Box - Message Output

1\ message output description message output in sap allows users to generate and distribute documents from sap to various output channels with docuflow, these generated documents can be routed to your box environment for storage and distribution key benefits include centralized document storage in box secure distribution with box's permission settings seamless integration with sap processes support for multiple output formats audit trail and compliance features reduced manual effort through automation example use cases distributing invoices, shipping notifications, and order confirmations to customers, partners, and suppliers via box 2\ content server vs ecm when storing message output documents, there are two options content server ecm server content server content server is a communication specification defined by sap that uses https to communicate with the docuflow middleware docuflow is an sap content server certified application ecm server ecm server is a communication specification based on sap’s rfc socket protocol called jco (java connector) the ecm server unlocks remote function calls and docuflow provides an api within sap to leverage this technology, allowing enhanced functionality over standard content server while we are only discussing outbound communications, ecm with jco does allow for bi directional communication between docuflow and sap, inbound and outbound \[architecture diagram] content server considerations pros https protocol – routes well over the public internet and can be used with stateful packet inspection firewalls does not require docuflow transports to be deployed in sap there will be no modifications to print program required cons does not inherently allow for custom metadata to be sent during upload to box unless call back is used see call back guide below see the below section on custom metadata does not inherently get dynamic routing unless call back is used no dynamic folder creation unless call back is used ecm considerations pros custom metadata can be sent real time real time dynamic routing real time dynamic folder creation cons rfc protocol requires non standard ports to be opened modification to z version of print program required 3\ metadata optional business metadata can be set in box using fields in metadata templates this metadata includes any values from sap that go beyond the mandatory system metadata required by docuflow optional business metadata is particularly valuable when you want to allow end users to access sap linked documents directly in the box interface, especially through search enable any box processes that require or benefit from sap business metadata, such as triggering a box relay workflow setting or updating a box shield retention policy allowing other business systems (e g , salesforce) to access or link to documents stored by sap facilitating box governance the method of applying optional business metadata to box depends on the message output approach ecm or content server ecm ecm natively supports setting a box metadata template and its values when creating the document in box in real time or synchronously content server due to the sap specification, content server does not allow optional business metadata to be set during document creation in box instead, this must be done through a docuflow technology called a 'callback' callback call backs utilize the ecm connectivity and update the document metadata once the sap content server store/create operation has been completed this means there are additional api calls/time required to update the document with business metadata optional business metadata considerations pros can enable metadata bases searches and search result filtering for users accessing content within box enables the ability to do inbound rules when using ecm connectivity \[link to the inbound guide document for box] cons content server does not inherently allow for custom metadata to be sent during upload to box this then requires an ecm call to back populate the business metadata which adds additional transaction time and box api calls 4\ dynamic location routing dynamic location routing dynamic location routing is a feature that allows documents to be automatically stored in different box folders based on associated sap data when the document is transferred from sap to box this capability enables organizations to create rules and logic that determine the storage location of documents based on specific sap attributes or metadata by leveraging dynamic location routing, companies can automatically categorize and file documents according to business specific criteria ensure consistent and organized storage of documents across various departments or processes simplify document management and improve information accessibility here are a couple of examples to illustrate how dynamic location routing can be used example1 routing based on code documents attached to sales orders within a sales organzization with code 1000, go to box location 1000 sapdocs >sales orders >1000 documents attached to sales orders within a sales organzization with code 2000, go to box folder 2000 sapdocs >sales orders >2000 example2 internal vs external documents sap information, such as archivelink document type, classification, or vendor number, can be used to automatically classify documents as either internal or external and route them to the appropriate box folders external documents, intended for vendor access, are stored in a box folder that the specific vendor can view internal documents, meant for internal use only, are stored in a separate box folder inaccessible to vendors, even if the document is related to a specific vendor this automated categorization and routing process, based on sap metadata, helps organizations maintain better control over document access and ensures that information is shared appropriately 5\ custom folders folders are essential in box, as all documents must be stored within them the user account that creates the top level folder becomes the owner of all subfolders and documents beneath it to avoid individual ownership, use a managed user account for creating the top level folder best practices suggest a single user should own fewer than 20 million documents in a box tenant each folder should contain no more than 15,000 documents for large document volumes, consider implementing a folder structure content server for box natively supports folder hashing to manage the 15,000 document limit per folder it has a setting for the maximum number of documents per folder and automatically creates new folders when the threshold is reached custom folder considerations pros ensures the 15,000 document limit per folder in box is managed when using ecm (content server natively creates a folder hash to handle this) enables the implementation of business logic for folders, such as creating a new box folder for each new work order in plant maintenance allows ecm to link folders to sap business objects instead of individual documents, which is useful for scenarios involving large batches of documents that need to be easily linked to sap business objects cons content server's specification does not inherently support the creation of custom folders however, docuflow automatically manages document and folder threshold limits 6\ viewing options when accessing sap content that is stored and linked to box, users have three options for viewing the documents sap viewer the document is downloaded to the user’s computer and the sap viewer will display the document \[sap viewer screenshot] box authenticated url link a box viewing url is returned to the user who must then authenticate to box to view the document the document is viewed in the box web based viewer box short lived (unauthenticated) url link a short lived url is generated and returned to the user the user does not need to authenticate to box to view the item the document is viewed in the box web based viewer \[box viewer screenshot] each of the above options has pros and cons listed below sap viewer considerations pros sap viewer allows notes to be attached to documents \[screenshot of notes] cons sap viewer has limited file type support sap viewer must be maintained on the user’s desktop (it overhead) the document is downloaded to the local computer before viewing box authenticated url link considerations pros box viewer has a wide range of file type support box viewer is web based and runs in the browser the sap viewer does not have to be installed or maintained the document does not need to be downloaded to the local computer before viewing cons the user must have access rights to the document box short lived (unauthenticated) url link considerations pros box viewer has a wide range of file type support box viewer is web based and runs in the browser the sap viewer does not have to be installed or maintained the document does not need to be downloaded to the local computer before viewing the user does not need access rights to the document, sap controls access cons the short lived, unauthenticated urls generated for viewing documents may pose a security risk if the urls are shared or intercepted, as they grant temporary access to the document without requiring authentication