in workspaces, Extended ECM provides users with the flexibility to access these
workspaces in all relevant user interface, i.e., SAP GUI, SAP NetWeaver® Portal, S/4HANA, FIORI Apps, SAP
SuccessFactors, SAP Business Client, SAP WebDynpro-based clients (e.g., CRM, SRM), Microsoft Windows,
Outlook and Office, Microsoft SharePoint and Office 365, Salesforce, and the OpenText Smart and Classic Web
UIs.
Users of the SAP application and solutions have access in their standard SAP interfaces, making it easier for
them to learn and use the full range of Extended ECM functionality. This extends the SAP applications with content
from outside SAP and improves usability by providing a convenient interface to file and retrieve the relevant
content.
Organizations can also provide access to SAP content and non-SAP content via the Extended ECM Web
interface, empowering users who need to be part of the overall process, but don’t need (or shouldn’t have) direct

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access to SAP applications. The web interface provides the full capabilities of Extended ECM with an intuitive
and convenient user experience.
Users who primarily work with documents or emails may prefer to work entirely within in their desktop environment
and access content in SAP applications such as Microsoft Outlook, Windows Explorer, Office 365 or Microsoft
SharePoint UIs. However, when they choose to access content, Extended ECM provides a native integration with
all these applications.
The following sections show how Extended ECM content access works with for some SAP applications.
For more in-depth and technical information about how the Extended ECM Platform integrates into Microsoft®
Office 365 and other leading business applications like Salesforce or Oracle, please refer to the platform eBook
or documentation related to Extended ECM for Salesforce and/or Extended ECM for Oracle.

Figure 42:
Content Access
– User Interface
Options of
Extended ECM

8.1 SAP S/4HANA or SAP ECC (SAP GUI & NetWeaver® Business Client)
To integrate into the SAP Netweaver Business Client, Extended ECM uses the Generic Objects Services (GOS)
as the main integration point into the SAP transactions.
Figure 43 shows an example for the integration of Extended ECM in the GOS:

Figure 43
Content Access
– Integration into
SAP GUI and
NetWeaver®
Business Client

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Depending on configuration the generic object menu in SAP menu contains additional menu items introduced by
Extended ECM:
 “Business Content” will open the Business Content Window allowing access to Business Workspaces,
Business Attachments, and Business Documents with the capabilities of ArchiveLink PLUS, and SAP Notes
(see p. 54f).

Figure 44
Business Content
Window

 DocuLink
DocuLink is part of Extended ECM and is typically used for defining business views on SAP data and
content. It is described in more detail in section “DocuLink”.

Figure 45
DocuLink – Example
Vendor Folder

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8.2 Business Content Window

The Business Content Window is a dialog that is available for the GOS menu of the business object. It provides
the following functions:
 Business Workspace
If a business workspace for the selected business object exists in Extended ECM, the content of the
workspace lists in the Business Content Window. To display the content Extended ECM uses a content
browse widget that exposes many Extended ECM functions in this window, including a full text search,
metadata capabilities, annotations and collaboration functionality. Figure 46 shows the business workspace
of a business partner.

Figure 46:
Business Workspace
(Business Content
Window Smart UI)

Figure 47:
Business Workspace
(Business Content
Window Classic SAP
View)

Workspaces provide a full set of ECM capabilities and are used to manage all content belonging to an SAP
business objects. Workspaces are described in detail in section Business Workspaces on page 14.
 Business Attachments
Business attachments are documents and other items that are stored in Extended ECM and have been
attached to the current business object with a so called business reference. In the Extended ECM Smart UI

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such documents have a link to the respective business object. Figure 48 shows an example of two
incoming sales orders linked to an SAP Sales & Distribution (SD) customer object.

Figure 48:
Business
Attachments

The Business Attachments lists allows users to browse existing business attachments but also to create
new business references appending new attachments.
 Business Documents
The Business Documents list displays ArchiveLink documents attached to the business object. The
document links are displayed in an SAP ALV grid. Users can add documents using a variety of standard
upload procedures. After some customizing steps, administrators have the option to add additional
attributes to ArchiveLink documents extending the default ArchiveLink attributes. Figure 49 shows license
contracts that are managed as ArchiveLink documents and have been linked to the business partner.

Figure 49:
Business
Documents

The Business Documents list can also be used to manage existing documents as Extended ECM formal
records. Applying the “Declare as Record” function users can create fully functional Extended ECM
documents objects out of every ArchiveLink line item. The documents inherit a Records Management
Classification and appear in a configured subfolder of the workspace (e.g. the 01 Account Management”
folder). For more details on how to take advantage of Extended ECM’s Records Management capabilities
review section “Records Management for SAP Content” on page 34.

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8.3 SAP Fiori Apps

SAP Fiori is a relatively new UI platform that was introduced in 2013 as SAP’s new platform to build responsive
user interfaces to SAP applications. In the meantime, SAP released a large number of Fiori apps building on a
common framework of technologies and design principles and delivering role-based, consumer-grade user
experience across all lines of business, tasks, and devices. Many new solutions and SAP software releases
natively incorporate the Fiori UX – such as SAP S/4HANA, Ariba Mobile, or SAP Hybris Cloud for Customer. An
important concept of Fiori is the personalized Fiori Launchpad that allows accessing various applications from a
unified entry point.
Based on Extended ECM’s advanced integration capabilities and APIs, customers, partners, and service
providers easily integrate business workspaces and OpenText capabilities into Fiori apps or into the Fiori
Launchpad. Figure 50 highlights some Extended-ECM-enabled business apps in a Launchpad.

Figure 50:
Extended ECM
Apps in Fiori
Launchpad

Connecting SAP data and Extended ECM content in SAP Fiori apps is very simple. A Fiori app to manage
purchase contracts, for instance, can add a column to link Extended ECM contract workspaces for the filtered
purchasing contracts (see Figure 51).

Figure 51:
Integration
with lightbox
to access
workspace
content

Extended ECM workspaces can open in a lightbox or can seamlessly integrate into the Fiori screen (see Figure
52 for an example on how a purchase order workspace can be integrated into a Fiori app).

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Figure 52:
Integration widget
in Fiori screen for
a purchase order

Extended ECM for SAP Solutions offers many options to integrate content management capabilities into SAP’s
Fiori 2.0 User Experience (UX). Also the GOS menu can be leveraged to invoke the Business Content Window
(see Figure 53 and for the functionality of the Business Content Window confer p. 53). Every widget is fully
functional and allows users to search for content, to browse connected workspaces, to add documentation with
drag and drop or to display and annotate existing documents.
While the Extended ECM authorization layer ensures that every access complies with an organization’s
authorization policies; users experience a seamless integration with no disrupting sign-on or switching between
windows. Many examples in this section demonstrate that the design of the Extended ECM integration widget
complies with Fiori design style. However, customers can also adjust the appearance and control the behavior
and the access to Extended ECM from any Fiori app.

Figure 53:
Integration with
GOS menu and
Business Content
Window

The OpenText Extended ECM for SAP Solutions Customizing Guide [ERLK160000-00-CGD-EN-4]
(http://knowledge.opentext.com/) gives detailed instructions on how to integrate the Extended ECM integration
widget and how to leverage Extended ECM capabilities to enrich Fiori apps.

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8.4 SAP SuccessFactors

Extended ECM for SAP SuccessFactors enhances the value of SAP SuccessFactors solutions by securely
managing all unstructured content related to employee files and beyond. The solution is integrated within the SAP
SuccessFactors user interface so content is readily accessible to the authorized HR administrators, managers,
and employees and fully supports integration with the traditional SAP HCM on-premise solution, too.
Building on the Extended ECM Platform, Extended ECM for SAP SuccessFactors implements specific content
management capabilities to meet HR requirements and to support workforce engagement. From the content
access point of view the integration into the SAP SuccessFactors UI follows best practices leveraging the
Extended ECM integrate widget and implementing some additional widget components.
To simplify access to document centered cases HR professionals leverage the Extended ECM for SuccessFactors
“Inbox” widgets or the “OpenText Employee Workspace” list (Figure 54).

Figure 54:
Extended ECM for
SuccessFactors
Inbox for
document-
centered HR
cases and widget
for direct access to
OpenText
employee
workspaces

While the inbox directs the HR professional to a list showing new (opened, forwarded, assigned or denied) work
items (Figure 55) the Employee Workspace widget opens the selected employee’s workspace listing some details
like name, title, or personnel number and the employee’s open tickets and activities (Figure 56).

Figure 55:
Extended ECM for
SuccessFactors
open work items
list

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Figure 56:
Employee
workspace (HR
professional view)

Both the work list and the employee workspace leverage built-in capabilities of the Extended ECM Platform to
arrange and display content from leading applications, in this case from SAP SuccessFactors and/or SAP HCM
and documents. HR professionals can easily assign, deny or forward any item in the inbox. The HR employee
workspace was designed with Extended ECM’s perspectives manager and includes special HR widgets as well
as standard widgets (for document browse and related workspaces).
The dossier view (Figure 57) shows thumbnails of all documents in the employee file grouped by sections that
correspond to folders and subfolders of the employee workspace allowing the user to leaf through the employee
content and to locate documents faster.

Figure 57:
Dossier view

Full text search, built-in reporting, the completeness check and document upload capabilities for employee self-
service streamline employee experience and reduce the cycle time of HR requests significantly.

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8.5 SAP Hybris Cloud for Customer

Starting from EP2 (April 2017) Extended ECM for SAP Solutions OpenText will also deliver an integration with
Hybris Cloud for Customer. This solution will allow sales, services or marketing professionals working the Hybris
Cloud for Customer to manage lead, opportunity or customer related content in Extended ECM without the need
to switch between UIs. Furthermore, organizations have the option to connect the sales workspaces to product
or material documentation, to cases or procurement and logistics documentation managed in Extended ECM.

Figure 58:
Access Extended
ECM workspace
from Hybris Cloud
for Customer
opportunity record

Figure 58 shows how users can open and navigate the Extended ECM opportunity workspace from a Hybris
Cloud for Customer screen. The workspace again displays based on the Extended ECM integration widget (Figure
59).

Figure 59:
Opportunity
workspace in
Hybris Cloud for
Customer

A strong benefit of implementing Extended ECM for SAP Solutions with Hybris Cloud for Customer is the option
to link multiple SAP solutions by so called “cross-application” workspaces. Many organizations process leads,
contacts, opportunities, and quotes in dedicated CRM systems while managing sales orders, supply chain,
finance, and logistics processes in an ERP system, in many cases in SAP S/4HANA. While SAP already offers
tools to keep Hybris Cloud for Customer details and ERP master data in sync OpenText Extended ECM delivers
the missing link on the content side.
Instead of copying materials or product documentation from the ERP or PLM system to the CRM solution a
business relation between an opportunity and to-be-offered products can easily make up-to-date product collateral
and information available to the sales process. Figure 60 shows how this works with Extended ECM.
1. Using the integration of Extended ECM every Hybris Cloud for Customer opportunity or customer record
is equipped and connected to a dedicated opportunity workspace and customer workspace.
2. The integration to S/4HANA or SAP Business Suite generates workspaces for materials and sales orders
once they are entered to the ERP system and connects the workspaces.
3. Product records in Hybris Cloud for Customer are connected to existing material workspaces using a
cross-application workspace configuration. When a product is added to an opportunity a business
relations is created as well as when a customer owns a product.
4. Business Partner records in SAP S/4HANA or Business Suite are connected to existing Customer
business workspaces and inherit business relations both from the SAP Hybris Cloud for Customer and
the SAP S/4HANA or SAP Business Suite side.

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Figure 60:
Customer and
Material
workspaces
as the cross-
application
information
backbone

As a consequence of the four-step configuration outlined above, the resulting solution includes two cross-
application workspace types (Customer and Material), one workspace types that feeds from Hybris Cloud for
Customer (Opportunity) only and finally, one workspace type exclusively connected to the SAP ERP solution
(Sales order). Following the business relations, however, product owners or back-office workers primarily working
in SAP S/4HANA or Business Suite UIs can easily access opportunity documentation created through Hybris
Cloud for Customer from the material workspace.
On the other hand, sales representatives can review incoming sales orders from the Hybris customer screen or
find the latest product collaterals in the product workspace even if these contents were uploaded through a
different leading application.

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8.6 ArchiveLink PLUS

ArchiveLink PLUS is a functional component of Document Access and Extended ECM that was introduced in
version 10. It provides the following functionality:
 “ArchiveLink PLUS – Search”
provides comprehensive full text search capabilities for SAP ArchiveLink Documents. SAP users are able to
use this functionality inside SAP GUI for Windows as well as in SAP Web UI. ArchiveLink PLUS – Search
utilizes the OpenText Extended ECM for this functionality.

Figure 61
Content
Access – Full
Text Search
in Web-
Dynpro UI

 “ArchiveLink PLUS – Attributes” provides the capability to assign and display additional attributes for
SAP ArchiveLink Documents. The available attributes are defined per business object and/or SAP
ArchiveLink document type.
 “ArchiveLink PLUS – Business Content Window / Business Documents (aka Attachment List PLUS)”
is a compelling attachment list in the SAP GUI for SAP ArchiveLink documents that displays the ArchiveLink
PLUS – Attributes and shows a thumbnail preview of SAP ArchiveLink documents by utilizing OpenText
Imaging Web Viewer.

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8.7 DocuLink
Business processes in SAP systems often incorporate documents such as purchase order documents or invoices
that are directly created in the business context. But business processes may span not only different SAP
transactions and modules, but even different SAP applications such as ERP and CRM. The business documents
are then typically attached to many different business objects in SAP. This means that the SAP business
documents are often isolated from other business documents that are attached to other SAP business objects but
still belong to the same overall business process. As a result, retrieving all of the information associated with, say
a customer or product, can be a time-consuming and inefficient activity.
The DocuLink component of Extended ECM adds a process-oriented view to all business documents and data.
DocuLink provides document-centric views of data and documents from different applications running in one or
multiple SAP systems and can also incorporate workspaces of Extended ECM. Data and documents can originate
from different transactions, modules, and even different SAP systems. Another innovative feature that Doculink
provides is the ability to display transactions which no longer exist in the online database but have been archived.
In many cases in order to access this data users have to specify within the search query to include archived data.
However, users are presented with a single view which can consist of both online and archived transactions.
DocuLink displays documents (no matter where they come from) in a dynamically generated, hierarchical folder
structure. Users can retrieve documents by browsing the DocuLink folder structure or by using standard search
dialogs. To find a document, users no longer need to know the SAP menu paths or individual transactions. SAP
transactions can be integrated into the folder structure as well. This allows users to start SAP transactions directly
out of the DocuLink folder tree. This lets even occasional SAP users quickly find the information they need.

Figure 62 Content
Access – DocuLink in
SAP Applications

For example, customer-related documents from different sources within SAP and from external, non-SAP sources
can be consolidated into several views, enabling consistent access from all customer-facing business processes,
including accounts receivable, vendor management, contracts management, and customer support. Even
occasional users can retrieve content using the simple-to-use and customizable navigation in folder hierarchies.

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Figure 63
Content
Access –
DocuLink
View

DocuLink users can access content through the standard SAP GUI, via the Web as a standalone application, or
integrated as an iView in SAP NetWeaver® Portal. In addition, DocuLink also provides direct integration with SAP
transactions via Generic Object Services (GOS).
Extended ECM Business Workspaces can also be embedded in DocuLink views. Users have full access to the
elements of the Business Workspace, including access to related objects and all document management
functionality.

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Figure 64
Content
Access –
Business
Workspace in
DocuLink View

DocuLink for SAP Solutions relies on the existing SAP authorization model to ensure data security and regulatory
compliance. This ensures the highest possible security since no security models have to be re-implemented or
copied from SAP to an external system.
DocuLink for SAP Solutions fully supports all SAP ArchiveLink documents and is also able to integrate with the
SAP Knowledge Provider (KPro) document models of SAP PLM Document Management System (DMS) and SAP
CRM.

8.8 OpenText Extended ECM added value to SAP

Extended ECM integrates into all major user interfaces of an organization. This allows users working in different
or with different applications or user interfaces to effectively work on the same content shared via a Workspace.
In this section the Extended ECM for SAP eBook gives many examples that illustrate the value of ubiquitous
workspace access.
 Access from SAP GUIs, SuccessFactors, S/4HANA, Hybris Cloud for Customer, …
Extended ECM connects to SAP’s strategic platforms and applications and delivers content management
capabilities inside SAP GUIs, in SuccessFactors, in S/4HANA, in Hybris Cloud for Customer and many
other applications which make up the SAP Business Suite. Once an ECM workspace is connected to a SAP
business object the SAP user can open the workspace from within the SAP application and non-SAP users
can access the workspace in their preferred user interface, whether it is a web interface, using the desktop
integration or directly working with content from Microsoft Office® applications.

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 Fiori integration
Within Fiori apps Extended ECM allows access to content within business workspaces that pertain to the
relevant SAP process as well as content that originates from other applications, from Office 365 or from
external source. The Fiori integration toolkit makes it easy to mobilize Extended ECM workspace into other
apps, both apps delivered by SAP as well as custom apps built specifically for the customer. With the
business object browser, Extended ECM will deliver a Fiori app for general content access for all business
objects and transactions, too.
 Content access and filing from Microsoft Office 365
Integration to Microsoft Office 365 and desktop client’s application (Outlook, Office Suite, or Acrobat).
Extended ECM builds a bridge between collaboration and business-oriented enterprise content
management. With OpenText’s Enterprise Connect and TempoBox users can also browse and work with
SAP managed documents when not connected to SAP or even totally offline by synchronizing the
documents to the desktop.
 Productized integrations to Salesforce & Oracle
Based on the underlying Content Suite Platform (including the Archive Server) that can manage documents
and records from SAP and NonN-SAP sources, SAP content that is archived or put under Records
Management control becomes accessible to Extended ECM’s components such as Document Management
and Collaboration and 3rd party applications like Salesforce or Oracle.
 Accelerators packages to equip SAP solutions with best practice templates
To accelerate implementation of Extended ECM in popular business scenarios, OpenText offer free of
charge Solution Accelerator packages. Solution Accelerators can be downloaded from the OpenText
Knowledge Center and typically include SAP transports which include property providers or Extended ECM
API procedures that are executed on specific events. Most accelerators also include corresponding
OpenText Content Server transport packages for categories or add-on functionalities. The following section
“Extended ECM Scenarios and Solution Accelerators” gives an overview on some packages and introduces
best practice implementation patterns, too.

Figure 65:
Content Access
Added Value to SAP

 API, integration kit and widget to connect custom applications

As the reader will have learned by now, Extended ECM is all about integration of content management into
lead business applications. With Release 16 integration capabilities have been packaged into reusable
components that simplify the development of custom integrations and an extensive integration guideline
has been published on the knowledge center [OpenText Extended ECM Platform 16.0, Integration Guide,
EEP160000-00-CGI-EN-2].

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The guideline provides detailed instructions on how to plan an Extended ECM integration or how to identify
suitable business objects in business applications. Furthermore, it introduces the reader into common
integration scenarios, shows how to implement event mechanisms, API communication, or widgets in the
leading application, and explains how to configure the OpenText Content Server and along with several
implementation examples.
Together with integration into event mechanisms and the automation of workspace creation, metadata and
permissions harmonization and the archiving of content that is generated in lead applications, the content
access capabilities of Extended ECM allow customers to build ubiquitous workspace access.
With Enhancement Package 2 (EP2) Extended ECM continued to add more integration options. The Business
Object Browser provides a generic app to access content linked to business objects for S/4HANA applications
and the extended CMIS API provided connectivity to SAP HANA Cloud Platform services. Furthermore, OpenText
delivered a first public release of a framework to connect business solutions that do not allow programming or
limit enhancements inside the business application. The Outside-In framework developed by OpenText allows
monitoring business applications with an agent that periodically queries for new or updated business objects and
details and translates the response into API call that create or update business workspaces and business
relations.

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9 Extended ECM Scenarios and Solution

Accelerators
Organizations can benefit from Extended ECM in many processes within the complete value chain. The following
figure lists some examples.

Figure 66:
Examples of
Extended
ECM Use
Cases

To qualify a scenario or process with respect to its ECM demand some qualification questions such as the
following are helpful:
 What are the business processes that most rely on documents?
 Are documents created / managed outside of SAP that are part of the overall process?
 Are people involved in the process that are working outside of SAP or in different organizations?
 What documents needs to be preserved as corporate records?
In the following sections, some typical use cases (but not limited to) of Extended ECM are briefly summarized.

9.1 Concept of Solution Accelerators

The purpose of a Solution Accelerators is to provide a best practice for an implementation of Extended ECM in a
specific business context. A Solution Accelerator in most cases consists of documentation and software, which
implements the Solution Accelerator scenario. A Solution Accelerator is not part of a product and is not covered
by product maintenance and support.
Solution Accelerators can be used by customers and partners at no additional fee and are available under
 OpenText Developer Network (OTDN) / Solutions for SAP / Extended ECM
under https://knowledge.opentext.com/go/45785028
 OpenText Knowledge Center / My Support / Product Info / Extended ECM
under https://knowledge.opentext.com/go/37710088
The Solution Accelerator documentation provides:
 An overview over the SAP application respective module covered with the relevant SAP business objects
 A description of the scenario with Extended ECM with many screenshots illustrating the integration of
Business Workspaces with the relevant SAP business objects in SAP UI as well as in Extended ECM
Web UI, list of attributes provided and related objects
 The scenario configuration step by step
 The scenario testing steps

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Figure 67
Extended
ECM
Solution
Accelerators

OpenText has delivered many Solution Accelerators demonstrating the integration capabilities of Extended ECM
for SAP into prominent business solutions based on the SAP Business Suite:
 SAP Procurement (SAP ERP)
 SAP Sales Operations (SAP ERP)
 SAP PM (Plant Maintenance)
 SAP Master Data Governance (MDG)
 SAP Work Manager (Syclo)
 SAP Global Trade Services (SAP GTS)
 SAP Transport Management (SAP TM)
 SAP PPM (Portfolio and Project Management)
 SAP EHSM (Environment, Health and Safety Management)
 SAP Solution Manager
 SAP Customer Relationship Management (SAP-CRM)
 SAP CRM Email Integration
 SAP Supplier Relationship Management Bidding Process (SAP-SRM)
 SAP AIN (Asset Intelligence Network)
In addition to these business-focused solution accelerators OpenText development teams have also delivered a
set of more technically focused solution accelerations that implement certain functionalities which are useful in
many business solutions and help to overcome special challenges with integrating Extended ECM into specific
SAP solutions:
 SAP Fiori Business Object Browsing for Extended ECM
 Integrating Extended ECM into SAP Fiori App Track Sales Orders
 Permission Management based on User Assignment in SAP
 Digital Asset Management Solution Accelerator for Extended ECM
 Synchronizing SAP ILM and Extended ECM with VETO BAdI
 SAP DMS (Document Management System)
Many Extended ECM innovations started as solution accelerators. For instance, the Solution Accelerator to
integrate Employee Business Workspace in Success Factors that was first published in 2014 and later on it was
enhanced into a new Extended ECM family product in 2016.
As the term indicates Solution Accelerators aim at simplifying the delivery and implementation of a solution in a
project. Based on experience a Solution Accelerator will usually deliver an 80 % match with customer and user
requirements. Property providers coded in ABAP, category definitions, business workspace templates, or
business object type configurations included in the Solution Accelerator package can easily be extended, adapted
and are very often used as blueprints to implement Extended ECM solutions. Many Solution Accelerators are
updated with new revisions and the roadmap for future Accelerators is continuously updated based on customer
and partner feedback and requirements.

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New solution accelerators will address the following business areas and functionalities:

 SAP Sales (SAP ERP)  SAP Production (SAP ERP)

 SAP Contracts Management (SAP ERP)

The following sections introduce some of the most popular Solution Accelerators describing how customers
improve their business by implementing the solution accelerator and briefly showing what integration
functionalities and configurations are included.

9.2 Customer & Sales

Idea: Complete transparency about customer interaction by integrating structured and unstructured content, easy
collaboration, and ad-hoc document generation based on managed templates.

Figure 68:
Solution
Accelerator
for Sales

Business Challenges
Organizations that have standardized their customer related sales, marketing and service processes with SAP
ERP and CRM are still facing challenges originating from unstructured content:
 Difficulty finding relevant customer documents or knowledge of similar opportunities / prospects / support
cases due to disconnected content silos (e.g. email, file system, …), and data in SAP CRM and SAP ERP.
 High effort to maintain customer data because many changes / updates on customer information have to
be made manually in different systems and documents.
 Inconsistent documents and customer filing structure due to missing templates and content management
best practices.
 Customer content cannot easily be shared between different departments.
 Compliance issues due to lack of secure and long term storage of customer records.
Business Benefits & Key Differentiators
 Productivity of sales and customer support employees is increased by Extended ECM workspaces
providing full transparency on customers, sales orders or contracts with a 360°view on data and content
from SAP ERP, SAP CRM and non-SAP applications.
 Customer-facing employees are supported with powerful document management capabilities providing
centrally managed templates for ad-hoc document generation. They can access all content in their preferred

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working environment such as Microsoft Office®, Microsoft Windows®, email applications, SAP CRM and
SAP Interaction Center.
 Data quality and consistency is optimized by fully automated data synchronization between SAP CRM, ERP
and Extended ECM.
 Full-text search allows users to leverage information and documents from past opportunities or support
cases.
 Effective document centric collaboration with all involved parties is fostered by social media capabilities
build into Extended ECM allowing a traceable and transparent documentation of all customer interactions.
 All customer content is governed by corporate records management program regardless of point of origin.
Example Implementation
Typical customer-related SAP business objects that can be enhanced with Extended ECM workspaces could be
but not limited to:

 Customer (KNA1) / Business Partner  Sales Quotation (BUS2031)

 Customer Contract (BUS2034)  Sales Order (BUS2032)
 Customer Inquiry (BUS2030)  Business Partner (SAP CRM)

Extended ECM’s Business Relationships (see section “Workspace Hierarchies and Business Relationships” on
page 20) could for example be used for maintaining the following relationships between the workspaces:

 Customer – Customer Contract  Customer – Sales Order

 Customer – Customer Inquiry  Customer – Business Partner
 Customer – Sales Quotation  Sales Order – Sales Contract

Figure 69 shows the four tabs of a customer workspace in the Extended ECM Web User Interface. The first tab
shows the activity feed, the account team and customer details inherited from the leading SAP system. The
second tab shows the workspace’s content and the third listing related workspaces. The fourth tab shows a map
with the customer’s location based on the SAP data. As with all other tabs, this content can be freely configured
by in the configuration of the perspective and can even be adjusted to different role requirements.

Figure 69:
Example:
Customer
Workspace in
SMART-UI

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Figure 70 shows the same customer workspace in SAP GUI being invoked from the GOS menu:

Figure 70:
Example:
Customer
Workspace in
SAP GUI

Figure 71 shows a sales contract workspace in the Extended ECM Web Classic User Interface:

Figure 71:
Example: Sales
Contract
Workspace in Web
UI

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9.3 Vendor & Procurement

Idea: Complete transparency about purchasing processes by integrating structured data and unstructured content
to improve vendor collaboration and contract management.
Business Challenges
Organizations that have standardized their procurement processes and vendor management with SAP ERP and
SAP SRM (Supplier Relationship Management) are still facing challenges originating from unstructured content:
 Content related to vendors and the procurement processes (such as purchase orders, contracts and vendor
audit information) is fragmented across multiple applications forcing users to work with multiple user
interfaces. This produces process inefficiencies, a lack of transparency, and an increased risk of erroneous
business decisions.
 Inconsistencies and incompleteness of procurement information are caused by the disconnection between
procurement data in SAP ERP, SRM, associated documents, correspondence, by missing templates, and
content management best practices for procurement documents and filing structures.
 Vendor and procurement content cannot easily be shared between departments. Typically, vendor
correspondence is managed in an individual instead of collaborative way and disconnected from the
process.
 Compliance issues are due to lack of secure and long-term storage of vendor and procurement records.

Figure 72:
Solution
Accelerator
for
Procurement

Business Benefits & Key differentiators

 Productivity of the procurement team is increased by Extended ECM workspaces providing full transparency
on vendors, purchase orders or contracts with a 360°view on data and content from SAP ERP, SAP SRM
and non-SAP applications.
 Employees in procurement and vendor management are supported with powerful document management
capabilities providing centrally managed templates for document creation. They can access all content in

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their preferred working environment such as Microsoft Office®, Microsoft Windows®, email applications, and
SAP SRM.
 Data quality and consistency is optimized by a fully automated data synchronization between SAP SRM,
ERP and Extended ECM.
 Full-text search allows users to leverage all existing information and documents in procurement processes,
for example, contract negotiation.
 Effective document centric collaboration with supplier and other departments is fostered by follow-up
management and social media capabilities build into Extended ECM allowing traceable and transparent
documentation of all supplier interactions.
 It reduces maverick procuring by means to better interact with internal clients, procurement/legal
departments and the supplier.
 All content in the procurement department is governed by corporate records management program.
Example Implementation
Typical vendor or procurement related SAP business objects that can be enhanced with Extended ECM
workspaces could be:

 Vendor (LFA1)  Request for Quotation (BUS2010)

 Purchase Requisition (BUS2105)  Purchase Contract (BUS2014)
 Purchase Order (BUS2012)

These business objects may be managed in SAP ERP or SRM. Extended ECM can connect to both SAP
applications in the same way.
Extended ECM’s Business Relationships (see section “Workspace Hierarchies and Business Relationships” on
page 20) could for example be used for maintaining the following relationships between the workspaces:

 Vendor – Purchase Order  Purchase Requisition – Request for

Quotation
 Vendor – Purchase Contract
 Purchase Order – Purchase Contract
 Vendor – Request for Quotation

Figure 73 shows a vendor workspace in the Extended ECM Web User Interface:

Figure 73:
Example:
Vendor
Workspace
SMART-UI

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Figure 74 shows the same vendor workspace in SAP GUI:

Figure 74:
Example: Purchase
Order with Workspace
in FIORI UI

Figure 75 shows a purchase order workspace in the Extended ECM Web User Interface:

Figure 75:
Example: Purchase
Order Workspace in
Classic UI

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9.4 Enterprise Asset Management

Idea: Manage unstructured content related to enterprise assets and maintenance processes over the complete
asset lifecycle and allow for a more efficient collaboration in asset-related projects to improve reliability, safety in
production, and to reduce downtimes or outages of plants.

Figure 76:
Solution
Accelerator for
Plant Maintenance

Business Challenges
Organizations that have standardized their enterprise asset management with SAP ERP Plant Maintenance (PM)
are still facing challenges originating from unstructured content:
 Content related to enterprise assets and maintenance processes (such as functional locations, equipment
and maintenance work orders) are fragmented across multiple applications. This produces process
inefficiencies, a lack of transparency, and an increased risk of erroneous decisions by maintenance workers
and plant operators which impacts plant safety and reliability.
 Inconsistencies or incompleteness of plant information are caused by the disconnection between plant data
in SAP ERP and associated technical documents and correspondence and by missing templates for
documents and filing structures. High effort in handling documents and drawings not associated with SAP
equipment or plant maintenance data is the consequence.
 Complex document handover processes between involved departments (i.e. operations, maintenance, and
procurement) and externals such as subcontractors and MRO service provider.
 Long downtimes and outages due to inefficient collaboration in asset-related projects such as plant
construction / change management, equipment failure analysis and shutdown-turnaround. Inability to
retrieve and review historical failure analysis and recommendations for plant equipment.
 Compliance issues are due to lack of secure and long-term storage of asset documentation.
Business Benefits & Key differentiators
 Shortened repair cycles, reduced downtimes, and efficiency gains for operators, technicians and
engineering personnel by simplifying the process of collecting, storing, and retrieving up-to-date plant
maintenance documentation.
 Decrease safety compromise by providing easy access to up-to-date and complete documentation for plant
operators and field technicians ensuring worker safety, procedural compliance and efficient repairs.
 Deeper insight into the root causes of failures by providing operators, engineers and technicians access to
the historical failure analysis records, remediation plans, and all associated content.
 Technical documentation, operating procedures, reports and recommendations are immediately tied to all
SAP plant maintenance data – available for SAP and non-SAP users.

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 Resolve complex issues more quickly by in-process collaboration capabilities for operations, engineering,
contractors and equipment vendors.
 Increase the efficiency and accuracy of procuring replacement parts.
 Reduced regulatory risk with in-depth records management functionality allowing organizations to manage
the lifecycle of content related to enterprise assets.
 Low implementation risk by a productized integration of ECM into SAP Plant Maintenance.
The added value that Extended ECM brings to the SAP Plant Maintenance (PM) and SAP Enterprise Asset
Management (EAM) is summarized in Figure 77:

Figure 77:
Added Value
of Extended
ECM for
Enterprise
Asset
Management

Example Implementation
Extended ECM for Enterprise Asset Management builds on the capabilities already available in SAP Plant
Maintenance (PM) and SAP Enterprise Asset Management and adds critical capabilities it as shown in Figure 77.
Typical asset management related SAP business objects that can be enhanced with Extended ECM workspaces
could be but not limited to:

 Functional Location (BUS0010)  Maintenance Work Order (BUS2007)

 Equipment (EQUI)  Material – for operational supplies and spare
parts (BUS1001006)
 Maintenance Notification (BUS2038)

Extended ECM’s Business Relationships (see section “Workspace Hierarchies and Business Relationships” on
page 20) could be used for maintaining the following relationships between the workspaces:

 Functional Location Hierarchy  Maintenance Work Order – Equipment

 Equipment – Functional Location  Maintenance Work Order – Project / WBS
 Equipment – Material (Bill of Materials)  Maintenance Notification – Equipment

Figure 78 shows three tabs of an Equipment workspace in the Extended ECM Web User Interface:

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Figure 78:
Example:
Equipment
Workspace
in SMART- UI

Figure 79 shows the same Equipment workspace in the SAP GUI:

Figure 79:
Example: Equipment
Workspace
in SAP GUI

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Figure 80 shows a Work Order workspace in the Extended ECM Web User Interface:

Figure 80:
Example: Work Order
Workspace in Classic-UI

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10 Where to Get More Information

10.1 Product Related Information
There any many resources to learn more about the Extended ECM opportunity.
The OpenText Website provides up-to-date resources about the products covered in this eBook.
 Visit the Extended ECM for SAP® Solutions page to watch demos and download whitepapers, solution
briefs, and success stories.
 You can also retrieve collateral for Extended ECM for SuccessFactors® from the OpenText webpage.
 The included products Document Access for SAP® Solutions and Archiving for SAP® Solutions are also
covered on opentext.com.
 Information on the Extended ECM Platform can also be found on the opentext.com, too.
Information about SAP certifications is available from the OpenText webpage in the SAP Partnership section.
Customers and partners can find valuable information about products and solutions for key business processes
on the “Simplify. Run digital” resource hub.
Technical information, user, installation and configuration guides are published both on the SAP market place
and on OpenText’s knowledge center. Visit and register on knowledge.opentext.com to find all the documentation
that is referenced in this eBook. Some new documentation assets we want to highlight are.
 Extended ECM for SAP Solutions – Overview Guide
 Extended ECM for SAP Solutions – Customizing Guide
 Extended ECM Platform - Integration Guide
 Extended ECM for SAP Solutions – User Management and Access Control Guide
 Extensive materials and downloads for Extended ECM Solution Accelerators
 Partners will also find many useful resources in the Extended ECM for SAP Solutions product information
collection on the knowledge center:
 Product Information on the Extended ECM Platform is managed in a separate location:
https://knowledge.opentext.com/knowledge/llisapi.dll/app/nodes/62754158

10.2 Customer Success Stories

Visit our Customer Home page on the OpenText corporate Web site to find customer success stories:
http://www.opentext.com/customer-stories

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11 Strategic Partnership with SAP

OpenText is an SAP Global Software Solution Partner. OpenText and SAP have shared a partnership and co-
development relationship since 1992. As a result of this cooperative relationship, OpenText is the market leader
in document management, document archiving, data archiving, accounts payable optimization, and Enterprise
Content Management for SAP Solutions.

Figure 81:
SAP and
OpenText –
Unique
Partnership

For 23 years SAP and OpenText have been driving innovation in the market for business software and ECM and
since SAP started selling OpenText products, the Solution Extensions have generated more than one billion USD
in revenue. SAP and OpenText brought twelve solution extensions for information processing, management,
delivery and governance into the SAP product portfolio that are used by more than 4,000 customer organizations
around the globe.

Figure 82:
ECM for SAP
Portfolio

All Solution Extensions are tightly integrated and run on the same “ECM backbone” and are continuously improved
and adjusted to comply with SAP’s innovation roadmap. OpenText ran one of the first S/4HANA installations
outside SAP and has certified the portfolio to run with S/4HANA to leverage HANA database to run on the HANA
Enterprise Cloud (HEC) and is also delivering services for the HANA Cloud Platform (HCP).
As a strategic partner, OpenText has been awarded with SAP® Pinnacle Awards ten years in a row! Global
partner awards recognize SAP partners that made exemplary contributions to SAP's ecosystem. Pinnacle Awards
are granted to leading SAP partners that have excelled in enhancing the customer experience, addressing critical
issues such as accelerating co-innovation and improving return on investment.
OpenText is pleased to be recognized by SAP as Pinnacle Award Winner in different categories, most notably as
Global Software Solution Partner of the Year for several years in a row.

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About OpenText
OpenText provides Enterprise Information Management software that enables companies of all sizes and
industries to manage, secure and leverage their unstructured business information, either in their data center
or in the cloud. Over 50,000 companies already use OpenText solutions to unleash the power of their
information.
To learn more about OpenText (NASDAQ: OTEX; TSX: OTC), please visit www.opentext.com.

www.opentext.com
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