SharePoint - 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 sharepoint environment for storage and distribution key benefits include centralized document storage in sharepoint secure distribution with sharepoint'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 sharepoint 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 sharepoint 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 custom metadata can be set in sharepoint as columns in content types custom metadata is any values from sap beyond those required by docuflow custom metadata is most valuable when there is the desire to allow end users to access sap linked documents directly in the sharepoint interface, especially through search enables microsoft search enables access to search refiners in sharepoint trigger a power automate workflow allow other business systems to access/link to documents stored by sap (i e salesforce) metadata enables inbound scenarios for example, a document arriving in sharepoint can link to an existing sap object trigger an sap workflow with container values trigger custom abap code how custom metadata is applied to sharepoint varies based on the method of outbound storage, ecm or content server ecm has native support for selecting a sharepoint content type and its column values when creating the document in a document library content server, based on the sap specification, does not allow custom metadata to be set during the creation of the document in sharepoint this must be done through a docuflow technology called a ‘call back’ call backs utilize the ecm connectivity and update the document metadata/columns 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 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 \[graphic overview to be added in the future] custom metadata considerations pros can enable metadata based searching and search result filtering for users accessing content within sharepoint enables the ability to do inbound rules when using ecm connectivity cons content server does not inherently allow for custom metadata to be sent during upload to sharepoint this then requires an ecm call to back populate the custom metadata which adds additional transaction time and sharepoint graph api calls please see the section ‘application throttling’ in the following microsoft information page https //learn microsoft com/en us/sharepoint/dev/general development/how to avoid getting throttled or blocked in sharepoint online 4\ dynamic location routing dynamic location routing dynamic location routing is a feature that allows documents to be automatically stored in different sharepoint folders based on associated sap data when the document is transferred from sap to sharepoint 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 sharepoint location 1000 sapdocs >sales orders >1000 documents attached to sales orders within a sales organzization with code 2000, go to sharepoint 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 sharepoint folders external documents, intended for vendor access, are stored in a sharepoint folder that the specific vendor can view internal documents, meant for internal use only, are stored in a separate sharepoint 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\ document libraries and folders document libraries and/or folders are sometimes leveraged to logically bundle a series of documents together sharepoint implements permission inheritance from site collection >site/subsite >document library >folder permission inheritance can be broken at any of these levels up until 100,000 items exist, at which point it is no longer possible as a general best practice, it is best to break inheritance at the highest possible level in the hierarchy ecm will allow dynamic selection at any level of site/subsite/document library/folder/subfolder content server allows for only a single target document library to be selected per content repository configuration document libraries and folders considerations pros can ensure security models are followed can implement business logic around folders e g create a new document library folder for every new work order that is created in plant maintenance ecm can link folders to sap business objects vs individual documents this can be used for scenarios where large batches of documents need to be easily linked to sap business objects cons content server does not inherently allow for custom folders to be created in its specification 6\ viewing options there are three options available when deciding how to view sap content stored and linked to sharepoint online sap viewer the document is downloaded to the user’s computer and the sap viewer will display the document sharepoint authenticated url link a sharepoint viewing url is returned to the user who must then authenticate to sharepoint to view the document the user must have permissions to the document the document is viewed in the sharepoint web based viewer sharepoint unauthenticated (short lived) url link a short lived unauthenticated url is generated and returned to the user the user does not need to authenticate to sharepoint online to view the item the document is viewed in the sharepoint web based viewer by default the url expires in 1 minute, but this expiry period is configurable in docuflow each of the above options has pros and cons listed below sap viewer considerations pros sap viewer allows notes to be attached to documents cons sap viewer has limited file type support sap viewer must be maintained on the user’s desktop (it overhead) the document is downloaded (highest bandwidth) to the local computer before viewing sharepoint authenticated url link considerations pros sharepoint online viewer has a wide range of file type support sharepoint online 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 (lowest bandwidth) cons the user must have access rights to the document in the sharepoint online document library sharepoint online unauthenticated (short lived) url link considerations pros sharepoint online viewer has a wide range of file type support sharepoint online 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 (lowest bandwidth) the user does not need access rights to the document in the sharepoint online document library, sap controls access cons additional configuration of sharepoint site collections to allow unauthenticated urls to be generated configuration of this setting is per site collection