Sap Archiving Link

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ProLynx A4P SAP® ArchiveLink Connect Agent

Technical White Paper

ProLynx SAP A4P Connect Agent Technical White Paper Version Date: 7/15/2005

Author: Gene Eckhart ImageSource, Inc. Proprietary & Confidential

 

Integration Specifications
Storing Incoming Documents
Purpose
This process is suitable if you want to store incoming documents in your storage system and link them to the corresponding SAP application documents. Incoming documents are all documents that have not been created using SAP script or SAP Smart Forms in your own SAP System: • Scanned documents • Local desktop files (files you have created yourself are also incoming documents for this purpose) • Faxes and e-mails

Process Flow
When storing incoming documents, you carry out two activities: 1. Storing Stores document in storage system 2. One of the following, depending on the storage scenario: • Entering • Enters and books the application document in the SAP System. From a technical point of view, this creates a business object. Or • Assigning • Assigns the document to an existing application document.

Storage Scenarios
ArchiveLink supports different storage scenarios that vary in three aspects: • Automation of document editing o ArchiveLink offers the following options: SAP Business Workflow is integrated. Bar code technology is integrated. No specific technology is integrated. SAP application document o ArchiveLink distinguishes between two variants: The application document is entered for the first time for the incoming document. The application document already exists. The incoming document is assigned to it. Work distribution o ArchiveLink distinguishes between two variants: o The storing, and either the entering or assigning are carried out by two different people at two different locations. o One person at one location carries out the storing and either the entering or assigning.





ProLynx SAP A4P Connect Agent Technical White Paper Version Date: 7/15/2005

Author: Gene Eckhart ImageSource, Inc. Proprietary & Confidential

 

The following table provides an overview of the storage scenarios according to these three aspects:

Application document entered Application document already exists. for the first time for the incoming document. Two participants Integration of SAP Storing for Business Workflow subsequent entry Integration of bar Early storing code technology with bar codes Late storing with bar codes Manual Storing One participant Storing and entering Two One participant participants Storing for Storing and assigning subsequent assignment

Assigning then storing

Result
In all scenarios, a link is created between the stored document and the corresponding application document.

Storage Scenarios with Integration of SAP Business Workflow
Purpose
By integrating SAP Business Workflow you ensure that the right tasks automatically reach the right agents at the right time. ArchiveLink supports the following workflow scenarios: Storing for subsequent entry An employee in the mail depot scans in the incoming document, (if it is not already in electronic format), and then stores it in a storage system. Using SAP Business Workflow, a link to the document is sent to the employee responsible, who then enters the application document. The scenario is suitable for dealing with large numbers of documents. The scenario saves time and costs by replacing conventional post distribution within a company, therefore speeding up processing. Storing and entering The same person carries out storing the incoming document and entering the corresponding application document. The mail depot forwards the document straight to the employee responsible, who scans it in at their desk (if it is not already in electronic format), stores it, and enters the application document. The scenario is suitable for protected documents, for example in personnel. The scenario is not recommended for storing large numbers of documents,...
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